System Administration Guide

Transcription

1 System Administration Guide Maintenance Connection Inc Drew Ave Suite 103 Davis, CA Toll Free: Fax:

2 Maintenance Connection System Administration Guide Maintenance Connection, Inc. Version 5.0 System Administration Guide Information in this document is subject to change without notice. Companies, names and data used in examples herein are fictitious unless otherwise noted. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express written permission of Maintenance Connection, Inc Maintenance Connection, Inc. All rights reserved. Maintenance Connection is a registered trademark of Maintenance Connection. Microsoft, Windows, Windows 95, Windows NT, Windows XP, Windows 7, Vista, Office, Word and Excel are registered trademarks of Microsoft Corporation. Adobe is a registered trademark of Adobe Systems Inc. Flare is a registered trademark of MadCap Software. - ii

3 Table of Contents System Administration Overview... 6 Rules Manager... 7 Assignment Rules... 8 Add a New Assignment Rule... 8 Edit an Assignment Rule Delete an Assignment Rule Labor Assignments for Rule Add a Labor Assignment for Rule Edit a Labor Assignment for Rule Delete a Labor Assignment for Rule Notification Rules Add a New Notification Rule Edit a Notification Rule Delete a Notification Rule Settings and Recipients Settings Associated Recipients Recipients (Other) Message Tabs Message (Text) Message (HTML) Attachments Advanced Tab for SQL Execution Rule Criteria Defining Rule Criteria Expressions Text Field Expressions Text Fields Connected to a Lookup Table: Text Fields Connected to a Module Lookup Free Form Text Fields Date Field Expressions Date Range Prompts Numeric Field Expressions Indicators/Checkbox Field Expressions Customization Tools Forms Manager User Field Customization through Help Editor Tabs Manager Clone Tab Groups Modify Tab Labels Disable or Remove a Tab Reorder Tab Sequence Menu Manager Service Requester Configuration Main Menu Tab Welcome Page Submit Request Page Service Request Status Page Submit Feedback/Surveys Page Maintenance Connection System Admin Guide v 5.0 iii

4 SR Reports Link Customer Service and FAQ Pages SR Profile and Change Password Pages Editing Service Requester Pages Submit Service Request Tab SR Appearance Tab Modify Color Change Logo or Background Image SR Integration Tab Preview Service Requester Changes System Security Members Members Detail Page Approve New Members Approve New Members Individually Approve New Members Globally Approve Membership of Previously Disabled Member Modify Membership Data/Disable Members Access Groups Create New Access Group Access Group Tabs/Pages Details Tab Access Groups Rights Tab Access Groups Description of Rights (Types of Rights) Enabling or Disabling Rights Individually Enabling or Disabling Multiple Rights Repair Centers Tab Access Groups Locations/Reports Tab Access Groups Accessible Locations for Access Group Accessible Report Groups for Access Group Reports Tab Access Groups Clone Access Group View/Remove Active User Sessions (Licensed Users Tool) Lookup Table Manager System and Module Preferences Repair Center vs. My Preference Views Edit Module Preferences Copy Module Preferences System and Start Up Preferences to Work Order Manager Database Job Scheduler Asset Tools Warranty Manager Meter Manager Asset Hierarchy Configuration Asset Hierarchy Display Order Asset Updater Using Classifications Asset Hierarchy Rebuild Work Order Tools Priority Actions Manager Holiday Manager View/Edit Existing Holidays Maintenance Connection System Admin Guide v 5.0 iv

5 Add New Holidays Delete Existing Holidays Survey Manager Survey Manager Dialog Complete/Close Configuration Rates Manager for Labor Resources Bulk Image Upload Tool Upload Images to Module Library Upload Images to Individual Record Key Manager Keys Tab Key Manager Add a New Key Edit Key Info View Transactions for Specific Key Key Holders Tab Key Manager Key Transactions Tab Key Manager Report Tab Key Manager Sys Admin Index Maintenance Connection System Admin Guide v 5.0 v

6 System Administration Overview Maintenance Connection includes a number of features and tools that assist your organization with implementation and ongoing support. This System Administration Guide provides instructions on using these features, many of which are accessible from the Tools Menu. Please refer to the following sections for further information on these features: Rules Manager Customization Tools Forms Manager User Field Customization through Help Editor Tabs Manager Menu Manager Lookup Table Manager Service Requester Configuration System Security Members Access Groups Licensed Users Tool (Remove Active Sessions) System/Module Preferences to Work Order Manager Database Job Scheduler Asset Tools Work Order Tools Rates Manager for Labor Resources Bulk Image Upload Tool Key Manager Maintenance Connection System Admin Guide v 5.0 6

7 Rules Manager The Maintenance Connection Rules Manager is an important System Administration Tool that allows you to establish rules for the automated generation of assignments and notifications ( s). To access the Rules Manager, select Tools->Rules Manager from the Menu Bar. The Rules Manager will display: Tabs are available to create two types of rules: Assignment Rules: Maintenance Connection includes numerous methods to create an auto-assignment upon generation of a work order. Auto-assignments of specific individuals or crafts can be made based on the procedure in use or asset associated with the work order. The Rules Manager provides an additional method for creating auto-assignments, allowing you to define specific criteria on which the autoassignment should be based. For example, a rule could be defined to automatically assign a top technician whenever an urgent work order was created for a specific asset or asset classification. Notification Rules: The Rules Manager can be used to create notification rules to initiate an whenever a specific event happens. For example, an can be generated when a particular type of work order is created or when an asset is taken out of service. You can define the recipients and content of the , as well as the criteria to determine if/when the should be initiated. Note: The Maintenance Connection Service Agent is required for Notification Rules to work. Tip: It is not uncommon to have both an Assignment and Notification Rule for the same event. For example, in the case of a shut-down of an important asset, one might have an automatic assignment to a particular labor source or contractor, along with a notification to an internal manger and/or the assignee. Maintenance Connection System Admin Guide v 5.0 7

8 Assignment Rules The Rules Manager extends the auto-assignment features available in Maintenance Connection by allowing you to define specific criteria for the assignment. While standard features can be used to create assignments based on procedure, asset or asset classification, the Rules Manager can be used to extend the criteria on which the assignment is based. For example, a rule could be defined to automatically assign a specific technician whenever a work order was generated that required shutdown of a particular asset. In addition, the Rules Manager allows you to create rules that are completely independent of the procedure or asset. For example, a rule could be defined to create an automatic assignment whenever a work order is generated for a particular zone or department. To access the Rules Manager, select Tools->Rules Manager from the Menu Bar. The Rules Manager will display, with the Assignment Rule Tab selected by default. With the Assignment Rules Tab displayed, you can add a new rule, edit an existing rule, or delete an existing rule. Add a New Assignment Rule The current Assignment Rules are displayed by default when you first access the Rules Manager. To create a new assignment rule: 1. Click the New Button on the Action Bar. Maintenance Connection System Admin Guide v 5.0 8

9 2. The New Auto-Assignment Rule Dialog will display, prompting you to enter general information about the new rule: Enter a name for the new rule that will ensure it will be recognizable when viewing or editing it in the future. It is customary to include identifying information in the rule name, such as the asset, assignee or circumstance. Enter the Rule Order. The Rule Order controls the display order in the Rules Manager, allowing you to group together similar rules and have more control over the display. Rule order also indicates the order by which the rule will be executed if there are multiple rules that are triggered by the same event. Although not often implemented, this allows customers to create rule dependencies (make the second rule contingent on the outcome of the first). Enter a specific Repair Center, if desired. This entry allows you to filter rules by Repair Center in the Rules Manager. Note: Entering a Repair Center on this page only serves to filter the rule. To make sure the rule only applies to a particular Repair Center, you must ensure this is specified in the rule criteria. A new assignment rule to repair non-working HVAC Units in a hospital might appear as follows: 3. When creating a new assignment rule, the Criteria Sub-Tab is displayed by default. To define criteria for the new assignment rule, click the Edit Button below the Rule Description Box. The Criteria Dialog will display, allowing you to specify the records to which the rule should be applied. For example, you can define the associated asset or asset classification, work order priority, department or shop. For complete instructions on defining criteria for the rule, see: Assignment Rule Criteria. When you have finished defining criteria for the rule, click the Apply Button to close the dialog and return to the New Auto-Assignment Rule Dialog. Your criteria will be listed in the Rule Description Box. 4. To define the labor to be assigned, click the Labor Assignments Sub-Tab. Maintenance Connection System Admin Guide v 5.0 9

10 To add a new auto-assignment, click the New Button on the Action Bar. The New Assignment Dialog will display on which you can specify the individual or contractor to auto-assign. Use the options on the Labor Assignments sub-tab to specify additional assignments, edit a displayed assignment or delete an assignment. For complete instructions on defining labor assignments, see: Labor Assignments. 5. The new rule will be set as enabled by default. If you are not ready to enable the rule, remove the check from the Rule Enabled Indicator at the top of the dialog. 6. When you are finished defining Criteria and Labor Assignments for this new rule, click the Save Button on the Action Bar. Tip: You cannot Cancel without saving your changes once you have specified Labor Assignments. If you do not wish to keep this new rule, you must delete it after it has been saved. 7. You will be returned to the Rules Manager with the new rule displayed. For more information on Assignment Rules, refer to the following sections: Assignment Rule Criteria Labor Assignments for Rule Edit an Assignment Rule Delete an Assignment Rule Maintenance Connection System Admin Guide v

11 Edit an Assignment Rule The current Assignment Rules are displayed by default when you first access the Rules Manager. To edit an assignment rule: 1. Select the rule to be edited and click the Edit Button on the Action Bar (or double click on the rule). 2. The Edit Auto-Assignment Rule Dialog will display. Edit the rule name, rule order or repair center if needed. Rule Order will control the order of display in the Rules Manager, as well as the order of execution if multiple rules are invoked by the same event. Edit the Rule Enabled? indicator as needed. To ensure the rule is enabled, make sure the indicator is checked. To disable the rule, remove the check from the Rule Enabled? Indicator. 3. To modify the criteria for the assignment rule, click the Edit Button below the Rule Description Box. The Criteria Dialog will display allowing you to define the records to which the rule should be applied. For complete instructions on defining criteria for the rule, see: Assignment Rule Criteria. 4. When you have finished defining criteria for the rule, click the Apply Button to close the dialog and return to the Edit Auto-Assignment Rule Dialog. Your updated criteria will be listed in the Rule Description Box. 5. To update the labor to be assigned, click the Labor Assignments Sub-Tab. To add a new auto-assignment, click the New Button on the Action Bar. The New Assignment Dialog will display on which you can specify the individual or contractor to auto-assign. To edit an existing assignment, select the assignment and click the Edit Button. The Edit Auto-Assignment Dialog will display, allowing you to modify the assignment. To delete an existing assignment, select the assignment and click the Delete Button. You will be prompted to confirm that you wish to delete the auto- Maintenance Connection System Admin Guide v

12 assignment. Click Yes to delete the auto-assignment, click No to exit without processing the deletion. Tip: For complete instructions on defining labor assignments, see: Labor Assignments. 6. When you are finished editing Criteria and Labor Assignments for this rule, click the Save Button on the Action Bar. 7. You will be returned to the Rules Manager. Tip: You cannot Cancel without saving your changes once you have modified Labor Assignments. If you do not wish to keep this new rule, you must delete it after it has been saved. For more information on Assignment Rules, refer to the following sections: Assignment Rule Criteria Labor Assignments for Rule Add a New Assignment Rule Delete an Assignment Rule Delete an Assignment Rule The current Assignment Rules are displayed by default when you first access the Rules Manager. To delete an assignment rule: 1. Select the rule to be removed and click the Delete Button on the Action Bar. Maintenance Connection System Admin Guide v

13 2. You will be prompted to confirm that you wish to permanently delete the rule. Click Yes to delete the rule; click No to exit without processing the deletion. 3. You will be returned to the Rules Manager with the rule deleted. Labor Assignments for Rule Labor Assignments specify the individual (or contractor) to be assigned when the criteria for an Assignment Rule is met. Multiple labor sources can be listed for autoassignment. Maintenance Connection will create assignments for all labor sources listed, unless the record is not available for auto-assignment or is designated only as a Backup Resource. To define or modify auto-assignments for a rule: 1. Open the existing rule for which assignments are to be modified, or follow the steps to create a new rule. 2. Click the Labor Assignments Sub-Tab for the rule. 3. The currently defined auto-assignments will be displayed in priority order, if any have been defined. 4. From the Labor Assignments Sub-Tab you can add, edit or delete an autoassignment.. Maintenance Connection System Admin Guide v

14 Add a Labor Assignment for Rule To add a labor assignment for an Assignment Rule: 1. Access the Labor Assignments Sub-Tab for the rule and click the New Button: 2. The New Auto-Assignment Dialog will display, prompting you to specify the Labor Source and Priority. 3. To specify the Labor Source, click the next to the Labor Field prompt. The Labor Module Lookup will display, prompting you to select a Labor Source. Use the filter and search controls available in the Labor Module Lookup to identify a labor resource to be added. In particular, note the Type filter control in the upper left prompting you to filter for the type of labor resource (employee, contractor or requester). When you have located the labor source to be assigned, highlight the record to select it. Click the Apply Button in the Action Bar. The Labor Module Lookup will close and the selected Labor Source will be displayed on the New Auto- Assignment Dialog. 4. Indicate the priority for this labor source. The priority field determines the order in which the assignments will be displayed in the Rules Manager, as well as the order of actual assignments. Maintenance Connection will create assignments for all Labor Sources listed, unless they are not available for auto-assignment or designated only as a Backup Resource. 5. Indicate whether or not this labor source should be a Backup Resource. This indicator allows you to specify that this assignment should only be made if another defined labor source cannot be assigned (i.e., the other labor source s record is marked as not available for auto assignment ). The Backup Resource indicator Maintenance Connection System Admin Guide v

15 is typically left unchecked, as labor sources are rarely marked as not available for auto-assignment. 6. When you have finished specifying information about this labor assignment, click the Apply Button. 7. You will be returned to the Auto-Assignment Rule Dialog with your newly defined assignment specified. 8. You can proceed to create another auto-assignment for this rule following Steps 1-7 above, edit a listed assignment or delete an assignment. 9. When you are finished editing Labor Assignments for this rule, click the Save Button on the Action Bar. You will be returned to the Rules Manager. Tip: You cannot Cancel without saving your changes once you have modified Labor Assignments. If you do not wish to keep the new labor assignment, you must delete it after it has been saved. Edit a Labor Assignment for Rule Labor assignments defined for an Assignment Rule can be edited to modify the defined assignee, or the assignee s priority or backup indicator. To edit a labor assignment listed for an Assignment Rule: 1. Access the Labor Assignments Sub-Tab for the rule. Maintenance Connection System Admin Guide v

16 2. Select the assignment to be edited and click the Edit Button: 3. The Edit Auto-Assignment Dialog will display, listing information on the selected assignment: 4. To modify the actual assignee, click the next to the Labor Field prompt. The Labor Module Lookup will display, prompting you to select a different Labor Source. Use the filter and search controls available in the Labor Module Lookup to identify a labor resource to be added. In particular, note the Type filter control in the upper left prompting you to filter for the type of labor resource (employee, contractor or requester). When you have located the labor source to be assigned, highlight the record to select it. Click the Apply Button in the Action Bar. The Labor Module Lookup will close and the selected Labor Source will be displayed on the New Auto- Assignment Dialog. 5. Modify the priority for the labor source, if desired. The priority field determines the order in which the assignments will be displayed in the Rules Manager, as well as the order of actual assignments. Maintenance Connection will create assignments for all Labor Sources listed, unless they are not available for autoassignment or designated only as a Backup Resource. 6. Modify the Backup Resource Indicator, if desired. This indicator allows you to specify that this assignment should only be made if another defined labor source cannot be assigned (i.e., the other labor source s record is marked as not available for auto assignment ). The Backup Resource indicator is typically left unchecked, as labor sources are rarely marked as not available for autoassignment. 7. When you have finished modifying information about this labor assignment, click the Apply Button. Maintenance Connection System Admin Guide v

17 8. You will be returned to the Auto-Assignment Rule Dialog with your modified assignments displayed. 9. With the current assignments displayed, you can follow steps 1-8 above to modify another assignment, create a new assignment or delete an assignment. 10. When you are finished editing Labor Assignments for this rule, click the Save Button on the Action Bar. You will be returned to the Rules Manager. Delete a Labor Assignment for Rule Labor assignments defined for an Assignment Rule can be removed: To delete a labor assignment: 1. Access the Labor Assignments Sub-Tab for the rule. 2. Select the assignment to be removed and click the Delete Button on the Action Bar. 3. You will be prompted to confirm that you wish to permanently delete the assignment. Click Yes to delete the labor assignment; click No to exit without processing the deletion. 4. You will be returned to the Auto-Assignment Rule Dialog with the assignment removed. Maintenance Connection System Admin Guide v

18 5. With the current assignments displayed, you can follow steps 1-4 above to delete another assignment, create a new assignment or modify a listed assignment. 6. When you are finished editing Labor Assignments for this rule, click the Save Button on the Action Bar. You will be returned to the Rules Manager. Notification Rules The Rules Manager can be used to create notification rules to initiate an whenever a specific event happens. For example, an can be generated when the status of a work order changes or a particular asset is taken out of service. You can define the recipients and content of the , as well as the criteria to determine if/when the should be initiated. To access the Rules Manager, select Tools->Rules Manager from the Menu Bar. The Rules Manager will display. Click the Notification Rules Tab to display the currently defined Notification Rules. With the Notification Rules Tab displayed, you can add a new rule, edit an existing rule, or delete an existing rule. For more information on Notification Rules, refer to the following sections: Rule Criteria Settings and Recipients Message Text/HTML Maintenance Connection System Admin Guide v

19 Attachments Advanced Tab for SQL Execution Add a New Notification Rule The current Notification Rules are displayed when you select the Notification Rules Tab from the Rules Manager. To create a new notification rule: 1. To create a new rule, click the New Button on the Action Bar. 2. The New Auto- Rule Dialog will display, defaulted to the Event Sub-Tab. 3. Prior to entering a Rule Name, it is advisable to select the EVENT that will invoke the rule from the available list. Maintenance Connection System Admin Guide v

20 You can scroll through the list until you locate the desired event. Events are grouped by type of event (asset events, purchase order events, work order events). Select the desired event. As the EVENT is selected, the Rule Name field will automatically be populated with the chosen event description. You can modify the Rule Name as desired to ensure it is easily identifiable. This is especially important if there will be multiple rules for the same event. Enter a specific Repair Center, if desired. This entry allows you to filter rules by Repair Center in the Rules Manager. Note: Entering a Repair Center on this page only serves to filter the rule. To make sure the rule only applies to a particular Repair Center, you must ensure this is specified in the rule criteria. A new notification rule intended to initiate an whenever an elevator is taken out of service might appear as follows: 4. To define criteria for the new assignment rule, click the Criteria Sub-Tab. Click the Edit Button below the Rule Description Box. The Criteria Dialog will display, allowing you to define the specific records to which the rule should apply (i.e., which records should receive the notification). For example, a rule based on the asset shutdown event would have criteria that defined the asset or asset classification requiring notification. For complete instructions on defining criteria for the rule, see: Rule Criteria. When you have finished defining criteria for the rule, click the Apply Button to close the dialog and return to the New Auto- Rule Dialog. Your criteria will be listed in the Rule Description Box. Maintenance Connection System Admin Guide v

21 In our example, a rule to invoke an upon the shutdown of any elevator might have criteria that appears as follows: 5. Prior to initially saving the new Notification Rule, you can use the available subtabs to define Settings and Recipients: Tip: You cannot define the remaining notification settings (Message Text/HTML or Attachments) without first saving the new rule. Once the rule is saved, you can edit the rule and define additional settings. 6. The new rule will be set as enabled by default. If you are not ready to enable the rule, remove the check from the Rule Enabled Indicator at the top of the dialog. 7. When you are finished defining Criteria and Settings/Recipients for this new rule, click the Save Button on the Action Bar. To exit without saving your changes, click the Cancel Button. 8. You will be returned to the Rules Manager with your new rule included in the Notification Rules List. For more information on Notification Rules, refer to the following sections: Edit a Notification Rule Delete a Notification Rule Rule Criteria Settings and Recipients Maintenance Connection System Admin Guide v

22 Message Text/HTML Attachments Advanced Tab for SQL Execution Edit a Notification Rule The current Notification Rules are displayed when you select the Notification Rules Tab from the Rules Manager. To edit a notification rule: 1. Select the rule to be edited and click the Edit Button on the Action Bar (or double click on the rule). 2. The Edit Auto- Rule Dialog will display. The events listed in the default Events Sub-Tab will be disabled as you cannot change the event that will invoke a saved rule. If you need to change the event, you will need to delete the rule and create a new one. 3. To modify the criteria for the notification rule, click the Criteria Sub-Tab. Click the Edit Button below the Rule Description Box. The Criteria Dialog will display, on which you can edit the criteria that defines the records to which the rule should apply (circumstances under which the notification should be made). For example, a rule based on the asset shutdown event should have criteria that defined the asset or asset classification requiring notification. For complete instructions on defining criteria for the rule, see: Rule Criteria. Maintenance Connection System Admin Guide v

23 When you have finished defining criteria for the rule, click the Apply Button to close the dialog and return to the Edit Auto- Rule Dialog. Your modified criteria will be listed in the Rule Description Box. 4. Use the available sub-tabs to define Settings and Recipients: 5. To modify the message or text, use the available Message Sub-Tabs. The format of the message received by the recipient is based on their settings. Users who allow HTML formatted s will see the version defined on the Message (HTML) Sub-Tab. Whereas, users who do not allow HTML formatted s will see the version defined on the Message (Text) Sub-Tab. 6. To define any attachments to this new notification rule, use the Attachments Sub- Tab. 7. Use the Rule Enabled Indicator to modify the enabled status of the rule. If you wish to enable the rule, ensure the indicator is checked. 8. When you are finished modifying this rule, click the Save Button on the Action Bar. To exit without saving your changes, click the Cancel Button. 9. You will be returned to the Rules Manager. For more information on Notification Rules, refer to the following sections: Add a New Notification Rule Maintenance Connection System Admin Guide v

24 Delete a Notification Rule Rule Criteria Settings and Recipients Message Text/HTML Attachments Advanced Tab for SQL Execution Delete a Notification Rule The current Notification Rules are displayed when you select the Notification Rules Tab from the Rules Manager. To delete a notification rule: 1. Select the rule to be removed and click the Delete Button on the Action Bar. 2. You will be prompted to confirm that you wish to permanently delete the rule. Click Yes to delete the rule; click No to exit without processing the deletion. 3. You will be returned to the Rules Manager with the rule deleted. Maintenance Connection System Admin Guide v

25 Settings and Recipients For each Notification Rule, settings and recipients can be defined. The Settings Sub-Tab allows you to specify general settings for the , such as the From, To and Subject lines. The Associated Recipients and Recipients Sub-Tabs allow you to specify to whom the should be sent. The Associated Recipients Sub-Tab includes indicators to specify which role associated with the affected record should receive an . For example, for a notification rule initiated through a serviced request, you could send a notification to the requester or an assignee. The Recipients Sub-Tab allows you to identify individuals to receive the notification that are not directly associated with the affected record. Specific addresses are entered to designate these individuals. Settings The Settings Sub-Tab allows you to specify general settings for the Notification Rule. Default settings can be used or custom information can be specified. The default settings (from name, from address, subject and priority) will appear as follows, depending on the event for the notification: To designate the settings for a rule: 1. Open the existing rule or follow the steps to create a new rule. 2. Click the Settings Sub-Tab for the rule. Maintenance Connection System Admin Guide v

26 3. The currently defined settings will be displayed. If no custom settings have been made, default settings will appear. 4. To specify the name which the should appear to be from, enter a value in the From Name field prompt (e.g., John Smith). 5. To specify the actual address which the should appear to be from, enter a value in the From Address field prompt (e.g., jsmith@xyz.com). 6. The subject line will default to the chosen event for the notification. This value can be modified as needed. 7. The priority will default to normal. This value can be modified if desired. 8. When you are finished modifying the settings, you can access additional subtabs to further define the associated recipients, recipients or other notification rule settings. Tip: When you are finished modifying the notification rule, be sure to Save it. Associated Recipients The Associated Recipients Sub-Tab allows you to specify the roles associated with the affected record that should receive an though the Notification Rule. For example, a Department Contact or Assignee might be designated to receive an for a rule associated with the shut down of an asset. Or the Requester might be designated to receive an upon generation of a work order initiated through a service request. It should be noted that individually named recipients can be specified on the Recipients Sub-Tab. To designate associated recipients for a rule: Maintenance Connection System Admin Guide v

27 1. Open the existing rule or follow the steps to create a new rule. 2. Click the Associated Recipients Sub-Tab for the rule. 3. To specify that an individual associated with the record for the event should receive a notification, be sure there is a check in the appropriate indicator. 4. You can specify as many associated recipients as needed. 5. If there is an associated recipient specified that you do not wish to receive the notification, remove the checkbox from the indicator. 6. When you are finished specifying associated recipients, you can access additional Notification Rule Sub-Tabs as needed. Tip: When you are finished modifying the notification rule, be sure to Save it. Recipients (Other) The Recipients (Other) Sub-Tabs allows you to specify individual addresses (or defined groups) to receive an though the Notification Rule. These recipients can be in addition to associated recipients that receive notification based on their association with the affected record. Using the options on the Recipients Sub-Tab, you can specify the conditions under which the individual or group should receive the . The notification can be sent whenever the rule is invoked, or only when no computed associated recipients are involved. To designate individual recipients for a rule: 1. Open the existing rule or follow the steps to create a new rule. Maintenance Connection System Admin Guide v

28 2. Click the Recipients Sub-Tab for the rule. 3. To specify that an individual or group should receive an whenever the rule is invoked (regardless of whether or not an associated recipient is sent an ), enter the address in the top section of the page. The designated recipients will receive an in addition to any associated recipients that may receive notification: If you wish to notify a defined Maintenance Connection Group, click the arrow to the right of the Group dropdown control and select the desired group. If you wish to notify a specific individual, enter the address in the Additional Recipients Box. If multiple addresses are to be specified, separate the addresses with a comma. 4. To specify that an individual or group should receive an only when notification is not sent to an associated recipient, enter the group or address in the bottom section of the page, exactly as described in Step 3 above: Maintenance Connection System Admin Guide v

29 5. When you are finished specifying recipients, you can access additional Notification Rule Sub-Tabs as needed. Tip: When you are finished modifying the notification rule, be sure to Save it. Message Tabs For each Notification Rule, the content of the message can be modified using the Message (Text) and Message (HTML) Sub-Tabs. The Message (Text) Sub-Tab allows you to modify the message text for recipients who do not receive HTML . The Message (HTML) Sub-Tab allows you to modify and format the message text for recipients who do receive HTML . Tip: If you are not certain of the type of the recipients are set up to receive, it is recommended that you alter both the Message Text and HTML. Note: To ensure that only plain text versions of the are sent, regardless of the user s settings, check the Plain Text Indicator on the Message Maintenance Connection System Admin Guide v

30 (Text) Sub-Tab. This can be helpful if the will be downloaded to a mobile device. Message (Text) The Message (Text) Sub-Tab allows you to define the message text for the Notification Rule. This sub-tab modifies the message that will be received by recipients who do not receive HTML formatted . The Message (HTML) Sub- Tab is used to modify the text and formatting of HTML message content. To modify the message text for a rule: 1. Open the existing rule or follow the steps to create a new rule. 2. Click the Message (Text) Sub-Tab for the rule. 3. The current message text will display, including the <html> tags used by the system to embed system data or header information. If this is a new rule, a default message derived from the event will display: 4. If you wish to have this plain text version of the sent to all users, even if they are configured to receive HTML formatted , check the Send Plain Text Only Indicator in the upper right of the page. If you wish to have HTML formatted sent to users configured to receive them, leave the indicator unchecked. 5. Modify the text that is displayed as desired. Commonly, only the text of the message is altered. Depending on your level of system and HTML knowledge, you can further alter the text. For example, you could add or change field references to retrieve data from the affected record. Field references are anchored by signs on Maintenance Connection System Admin Guide v

31 both sides of the field name, such as For the sake of example, we could alter the default text above to add a sentence about the department in which the asset resides. Notice how the additional sentence is anchored with begin/end paragraph tags (<p>,</p>): Tip: To determine the exact field name for field references, you can locate the field on the appropriate data entry screen and click the field label. The Help Window will display listing the Field Name at the top of the dialog. 6. When you are finished modifying the message text, you can access the Message HTML or additional Notification Rule Sub-Tabs as needed. Tip: When you are finished modifying the notification rule, be sure to Save it. Message (HTML) The Message (HTML) Sub-Tab allows you to define the message text and formatting for the Notification Rule. This sub-tab modifies the message that will be received by recipients who receive HTML formatted . The Message (Text) Sub-Tab is used to modify the text and formatting of non-html message content. To modify the HTML formatted message for a rule: 1. Open the existing rule or follow the steps to create a new rule. 2. Click the Message (HTML) Sub-Tab for the rule. Maintenance Connection System Admin Guide v

32 3. The current message will display, showing the formatting that has been defined and any embedded system data or header information. If this is a new rule, a default message derived from the event will display: 4. Modify the message that is displayed as desired. To change the text, replace or add text shown. To change the format of the message, select the text to be formatted and apply the desired formatting tool (displayed above the message box): Depending on your level of system and HTML knowledge, you can further alter the message. For example, you could add or change field references to retrieve data from the affected record. Field references are anchored by signs on both sides of the field name, such For the sake of example, we could alter the default text above to add a sentence about the department in which the asset resides. Tip: To determine the exact field name for field references, you can locate the field on the appropriate data entry screen and click the field label. The Help Window will display listing the Field Name at the top of the dialog. 5. When you are finished modifying the Message HTML, you can access the Message Text or other Notification Rule Sub-Tabs as needed. Maintenance Connection System Admin Guide v

33 Tip: When you are finished modifying the notification rule, be sure to Save it. Attachments The Attachments Sub-Tab allows you to attach selected reports to the Notification Rule. You can attach up to five reports to the notification: To attach a report to a notification rule: 1. Open the existing rule or follow the steps to create a new rule. 2. Click the Attachments Sub-Tab for the rule. 3. Reports already specified for attachment will be listed. You can modify the listed reports, add new report attachments, or delete a specified attachment. 4. To add or edit a report attachment, select the desired report name from the Report Dropdown Control. Report names are listed in alphabetical order. In the following example, we have selected an Asset Downtime Report to attach to a notification regarding the shutdown of an asset. Maintenance Connection System Admin Guide v

34 5. In the control to the immediate right of the selected report, specify the criteria that should be used to determine the records that will appear in the report. In the above example, setting the criteria to Event Record would return the Asset Downtime history for the asset being shutdown. Setting the criteria to Report (Saved Criteria) would return all records that match the saved criteria for the report. If the saved criteria for the selected report specified that all assets currently shutdown should be included, the attached report would provide information to the recipient on all such assets. Setting the criteria to Event Record (Child) would also include all the child records of the affected record. The Event Record (Other) option should not be selected. This option is only for Maintenance Connection Client Support use. 6. Repeat Steps 4 and 5 for any additional reports to be attached to the notification. 7. If there is a report listed that you no longer wish to have attached to the notification, click the Report Dropdown Control and select the None option at the top. 8. If you wish to have the content of the first selected report embedded into the , be sure the Display first Report in Body indicator is checked. If you prefer to have the report listed only as an attachment, remove the check from this indicator. 9. When you are finished modifying the Attachments, you can access additional Notification Rule Sub-Tabs as needed. Tip: When you are finished modifying the notification rule, be sure to Save it. Maintenance Connection System Admin Guide v

35 Advanced Tab for SQL Execution The Advanced Sub-Tab allows you to define SQL statements to execute when the event defined for a Notification Rule occurs. SQL statements are often created to update data or insert records. The SQL in the following example inserts a check in a user defined checkbox/indicator field (UPFBIT1). SQL Statements are typically defined by MC Staff based on customer needs. Contact Maintenance Connection for more information on this feature. Rule Criteria Rule Criteria can be defined for both Assignment Rules and Notification Rules. Rule Criteria defines the records to which the rule should be applied. Rules can be very general (e.g., for all electrical work orders) or very specific (e.g., for high priority work orders on elevators in the hospital building). Defining Rule Criteria is very similar to defining Report Criteria, with intuitive prompts to assist you in defining the criteria. Maintenance Connection System Admin Guide v

36 The field prompts available will depend on the type of rule. Assignment Rules and Notification Rules related to work order events will display work order fields, as shown above. Notification Rules that relate to events from other modules will show fields from that module (e.g., a rule for a purchase order event will show fields from the Purchase Order Module). Each row on the Criteria Dialog allows you to define an expression that will indicate the records on which the rule should be applied. The more expressions that are defined, the more filtered your results will be. Values that are left blank are ignored when the rule is executed. To define criteria for a rule: 1. Open the existing rule for which criteria is to be modified, or follow the steps to create a new rule. 2. Click the Criteria Sub-Tab for the rule, if it is not already selected. 3. The currently defined criteria rules will be displayed, if any have been defined. 4. To create new criteria or edit the existing criteria, click the Edit Button below the Rule Description Box. Maintenance Connection System Admin Guide v

37 5. The Criteria Dialog will display, providing fields prompts appropriate for the type of rule being created (e.g., work order fields for work order rules, purchase order fields for purchase order rules). 6. Use the available prompts to define a criteria expression for your rule. The following example defines criteria for a rule to create an automatic assignment whenever a high priority work order is generated for an HVAC Unit. The first criteria expression will specify the asset classification: Locate the field on which the expression shall be based ( Classification ). Select the control/operator that defines the relationship between the field and the acceptable values to be defined ( is ). Use the control on the right to define the value (or values) that the expression must meet. For fields connected to a module lookup, such as the Classification example, the prompt will include a Select... or Select Multiple option that brings forward the lookup from which you can select the desired value(s). The following example specifies that the rule should apply only to assets of the HVAC Unit Classification: 7. Enter additional criteria as needed. To ensure that the rule only applied to work orders with a high priority, an expression using the priority field would be created. Since the priority field is connected to a lookup with a small set of acceptable values, the desired value can be chosen directly from the dropdown control in the Criteria Dialog: Maintenance Connection System Admin Guide v

38 8. When you are finished defining criteria expressions for this rule, click the Apply Button. 9. You will be returned to the Criteria Sub-Tab with the newly defined criteria displayed in the Rule Description Box: 10. Once your criteria have been defined, you can proceed to define other aspects of your Assignment Rule or Notification Rule. Tip: For additional information and instructions, including examples, refer to the section on Defining Rule Criteria Expressions. Defining Rule Criteria Expressions The field prompts displayed in the Rule Criteria Dialog will depend on the type of rule being created (e.g., work order fields for work order rules, asset fields for asset rules). In the following example, work order field prompts are displayed: Maintenance Connection System Admin Guide v

39 For each field listed, prompts are provided to create a logical expression to define the criteria for your rule. As with this example from a work order rule, each expression that is used to define the criteria has three parts. The field on which the expression will be based (Priority in the above example). The value that the expression must meet (High in the above example). The control that defines the relationship between the field and the value ( is in the above example). This control can also be thought of as determining how the field will be evaluated. The above expression instructs Maintenance Connection to apply this rule to all work orders with a High Priority. The options that will be available in the dropdowns and the choices available for the Value depend on the type of field. Maintenance Connection provides you with logical choices, dependent on the field type. Examples and instructions for each field type are in the sections that follow: Text Fields: The majority of fields in the system are text fields that contain text or character data. Text field examples include: Reason, Procedure, Department, Asset Name, etc. Some text fields are validated and can only have specific values (such as Priority or Department), while others allow free form entry (such as Reason/Description, Model and Serial #). Numeric Fields: Numeric fields contain only numeric data. Numeric field examples include: Cost, Price, Meter Readings and Assignment Hours. Maintenance Connection System Admin Guide v

40 Date Fields: Date fields contain only properly formatted dates. Date field examples include: Target Date, Warranty Expiration Date, Assignment Date, etc. Indicators/Checkbox Fields: Indicators are fields that have a yes or no value, typically marked through checkboxes on the data entry screens. Indicators with checks marked have yes values. In the Rule Criteria Dialog, indicator fields have a question mark (?) at the end of the field prompt. Examples of indicators include: Assigned?, Open? Warranty?, Printed/ ed?, etc. Text Field Expressions Rule Criteria Expressions based on text fields vary based on whether or not the field is validated. Most text fields in Maintenance Connection are validated and only allow acceptable values to be entered. Rule Criteria Expressions based on validated text fields allow you to select the acceptable values from a list. The following sections describe how to define different types of rule criteria expressions for text fields: Text Fields Connected to a Lookup Table Text Fields Connected to a Module Lookup Free Form Text Fields Text Fields Connected to a Lookup Table: Text fields that are connected to a lookup for validation will list the acceptable values for the field in the dropdown, along with an option to select multiple values. The work order priority field is an example of a field validated by a lookup table. For this type of field, the options stored in the lookup table can be selected directly from the dropdown. Maintenance Connection System Admin Guide v

41 If multiple acceptable values are desired, you can choose Select Multiple from the dropdown control options. A dialog will open prompting you to select the values you wish to include. To select a value, click on it in the Available Box on the left and click the move arrow ( ). The value will move to the Selected Box on the right. You can also double click on a value to move it. Repeat this process to select any additional values. If you have selected a value in error, click on it in the Selected Box and click the remove arrow ( ). When you are finished designating values, click the Apply Button. The dialog will close and the field on which criteria was specified will indicate that Multiple Values have been specified: Tip: Be sure to select is or is not from the control between the field and the values specified. In most cases, the default is value is used. Maintenance Connection System Admin Guide v

42 Text Fields Connected to a Module Lookup Text fields that are validated by a Module Lookup will list options to select single or multiple values from a list. The list of acceptable values will not be displayed for fields connected to a module lookup. Instead, you will have options that allow you to open the respective module lookup to select a value (or multiple values). To select a single value for the field: Open the dropdown that provides options for this field and choose, Select The respective Module Lookup will open, allowing you to select a single record. Use the filter and search options available to locate the desired record. Once the record has been located, click on it to select it and click the Apply Button. The Module Lookup will close and you will be returned to the Rule Criteria Dialog with the selected value displayed. To select multiple values for the field, choose the Select Multiple option from the dropdown: The respective Module Lookup will open, prompting you to select records. Use the filter and search options available to locate the first record. Once the record has been located, click on it to select it. It will be moved to the My Selection Area at the bottom of the dialog. Repeat this process until all desired records are displayed in the My Selection Area. If a record has been placed in the My Selection Area in error, click the remove arrow ( ) to the left of the record. The record will be removed from the Selection Area. Maintenance Connection System Admin Guide v

43 When you are finished designating records to include in the rule criteria for this field, click the Apply Button. The Module Lookup will close and the field you have modified will indicate that Multiple Values have been specified: Tip: Be sure to select is or is not from the control between the field and the values specified. In most cases, the default is value is used. Free Form Text Fields Text fields that are free form (not validated by a lookup), allow you to enter a value directly into the field prompt. The serial number field is an example of a field that allows free form entry. The desired value is simply entered into the field prompt; no dropdowns are available to select a predefined value. The options in the dropdown that define the relationship between the field and the specified text for this type of field are as follows: Selecting is will return all records in which the field matches the specified value. For example, Serial is 345 will return all assets with serial numbers 345. Selecting contains will return all records in which the field contains the specified value, regardless of where the value is placed in the field. For example, Serial contains 345 will return all assets with the numbers 345 contained in the serial number, such as 6345 or Maintenance Connection System Admin Guide v

44 Selecting begins with will return all records in which the field begins with the specified value. For example, Serial begins with 345 will return all assets with serial numbers beginning 345, such as 3457 (but not 6345 ). Selecting ends with will return all records in which the field ends with the specified value. For example, Serial ends with 345 will return all assets with serial numbers ending in 345, such as 6345 (but not 3457 ). Selecting is not will only return records in which the field does not match the specified value. For example, Serial is not 345 will return all records in which the value for serial number is something other than 345. Date Field Expressions Rule Criteria Expressions based on date fields offer extensive options to dynamically generate rules. If a value has already been defined for a field it will be displayed. For all date fields, you can specify that dates should be within, before, after or between certain dates. The options in the dropdown that define the relationship between the field value and the specified date or date range are as follows: The first option ( is within ) will allow you to select from a series of date ranges to complete your criteria, such as current year, quarter to date, last 6 months, last/next year, etc. These options also allow you to specify that the value must exist (Value Exists) or should be blank/empty (Value does not Exist). Following are some of the options displayed: Maintenance Connection System Admin Guide v

45 Note: For a more complete description of the options available, see the section on Date Range Prompts. The remaining options in the control will allow you to enter a specific date (or dates for a date range). No dropdown choices will be available. Selecting is will allow you to specify/enter a specific date that the field should possess. For example: Target Date is 03/01/2010. Selecting is between will prompt you to enter two specific dates to define your own date range. For example: Target Date is between 03/01/2010 and 03/15/2010. Selecting is after will allow you to specify/enter the specific date that the field value should follow. For example: Target Date is after 03/01/2010. Selecting is before will allow you to specify/enter a specific date that the field value should precede. For example: Target Date is before 03/01/2010. Selecting is not will allow you to specify/enter a specific date to exclude. For example: Target Date is not 03/01/2010. Tip: Dates can be entered as mm/dd/yyyy or m/d/yyyy or m/d/yy. For example, March 1 st, 2010 can be entered as 03/01/2010 or 3/1/10. Maintenance Connection System Admin Guide v

46 Date Range Prompts Extensive options are available from the dropdown displaying the prompts available for date expressions that use the is within option. Note: Maintenance Connection weeks are calculated from Sunday through Saturday. The options can be summarized as follows: Option Current Examples Returns all records in which the date occurs in the Current Week, Month, Quarter or Year. For example: Today/ Yesterday Returns all records in which the date matches the current date (or yesterday): Note: In this example, is within is easiest read as is, since the selected value is not a range of dates. To Date Returns all records in which the date occurred in the last Week, Month or Year To Date. Maintenance Connection System Admin Guide v

47 Option Last Examples Returns all records in which the date occurred in the Last Week, Month, x Days, x Months, etc. For example: Next Returns all records in which the date will occur in the Next 14 Days, Next x Months, etc. For example: Last/ Next Returns all records in which the date occurred in the Last x Days/Months and all records in which the date will occur in the Next x Days/Months : All/ Next Returns all records in which the date has already occurred and all records in which the date will occur within the next x days/months. The following example would return all assets with a warranty that expires in the next three months, including assets for which the warranty has already expired. Days Ago or More Returns all records in which the date occurred x (or more) Days Ago. For example: Maintenance Connection System Admin Guide v

48 Option Days from Expiration Examples Returns all records in which date will expire within a given number of days (or date has already expired). Functionally, this option works similarly to All/Next, but provides more options appropriate for date expiration. Value does not exist Returns all records in which the date field is empty/blank. For example: Value exists Returns all records in which the date field contains a value (is not empty/blank). For example: Numeric Field Expressions Rule Criteria Expressions based on numeric fields allow you to specify whether the field is equal to, not equal to, greater than or less than a specified amount. Numeric fields are typically used to filter for costs, meter readings, etc. The following prompts are available to build your rule criteria expression. To define criteria for a numeric field, you simply enter the value for the numeric expression. For example, to create a rule for purchase orders with total costs greater than $500.00, you would enter 500 in the field prompt: Maintenance Connection System Admin Guide v

49 Indicators/Checkbox Field Expressions Indicators are fields that have a yes or no value, typically marked through checkboxes. Indicators with checks marked have yes values. In the following example from the Work Order Details Page, the work order is for an asset under warranty, which requires shut down and has been printed/ ed. Rule Criteria Expressions based on indicator (checkbox) fields allow you to specify whether or not the indicator is true (or set on ). In the Rule Criteria Dialog, indicator fields have a question mark (?) at the end of the field prompt, such as the following: To define an expression for an indicator field, you simply select Yes or No from the value prompt: specifies the rule should apply to work orders that have not been assigned. specifies the rule should apply to return work orders that have been approved. Maintenance Connection System Admin Guide v

50 Customization Tools Maintenance Connection includes a number of tools that allow organizations to customize the interface. The following customization tools are available: Forms Manager: The Forms Manager is the primary tool available to tailor screen/page content. The tool supports four features: 1) Determining which fields should be hidden within each module; 2) Designating fields from each module that require a valid entry; and 3) Modifying field labels (the label that appears next to the field on the data entry screen) and 4) Determining which fields should be checked for duplicate entry when creating a new work order. User Field Customization Using Help Editor: The Help Editor can be used to modify the help content of fields. For user fields, the help editor can be also be used to modify field labels, connect the field to a lookup table and define a smart transfer for the field into a designated field in a related module. Tabs Manager: The Tabs manager allows organizations to customize the tabs that are available in each module. Menu Manager: The Menu Manager allows organizations to customize the Module Chooser that is displayed when selecting the Open Icon from the toolbar (or selecting File->Open from the Menu Bar). Forms Manager The Forms Manager is a powerful tool that allows you to tailor form/page appearance, hiding fields that are not used by your organization and customizing the labels that describe each field. Fields can even be designating as required ensuring that a value is entered in the field when new records are created. It should be noted that modifications made in the Forms Manager apply your whole system/database; they are not Repair Center specific. Note: To ensure that a work order has not already been created for a given problem, there is a feature to check for duplicate work orders". The Forms Manager includes a "duplicate check" indicator to specify the fields that should be checked for duplication. Maintenance Connection System Admin Guide v

51 To customize form/page appearance: 1. Select Tools->System Management->Forms Manger from the Menu Bar. 2. The Forms Manager Dialog will open listing the modules in the left pane and fields for the selected module in the right pane. 3. Highlight/select the module for which modifications are to be made. The contents of the right pane will refresh listing the fields from that module. The fields will be listed in alphabetical order, based on the label for the field. 4. To hide fields so they are not visible on the page: Scroll to locate the first field to be hidden. As an example, let s presume your organization only has facilities in one state. For expedience in data entry, you may wish to hide the state, county and country fields on the Asset Details Page. Locate the first field (state in our example) and enter a checkmark in the Hidden Indicator which is the first checkbox displayed. Repeat this process for any other fields from the current module displayed. 5. To indicate that a field is required for data entry: Scroll to locate the field to be designated as required. Place a checkmark inside the Required Indicator (second indicator shown). For example, to indicate that a value must be entered into the Zip Code field for new records: Repeat this process for any other fields from the current module displayed that should be required fields. Maintenance Connection System Admin Guide v

52 6. To modify the label for any field: Scroll to locate the field on which the label is to be modified. Type the desired label into the English Label column on the far right. For example, to change the label on the Address field to say Street Address : Repeat this process for any other fields from the current module on which the label should be changed. Tip: Labels for User Defined Fields (UDF) can only be changed in the Help Editor. 7. If you are modifying fields displayed in the Work Order Module, you can use the "Duplicate Check" column to specify that certain fields should be checked to determine if a new work order is a duplicate. Place a checkmark inside the Duplicate Check Indicator for any field you wish to have checked for duplication when a new work order is created in the MRO WorkCenter. As an example, the system could be set up to perform a duplicate check based on Asset ID, Reason Code and Procedure. If a new work order was being created that shared the same values for these attributes as another open work order, a warning would appear when the user tried to save the new work order. 8. When you are finished customizing the form for the currently selected module, click the Apply Button on the Action Bar. You must save your changes before moving to another module, or the changes you entered were lost. To cancel out of the dialog, without saving your changes, click Close. 9. To make changes to fields/pages from another module, select that module from the list on the left. The field list on the right will refresh with fields from that module. Repeat Steps 4-7 for any modifications to be made. Maintenance Connection System Admin Guide v

53 10. When you are finished customizing forms/pages, click the Close Button on the Action Bar. 11. The Forms Manager will close and the WorkCenter will refresh with the Home Page. 12. To view/verify the changes you have made, access the correct module. In our example, we would access the Asset Module. As can be seen from the following image, the modifications are properly reflected on the Asset Details Page. The address section does not show the state, county or country fields. In addition, the Zip field is highlighted in blue to indicate that this is a required field. User Field Customization through Help Editor User fields are available in each module of Maintenance Connection, allowing you to track additional information unique to your organization. User defined fields are accessible from the User-Defined Sub-Tab at the bottom of each WorkCenter Detail Page. Although the user fields share common identifiers in each module (that is, each module has UDF Field 1, UDF Field 2, etc.), they are unique to the current module. You can customize UDF Field 1 in the Asset Module to reflect Asset Color and UDF Field 1 in the Work Order Module to reflect Work Order Contractor ID. In most modules, the User-Defined Page includes five text fields, two date fields and two checkboxes. These fields can be used to track any additional information that is important to your organization, and are available for use in reporting. The fields can be renamed (labeled) and associated with lookups if desired. User field labels can be customized using the Help Editor as follows: 1. Access the module for which user fields are to be customized and select any record in the module. 2. Ensure you are on the Details Page for the current record. 3. Click on the User-Defined Sub-Tab available in the lower left of the WorkCenter Details Page: Maintenance Connection System Admin Guide v

54 4. The User-Defined Details Page will display. 5. Determine which field is to be modified. Text, date and checkbox (indicator) fields are available. 6. To modify the selected field, click on its label. In the following example, you would click on the label UDF Field The Help Popup will display. Click the Edit Button in the lower left of the dialog. The dialog will refresh with fields to define the field. 8. In the name field displayed at the top, enter the label to be used for this field. For example, the UDF Field 2 Label could be changed to XYZ Internal ID. 9. If you would like this field to be associated with a lookup table, click the Lookup Table Indicator. This will ensure that users will have a lookup available each time they edit this field. 10. If you would like this field automatically transferred to an associated module, designate the respective module and user field in the Smart Transfer dropdown. As an example, if the user field being customized is in the Asset Module, you could set up a smart transfer to a user field in the Work Order Module. It is not necessary for fields to be mapped to the exact same user field. However, it is important that they are mapped to a field of the same type (both should be text, date or checkbox fields). To set up a smart transfer: Maintenance Connection System Admin Guide v

55 Specify the field to which the smart transfer should be made. For example: [Work Order] UDF Char 2. Once a value is populated into the source user field, that value will automatically be populated onto the designated "smart transfer" field when a new record is created. In our example, if a value was entered in the XYZ Internal ID field for a particular asset, each time a work order was associated with this asset, that value would be automatically populated onto the designated field in the Work Order table. Although it is not necessary to customize the field in the recipient module in order for the smart transfer to take effect, you may wish to customize the label to ensure consistency. That is, in the above example, you may wish to customize the label for Work Order UDF 2 field to also indicate XYZ Internal ID. 11. In the text area, enter help information for users. This text will be available whenever a user accesses Field Level Help for the field (by clicking on the label). 12. In our example, the dialog would appear as follows: 13. When you are finished designating parameters for this newly customized user field, click the Apply Button. To cancel without implementing these changes to the field, click Cancel. 14. The dialog will refresh displaying the help contents for your newly defined field. Your new field label should appear at the top of the dialog. 15. To return to the User-Defined Page, click the Close Button on the Action Bar. 16. The User-Defined Page will display with your new field specified. If you have designated that the field should be connected to a lookup, a lookup control ( ) will appear next to the field. To enter acceptable values for the new field, click the lookup control ( ). The lookup for your new field will display. Maintenance Connection System Admin Guide v

56 Enter new values as desired in the New row. Click the Save Button when you are finished entering values. Note: For more information on editing lookup tables on the fly, see: Add/Edit Lookup on Fly. 13. You will return to the User-Defined Page. Maintenance Connection System Admin Guide v

57 Tabs Manager The Tabs Manager is a customization tool that allows organizations to customize the tabs that are available in each module. The Tabs Manager is often used by the Maintenance Connection Implementation Team to customize tabs on your behalf. In addition, the tool can be used by System Administrators to change the label on a tab, disable or remove a tab that is not used by your organization, or reorder the tab sequence. To access the Tabs Manager, open the Tools Menu and select System Administration. In the submenu that displays, select Tabs Manager. The Tabs Manager will display: Folders for each module of the system are displayed on the left side. The available tab groups for the selected module are shown in the upper right, with the tabs associated with the selected group listed on the bottom right. Each module has a minimum of one system defined tab group. In the above example, the first module in the list (Account) has one default system defined group (AC). System defined groups cannot be modified. To modify the tabs displayed in a module, you must create a clone of the tab group, modify the tabs associated with the clone and then make the clone the enabled tab group. If multiple tab groups exist for a module, only one will be listed as enabled. In the following example, there are four Tab Groups for the Asset Module (AS), with the AS_HEALTHCARE Tab Group enabled: Maintenance Connection System Admin Guide v

58 To enable a different Tab Group: 1. Select the Tab Group to be enabled and click the Edit Button. The Edit Tab Group Dialog will display. 2. Click on the Status Dropdown Control and select Enabled: 3. Click the Save Button to save your change. You will be returned to the Tabs Manager with the Tab Group Enabled. Tip: Before customizing tabs, keep in mind that the online help system will not reflect your changes. For example, if you modify a tab label to more closely reflect a business practice, users will continue to see the old label referenced in online help. Refer to the following sections to modify module tabs: Clone Tab Groups Modify Tab Labels Disable or Remove a Tab Maintenance Connection System Admin Guide v

59 Reorder Tab Sequence Note: Some functionality available in the Tabs Manager is reserved for use by Maintenance Connection staff. Clone Tab Groups Default System Tab Groups displayed in the Tabs Manager cannot be modified. If you wish to modify the tabs for a module, you must first create a Tab Group Clone : To create a clone for a tab group: 1. Open the Tabs Manager from the Tools->System Management Menu and select the module for which tabs are to be modified. In the following example, the tabs in the Inventory Module will be modified. As the Inventory folder is selected, the right side of the page will refresh with the tabs and tab groups associated with this module: 2. To create a clone of a displayed Tab Group (typically the default System Tab Group); click on it to select it ( IN in the above example). 3. Click on the Clone Button Maintenance Connection System Admin Guide v

60 4. The Clone Group Dialog will appear, prompting you to name the cloned tab group. The Tab Group Name field will already have the suffix associated with this module. Enter a specific name for this group, ensuring you do not use spaces or other special characters. As an example, you could enter an abbreviation for your organization to indicate that this is the custom tab group for your company: 5. By default, the tab group will be active (or enabled). If you do not yet wish to have the cloned group active, change the value in the Active? dropdown control to No. 6. When you are finished specifying the cloned tab group, click the Save Button. 7. You will be returned to the Tabs Manager with your new group displayed in the Tab Group List. If you designated that this group should be active, it will be the Enabled group in the list (only one tab group can be enabled): Once a tab group has been cloned, you can proceed to modify tab labels, disable or remove a tab, or re-sequence the tabs. Modify Tab Labels The Tabs Manager can be used to modify the label of a module tab. To modify the label for a tab: 1. Open the Tabs Manager from the Tools->System Management Menu and select the module for which tabs are to be modified. In the following example, the tabs in the Inventory Module will be modified. As the Inventory folder is selected, the right side of the page will refresh with the tabs and tab groups associated with this module: Maintenance Connection System Admin Guide v

61 2. Tabs can only be modified for Cloned Tab Groups (such as IN_XYZ above). If only a System Tab Group is displayed, you must first clone the tab group. 3. Click on the cloned Tab Group to select it. The list below will refresh to reflect the currently defined tabs for this group. 4. Select the tab to be modified and click on the Edit Button (or double click on the tab). The Edit Tab Dialog will display: Change the Tab Label to the desired label. For example, you could change the Locations label to Stock Rooms : Click the Save Button to save your change. You will be returned to the Tabs Manager with the new label displayed. Maintenance Connection System Admin Guide v

62 5. When you are finished modifying tab attributes, click the Close Button. The Tabs Manager will close. Tip: To test modified tabs, you must log off of the system and then re-access. Disable or Remove a Tab The Tabs Manager can be used to disable or permanently remove a tab. To remove or temporarily disable a tab: 1. Open the Tabs Manager from the Tools->System Management Menu and select the module for which tabs are to be removed. In the following example, a tab from the Inventory Module will be removed. As the Inventory folder is selected, the right side of the page will refresh with the tabs and tab groups associated with this module: 2. Tabs can only be modified for Cloned Tab Groups (such as IN_XYZ above). If only a System Tab Group is displayed, you must first clone the tab group. 3. Click on the cloned Tab Group to select it. The tab list below will refresh to reflect the currently defined tabs for this group. Maintenance Connection System Admin Guide v

63 4. To temporarily disable a tab, skip to Step 5. Alternatively, to permanently remove a tab: Select the tab to be removed and click on the Delete Button. You will be prompted to confirm that you wish to delete the tab. Click OK to proceed with the deletion, Cancel to cancel the process. The confirmation dialog will close and the system will proceed to delete the tab. Once the system has deleted the record and re-ordered the remaining tabs, the page will refresh with the tab removed. (Note: Be patient as this process may take some time). Proceed to Step To disable a tab (allowing you to re-enable it at a later time): Select the tab to be disabled and click on the Edit Button (or double click on the tab). The Edit Tab Dialog will display: Click inside the Disable? Indicator: Maintenance Connection System Admin Guide v

64 Click the Save Button to save your change. You will be returned to the Tabs Manager with the tabs renumbered. The disabled tab will display at the top of the list with no Order #. Note: Be patient upon saving the change. The system may take some time to disable the tab and re-order the remaining tabs. Tip: To re-enable a tab that has been disabled, edit the tab and assign a Tab Sequence. The tab will automatically be re-enabled upon saving and resequencing. 6. When you are finished modifying tab attributes, click the Close Button. The Tabs Manager will close. Tip: To test modified tabs, you must log off of the system and then re-access. Reorder Tab Sequence The Tabs Manager can be used to reorder the sequence of displayed tabs: To reorder the sequence of tabs: 1. Open the Tabs Manager from the Tools->System Management Menu and select the module for which tabs are to be re-sequenced. In the following example, the tabs in the Inventory Module will be re-sequenced. As the Inventory folder is selected, the right side of the page will refresh with the tabs and tab groups associated with this module: Maintenance Connection System Admin Guide v

65 2. Tabs can only be modified for Cloned Tab Groups (such as IN_XYZ above). If only a System Tab Group is displayed, you must first clone the tab group. 3. Click on the cloned Tab Group to select it. The tab list below will refresh to reflect the currently defined tabs for this group. 4. To change the display order of the tabs: Select the tab to be re-ordered and click on the Edit Button (or double click on the tab). The Edit Tab Dialog will display: Change the Tab Sequence # to the desired placement for this tab. Click the Save Button to save your change. Maintenance Connection will attempt to re-order the tab sequence, based on your entry (typically pushing other entries down one). Maintenance Connection System Admin Guide v

66 When this process is complete, you will be returned to the Tabs Manager with the tabs renumbered. If the tab sequence does not make complete sense, be sure to fix any tabs out of order. 5. When you are finished modifying tab attributes, click the Close Button. The Tabs Manager will close. Tip: To test modified tabs, you must log off of the system and then re-access. Menu Manager The Menu Manager is a customization tool that allows organizations to customize the Module Chooser that is displayed when selecting the Open Icon from the toolbar (or selecting File->Open from the Menu Bar). Organizations can maintain multiple versions of the Module Chooser and then determine which version should be displayed for a given Access Group or Labor Resource. Maintenance Connection System Admin Guide v

67 Contact Maintenance Connection Implementation if you would like to have the Module Chooser customized for your organization, or if you would like to have multiple versions available. Note: System Administrators with requisite skills can modify the image map for the module chooser and use the Menu Manager to integrate the new dialog with the system. The Menu Manager is available through the Tools->System Management Menu. Maintenance Connection System Admin Guide v

68 Service Requester Configuration The Service Requester Configuration Tool is a System Administration Tool that allows your organization to tailor the Service Requester to meet your specific needs. You can determine which pages should be displayed, indicate the fields to be shown (and/or required), modify the appearance of the tool and define the integration/start up process. To access the Service Requester Configuration Tool, select Tools->Service Requester Configuration... from the Menu Bar. The Service Requester Configuration Tool will display: The following tabs are available to configure the Service Requester: Main Menu: The Main Menu Tab, which displays by default when first accessing the Service Requester Configuration Tool, allows you to specify the pages that requesters can access. In addition, tools are available to edit the content of the Welcome, Customer Service and FAQ Pages. Submit Service Request: The Submit Service Request Tab allows you to specify the fields that should be displayed to requesters and whether or not the user should be required to enter a value in each field. This tab also provides options to specify a title to display at the top of the page and an indicator to determine if duplicate request checking should occur. Appearance: The Appearance Tab allows you to modify the general appearance of the Service Requester, setting colors and defining the logo or background image to display. Integration: The Integration Tab provides the information needed to roll the Service Requester out to your organization. Instructions are provided to give access to all users without need to register. In addition, a tool is available to generate an to prospective users providing complete registration instructions, including the required connection key. Tip: As you specify changes to the Service Requester, a Preview option is available to see how these modifications will appear to requesters using the feature. Maintenance Connection System Admin Guide v

69 Main Menu Tab The Main Menu Tab displays by default when you first access the Service Requester Configuration Tool. From the Main Menu Tab, you can specify the pages that requesters can access and edit the content of the Welcome, Customer Service and FAQ Pages: To ensure a page is accessible to requesters accessing the Service Requester, place a check inside the indicator for the page. For example, to include access to the FAQ page, on which commonly asked questions about the Service Requester can be listed, place a check inside the indicator: To remove access from a currently accessible page, such as the Customer Service Page, ensure the check is removed from the indicator: Refer to the following sections for information on each of the Service Requester Pages: Welcome Page Submit Service Request Page Service Request Status Page Submit Feedback/Surveys Page Maintenance Connection System Admin Guide v

70 SR Reports Link Customer Service and FAQ Pages Profile and Change Password Pages Editing Service Requester Pages Welcome Page The first option on the SR Configuration Main Menu Tab designates whether or not a Welcome Page should be displayed to requesters. The Welcome Page provides a general welcome screen, on which you can place general instructions for using the Service Requester, phone numbers to contact, etc. If you do not enable access to a Welcome Page, requesters will be taken directly to the Submit Service Request Page upon accessing the Service Requester. The content of the Welcome Page can be previewed and/or edited using the available buttons to the right of the Welcome Page Indicator on the SR Main Menu Tab: Maintenance Connection System Admin Guide v

71 For further information on viewing or editing the content of the Welcome Page, see: Editing Service Requester Pages. Submit Request Page The second item listed on the SR Configuration Main Menu Tab corresponds to the Submit Service Request Page. This is the page on which service requests are submitted by requesters. As such, it is always enabled (this cannot be modified). Some organizations prefer to have the Submit Service Request Page as the default page that appears when requesters access the Service Requester. To ensure it is the default page, disable the Welcome Page by removing the check in the first indicator: The appearance of the Submit Service Request Page, including the field prompts displayed, is specified on the Submit Service Request Tab of this configuration tool. The following is an example of a page configured with only four field prompts, two of which are required entry: Maintenance Connection System Admin Guide v

72 Service Request Status Page The third option on the SR Configuration Main Menu Tab designates whether or not a Service Request Status Page should be displayed to requesters. The Service Request Status Page allows users to view the status of recently submitted service requests. A control is available to filter the results by status of the work order: To ensure the page is displayed to requesters, place a check inside the Service Request Status Page Indicator: To remove this page from display, remove the check from the indicator. Submit Feedback/Surveys Page The fourth option on the SR Configuration Main Menu Tab designates whether or not a Submit Feedback/Surveys Page should be displayed on the Service Requester. This feature allows requesters to access surveys completed on work orders. This Maintenance Connection System Admin Guide v

73 feature should only be enabled if Maintenance Connection Support has implemented the Survey Feature at your organization. SR Reports Link The fifth option on the SR Configuration Main Menu Tab designates whether or not a link to Reports should be available on the Service Requester. This feature should only be enabled if the requesters using the Service Requester are registered users of Maintenance Connection who have access to reports. If the requesters using the Service Configuration Tool are registered users of Maintenance Connection, you can provide access to reports through their Access Group and/or the Access Tab of the Requester Module. With this feature enabled, a link to access reports will appear on the Service Requester. Clicking this link will open the Reporter. Customer Service and FAQ Pages The sixth and seventh options on the SR Configuration Main Menu Tab designate whether or not Customer Service and/or FAQ Pages should be available in the Service Requester. Each of these pages allows your organization to provide assistance to requesters using the feature. The Customer Service Page typically includes links, and phone contacts for assistance: Maintenance Connection System Admin Guide v

74 The FAQ Page allows your organization to create a list of commonly asked questions regarding the service request process: The content of both the Customer Service and Frequently Asked Questions Pages can be modified. For further information on viewing or editing the content of the pages, see: Editing Service Requester Pages. SR Profile and Change Password Pages The last two options on the SR Configuration Main Menu Tab designate whether or not requesters should have access to pages to view and/or change their personal profile and password. These features should be enabled only if requesters are registered users of Maintenance Connection. Maintenance Connection System Admin Guide v

75 Editing Service Requester Pages Three of the page options shown on the Service Requester Configuration Main Menu Tab (Welcome Page, Customer Service Page and Frequently Asked Question Page) allow organizations to customize both the content and format that is displayed: To customize the content of a page: 1. Click the Edit Button to the right of the page to be edited: 2. The Text Editor will appear, allowing you to modify the content and format of the text displayed. The following example shows the text editor display for the Welcome Page: 3. To modify the text content, simply edit the displayed text as desired. 4. To modify the format of the text displayed, use the editing tools displayed on the toolbar. As you mouse over the available icons, the tool will be enabled and a tooltip will display identifying the option: Maintenance Connection System Admin Guide v

76 Use the Style Dropdown Control to specify a style for all text displayed. Upon selecting a style, the complete text will refresh showing the modified style. For example, selecting from the Style Dropdown Control would modify all text to a more pronounced, bold style: Note: To return the text to standard formatting, select Normal from the Style Dropdown Control. Use the Font Dropdown Control to apply a font style to selected text. To apply a font, select the text for which the font is to be changed, and then select the desired font option from the Font Dropdown Control. The selected text will be modified, even though the applied font does not show in the dropdown. Use the Size Dropdown Control to apply a general size to selected text. You will note that the options displayed are referential (small, medium), rather than specifying a font size. Standard text display is small. To apply a size, select the text for which the size is to be changed, and then select the desired option from the Size Dropdown Control. In the following example, the size of the first sentence was altered to medium so that it stands out accordingly. To apply bolding, italics or underline to text, select the text and click the desired option to apply the formatting: To center or left/right justify text, select the text and click the desired option to apply the formatting: Maintenance Connection System Admin Guide v

77 To create bulleted or numbered lists or modify the position of text, select the text and apply the appropriate formatting option: To apply color to text, select the text, click the text color icon, select a color and click Apply: To insert a hyperlink or image, use the available icons on the toolbar: To insert a line separating text, click in the place in the text on which the line is to appear. Then, click the ruler icon at the end of the toolbar. A line will be inserted: 5. When you are finished editing the text, click the Apply Button. 6. The editing window will close and the text will display in a View Window on which you can verify that you are satisfied with the text format and content. 7. If you are not satisfied with the content, click the Edit Button and return to Step 4 to modify the text as needed. 8. When you are satisfied with the content, click the Close Button. You will be returned to the Service Requester Configuration Tool. Maintenance Connection System Admin Guide v

78 Submit Service Request Tab The Submit Service Request Tab of the Service Requester Configuration Tool allows organizations to specify the fields that should be displayed to requesters and determine if duplicate request checking should occur. Customers utilizing the latest version of the Service Requester can also determine whether or not the user should be required to enter a value in each field and can specify a title to display at the top of the page. Note: Many customers who did not need the new features included in the 4.0 Release of the Service Requester chose to remain on their previous version. Those customers would not have the ability to determine required fields or a title for the page. To modify the Submit Service Request Page: 1. Access the Service Requester Configuration Tool and click the Submit Service Request Tab. 2. The Submit SR Configuration Page will appear, prompting you to specify the fields to display in the Service Requester. Depending on the version of the Service Requester in place in your organization, you may also be prompted to specify a title and required fields. Maintenance Connection System Admin Guide v

79 3. If a prompt for a title is displayed at the top of the page, you can enter a custom title for the page. If this prompt is left blank, the page will be titled Submit Service Request. 4. In the prompts in the upper left, it is important to specify whether requester information should come from the user s login information, If the users initiating service requests are registered members of the system, you should check the Use Login Member s Info Indicator. The generated work order will be tied to this user s membership information. If the users initiating service requests are not required to be members of the system, remove the check from this indicator and indicate whether or not the requesters should be prompted to enter their phone number (they will automatically be prompted to enter name and ): Note: Refer to the Service Requester Integration Page for information about setting up anonymous login to the Service Requester. 5. For each field prompt that you want to be available to requesters using the Service Requester, enter a check in the indicator to the immediate left of the field name. In the following example, the requester will be prompted to enter the Problem and a Short Description, but will not be prompted to enter Tasks Needed : 6. If your organization is using the latest version of the Service Requester Configuration Tool, you can also specify if field entry should be required for each field. To specify that the requester should be required to enter a value in a field prompt, place a check inside the indicator marked with a to the left of the field. In the following example, requesters will be prompted to enter Type, Priority and Date Needed By, but will only be required to enter Type. Maintenance Connection System Admin Guide v

80 7. If your organization has an onsite installation of Maintenance Connection and you are using the latest version of the Service Requester Configuration Tool, options will appear on the right side of the page to allow requesters to attach documents, images or miscellaneous files to the generated work order. Place a check inside the Documents Indicator to give requesters the ability to associate a document stored in the Documents Library with the generated work order. Place a check inside the Images Indicator to allow requesters to upload an image to be associated with the generated work order. Place a check inside the Misc Files Indicator to allow requesters to upload a miscellaneous file (such as a PDF or word/excel file) to be associated with the generated work order. Note: Requesters are limited to 4MB attachments when uploading files using this feature. 8. If you wish to have requesters notified regarding potential duplicate service requests, place a check in the indicator at the bottom of the page. This would result in the requester receiving a warning if there was an open work order for the same asset, specifying the same problem code: 9. When you are finished making modifications to this page, you can apply or save your changes. Clicking the Apply Button will save the changes without closing the configuration tool. This allows you to preview the changes before exiting. Clicking the Save Button will save the settings and then close the tool. Maintenance Connection System Admin Guide v

81 Note: Customers with the most recent versions of the Service Requester can also specify the minimum number of levels of the asset tree that must be navigated in order to select an asset. SR Appearance Tab The Appearance Tab of the Service Requester Configuration Tool allows organizations to customize the general appearance of the Service Requester. Options are available to modify the color of the text and background, as well as customize the logo or background image displayed. The sample image displayed to the right of the controls maps the options to the appropriate sections of the Service Requester. The above settings might result in the following appearance on the Submit Service Request Page: Maintenance Connection System Admin Guide v

82 Refer to the following sections for instructions on modifying color parameters and displaying an alternate logo or background image. Modify Color Options on the Appearance Tab allow text and background colors to be modified. To modify the color of an available parameter: 1. Click the color dropdown control to the right of the parameter to be changed. For example, to modify the color of the header, click the control to the right of the Header Color prompt. The color picker will display: 2. As you move the mouse over the available colors, the selected color will be displayed at the bottom of the color picker. For example, hovering over the first color in the second row would highlight this color (and its color tag) at the bottom of the color picker: 3. To select a color, click on it. Maintenance Connection System Admin Guide v

83 4. Once you have selected a color, the color picker will close and the color tag will be displayed in the field prompt: 5. To preview this modification, you must first click the Apply Button to save the changes without closing the configuration tool. Then, click the Preview Button in the bottom left of the tool. The Service Requester will open in a new window, showing the change you have specified: 6. Continue to change other parameters on the page as desired. 7. When you are finished making modifications to this page, you can apply or save your changes. Clicking the Apply Button will save the changes without closing the configuration tool. Clicking the Save Button will save the settings and then close the tool. Change Logo or Background Image Options on the Appearance Tab allow the logo or background image on the Service Requester to be modified. Tip: To specify an alternate logo to appear or a background image to display, you must first identify the location in which the image is stored so that the proper path can be entered. To modify the logo or background image: 1. Identify the path for the stored image. One method for identifying the path is to locate the image in the image library (or right click on the image displayed in the system) and copy and paste the path shown. 2. Enter the path into the Alternate Logo or Background Image prompt as desired: Maintenance Connection System Admin Guide v

84 3. Click the Apply Button to save the changes without closing the configuration tool. Then, click the Preview Button in the bottom left of the tool. The Service Requester will open in a new window, showing the change you have specified. 4. Continue to change other parameters on the page as desired. 5. When you are finished making modifications to this page, you can apply or save your changes. Clicking the Apply Button will save the changes without closing the configuration tool. Clicking the Save Button will save the settings and then close the tool. SR Integration Tab The Integration Tab of the Service Requester Configuration Tool provides the information needed to roll the Service Requester out to your organization. Maintenance Connection System Admin Guide v

85 The top half of the page describes the process in place to integrate Maintenance Connection when users will be required to register with the system prior to submitting service requests. Clicking on the Button will bring forward an with content that can be used to provide instructions to new users. The connection key to be used by new members is provided. Anonymous Login The bottom half of the page provides a link that can be used to provide access to the Service Requester if users will not be required to register. This process is sometimes called anonymous login as the system cannot identify the requesting user. When the anonymous login is used, the Service Requester is configured to prompt the requester to enter their name and contact information. In order to use the anonymous login, you must ensure that there is a Requester in your system with an ID of REQUESTER and a name of REQUESTER. Once this anonymous requester has been set up, you can use the link provided to provide access as needed. The link, formatted as an <href> can be embedded into an or document. The URL section of the link, inside the quotes as highlighted below, can also be used to create a bookmark: Maintenance Connection System Admin Guide v

86 Contact Maintenance Connection Support as needed for assistance in setting up this type of Service Requester access. Preview Service Requester Changes The Service Requester Configuration Tool includes a Preview Option that allows you to preview the changes that you have specified. To preview changes as they will appear in the Service Requester: Make your desired changes. Once a change has been made in the configuration tool, the Apply Button will become enabled, allowing you to apply (save) the change without exiting the tool. Apply the changes by clicking on the Apply Button on the Action Bar. Click the Preview Button on the bottom left of the tool. The Service Requester will open in a new dialog, allowing you to view it as it will appear to requesters. When you are finished viewing the Service Requester, click on the close box in the upper right corner of the dialog to return to the configuration tool. Maintenance Connection System Admin Guide v

87 System Security Security in Maintenance Connection is managed through the following modules: Members: The Members Module stores information on the users who have access to Maintenance Connection (members of the system). In addition to controlling general access, this module is used to designate the applications to which the member will have access and the access group that determines the features and functions available. Access Groups: Access Groups define the modules, records, features and capabilities that are available to members of the group. In addition to determining general access to Maintenance Connection applications and features, the access group defines specific permissions (e.g., ability to approve work orders, ability to delete records, etc.). Active Licensed Users Tool: A feature is available to view the licensed users with active sessions and terminate sessions if needed. This tool is especially valuable when users are being prevented from accessing the system because the maximum number of licensed users has been exceeded. Members The Members Module stores information on the users who have access to Maintenance Connection (members of the system). In addition to controlling general access, this module is used to designate the applications to which the member will have access and the access group that determines the features and functions available. The process for creating new members is unique in that you cannot add or create them from within the Members Module. Rather, members use the sign up process available from the login page to create their own unique UserID and Password. The Members Module is then used to approve/process this membership and assign appropriate permissions. During this process, you can create a labor or requester record for the new member, or link the member to an existing labor or requester record (i.e., a record that has been imported during customer implementation). To access the Member Module: 1. Click the Open Icon on the toolbar, select File->Open from the Menu Bar, or click the currently displayed green Module Explorer Dropdown Control. or Maintenance Connection System Admin Guide v

88 2. The Module Chooser will display. 3. Select Members: 4. The Membership WorkCenter will open. 5. The Explorer and Search Features, accessible in the left pane, are used to identify and locate members (and members awaiting approval). For each record displayed, the name and member ID are listed. Records in the Explorer Pane are sorted by name by default. The Member Explorer provides an icon to easily identify which members are currently enabled for access to the system: Members with access have an icon with faces displayed, whereas members whose access has been disabled (or not yet enabled) have a yellow caution icon displayed. A filter dropdown is available to quickly filter results to those members awaiting approval, or those members enabled for access. Features of the Members Module are discussed in the following sections: Members Detail Page Approve New Members Maintenance Connection System Admin Guide v

89 Modify Membership Data or Disable Existing Members Members Detail Page The Member Details Page displays slightly different data depending on whether you are viewing an existing member, or a member waiting for approval. Members who have been previously approved for membership (even if this membership is currently disabled) will display integration into the labor/requester module at the bottom of the page. In contrast, those who are awaiting approval will show an option to instruct Maintenance Connection as to how this member should be integrated. Member Details Member Name and ID Member Address Repair Center Access Status The member s name and ID as entered by the member during the sign-up process. The member can update his or her name (e.g., to make a correction) using the Profile Tab on the Home Page. The member s address as provided during the sign-up process, or edited on the Profile Tab of the Home Page. Clicking on the address should bring forward your mail client with this individual s address already designated in the address line. The repair center entered during the sign up process is displayed for those members that provided this information. If no repair center was provided, the field will not be displayed. A control to indicate whether or not this member s access to Maintenance Connection is enabled. The control is color coded to highlight the user s current status. Only users with an Approved access status will be able to log into Maintenance Connection. For further information, see: Approve New Members or Modify Membership Data. Access The access group to which this member belongs. The Access Group defines the modules, features and capabilities that are Maintenance Connection System Admin Guide v

90 Member Details Group available to members of the group. In addition to determining access to Maintenance Connection applications and features, access groups define specific permissions (e.g., ability to approve work orders, ability to delete records, etc.). You can use the Access Group Lookup ( ) to select/modify the access group. For more information on the permissions assigned to access groups, see: Access Groups. Applications The applications which will be available to the user (through the Application Chooser during login). Application options include: MGR: Maintenance, Repair and Operations WorkCenter. This option presumes the member has access to all system applications (MRO, Service Requester, Technician WorkCenter and Reporter). MGRD: Direct access to Maintenance, Repair and Operations WorkCenter. This option takes the user directly to the MRO WorkCenter, without having to select an application from the Application Chooser upon login. R: Service Requester only. RPT: Reporter and Service Requester. TWC: Technician WorkCenter. TWCRPT: Technician WorkCenter and Reporter. DASH: KPI Dashboard only. You can use the Applications Lookup ( ) to select a value. Session Time Out Integration Info The number of minutes that should be allowed to pass without interaction with the system before the member is timed out of their login session. If this field is set to 0, the system default value for the organization will be used. The Integration Info section of the page will differ depending on whether or not this user has ever been approved for membership. Maintenance Connection System Admin Guide v

91 Member Details If the user has not yet been approved for membership, a control will be available to indicate how the new member should be integrated into the system. Refer to the section on approving new members for more information. If the user has already been approved for membership, a field will be displayed indicating the member s LaborID or RequesterID, as all members must be associated with a labor or requester record. Photo If a photo of the member has been associated with their labor or requester record, the photo will be displayed on the right side of the page. For further information, refer to the sections on approving new members and modifying existing membership access/information. Approve New Members When individuals complete the self-registration process on the login page (sign-up process), they are placed in a pending state awaiting administrative approval. Administrators are notified of members requiring approval in the following ways: An can be sent to the Repair Shop Supervisor. The home page will list a task indicating the number of members awaiting approval. Clicking on this task will open the Member Module with the members requiring approval listed in the Explorer Results. In addition, the dropdown available in the Member Explorer can be used at any time to quickly locate individuals awaiting membership approval: Maintenance Connection System Admin Guide v

92 There are three methods for processing approvals: Approve New Members Individually Approve New Members Globally Approve Membership of Previously Disabled Member Approve New Members Individually Individual members can be approved in the system one at a time. This method should be used whenever there are a small number of individuals to approve, or when a labor or requester record already exists for the user (as the global process will make a new record by default). To approve individual memberships: 1. Access the Member Module and highlight the name of the user to be approved. The user s name will be preceded by a yellow caution icon ( approval is required. ), indicating that 2. To indicate that the membership should be approved and that this user should have access to the system, click Approve on the Access Status Control. 3. Designate the access group to which this member should belong. An access group must be defined for all new members. The Access Group defines the modules, features and capabilities that are available to members of that group. In addition to determining access to Maintenance Connection applications and features, the access group defines specific permissions (e.g., ability to approve work orders, ability to delete records, etc.). You can use the Access Group Lookup ( ) to select/modify the access group. For more information on the permissions assigned to access groups, see: Access Groups. Maintenance Connection System Admin Guide v

93 4. Designate the applications which will be available to the user (through the Application Chooser during login). A default value will be populated based on the access group chosen, but this value can be overwritten. You can use the Applications Lookup ( ) to select a value. Application options include: MGR: Maintenance, Repair and Operations WorkCenter. This option presumes the member has access to all system applications (MRO, Service Requester, Technician WorkCenter and Reporter). MGRD: Direct access to Maintenance, Repair and Operations WorkCenter. This option takes the user directly to the MRO WorkCenter, without having to select an application from the Application Chooser upon login. R: Service Requester only. RPT: Reporter and Service Requester. TWC: Technician WorkCenter TWCRPT: Technician WorkCenter and Reporter. DASH: KPI Dashboard only. 5. Designate the session time out that should be in effect for the user. The session time out indicates the number of minutes that should be allowed to pass without interaction with the system before the member is timed out of their login session. If this field is set to 0, the system default value for the organization will be used. 6. Indicate how this new member should be integrated into the Labor or Requester Module. If no current labor or requester record exists for this member (most situations), a new labor or requester record should be made for the user by leaving the default first option selected. Skip to Step 9 if this option is selected. 7. If an existing labor or requester record already exists for this member (e.g., the record was imported during implementation): Indicate that the member should be linked to an existing record, by selecting the second option in the available control. Upon making this selection, a new control will be displayed allowing you to select the Requester or Labor Resource record to which the member should be linked. Maintenance Connection System Admin Guide v

94 Use the Labor/Requester Module Lookup ( ) to select an individual. 1. Use the Type Filter on the left to indicate if the individual is an employee, contractor or requester. 2. Use standard features of the Module Lookup to locate the individual. 3. Select the desired individual by highlighting/selecting the record. 4. Click Apply. 5. The lookup will close and the individual s name will be displayed in the Labor/Requester Field. Note: If you inadvertently select an individual that is already linked to another member record, the link with the previous record will be removed and his or her access will be disabled. 8. When you are finished entering data to approve this new member, click the Save Button on the toolbar. 9. The new member will be approved and will be sent an indicating that access to the system has been enabled. If the option to create a new labor/requester record was selected, the new record will be created (type based on the value you enter in the Application Field). The new record will have an ID matching the member s first initial and last name (JSMITH for John Smith). If a record already exists with that ID, an incremental number will be added to the ID (e.g., JSMITH2). If the option to link to an existing labor or requester record was selected, the user s respective record will be updated to reflect this membership information. Approve New Members Globally Multiple members can be approved in a single step using the Expanded Member Explorer. This option should not be used for members with an existing labor or requester record (such as those imported during implementation), as the global process will make a new record by default. To globally approve multiple users requesting membership: 1. Retrieve the list of members awaiting approval in one of the following ways: Click the Approvals Needed Task on the Home Page. Maintenance Connection System Admin Guide v

95 Access the Member Module and select the Waiting for Approval option from the Filter Dropdown in the Member Explorer: 2. The Member Explorer will display all users currently disabled. The list can include members who have never received membership approval and those who have been specifically disabled. 3. Click the Explore button in the toolbar, to indicate you wish to use the Expanded Explore/Search Mode. 4. Select each user to be approved by clicking on the respective row. A checkmark will appear in the selection box column on the left. 5. Click on any additional records to be selected. To de-select a record that has been selected, click on the record again. The check mark will disappear. To select all records displayed on this page of results, click the Select Page option displayed on the right side of the toolbar. To select all results displayed on multiple pages, click the Select All Pages option displayed on the right side of the toolbar. This option selects all records returned by the filter, even though they cannot be seen on the page. You can tell how many pages of results will be selected by looking at the Page Control (Page 1 of X) at the bottom of the dialog. Tip: Remember, it is important to select only users who do not have existing labor or requester records, as the global approve process creates new requester or labor records by default. 6. Once all records have been selected, click the Approve Button on the Action Bar. Maintenance Connection System Admin Guide v

96 7. The Approve Members dialog will come forward, reminding you that this process should not be used for members with an existing labor or requester record. For this type of member, approval should be processed individually. 8. Designate the access group to which these members should belong. An access group must be defined for all new members. The Access Group defines the modules, features and capabilities that are available to members of that group. In addition to determining access to Maintenance Connection applications and features, the access group defines specific permissions (e.g., ability to approve work orders, ability to delete records, etc.). You can use the Access Group Lookup ( ) to select/modify the access group. For more information on the permissions assigned to access groups, see: Access Groups. 9. Designate the applications which will be available to these members (through the Application Chooser during login). A default value will be populated based on the access group chosen, but this value can be overwritten. You can use the Applications Lookup ( ) to select a value. Application options include: MGR: Maintenance, Repair and Operations WorkCenter. This option presumes the member has access to all system applications (MRO, Service Requester, Technician WorkCenter and Reporter). MGRD: Direct access to Maintenance, Repair and Operations WorkCenter. This option takes the user directly to the MRO WorkCenter, without having to select an application from the Application Chooser upon login. R: Service Requester only. RPT: Reporter and Service Requester. TWC: Technician WorkCenter TWCRPT: Technician WorkCenter and Reporter. DASH: KPI Dashboard only. 10. To approve these new members, click the Apply Button on the Action Bar. To exit the dialog without approving the designated members, click Cancel. 11. The new members will be approved and will be sent an indicating that access to the system has been enabled. For each member approved, a new labor or requester record will be created (type based on the value you enter in the Application Field). The new record will have an ID matching the member s first initial and last name (JSMITH for John Smith). If a record already exists with that ID, an incremental number will be added to the ID (e.g., JSMITH2). Maintenance Connection System Admin Guide v

97 Approve Membership of Previously Disabled Member If a member has been disabled from access and you wish to re-approve their access: 1. Access the Member Module and highlight the name of the user to be re-approved. The user s name will be preceded by a yellow caution icon ( approval is required. ), indicating that 2. To indicate that the membership should be re-approved and that this user should have access to the system, click Approve on the Access Status Control. 3. Modify any additional parameters regarding this member s record. For more information, see: Members Detail Page. 4. When you are finished entering data to approve this new member, click the Save Button on the toolbar. To cancel without approving this membership, click Cancel. Modify Membership Data/Disable Members To modify any aspect of a member s record, including disabling current access: 1. Access the Member Module and highlight the name of the user to be modified. 2. Modify the member s access to the system if required. To indicate that the membership should be disabled, ensuring that the user does not have access to the system, click Disabled on the Access Status Control. 3. If applicable, modify the access group to which this member should belong. The Access Group defines the modules, features and capabilities that are available to members of that group. In addition to determining access to Maintenance Connection applications and features, the access group defines specific permissions (e.g., ability to approve work orders, ability to delete records, etc.). You can use the Access Group Lookup ( ) to select/modify the access group. For more information on the permissions assigned to access groups, see: Access Groups. Maintenance Connection System Admin Guide v

98 4. If applicable, modify the applications which will be available to the user (through the Application Chooser during login). You can use the Applications Lookup ( ) to select a value. Application options include: MGR: Maintenance, Repair and Operations WorkCenter. This option presumes the member has access to all system applications (MRO, Service Requester, Technician WorkCenter and Reporter). MGRD: Direct access to Maintenance, Repair and Operations WorkCenter. This option takes the user directly to the MRO WorkCenter, without having to select an application from the Application Chooser upon login. R: Service Requester only. RPT: Reporter and Service Requester. TWC: Technician WorkCenter TWCRPT: Technician WorkCenter and Reporter. DASH: KPI Dashboard only. 5. If applicable, modify the session time out that should be in effect for the user. The session time out indicates the number of minutes that should be allowed to pass without interaction with the system before the member is timed out of their login session. If this field is set to 0, the system default value for the organization will be used. 6. In the unusual circumstance in which a member needs to be linked to a different labor or requester record (for example, if the user was linked to a record in error): Use the Labor/Requester Module Lookup ( ) to select the correct individual. 1. Use the Type Filter on the left to indicate if the individual is an employee, contractor or requester. 2. Use standard features of the Module Lookup to locate the individual. 3. Select the desired individual by highlighting/selecting the record. 4. Click Apply. 5. The lookup will close and the individual s name will be displayed in the Labor/Requester Field. Note: The link with the previously designated record will be removed and his or her access will be disabled. 7. When you are finished modifying data for this member, click the Save Button on the toolbar. To cancel without making the changes, click Cancel. Maintenance Connection System Admin Guide v

99 Access Groups Access Groups define the modules, records, features and capabilities that are available to members of the group. In addition to determining general access to Maintenance Connection applications and features, the access group defines specific permissions (e.g., ability to approve work orders, ability to delete records, etc.) In each organization, a small number of access groups are typically defined. All members of the access group share the permissions assigned to that group. In addition to the rights and permissions assigned through the access group, some rights can be set for individual members: Access to specific locations and report groups can be defined in both the Labor and Requester Modules. Modification of accessible applications can be defined in the individual s Membership Record. To access the Access Group Module: 1. Click the Open Icon on the toolbar, select File->Open from the Menu Bar, or click the currently displayed green Module Explorer Dropdown Control. or 2. The Module Chooser will display. 3. Select Access Groups: 4. The Access Group WorkCenter will open. Refer to the following sections for further information regarding Access Groups: Create New Access Group Access Group Tabs/Pages Clone Access Group Maintenance Connection System Admin Guide v

100 Create New Access Group In most organizations, a small number of access groups that are configured at implementation are maintained. If needed, new access groups can be created. If the new access group will have similar permissions to an existing access group, it is preferable to clone the original group and make modifications as needed. To create a new access group: 1. Access the Access Group Module and click the New Button on the Toolbar. Tip: If the Module Explorer and WorkCenter currently reflect different modules, Maintenance Connection will prompt you to confirm the type of new record to be created. Note: Alternatively, from anywhere in Maintenance Connection, you can click the down arrow next to the New Button or select File->New Select from the Menu Bar to bring forward the Module Chooser to indicate the type of new record to be created. Select Access Groups from the bottom of the dialog. Note: If you have accessed the Module from the Open Option on the toolbar, the Module WorkCenter Home Page will be displayed. From this page you can select the available option to Create a New Access Group 2. The WorkCenter will refresh with the Access Group Details Page displayed. 3. Enter an ID for the new access group. The ID must be unique. If you enter an ID that is already in use, you will be prompted to correct this when you attempt to save the new record. 4. Enter a more descriptive name for the access group. Remember, the ID and Name fields are both displayed in the Access Group Module Explorer Results. 5. Specify the applications that should be available to members of this access group (through the Application Chooser during login). You can use the Applications Lookup ( ) to select a value. Application options include: Maintenance Connection System Admin Guide v

101 MGR: Maintenance, Repair and Operations WorkCenter. This option presumes the member has access to all system applications (MRO, Service Requester, Technician WorkCenter and Reporter). MGRD: Direct access to Maintenance, Repair and Operations WorkCenter. This option takes the user directly to the MRO WorkCenter, without having to select an application from the Application Chooser upon login. R: Service Requester only. RPT: Reporter and Service Requester. TWC: Technician WorkCenter TWCRPT: Technician WorkCenter and Reporter. DASH: KPI Dashboard only. Tip: The value specified here will be populated onto the member record of all members of this access group. Application access for individual members can be modified in the Members Module. 6. Enter the Repair Center that manages this access group. 7. Click the Save Button on the toolbar in order to save this new record. You must complete the required fields on the Details Tab before proceeding to enter data on other tabs. Note: To exit without saving the new record, click Cancel:. 8. Click the Rights Tab to specify the rights and permissions to be assigned to this access group. The rights displayed are populated by default on all new access groups created. For more information on setting Access Rights, see: Rights Tab Access Groups. 9. Access additional tabs/pages to enter additional data on this record as needed For more complete information on the data available on each screen, see: Access Group Tabs/Pages. 10. When you have finished entering data for your new record, click the Save Button again. Maintenance Connection System Admin Guide v

102 Access Group Tabs/Pages The tabs/pages available in the Access Group Module include: Details Tab: General information about the access group, including identification and default application access. For more information, see: Details Tab Access Groups. Rights: List of rights granted to members of this access group. Rights include access to modules, features and tabs/pages, as well as permissions to edit, delete, approve or otherwise modify records. For more information, see: Rights Tab Access Groups. Repair Centers: List of repair centers to which members of the group should have access. For more information, see: Repair Centers Tab - Access Groups.. Locations/Reports: Lists of default locations and report groups for members of the access group. For more information, see: Locations/Reports Tab - Access Groups.. Reports Tab: Display of members of the access group. For more information, see: Reports Tab Access Groups. Details Tab Access Groups The Details Tab specifies identification information for the access group as well as default application access to be assigned to all members of the group. The following table describes the fields available on the Access Group Details Page/Tab: Access Group Details Access Group Name and ID Applications Identifying fields for the access group. The Access Group ID is used to uniquely identify the access group. The name field is typically more descriptive and does not need to be unique. The Access Group ID and Name are both displayed in the Access Group Module Explorer Results. The applications which will be available to members of the group (through the Application Chooser during login). The value designated will be populated by default onto all members assigned to this group. Application access for individual members can be modified on the Member Details Page. Maintenance Connection System Admin Guide v

103 Access Group Details Application options include: MGR: Maintenance, Repair and Operations WorkCenter. This option presumes the member has access to all system applications (MRO, Service Requester, Technician WorkCenter and Reporter). MGRD: Direct access to Maintenance, Repair and Operations WorkCenter. This option takes the user directly to the MRO WorkCenter, without having to select an application from the Application Chooser upon login. R: Service Requester only. RPT: Reporter and Service Requester. TWC: Technician WorkCenter TWCRPT: Technician WorkCenter and Reporter. DASH: KPI Dashboard only. You can use the Applications Lookup ( ) to select a value. Repair Center The repair center that manages this access group. Rights Tab Access Groups The Rights Tab/Page defines the rights (or permissions) granted to members of this group. Rights include access to modules, features and tabs/pages, as well as permissions to edit, delete, approve or otherwise modify records. All members of the access group share the same rights and permissions as defined on this tab/page. On the left side of the page are two filters that limit the rights displayed. As options are selected from these two filters, the list of rights that can be enabled or disabled is filtered to match the selections made. The Modules Filter, on the top left of the page, limits the results to those rights applicable to the specific module selected: Maintenance Connection System Admin Guide v

104 The control includes options for each available module, as well as entries for the All Modules, Home Page, Reporter, System Features and Technician WorkCenter. The Type Filter, displayed below the Modules Table, limits the results to rights of the designated type. Rights can be filtered for numerous different types including access, edit, delete, approve, issue, etc. Rights of a particular type may not be available for all modules. The All Disabled Rights option allows you to quickly view the rights that have been disabled for this access group. Tip: The All option is only available when a specific module has been selected from the Module Filter. Maintenance Connection System Admin Guide v

105 The following table describes the fields/columns displayed in the Rights List. Rights List Selection Box Checkbox to allow rights to be selected for global enabling/disabling using the options available on the Header Action Bar. To select a right, click inside the checkbox. To remove a selection/check that has been made, click inside the checkbox. This column is also used when rights have been edited, but not yet saved. Until the record has been saved, a revert control will be displayed in the column. Click the control to revert your changes before saving. Module Type The module with which the right is associated. The column displays values for each available module, as well as entries for the Home Page, Reporter, System Features and Technician WorkCenter. If a specific module has been selected from the Module Filter Control on the left, each record displayed will be associated with that module. The type of right, categorized by the values displayed in the Rights Filter Control on the left. Types of rights include access, edit, delete, approve, issue, etc. Description A description of the specific right. Enabled? Indicates whether or not the right is enabled for the access group. A green checkmark is displayed for all enabled rights. A dash is displayed for all disabled rights. The following sections provide more information about enabling/disabling rights: Description of Rights (Types of Rights) Maintenance Connection System Admin Guide v

106 Enabling or Disabling Rights Individually Enabling or Disabling Multiple Rights Description of Rights (Types of Rights) The following table describes the types of rights that can be defined for each access group. The Access Rights List can be filtered to each type of right using the Rights Filter Control on the left side of the page. For most types of rights, a single right is available for each module. For example, there is an access right for each module (Access Asset Module, Access Members Module, etc.). For some modules, multiple values may be available. Some rights only apply to particular modules, so entries will only be displayed for those modules. Type Description All All Disabled Access Option to display all rights of a selected module. This option is not available if All Modules is selected from the Module Type Filter. Option to display all rights that have been disabled for this access group. Rights that control access to modules or specific features. For most modules, a single access right is available (i.e., Access Asset Module). For other modules, multiple values may be available. For example, in the Work Order Module, rights are available to enable access to the module and to the complete/close process. Access rights are enforced by prohibiting users from accessing the feature selected. For example, if the Asset Module was disabled for an access group, members of that group would still see the Asset Module option in the Module Chooser, but would be prohibited from accessing the feature. Tab Access Rights that control access to specific tabs/pages within a module. Tab access rights are enforced by prohibiting users from Maintenance Connection System Admin Guide v

107 Type Description accessing the tab. The tab will continue to be displayed, but the user will receive a message upon attempting to access the tab. View New Edit A specific right related to Documents, which enables users of the access group to view documents that have been attached to a record. Rights to create new records of the specified type. If this right is disabled, members of the access group will receive a warning upon attempting to create a new record. Rights to edit records of the specified type. On most pages, edit rights are enforced by disabling the ability to edit/type into data fields. On tabs with multiple records, members of the access group will not be able to add records or edit displayed records. Delete Filter Print Move Setup Rights to delete records of the specified type. If this right is disabled, members of the access group will receive a warning upon attempting to delete a record. Rights to use filters defined of the specified type. If the filter right is disabled for a specific module, the filter dropdown will not be displayed in the Module Explorer. Rights to print reports of the specified type. If this right is disabled, members of the access group will receive a warning upon attempting to print reports using the Print button on the Action Bar or the Run Report Button in the Reporter. A specific right related to Assets, which enables users of the access group to move assets to another location in the hierarchy. A specific right related to Reports, which enables users of the access group to modify report setups. Maintenance Connection System Admin Guide v

108 Type Copy and Copy/Paste Description Rights to copy reports or assets. Authorization Rights to approve (authorize) records in the work order, purchase order, predictive maintenance and project module. For each of these modules, specific rights are available, such as first or second level approval. Approvals Unapprove Issue/ Deny/On- Hold/Re- Issue Respond Assign Complete Close Rights to approve purchase orders. There are two sets of rights displayed, which are used dependent on the setting on the Repair Center Approval Tab. The User Based Rights are used when Repair Center Approvals are based on the permission of the user creating the purchase order. The Amount Based Rights are used when approval requirements are based on the total amount of the Purchase Order. Rights to unapprove (remove approval from) purchase orders and work orders. Rights to modify the status of work orders, purchase orders, projects and predictive maintenance records. A specific right to respond to work orders. A specific right to assign work orders. A specific right to complete work orders. Rights to close out work orders, purchase orders, projects and predictive maintenance records. Enabling or Disabling Rights Individually The following process can be used to enable or disable a specific right for an access group: Maintenance Connection System Admin Guide v

109 1. Locate the right to be modified by filtering by the module to which it is associated or the type of right. 2. Once the right to be modified has been identified, click on the record (row). 3. The Access Groups Dialog will come forward. 4. To enable a right that is currently disabled, click inside the Enabled? Indicator. A green checkmark will be displayed inside the Enabled Indicator. 5. To disable a right that is currently enabled, remove the check from the Enabled? Indicator. 6. To apply the designated change, click the Apply Button. To exit the dialog without applying the change, click the Cancel Button. 7. You will be returned to the Rights Tab/Page with the updated enabled status indicated. The row will be marked with a revert control to indicate that the change has not been saved. In the following example, the right to issue a purchase order has been modified, but not yet saved. 8. You can modify additional rights displayed on the page, using Steps When you are finished modifying rights displayed on the page, click the Save Button on the toolbar. To cancel without saving your changes, click Cancel. Enabling or Disabling Multiple Rights The Rights Page provides features to enable you to modify multiple rights displayed on the page without accessing each individual right. You can change the status of all rights displayed on the page, or select multiple rights and change the status of the records selected. To modify all rights displayed on the page: Maintenance Connection System Admin Guide v

110 1. Use the Module and Type Filters on the left side of the page to ensure the rights to be modified are displayed. 2. Verify that all rights displayed are to be modified to the same value (enabled or disabled). 3. To enable all rights displayed, click the Enable All Button in the Header Action Bar. The page will refresh displaying checked boxes in the Enabled? Column of each row and a revert control to indicate that the changes have not been saved. 4. To disable all rights displayed, click the Disable All Button in the Header Action Bar. The page will refresh displaying empty boxes in the Enabled? Column of each row and a revert control to indicate that the changes have not been saved. 5. To save the designated changes, click the Save Button on the toolbar. To cancel without saving your changes, click Cancel. To modify multiple rights displayed on the page: Maintenance Connection System Admin Guide v

111 1. Use the Module and Type Filters on the left side of the page to ensure the rights to be modified are displayed. 2. Select the first right to be modified by clicking inside the selection box. A green checkmark will appear to indicate that the record/row has been selected. 3. Continue to select any additional records displayed on the page that you wish to modify to the same enabled/disabled status. 4. If you have selected a record in error, click inside the selection box and the check mark will be removed. 5. Once you are certain that the correct rights have been selected, click the Action Dropdown on the Header Action Bar and select the action to be performed on the selected records. 6. To enable all rights selected, click the Enable Selected option. The page will refresh displaying checked boxes in the Enabled? Column of each selected row and a revert control to indicate that the changes have not been saved. 7. To disable all rights selected, click the Disable Selected option. The page will refresh displaying empty boxes in the Enabled? Column of each selected row and a revert control to indicate that the changes have not been saved. 8. To save the designated changes, click the Save Button on the toolbar. To cancel without saving your changes, click Cancel. Maintenance Connection System Admin Guide v

112 Repair Centers Tab Access Groups The Repair Centers Tab/Page allows you to specify the repair centers that should be accessible to members of this access group. Leaving the page blank (not specifying any repair centers) will ensure that members of the access group have access to all repair centers in your organization. Listing a specific repair center (or centers) instructs Maintenance Connection to limit members of the access group to only the defined repair centers. It should be noted, however, that members will always have access to the repair center listed in their individual Labor or Requester Record, regardless of what is specified on this page. To add a repair center to the list of specific repair centers this group can access: 1. Click the Add button in the Header Action Bar. 2. The Repair Center Module Lookup will open allowing you to select one or more repair centers. 3. To add a repair center: Locate the repair center to be added. Click on the repair center to be added. 4. Continue selecting additional repair centers as needed. 5. To remove a repair center that has been added to the My Selection(s) Area in error, click on the blue arrow directly to the left of the row. 6. To add the repair centers listed in the My Selection(s) Area, click the Apply Button on the Action Bar. 7. The Repair Center Lookup will close, and the new repair centers will be added to the Repair Centers List. Maintenance Connection System Admin Guide v

113 8. Click the Save Button on the toolbar to save the new record(s). Note: Click Cancel if you wish to exit the process without saving your new record(s). To remove a repair center from the list of specific repair centers this group can access: 1. Click in the selection checkbox to the left of the repair center to be removed. A checkmark will appear indicating the record has been selected. 2. Continue to check any additional repair centers to be removed. 3. Click the Remove button in the Header Action Bar. 4. The repair center record(s) will be removed. 5. Click the Save Button on the toolbar to save your changes. Note: Click Cancel if you wish to exit the process without saving your changes. Tip: If you remove all repair center listed, members of this access group will have access to all repair centers in your organization. Locations/Reports Tab Access Groups The Locations/Reports Tab allows you to define limitations to the records (such as report groups or locations) that can be accessed by members of this access group. The limitations to access defined on this page become default values for labor resources or requesters who become assigned to this access group. Note: Accessible locations are only assigned to labor or requester records upon initial assignment to the access group. If access group definitions have changed, these will not reflect on the labor Maintenance Connection System Admin Guide v

114 or requester record. To verify the correct accessible locations for an individual member, view the Labor/Requester Access Tab. The access rights that can be defined on this page are described in the following sections: Accessible Locations Accessible Report Groups Accessible Locations for Access Group Accessible Locations can be defined for the Service Requester and MRO/Technician Work Center: The Accessible Locations list for the Service Requester allows you to define which locations should be available to members of this access group when using the Service Requester. If no locations are defined, users will only be able to enter general information about the item/location requiring service. If locations are defined, users will be able to select the specific location and asset from an available dropdown. The Accessible Locations list for the MRO/Technician WorkCenter allows you to define which locations should be available to members of this access group when using the MRO or Technician WorkCenter. If no locations are defined, users will have access to ALL LOCATIONS. If locations are defined, users will only see those locations in the Asset Hierarchy. When a labor resource or requester is assigned to this access group, the accessible locations listed on this page will be populated by default onto their record. This will happen when a new member is created and when an existing member is newly assigned to the access group. Note: If changes are made to this list, they will not affect members who were already assigned to this group. The changes will only affect members newly assigned to the access group. To add an accessible location for this access group: 1. Click the Add button in the Header Action Bar below the type of accessible location to be added (Service Requester or MRO/Technician WorkCenter). Maintenance Connection System Admin Guide v

115 2. The Asset/Location Module Lookup will open allowing you to select one or more locations. 3. Use the controls available in the Asset/Location Lookup to identify a location to be added. You will note that the lookup is filtered to locations by default. Tip: Use the asset hierarchy on the left to locate the parent of the item/location you want displayed. As the parent is selected, the item will be displayed in the result area on the right. 4. To add a location: Locate the location to be added. Click on the location to be added. 5. Continue selecting additional locations as needed. 6. To remove a location that has been added to the My Selection(s) Area in error, click on the blue arrow directly to the left of the row. 7. To add the locations listed in the My Selection(s) Area, click the Apply Button on the Action Bar. 8. The Asset/Location Lookup will close, and the new locations will be added to the Accessible Locations List. 9. Click the Save Button on the toolbar to save the new record(s). Note: Click Cancel if you wish to exit the process without saving your new record(s). To remove an accessible location from this access group: 1. Click in the selection checkbox to the left of the location to be removed. A checkmark will appear indicating the record has been selected. 2. Continue to check any additional locations to be removed. 3. Click the Remove button in the Header Action Bar. Maintenance Connection System Admin Guide v

116 4. The location record(s) will be removed. 5. Click the Save Button on the toolbar to save your changes. Note: Click Cancel if you wish to exit the process without saving your changes. Accessible Report Groups for Access Group The Accessible Report Groups list can be used to limit the reports which users can access. If no report groups are defined, users will have access to ALL REPORT GROUPS. To limit to specific report groups, use the options on this page. Note: The report groups listed on this page serve as limits for all users of this access group unless specific report groups are defined in an individual member s labor/requester record. It should be noted that report groups listed on this page will not show on individual labor resource/requester records, but remain in effect unless overwritten by individual designations. To add an accessible report group for this access group: 1. Click the Add button in the Header Action Bar. 2. The Report Group Lookup will open allowing you to select one or more report groups. 3. Use the controls available in the Report Group Lookup to identify a report group to be added. 4. To add a report group: Locate the report group to be added. Click on the report group to be added. 5. Continue selecting additional report groups as needed. 6. To remove a report group that has been added to the My Selection(s) Area in error, click on the blue arrow directly to the left of the row. Maintenance Connection System Admin Guide v

117 7. To add the locations listed in the My Selection(s) Area, click the Apply Button on the Action Bar. 8. The Report Group Lookup will close, and the new report groups will be added to the list. 9. Click the Save Button on the toolbar to save the new record(s). Note: Click Cancel if you wish to exit the process without saving your new record(s). To remove a report group from this access group: 1. Click in the selection checkbox to the left of the report group to be removed. A checkmark will appear indicating the record has been selected. 2. Continue to check any additional locations to be removed. 3. Click the Remove button in the Header Action Bar. 4. The report group record(s) will be removed. 5. Click the Save Button on the toolbar to save your changes. Note: Click Cancel if you wish to exit the process without saving your changes. Reports Tab Access Groups The Reports Tab page displays all members of this access group, organized by type of member (employee, requester, etc.). Maintenance Connection System Admin Guide v

118 Features on this page also allow you to print (or export/ ) the displayed data, refresh the displayed results and/or modify the setup of the display. The default report display (which may have been changed by your organization) includes the following: Name of member Member ID Applications Accessible to Member To open the record of a displayed member, click on the row. The record will open in a new window. Clone Access Group A feature to clone access groups is available in the event a new access group has similar rights to another access group. The clone feature: Creates a new access group with an Access Group ID comprised of the original group s ID, followed by an incremental number. The new access group will have the same details, rights and limitations as the original access group. To clone an access group: 1. Access the access group to be cloned. 2. Click the Clone Button on the Action Bar. 3. A warning will display, prompting you to confirm you wish to proceed. 4. To proceed to clone the record, click Yes. To cancel the process without proceeding, click No. 5. Maintenance Connection will proceed to clone the record and refresh the page with the new record displayed. The new record will have an Access Group ID that matches the cloned record, with the addition of an incremental number. 6. Change data displayed on any tabs in the Access Group Module as needed for this new access group. Tip: If you have modified data for the new record, be sure to save your changes by clicking the Save Button on the toolbar. Maintenance Connection System Admin Guide v

119 View/Remove Active User Sessions (Licensed Users Tool) A feature is available to view the licensed users with active sessions and terminate sessions if needed. This tool is especially valuable when users are being prevented from accessing the system because the maximum number of licensed users has been exceeded. If a lengthy session time out is set for your organization (and/or individual members), users who are not actively using the system may be inadvertently holding on to a licensed session, preventing others from being able to log in. In addition to viewing and terminating active sessions, this feature allows you to send an to live users requesting that they log out of the system. To view or terminate active user sessions: 1. Select Tools->Active Licensed Users from the Menu Bar. 2. The Active Licensed Users Dialog will display, listing all users with active sessions. Note: The same user can hold multiple active sessions if they did not properly logout of the system and subsequently logged back in. 3. To send an to an active user, requesting that they log off the system, highlight the user s name and click the Button. 4. Your client will come forward displaying an addressed to the individual with the subject line: Please Logoff Maintenance Connection. You can add any additional detail and process or send the To terminate or remove an active user session, highlight the user s name and click the Remove Button on the Action Bar. 6. The selected session will be terminated. 7. To exit the Active Licensed User s Tool, click the Close Button. Maintenance Connection System Admin Guide v

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121 Lookup Table Manager A System Administration Tool is available to edit the values in commonly accessed lookup tables, so that each lookup does not have to be accessed individually. To edit lookup table values: 1. Select Tools->System Management->System Management->Lookup Table Manager from the Menu Bar. 2. The Lookup Table Manager will display. 3. Select the table to be edited and click the Edit Button on the Action Bar. 4. The Edit Lookup Dialog will display listing the current values for the selected table. 5. To add a new value to the table, click the New Button on the Action Bar. The New Lookup Table Values Dialog will display. Enter the Code Name in the field provided. Enter the Code Description in the field provided. Click the Save Button when you are finished. You will be returned to the Edit Lookup Dialog with your new value included. 6. To edit an existing table value, highlight the record to be modified, and click the Edit Button on the Action Bar. The Edit Lookup Table Values Dialog will display. Edit the code name or description as needed. Click the Save Button when you are finished. You will be returned to the Edit Lookup Dialog with your new value displayed. 7. To remove/delete a table value, highlight the record to be removed, and click the Delete Button on the Action Bar. You will be prompted to confirm that you wish to delete the value. Click the Yes Button to proceed; click No to cancel without proceeding. The Edit Lookup Dialog will refresh without the deleted record. Maintenance Connection System Admin Guide v

122 8. When you are finished editing the value for the currently displayed table, click the Close Button. 9. You will be returned to the Lookup Table Manager. 10. Select another table to edit as needed, using the instructions in Steps When you are finished editing lookup tables, click the Close Button to exit the Lookup Table Manager. Maintenance Connection System Admin Guide v

123 System and Module Preferences Each module in Maintenance Connection includes preferences that allow you to tailor the user interface and behavior of the system to best reflect the business process at your organization. Default preferences can be set at the level of the Repair Center, and then further modified to reflect your personal preferences. All modules include preferences that customize the behavior of the Module Explorer. In addition, many other modules include preferences that control the fields/content displayed on some screens, default values for fields, and general system behavior. The Preference Section/Topic for each module describes the preferences unique to that module. To access System Preferences, select Tools->Preferences from the Menu Bar. The Preferences for the currently accessed module will be displayed. To access preferences for a different module than the one displayed, click the desired folder in the Module/Category control on the left. The page will refresh displaying preferences for the selected module. In addition to preferences for each module, system preferences are available to establish settings that have system-wide impact. The following sections describe the features available for Module Preferences: Repair Center vs. My Preference Views Edit Module Preferences Copying Module Preferences System and Start Up Preferences Repair Center vs. My Preference Views Preferences are initially set globally for each Repair Center. There are a few preferences that can only be set at the Repair Center level. However, most preferences can be further personalized using the My Preferences option. It is important to understand the relationship between settings made at the Repair Center level and personal settings made for My Preferences. If no custom setting is designated for My Preferences, the setting established for the respective Repair Center will always be in effect. Each time a Repair Center Preference is changed, it will be in effect (and displayed) in both the Repair Center and My Preference Views. If a personal designation is made for My Preferences, this setting will be used regardless of whether or not further changes are made to the corresponding Repair Center Preference. For example, if the personal preference (my preference) for Records Per Maintenance Connection System Admin Guide v

124 Page was set to 15, fifteen records will always be displayed regardless of what the setting indicates for Repair Center. Even if you subsequently change the Repair Center Preference for Records Per Page to BH (Browser Height), this setting will be ignored as you have designated a personal preference for the default value of 15. The personal (my preference) always supersedes the repair center preference. Tip: The settings made for the Repair Center are displayed when this view is chosen, regardless of whether or not a personal My Preference setting has been established. As such, if a change to a Repair Center setting does not seem to be implementing as expected, check to see if a My Preferences setting is different and is superseding the Repair Center designation. The My Preference setting will have to be changed to ensure the desired effect. Edit Module Preferences The preferences displayed on the page will be separated by category. In many modules, only Explorer Preferences are available. The following example from the Labor Module shows the three Explorer Preferences common to all modules. These default preferences determine when the Module Explorer Results should be refreshed and the number of records that should be displayed in the page results. When you edit preferences, Maintenance Connection provides you with hints as to what settings are available. To edit preferences for a module: 1. Access Preferences by selecting Tools->Preferences from the Menu Bar. The Preferences for the currently accessed module will be displayed. 2. If a different module is desired, select its folder in the Module/Category control on the left. The page will refresh displaying preferences for the selected module. 3. Indicate whether you wish to change the setting for the Repair Center or for My Preferences by clicking on the radio control at the top of the dialog. If you are making a setting for a Repair Center, ensure the correct Repair Center is chosen from the available dropdown control. Maintenance Connection System Admin Guide v

125 4. Select the preferences to be edited by clicking on it. 5. The Set Preference Dialog will open, displaying a description for the preference on the left and an area to indicate desired value on the right. Use the information displayed on the left to determine the appropriate value for your desired outcome. 6. Change the value displayed in the Current Value section on the right as follows: If the preference is set with a toggle (on/off, yes/no), these options will be displayed in a radio control. Click the desired value to select it. If the preference offers a limited set of acceptable values, these options may be displayed in a dropdown control. Click the to retrieve a list of acceptable values; click on the desired value to select it. Note: Some lookup controls will retrieve the module lookup to select a value. If the preference accepts a numeric value, the lookup control may display the calculator lookup on which a number can be selected or calculated. If the preference requires the entry of a free form value, a text area will be provided to enter the value. For example, preferences for default report or rule names provide an empty text area in which the desired report/rule name can be entered. 7. After making the desired change, click the Apply Button on the Action Bar to apply the change. To exit without saving the change, click Cancel. 8. You will be returned to the Preferences Dialog with your new setting displayed. 9. Repeat Steps 4-7 for each preference to be edited. Tip: My Preference Settings always take precedence over settings made for the Repair Center. If you have made a custom setting for My Preferences, changes made to the corresponding preference for the Repair Center will not be put into effect. This ensures that your personal preferences remain in effect when someone changes the Repair Center Setting. If you notice that a Repair Center change has not impacted the system as expected, check the My Preference setting to see if an alternate custom setting has been made. Maintenance Connection System Admin Guide v

126 Copy Module Preferences If you have made settings for a repair center and wish to apply those settings to another repair center, you can use the available Copy feature. To copy preferences made to a Repair Center: 1. Access Preferences by selecting Tools->Preferences from the Menu Bar. The Preferences for the currently accessed module will be displayed. 2. If a different module is desired, select its folder in the Module/Category control on the left. The page will refresh displaying preferences for the selected module. 3. Select Repair Center from the radio control at the top of the dialog. 4. Select the Repair Center to be used as a model for copying from the Repair Center Dropdown Control. The preferences for that Repair Center will be displayed. 5. Click the Copy Preferences Button on the Action Bar. 6. The Copy Preferences Dialog will display. 7. Select the repair centers to which the preferences should be copied, by moving them from the Repair Center List on the left to the Copy To List on the right in one of the following ways: Double click on the Repair Center displayed in the list on the left. Or, Select/highlight the Repair Center from the list on the left and click the move control ( ). 8. Each repair center selected in Step 7 will be moved to the Copy To list on the right. 9. If you have moved a repair center in error, you can move it back to the Repair Center list on the left by double clicking on it, or selecting it and clicking the remove control ( ). 10. When you are satisfied that the correct repair centers are listed in the Copy To list on the right, click on the Apply Button on the Action Bar. To exit without saving the change, click Cancel. 11. All settings for the originally displayed Repair Center will be copied to each Repair Center displayed in the Copy To list. You will be returned to the Preferences Dialog. Maintenance Connection System Admin Guide v

127 System and Start Up Preferences In addition to the preferences the affect the behavior of individual modules, system wide preferences are available that have a more global impact. In addition, start up preferences are available that determine the behavior of the Home Page. To access System Preferences, select the System Folder in the Module/Category List. To access Start Up Preferences, select the Start Up Folder in the Module/Category List. The following table describes the system-wide preferences that are available: System Wide Preferences Localization Settings Preferences that allow you to localize your system, including default time zones, currency and date formats. Indicators/toggles that impact the behavior of the system, including: Default settings. AutoComplete: Indicator to determine if autocomplete should be enabled when entering values into fields connected to lookups (only active in some modules). Module specific settings that are important and commonly modified, such as the max nodes on the asset tree and reorder formula. These settings are also available in the affected module. Map Explorer Indicators/toggles to establish the mapping feature if installed. Series of general explorer preferences that can be set for each module. For example: Toggles to determine when results should be refreshed. The number or records that should be displayed per page in Explorer Results. Maintenance Connection System Admin Guide v

128 The following table describes the start up preferences that are available: Start Up Preferences Default Shop Default shop to use for filtering records on the Home Page. Note: To establish a default shop for another user, an administrator must log on as that user, access Start Up Preferences and define the appropriate shop. Home Page KPIs Settings that determine the KPIs that should be displayed on the right side of the Home Page WorkCenter. Maintenance Connection System Admin Guide v

129 to Work Order Manager The to Work Order Manager is a System Administration Tool that allows your organization to set up a process in which work orders can be generated upon receipt of an . This process is especially helpful in organizations that wish to use as a mechanism to integrate service requests generated through a separate system. The to Work Order Manager is available through the Tools->System Management Menu. The to Work Order Manager is typically set up by Maintenance Connection Implementation Staff. In order to work correctly, an address must be established and identified so that Maintenance Connection will recognize the recipient as a work order request. For example, your organization could establish an address for Company XYZ of NewWO@xyz.com. Maintenance Connection will use the content of the to populate the work order as follows: The Asset ID will be retrieved from the subject line. The date of the will determine the Requested Date. The body of the will populate the Reason Code. The address associated with the request will be matched against the requester/labor records in the system to identify the correct Requester, if available. Note: In order to use this feature, your organization must have a dedicated address to be used only for these requests. The address must use POP3 and cannot require an SSL Connection. If your organization s system does not support POP3, you will need to obtain a POP3 account from an available provider that does not require SSL. Contact Maintenance Connection for assistance in setting up this feature. Maintenance Connection System Admin Guide v

130 Database Job Scheduler The Database Job Scheduler is a System Administration Tool that allows your organization to run SQL scripts at specified intervals to update data in the system. Organizations use this capability to update records with values based on defined rules or formulas that may not be populated through data entry or import processes. For example, an organization might need to update prefixes on work orders generated through the Service Requester or update the work order sub-status field based on defined criteria. Tip: SQL Statements can also be defined to run concurrent with Notification Rules, using the available Advanced Tab. The Database Job Scheduler also allows you to view the status of all executed SQL. This view displays SQL defined in the Database Scheduler and the Notification Rules Manager. To view the status of executed SQL: 1. Open the Tools Menu, select System Management and then select Database Scheduler. The Database Scheduler will display. 2. Click on the Rule-Based Jobs Tab to view recently executed SQL. 3. A summary of executed SQL will display. The list will include the date and time the SQL was executed, the code that was executed and the status: Maintenance Connection System Admin Guide v

131 The Database Job Scheduler is typically set up by Maintenance Connection Implementation Staff. Contact Maintenance Connection for more information on this feature. Maintenance Connection System Admin Guide v

132 Asset Tools The following sections describe the Tools available in the Asset Module. These tools can be accessed from the Tools Menu on the Menu Bar. Warranty Manager Meter Manager Asset Hierarchy Configuration Asset Hierarchy Display Order Asset Updater Using Classifications Asset Hierarchy Rebuild Warranty Manager The Warranty Manager provides a single screen entry mechanism to update warranty dates on nodes of the Asset Tree. To update warranty dates on assets: 1. Access the Warranty Manager Tool by selecting Tools->Warranty Manager from the Menu Bar. 2. The Warranty Manager Dialog will display listing the top node of the Asset Tree. 3. Locate the node of the Asset Tree on which warranty dates are to be updated using the Asset Hierarchy Controls on the left. As with the Asset Location Lookup, only one level of the tree is displayed in the right panel. 4. To edit the warranty expiration date listed for a given asset, enter a new date. Dates should be entered in MM/DD/YYYY format. 5. Enter expiration dates for any other asset listed in this result set. 6. Click the Save Button on the toolbar to save your changes. Note: Click Cancel if you wish to exit the process without saving your changes. Maintenance Connection System Admin Guide v

133 7. Locate additional assets for which dates are to be updated and indicate the correct warranty expiration date. Repeat Step 6 for each page updated. 8. When you are finished updating warranty dates, click the Close Button on the Action Bar. The Warranty Manager will close and you will be returned to the previously accessed page. Meter Manager The Meter Manager provides a single screen entry mechanism to update meter readings on multiple assets stored under a single node. To update meter readings on assets: 1. Access the Meter Manager Tool by selecting Tools->Meter Manager from the Menu Bar. 2. The Meter Manager Dialog will display listing the top node of the Asset Tree. 3. Locate the node of the Asset Tree on which meter readings are to be updated using the Asset Hierarchy Controls on the left. Only assets designated to use meters under the currently highlighted node will be displayed. 4. To edit the meter readings listed for a given asset, enter the new readings. An area is provided to enter both Meter 1 and Meter 2 readings. 5. Enter meter readings for any other asset listed in this result set. 6. Click the Save Button on the toolbar to save your changes. Note: Click Cancel if you wish to exit the process without saving your changes. 7. Locate additional assets for which meter readings are to be updated and indicate the correct values. Repeat Step 6 for each page updated. 8. When you are finished updating meter readings, click the Close Button on the Action Bar. The Meter Manager will close and you will be returned to the previously accessed page. Maintenance Connection System Admin Guide v

134 Asset Hierarchy Configuration The Asset Hierarchy Configuration Tool allows you to specify the classifications which represent levels in the Asset Tree. For example, if the first level of the Asset Tree represented buildings, then you could specify the building classification as Level 1. This would then allow you to sort and group assets by building when using the report writer. The first two or three classifications listed are often used as default groupings on many asset reports. To specify the asset classifications that should be available for report grouping and sorting: 1. Select Tools->Asset Hierarchy Configuration from the Menu Bar. 2. The Asset Hierarchy Configuration Dialog will display showing the classifications currently configured for report groupings in the selected column on the right. 3. To add a classification to the selected column, locate it in the available column on the left and double click on the row. The classification will move to the selected column on the right. Note: You can also select the classification and click the move button ( ). 4. To remove a classification from the selected column, locate it and double click on it (or select it and click the remove button ). 5. To change the order of the classifications listed in the selected column, highlight/select the classification to be moved and use the up/down arrows to the right of the list to move the item. Note: The first three classifications listed will be used as default groupings on some reports. 6. When you are finished designating the classifications that should be available for report groupings, click the Save Button. To close the dialog without affecting the changes indicated, click the Close Button. 7. When the configuration of report groups is complete, a dialog will appear. Click the Close Button to close the tool and dialog. Maintenance Connection System Admin Guide v

135 Asset Hierarchy Display Order This tool allows you to determine the order in which assets/locations should be displayed on the tree. The tree can be ordered alphabetically (by Asset ID or Asset Name) or by using a custom value to determine how the assets should be sorted. To change the asset hierarchy display: 1. Select Tools->Asset Hierarchy Display Order from the Menu Bar. 2. The Asset Hierarchy Display Order Dialog will display showing the highest levels of your Asset Tree by default. 3. The current order of display will be listed on a hyperlink at the bottom left of the dialog. 4. To change this order, click on the hyperlink. The Set Preference Dialog will come forward, prompting you to designate an order. Select the desired order from the Current Value Dropdown. Setting the value to Asset ID will list all assets/location alphabetically based on Asset ID. Setting the value to Asset Name will list all assets/location alphabetically based on Asset Name. Setting the value to Custom will allow you to specify the order in which the assets/locations should be displayed. 5. When you have finished making your designation, click the Apply Button. To exit without saving your change, click Cancel. 6. The dialog will close and you will return to the Asset Hierarchy Display Order Dialog. The dialog will refresh with the top levels of the Asset Tree displayed in the specified order. The new order will be listed in the hyperlink at the bottom of the dialog. 7. If you specified the order as Asset ID or Asset Name you can exit the dialog by clicking the Close Button on the Action Bar. There is no need to use the save option. Maintenance Connection System Admin Guide v

136 8. If you specified the order as Custom, you can indicate the desired order using the Display Order Controls on the right. Select/highlight the node of the tree on which you wish to specify custom order. The assets/locations below that node will be displayed in the results on the right in asset name order. Enter the desired sequence in the Display Order Field for each node of the tree. If a value already exists in a Display Order Field, you will need to delete the existing value before entering a new one. Assets without a Display Order specified will be listed in alphabetical order below the assets with designations. Click Save when you are finished making custom designations for this node of the tree. 9. Repeat Step 8 for any additional nodes of the Asset Tree on which a specific order is desired. 10. When you are finished making custom designations, click the Close Button to exit the dialog. Note: The display on the left of the dialog will not necessarily correspond to the modifications made (the order is not automatically refreshed). The changes will take effect upon exiting the dialog. Asset Updater Using Classifications As data is modified on a classification record, it is often desirable to propagate that change to existing assets of the given classification. For example, you might add or delete a contract that applies to all assets of a given classification, or modify the employee to which assignments should be automatically made. The Update Assets feature is a very powerful tool for updating existing assets with data reflected on a given Asset Classification. The tool allows you to specify exactly which fields or records should be updated and the rules that should be used to determine if affected records should be changed. To update assets associated with a given asset classification: 1. Access the update feature in one of the following ways: Select Tools->Asset Updater Using Classifications from the Menu Bar; or Maintenance Connection System Admin Guide v

137 Access the asset classification from which you wish to have assets updated and click the Update Assets Button in the Action Bar. 2. The Asset Updater Using Classifications Dialog will display. 3. Specify the classification record being used to update assets from the dropdown at the top of the page. If you accessed this feature directly from the classification record, the correct record should already be identified. 4. If all assets of the given classification should be updated with the changes specified, ensure the Locations Dropdown indicates All. If only specific locations are to be selected, use the dropdown to identify the correct node on the asset hierarchy. 5. Use the checkbox controls on the left to specify the Asset Classification Details that should be updated on all assets of the specified classification. Placing a check in the control will instruct Maintenance Connection to update all assets with the specified information. Leaving an item unchecked will ensure that no assets are modified with the specified information from the classification record. Note: Meter information is populated from Classification Details: Page 2 and UDF Information is populated from Classification Details: User Defined Page. 6. Use the checkbox controls on the right to indicate which records associated with the classification should be updated. With each of these record types, you can choose the type of update that should be performed. Placing a check in the control will instruct Maintenance Connection to update all assets, based on the type of update specified. Leaving an item unchecked will ensure that no assets records of this type are updated. There are three types of updates available for each selected item: Merge: This option will add records that do not exist on the affected asset and update information on records that do exist. However, this option will not delete records associated with the asset that are not listed for the classification. Synchronize: Similar to the merge option, this option will add records that do not exist on the affected asset and update information on records that do exist. This option will also delete records associated with the asset that are not listed for the classification. Maintenance Connection System Admin Guide v

138 Add Missing (Only): This option will add records to the asset that are missing (exist in classification record but not asset record). 7. When you are finished designating the fields and/or records to update, click the Save Button. To exit without processing the update, click the Close Button. 8. When all assets have been updated, a message will display in the lower left of the dialog. 9. Click the Close Button to exit the dialog. Asset Hierarchy Rebuild The Asset Hierarchy Rebuild is a System Administration Tool that rebuilds relationships in the asset tree that are not properly established. On occasion, scripts that run external to the system (such as during data implementation) will not properly refresh all parent/child relationships. This tool rebuilds all relationships that are defined in the tree. Although it is somewhat unusual to need this tool, it is a completely safe routine. It can be run if it appears that some relationships are not properly set or are not showing properly on the tree. The Asset Hierarchy Rebuild Tool is available through the Tools->System Management Menu. Contact Maintenance Connection Support if you need additional information on this feature. Maintenance Connection System Admin Guide v

139 Work Order Tools The Work Order Module includes several features available from the Tools Menu. These features are described in the following sections: Priority Actions Manager Holiday Manager Survey Manager Complete/Close Configuration Priority Actions Manager The Priority Actions Manager lets you determine work order target dates based on the priority of the request/work order. For each defined priority, you can designate the number of days beyond the requested date on which the target date should be set. For example, you could indicate that all high priority (priority 1) work orders should be set with a target date two days after the requested date. As each high priority work order was generated, the target date would be set accordingly. It is important to note, that the setting defined in the Priority Actions Manager only takes affect during creation of the work order. It does not affect target date if priority is changed on an existing work order. As such, the date calculations will only be used in the following circumstances: Service Requester: All Service Requests for which a priority is entered. As such, your Service Requester must be configured to allow priority to be defined during the request process in order for this calculation to work with service requests. Corrective Work Orders: All work orders created as new records in the Work Order Module will base target date on the settings in the Priority Actions Manager. As such, this feature is especially valuable for organizations who utilize call centers to retrieve and enter service requests into the system. When a new work order is created, it will have a default priority based on the defined Work Order Preference. The target date associated with this priority will be displayed by default on the Details Page of the new work order. You can change this priority prior to saving this record by altering the value in the priority field or by selecting a procedure that has a default priority established. Maintenance Connection System Admin Guide v

140 Upon saving this new record, the target date field will update to the date corresponding to that defined in the Priority Actions Manager. Preventive Maintenance Schedules: Work Orders generated through preventive maintenance schedules do not typically use the target date calculations defined in the Priority Actions Manager, as dates are usually defined based on the definition of the schedule. A Preventive Maintenance Preference is available to determine whether or not the Priority Action Rules should be used to calculate work order target date. To set target dates based on Work Order Priority: 1. Access the Priority Actions Manager by selecting Tools->Priority Action Manager from the Menu Bar. 2. The Priority Actions Dialog will open. 3. At the top of the dialog, you can designate whether or not the rules defined on this dialog should be used to calculate target dates for newly generated work orders. To use the rules defined on the Priority Actions Manager, ensure that Priority Actions are enabled: To disable the rules, remove the check from the indicator. 4. For each priority listed, enter the number of days beyond the requested date on which the target date should be set. 5. When you have finished entering the days, click Save to save your changes. 6. When you have finished entering values, click the Close Button to exit the dialog. Holiday Manager The Holiday Manager lets you set holidays observed by your organization. These holidays display on the calendar to assist you in scheduling assignments. Holidays can be updated each year to reflect changes. Maintenance Connection System Admin Guide v

141 View/Edit Existing Holidays To view or edit holidays for your organization: 1. Access the Holiday Manager Tool by selecting Tools->Holiday Manager from the Menu Bar. 2. The Holiday Manager Dialog will display listing currently defined holidays. Each holiday listed in the Holiday Manager displays: The name of the holiday. The date of the holiday. If the holiday is on a fixed date (occurs on the same month and day of each year), only the month/day will be displayed. For example, for Veteran s Day, 11/11 would be listed. The country in which the holiday is observed. A fixed date indicator which specifies that the holiday occurs on the same month and date each year. 3. To edit the date listed for a given holiday, double click on the holiday (or select/highlight it and click Edit). 4. The Edit Holiday Dialog is displayed. 5. Enter or edit the holiday name. Tip: If you would like both the actual and observed holidays to show on the calendar, you can create two holidays and specify one as Observed. For example, you could list 7/4 as a fixed Independence Day, but have 7/2/07 defined as Independence Day Observed if the holiday was to be observed on a different day, such as a Monday. 6. Specify a country. This field is important if your organization operates in multiple countries. 7. Enter the holiday date. If the holiday is on a fixed date, you can specify any year, as the year will be ignored. You can enter the date in the area provided or click on the lookup control ( ) to access the Calendar Lookup from which a date can be selected. 8. Indicate whether or not the date is fixed by clicking in the Yes/No Radio Control. Selecting Yes for Fixed Date notifies Maintenance Connection that the holiday occurs on the same month and date each year. The year will not be displayed on the Holiday Summary. 9. When you are finished entering information on this holiday, click Apply to apply your changes. Note: Click Cancel to exit without applying your changes. 10. You will be returned to the Holiday Manager Dialog. Maintenance Connection System Admin Guide v

142 11. Repeat steps 3-9 for any additional holidays to be edited. 12. Click the Close Button on the Action Bar to exit the Holiday Manager. Add New Holidays To add a new holiday for your organization: 1. Access the Holiday Manager Tool by selecting Tools->Holiday Manager from the Menu Bar. The Holiday Manager Dialog will display listing currently defined holidays. 2. To add a new holiday to the Holiday Manager, click the New Button on the Action Bar. 3. The New Holiday Dialog will display. 4. Enter the holiday name to be displayed on the calendar. Tip: If you would like both the actual and observed holidays to show on the calendar, you can create two holidays and specify one as Observed. For example, you could list 7/4 as a fixed Independence Day, but have 7/2/07 defined as Independence Day Observed if the holiday was to be observed on a different day, such as a Monday. 5. Specify a country. This field is important if your organization operates in multiple countries. 6. Enter the holiday date. If the holiday is on a fixed date, you can specify any year, as the year will be ignored. You can enter the date in the area provided or click on the lookup control ( ) to access the Calendar Lookup from which a date can be selected. 7. Indicate whether or not the date is fixed by clicking in the Yes/No Radio Control. Selecting Yes for Fixed Date notifies Maintenance Connection that the holiday occurs on the same month and date each year. The year will not be displayed on the Holiday Summary. 8. When you are finished entering information on this holiday, click Apply to apply your changes. Note: Click Cancel to exit without applying your changes. Maintenance Connection System Admin Guide v

143 9. You will be returned to the Holiday Manager Dialog. 10. Repeat steps 2-8 for any additional holidays to be added. 11. Click the Close Button on the Action Bar to exit the Holiday Manager. Delete Existing Holidays To delete holidays listed in the Holiday Manager: 1. Access the Holiday Manager Tool by selecting Tools->Holiday Manager from the Menu Bar. The Holiday Manager Dialog will display listing currently defined holidays. 2. To delete an existing holiday, select/highlight it and click Delete. 3. Repeat step 2 for any additional holidays to be deleted. 4. Click the Close Button on the Action Bar to exit the Holiday Manager. Survey Manager Maintenance Connection includes a Survey Tool that allows your organization to solicit feedback from service requesters regarding their satisfaction with completed work. Surveys can be set up as an option in the Service Requester or can be more proactively solicited through an . The Survey Manager Tool allows you to customize the questions being asked and view survey results. Note: Customers with onsite installations of Maintenance Connection must have the Survey Feature enabled before using it. Contact MC Support if the Survey Feature needs to be enabled at your organization. Refer to the following sections for general information about setting up the Survey Feature: Setting Up Survey for Use in Service Requester Survey Manager Modify Survey Content and View Results Maintenance Connection System Admin Guide v

144 Tip: For complete instructions on setting up the survey feature, including instructions for generating proactive s to your requesters, refer to the Survey Setup Document available from the Customer Service Portal. Setting Up Survey for Use in Service Requester The Service Requester can be configured to allow requesters to initiate a survey on closed work orders. This approach does not prompt users through an notification, but does allow them to use an available link in the Service Requester to provide feedback. To set the default survey in System Preferences: Open System Preferences (Tools->Preferences) and select the Work Order Folder Scroll to the Defaults Section Select the option for Default Survey To ensure that all corrective work orders are associated with a survey, select an available survey from the Current Value dropdown. The options displayed reflect the surveys defined to date in the Survey Manager, as described below. If a value is selected, every corrective work order (non PM generated work order) will be attached to the specified survey. This flag can be seen on the Survey indicator on the Work Order Details Page. Once the work order is closed, it will be listed on the Service Requester Submit Survey Page, allowing requesters to submit survey feedback. In most organizations, the default Maintenance Connection Survey is used. Maintenance Connection System Admin Guide v

145 If no value is selected (Not Specified), work orders will not be attached to a survey and thus will not be displayed on the Service Requester Submit Survey Page. To enable the Survey Link in the Service Requester: Open the Service Requester Configuration Tool (Tools->Service Requester Configuration) and ensure that the Submit Feedback/Surveys Page Indicator is checked. Save or Apply your changes to ensure this option is available in the Service Requester To submit a survey from the Service Requester: Once the Survey link in the Service Requester has been enabled, the requester can submit a survey by clicking on the Submit Feedback / Surveys link: Work orders submitted by the user that have recently closed will be displayed. To complete a survey on a displayed work order, the user must click on the Work Order #: The survey will display for completion: Maintenance Connection System Admin Guide v

146 Survey Manager Modify Survey Content and View Results The Survey Manager can be used to create and design surveys, as well as report against survey results. The section that follows provides a general guide to using the survey manager. Refer to the Survey Setup Document available in the Customer Service Portal for additional details. To access the Survey Manager, select Applications->Surveys from the Menu Bar. The Survey Manager will display providing the following information and options for each survey. Survey Manager Status Designation Survey Title A toggled field to indicate that the survey is either Opened or Closed. Clicking on the current value toggles it to the alternate value. The title of the survey. Clicking on the hyperlinked title brings forward a preview of the survey. Maintenance Connection System Admin Guide v

147 Survey Manager Created Responses Options Button Design Button Preview Button Print Button Take Button Reports Button Clear Button Delete Button The date the survey was created. The number of responses received from the survey. Accesses the options dialog to set options such as the title, introduction, completion message, page numbering and general settings. Accesses the survey designer in which you can design the content of the survey, including question types and answers. Displays the survey in a preview window as it would appear to the user. Displays the survey in a preview window with an option to print. Displays the actual survey in a form that can be completed so that you can view the survey from a user s perspective. Accesses a survey report dialog on which you can view a summary of the results or detailed responses. Individual responses are also available in the dialog. If no responses have been recorded for the survey, the Reports Button will not be displayed. Allows you to clear the responses currently stored for the survey. If no responses have been recorded for the survey, the Clear Button will not be displayed. Allows you to delete the displayed survey. Tip: For complete instructions on setting up the survey feature and establishing proactive s to your requesters, refer to the Survey Setup Document available from the Customer Service Portal. Maintenance Connection System Admin Guide v

148 Complete/Close Configuration The Work Order Complete/Close Dialog can be configured to match the business process in place at your organization, using options available in Work Order Preferences. Customers who are configured to use the Enhanced Complete/Close Dialog can determine what sections of the dialog should display, identify required entry and specify the order in which options are presented. Tip: Contact Maintenance Connection Support for information on using the Enhanced Complete/Close Dialog. The standard preferences for the Complete/Close Dialog allow you to establish default settings for auto-selecting status fields, as well as default values for indicators displayed on the page: Work Order Preferences for the Enhanced Complete/Close Dialog provide additional options to specify which sections of the dialog to display, as well as controls to specify the placement and order of the sections on the page. Maintenance Connection System Admin Guide v

149 The following preferences are used to configure behavior for each section (e.g., Actual Labor, Labor Report, Status Dates): Show Section : This preference determines whether the section should be displayed on the Complete/Close Dialog. The acceptable values are Yes or No. Show Section in Column 1, 2 or Span Both Columns: For each section to be displayed, this preference determines its placement on the page. Use the following values: 1: Places section on left side. 2: Places section on ride side. SPANTOP: Places section on top spanning both columns. SPANBOTTOM: Places section at bottom spanning both columns. Sort Order for Section : Determines the order for sections in the same column or region. That is, if there are four sections specified to show on the left column of the dialog, they will be displayed in the order specified. Enter numbers to sort as desired. Require Section : Determines whether or not the user should be required to enter data in the specified section prior to leaving the dialog. As an example, the following settings would display the section for entering Actual Material Costs ( Parts ) as the 5 th section in the right column/panel (2). There would be no section displayed for Miscellaneous Actual Costs. In addition, the user would be required to make an entry in the Labor Report before exiting the dialog: Maintenance Connection System Admin Guide v

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