BEIMSWeb Administrator Training Manual

Transcription

1 Administrator Training Manual Mercury Computer Systems (Aust) Pty Ltd Level 3, 271 William Street, Melbourne VIC 3000 ABN: Tel: Fax: support@beims.com

2 Table of Contents OVERVIEW... 3 IN THIS MANUAL... 4 EXERCISES... 5 System Control... 5 Remote Request Settings... 7 BEIMS Web Engine Setup Properties... 9 Updating BEIMSWeb Messages Adding your Organisations Logo Allow BEIMSWeb Users to choose a Task Code Health & Safety LDAP Remote Request Notification BEIMS RRN Agent Outgoing and SMTP Setting Schedule RRN Agent Remote Request Notification Properties Starting RRN Agent BEIMSWeb Screen Contact Remote Request Contact Remote Request Defaults Using BEIMSWeb Logging In To BEIMSWeb Remote Request List Using Work Order Progress Mercury Computer Systems (Aust) Pty Ltd Page 2 of 46

3 OVERVIEW BEIMSWeb was developed in 1999 to allow people to place Maintenance Requests via the (emerging) inter/intranet. It was developed using the existing LAN (Local Area Network) RRS (Remote Request System) and still uses some of its controls and settings to this day. Below is a flow chart of how BEIMSWeb works. Mercury Computer Systems (Aust) Pty Ltd Page 3 of 46

4 IN THIS MANUAL This training manual will teach you how to use the various settings screens, how to configure Users and how maintain your BEIMSWeb System. The Screens we will be looking at are: System Control Remote Request Settings (on the Modules Tab in System Control) BEIMSWeb Settings (on the Modules Tab in System Control) Contact Details Contact Defaults LAN Remote Request BEIMSWeb Remote Request Notification Mercury Computer Systems (Aust) Pty Ltd Page 4 of 46

5 EXERCISES System Control In this exercise you will open the System Control Screen and adjust the settings. 1. From the BEIMS Main Menu, select the Information Setup Module, and then Click on System Control. Mercury Computer Systems (Aust) Pty Ltd Page 5 of 46

6 2. The System Control Screen will now open 3. Change the setting for to be set as on. This will have the effect of allowing BEIMSWeb Users not to put a password in the password field when logging in. It will also set the Contact Details Password field to not be mandatory. Mercury Computer Systems (Aust) Pty Ltd Page 6 of 46

7 Remote Request Settings In this exercise we will look at the settings for the LAN Remote Request. BEIMSWeb uses these to control what information a BEIMSWeb Requestor sees. 1. In the System Control screen, click on the Modules Tab. 2. Then click on Remote Request, then Edit (or double click on Remote Request) Mercury Computer Systems (Aust) Pty Ltd Page 7 of 46

8 3. The RRS System Settings screen will open The screen as displayed here should be the minimum that you allow Requestors to see. Description of the Screen Field Number of Days until Deletion Force the User to log on to BEIMS in order to change their Department Description This is the number of days a request is visible to requestors after it has been Completed, Cancelled or Rejected. If the request is Accepted or Waiting they will always remain visible to the requestor. You should consider how many requests you are getting before judging how long they should remain visible. On a busy site, this number would normally be lower than on a site where not too many requests are received. One month or 30 days is usually long enough. This forces users to log in when they wish to change their BEIMSWeb (Contact Details) Department code. Fields to Display (left column) Work Order Estimated This allows users to set the Estimated Completion Date for a Completion Date work order. Work Order Priority This allows users to select the priority for the work order Room This allows users to select a room code (based on the building and floor). Note that to turn this on the room codes must exist in BEIMS it is not a free text field. Cost Centre This allows users to select the Cost Centre Expense Code This allows users to select the Expense Code Mercury Computer Systems (Aust) Pty Ltd Page 8 of 46

9 Job Type Job Sub Type RRS Priority This allows users to select the Job Type of a request This allows users to select a Job Sub Type for the request. (This cannot be used, unless the Job Type is also used) This allows users to select if the request is High Priority Mandatory Fields (right column) This section is used to say if a field is required or not. It is recommended that you set Building and Floor as Mandatory, so that the location of the work can be easily identified. BEIMS Web Engine Setup Properties In this exercise we will look at the settings for the BEIMSWeb. These are used to control the behaviour and user settings in BEIMSWeb. 1. In the System Control screen, click on the Modules Tab. 2. Then click on BEIMSWeb Remote Request, then Edit (or double click on BEIMSWeb Remote Request) Mercury Computer Systems (Aust) Pty Ltd Page 9 of 46

10 3. The BEIMS Web Engine Setup Properties screen will open with the General Tab displayed. Field Home Page Title Welcome Message Special Message Show your Organisations Logo Allow BEIMSWeb User to change their password Use Blank for Requested By Use Blank for Phone Use Blank for Description The text typed here appears directly below the Header on the Default web page. The text typed here appears below the User Name and Department on the Default web page. The text typed here appears in red at the top of the New Request page. This allows the organisations logo to be displayed in the top right of the login page. This allows users to change their BEIMSWeb Password. NOTE: If you are using department based logins, you should NOT have this ticked. This blanks out the Requested By field on the New Request page. This blanks out the Phone number field on the New Request page This blanks out the field on the New Request page Mercury Computer Systems (Aust) Pty Ltd Page 10 of 46

11 Allow BEIMSWeb Users to choose Task Code Allow BEIMSWeb users to choose Charge Type Exclude priority code from BEIMSWeb Remote Request This allows users to select a Task from the list. These tasks are defined in the Usage tab in Planned Maintenance Task Details (we will do an exercise using this shortly). This allows users to choose a charge type for the request This excludes a priority from being chosen when a New Request is being sent. NOTE: It also puts up a pop-up every time a user enters BEIMSWeb stating that Priority X cannot be used Updating BEIMSWeb Messages BEIMSWeb Messages are used to inform and advise users of BEIMSWeb about things you want them to know. Often they are used to state that if a request is urgent, they should phone a particular number or to let them know where the user guide is located. In this exercise you will add messages and create a hyperlink to the BEIMSWeb User guide, which is on your CD. 1. Type the following message in the Home Page Title field. For URGENT Requests please call maintenance on Copy the File BEIMSWeb RRS Generic User Guide 5.5.doc from the BEIMSWeb Administrators Training CD, to C:\Program Files\BEIMS\BEIMSWeb directory 3. Type the following message (copy and paste) in the Welcome Message field. <p class="msonormal"><i>welcome to BEIMSWeb. If you need help with this application please click on the link <a href=" oc"> BEIMSWeb User Guide</a>.</i></p> NOTE: This is HTML (Hypertext Markup Language) which is used as the basis for almost all web applications. 4. Type the following message in the Special Message field. All Mandatory fields have bold headings and need to have valid information in them before sending. The screen shots on the next page show how the BEIMS Web Setup screen should look and how the changes you have made effect the BEIMSWeb Default Web Page. You will be able to see these changes once we create User Logins for BEIMSWeb Mercury Computer Systems (Aust) Pty Ltd Page 11 of 46

12 Mercury Computer Systems (Aust) Pty Ltd Page 12 of 46

13 Adding your Organisations Logo In this exercise, you will add an organisation logo to your BEIMSWeb system. 1. Copy the file orglogo.jpg from the BEIMSWeb Administrators Training CD, to C:\Program Files\BEIMS\BEIMSWeb\Images directory. 2. On The BEIMSWeb Setup properties screen, Tick the box next to show your organisations logo. Mercury Computer Systems (Aust) Pty Ltd Page 13 of 46

14 Allow BEIMSWeb Users to choose a Task Code This allows users to select a task from the dropdown list in BEIMSWeb for common issues such as a dripping tap, blocked toilet, or flickering lamp. In this exercise you will setup a task to be used in BEIMSWeb and alter the BEIMSWeb properties to allow a task to be selected. The advantage of using tasks in BEIMSWeb is that you gat a lot of additional information from the request that you would normally fill in on a work order. From the task you get the: Description Job Type Job Sub Type Cost Centre Expense Code Trade including estimated hours and costs Priority 1. Open the BEIMS Main Menu then open the Planned Maintenance Module. 2. From the left hand column, select Task Details. 3. Create the following task for a flickering lamp. Remember to click on Edit Trades and add the Handyperson (HAN) for 0.25 Hours and $10.00 Mercury Computer Systems (Aust) Pty Ltd Page 14 of 46

15 4. Now on the Usage Tab tick the box that indicates that this task is to be used in BEIMSWeb 5. Then click on Save Now we need to set the BEIMSWeb Properties, so that tasks indicated can be selected. Mercury Computer Systems (Aust) Pty Ltd Page 15 of 46

16 1. Open the BEIMSWeb Properties screen from System Control (If it is already open it may be behind the other open screens, so minimize them to find it). 2. Tick the box next to Allow BEIMSWeb Users to choose a Task Code then click Apply. Mercury Computer Systems (Aust) Pty Ltd Page 16 of 46

17 Health & Safety The Health & Safety option allows requestors to tick that the request has Health & Safety implications. NOTE: All this does is flags in the description the message on the checkbox below. 1. In the BEIMSWeb Propeties Screen, tick the Include Health & Safety Requirements Checkbox. 2. Alter the Message on Checkbox to read Health & Safety Issue 3. Set the Checkbox Defaults to unchecked (meaning that the tickbox is flagged as unticked) 4. Click on Apply Mercury Computer Systems (Aust) Pty Ltd Page 17 of 46

18 LDAP LDAP (Lightweight Directory Access Protocol) provides BEIMSWeb with a link to the Organisations User Database (Active Directory, Novelle edirectory). The benefit is that anyone who has access to the network can have access to BEIMSWeb using the same login and password as they use for access to the PC. However, you do not have to use LDAP to use BEIMSWeb. You can manually create users (often done when Department Logins are the proffered means of creating requests). We will look at this method later. Unfortunately we cannot do any exercises here as we do not have access to a user directory. Mercury Computer Systems (Aust) Pty Ltd Page 18 of 46

19 Remote Request Notification Remote Request Notification (RRN) is an application that is inclusion to BEIMSWeb and allows requestor s to be notified of updates on their requests via . A requestor can choose to receive a notification by clicking the tick box in BEIMSWeb and entering in their address. The screen shots and instructions have been created using Windows XP SP2 hence they may be slightly different for your operating systems. BEIMS RRN Agent Outgoing and SMTP Setting Description of the Screen The BEIMS RRN Agent Outgoing and SMTP Setting screen is used to enter details of the settings. This is required to be setup by someone in the IT department. Mercury Computer Systems (Aust) Pty Ltd Page 19 of 46

20 Fields Outgoing Information Display Name Organisation Name Sender This field is used to display the name of the . Name of your organisation must be entered in here. This address must be a valid address. It is there for users if a bounce back happens or for them to see where the has come through. It is recommended to enter a valid address. For example: support@beims.com or heldesk@yourorganisation.com SMTP Setting Server Name Outgoing Mail Port Enter the mail server name or IP address here Enter the SMTP outgoing mail port or click on Use Default in here. Authentication Enter the username and password for the mail authentication. Buttons Test OK Cancel This button will allow you to enter in an address to send a test . Will save the settings in the screen Cancel the screen Apply Will Apply the changes made to the screen. Mercury Computer Systems (Aust) Pty Ltd Page 20 of 46

21 In this exercise we will setup the RRN Agent Settings for use with the training system. 1. Go to Start All Programs BEIMS Agents RRN Tray Application to open the Tray application. 2. Once it its opened you will notice a crossed out icon in the Tray applications section of your task bar (bottom right of the screen near the time). 3. Right click on the and select Configure RRN Agent from the Menu 4. Enter the following information into the BEIMS RRN Agent Outgoing and SMTP Settings screen and click on OK. Mercury Computer Systems (Aust) Pty Ltd Page 21 of 46

22 Schedule RRN Agent In this exercise we will setup the schedule to run the RRN Agent. The scheduler is the part of the Agent that sets how often it checks if an needs to be sent. 1. If the icon is already in the tray move onto step 2, or if it is not Go to Start All Programs BEIMS Agents RRN Tray Application to open the Tray application. 2. Once it its opened you will notice a crossed out icon in the Tray applications section of your task bar (bottom right of the screen near the time). 3. Right click on the and select Schedule RRN Agent from the Menu 4. The Scheduler is a Wizard that will guide you through setting up how often the Agent should check BEIMS. On the first page click on Periodically, then click Next. Mercury Computer Systems (Aust) Pty Ltd Page 22 of 46

23 5. Change the Run Every box to 2 Minutes, then Click Finish. Mercury Computer Systems (Aust) Pty Ltd Page 23 of 46

24 Remote Request Notification Properties Please select the screen that is appropriate to your site (ie: Domain or Non Domain) Below is a Domain Database screen. Fields Domain Code Enable Notification Request Accepted Request Rejected You can click on the lookup button to select a domain code. The settings in the screen then will be affected to the selected domain. Non Domain sites please note, that you will not have this option in your screen. Select this option if you want to enable the Remote Request Notifications. If you select this option, the requestor will get an if their request is Accepted. If you select this option, the requestor will get an if their request is Rejected. Mercury Computer Systems (Aust) Pty Ltd Page 24 of 46

25 Work Order Charged Status = Y The requestor will get an if the Work Order charge type is changed from N or Unknown to Y for Yes. Work Order Charged Status = N The requestor will get an if the Work Order charge type is changed from Y or Unknown to N for No. Work Order Status The requestor will get an if the Work Order Status is changed to one of the options below. C Complete H On Hold O Outstanding X Cancelled I In Progress D Deferred This option list will vary depending on how clients have setup their Work Order Status codes. Header Footer This will be sent to the requestor. For example: This is sent by the Facilities to notify you that the following changes has been made to your request. Enter information for the Footer that will get sent to the requestor. Format Plain Text HTML This is the preferred option if clients are reading their s from different applications, such as outlook, outlook express, mozilla etc You may configure this format to have the sent in a HTML base format. Work Order Progress Create log entry Will create an entry in the Work Order Progress table. Show to Web Requestor This option will show the requestor that an has been sent in the work order progress comments section. Mercury Computer Systems (Aust) Pty Ltd Page 25 of 46

26 Buttons Test Copy Save Delete Clear Help Close This button will allow you to enter in an address to send a test . Will copy the settings of the previous domain to the other domain. Will save the details on the screen. Will delete the option in the grid that you have selected. Will clear the top screen Will provide Help on the screen Will close the screen The below screen is for a Non Domain database. Mercury Computer Systems (Aust) Pty Ltd Page 26 of 46

27 Fields Enable Notification Request Accepted Request Rejected Select this option if you want to enable the Remote Request Notifications. If you select this option, the requestor will get an if their request is Accepted. If you select this option, the requestor will get an if their request is Rejected. Work Order Charged Status = Y The requestor will get an if the Work Order charge type is changed from N or Unknown to Y for Yes. Work Order Charged Status = N The requestor will get an if the Work Order charge type is changed from Y or Unknown to N for No. Work Order Status The requestor will get an if the Work Order Status is changed to one of the options below. C Complete H On Hold O Outstanding X Cancelled I In Progress D Deferred This option list will vary depending on how clients have setup their Work Order Status codes. Header Footer This will be sent to the requestor. For example: This is sent by the Facilities to notify you that the following changes has been made to your request. Enter information for the Footer that will get sent to the requestor. Format Plain Text HTML This is the preferred option if clients are reading their s from different applications, such as outlook, outlook express, mozilla etc You may configure this format to have the sent in a HTML base format. Mercury Computer Systems (Aust) Pty Ltd Page 27 of 46

28 Work Order Progress Create log entry Will create an entry in the Work Order Progress table. Show to Web Requestor This option will show the requestor that an has been sent in the work order progress comments section. Test OK Cancel Apply Help This button will allow you to enter in an address to send a test . Will save the settings in the screen and Close the screen Cancel the screen Will Apply the changes made to the screen. Will provide Help on the screen Mercury Computer Systems (Aust) Pty Ltd Page 28 of 46

29 In this exercise you will setup the properties for RRN. 1. Go to Start All Programs BEIMS Agents RRN Property and Settings 2. Type the following into the Properties screen. NOTE: If you are not using a Domained database the Domain Code (top left) will not appear. Mercury Computer Systems (Aust) Pty Ltd Page 29 of 46

30 Starting RRN Agent In this exercise you will learn how to start RRN 1. If the icon is already in the tray move onto step 2, or if it is not Go to Start All Programs BEIMS Agents RRN Tray Application to open the Tray application. 2. Once it its opened you will notice a crossed out icon in the Tray applications section of your task bar (bottom right of the screen near the time). 3. Right click on the and select Start from the Menu The Icon will now change to a On the following two pages there are examples of how the BEIMSWeb screen has altered and of what the would look like. Mercury Computer Systems (Aust) Pty Ltd Page 30 of 46

31 BEIMSWeb Screen Modified Fields Enter the requestor s address Notify me by Select this option if you want to be updated on the status of the request. Mercury Computer Systems (Aust) Pty Ltd Page 31 of 46

32 Example of an Alert Mercury Computer Systems (Aust) Pty Ltd Page 32 of 46

33 Contact Remote Request In this exercise, you will create a Contact record for yourself to be used in the last exercise. 1. In the Main Menu, open Information Setup then Contact Remote Request. 2. Create a Contact for yourself, bearing in mind that this will be the default information the User will get when they log in. NOTE: The address should be user@beimstest.com Mercury Computer Systems (Aust) Pty Ltd Page 33 of 46

34 Contact Remote Request Defaults 3. Continue with entering the default values. 4. Click on Save. Column Permission Default Value Mandatory Visible Cannot Change Auto-update Description This is the Code that the user has access to This is the value that is set as the default for this particular user These are the fields that are Mandatory on the request (you set them in the Remote Request Settings screen (hence they are greyed out here)). These are the fields that are Visible on the request (you set them in the Remote Request Settings screen (hence they are greyed out here)). This means that the user cannot change the default value This means that the value selected by the user will be updated to the value of the last request. Mercury Computer Systems (Aust) Pty Ltd Page 34 of 46

35 Settings The following are examples and explanations of the behaviour of each setting option in relation to Cannot Change and Auto-update. Cannot Change Enabled The user is fixed to the Default Value, and Cannot Change it in BEIMSWeb. BEIMSWeb will be greyed out and have the text read only in red. The field in Auto-update Enabled The user is able to change the code from the Default Value. Once they have sent a request with a new department code (in this example) the default value will be automatically updated to the new one. The next time they log in to place a request, the New Default Value will be in the field. Cannot Change or Auto-update Disabled The user will always have the same Default Value. They can change the value they use in the field, but it will not Auto-update. The next time they log in it will give them the original Default Value. Mercury Computer Systems (Aust) Pty Ltd Page 35 of 46

36 Using BEIMSWeb This exercise will take you through logging into BEIMSWeb creating a request getting the alert accepting the request checking the BEIMSWeb Request status updating the progress on the work order completing the work order getting the Logging In To BEIMSWeb 1. Open Internet Explorer 2. Type into the address bar Notice the Logo that we added in previous exercises. Mercury Computer Systems (Aust) Pty Ltd Page 36 of 46

37 3. Log in using the login you created in Contact details Notice the changes you made in the BEIMSWeb Setup including the text changes and link to the BEIMSWeb user Guide. 4. Click on the link to the BEIMSWeb User Guide to open it. 5. Click on Open when the screen appears to open the BEIMSWeb User Guide 6. Close the BEIMSWeb User Guide and Click on View, add or modify Remote Request Mercury Computer Systems (Aust) Pty Ltd Page 37 of 46

38 7. Fill out the request details as listed below. For obvious reasons you can use the settings you used for the Users defaults (set up in a previous exercise) rather than the ones listed here. 8. Click on Send Request Mercury Computer Systems (Aust) Pty Ltd Page 38 of 46

39 9. Now click on the Request List button to view all of the requests sent by the department. Mercury Computer Systems (Aust) Pty Ltd Page 39 of 46

40 Remote Request List In this exercise we will open the BEIMS Main menu and go to the Remote Request List to Accept the request. We will also look at how the changes we make effect what the Requestor sees. 1. Go to the Main Menu in BEIMS Go to the Work Order System then open remote Request List. 2. Click on the request you just sent 3. Then click on Accept to open the comments box. Type a message in this box and click on OK. Mercury Computer Systems (Aust) Pty Ltd Page 40 of 46

41 4. The Work Order Details page will now open populating the default information from the request. 5. Tab through the fields until you reach the Task Number field. Once you tab out of the Task Number field you will get the following message. 6. Click Yes to append the task information. 7. Click Yes to update the cost centre and expense codes. Mercury Computer Systems (Aust) Pty Ltd Page 41 of 46

42 8. Before you click on Save, go to Internet Explorer and press the F5 function key to refresh the BEIMSWeb Request List view screen. Notice how the request status has changed to I In Progress. 9. Return to the Work Order Details screen and click on Save. 10. Go back to BEIMSWeb and click on F5 again. Notice that the request is now A Outstanding. Mercury Computer Systems (Aust) Pty Ltd Page 42 of 46

43 Using Work Order Progress Work order progress was introduced in Version 5.5, but has not been used by many organisations. It allows BEIMS Users to give feedback on the status of work orders to BEIMSWeb Users. In this exercise we will add a progress record to the work order we have just created and view it in BEIMSWeb. 1. Open the Work Order System and type in the work order number of the job you just created. If you don t remember the number, use Work Order Search to find it. 2. Click on the Jump Button Top Right and select Work Order Progress from the Menu 3. Enter the following Text and click Save Mercury Computer Systems (Aust) Pty Ltd Page 43 of 46

44 4. Open BEIMSWeb and press F5 to refresh the page. Note that the feedback column now contains the value Yes. 5. Click on the Request ID to open it and browse to the bottom of the screen. Mercury Computer Systems (Aust) Pty Ltd Page 44 of 46

45 Completing a Work Order In this exercise we will complete the work order we created earlier and see what effect it has on BEIMSWeb. 1. Open the Work Order System and go to Work Order Completion. 2. Type in the work order number we have used in the past exercises, and complete the work order. 3. Open Internet Explorer and press F5 to update the status. Mercury Computer Systems (Aust) Pty Ltd Page 45 of 46

46 Viewing the RRN The closing of the work order based on a request when RRN is ticked will generate an RRN In this exercise we will view the RRN Open Outlook Express if an and password is required type user@beimstest.com for the login and beims98 for the password. 2. Go to the Inbox and open the with the RRN in it. Mercury Computer Systems (Aust) Pty Ltd Page 46 of 46