343537 SERVICE GUIDE AFCS Enterprise manager manual Model 343537 Alemite, LLC 167 Roweland Drive, Johnson City, Tennessee 37601 www.alemite.com Copyright 2016 by Alemite, LLC FORM: 671106 Original SER 343537
AFCS ENTERPRISE MANAGER MANUAL SER 343537 Table of contents Introduction... 2 Terms used... 2 First time log-in.... 3 Software use.... 5 Log-in.... 5 Dispense Log.... 6 Dispense Log display... 6 Dispense Log options.... 7 Initiate dispenses................. 8 Manage dispenses... 9 End pending dispenses.... 9 Close/re-open dispenses... 9 Reports.... 10 Dispenses Reports.... 10 Users Reports... 11 Manage users.... 11 Tank settings.... 13 My Profile/Log Out.... 14 Introduction AFCS Enterprise is a software platform for Alemite`s fluid management systems: the AFCS Dispense Unit and AFCS Enterprise series. It is a browser-based application for use with Microsoft Internet Explorer v10, Microsoft Edge, or Google Chrome. All PCs, laptops, or tablets using this software must have one of these browsers installed. Terms used Dispense (verb) To deliver fluid from control valve, spigot, etc., into machinery that requires lubrication, or into fluid reservoir. Example: Dispense four quarts of oil into the crankcase. Dispense (noun) System-designated instance of dispensing fluid. Even if dispense is scheduled, dispense cycle is not complete until technician dispenses lubricant or pending lubrication is cancelled. Example: A four quart dispense is pending. Pending Dispense that has been entered into system remains pending until dispense cycle is complete either when fluid is dispensed, pending action is cancelled, system encounters error or system times out. Pre-dispense timeout Automatic cancellation of dispense occurs when pre-set time window between newly entered dispense and actual fluid dispensing is exceeded. Post-dispense Pending dispense mode occurs when fluid dispensing is in process. Dispense converts from predispense to post-dispense at moment selected hose begins to dispense fluid. Post-dispense timeout Automatic cancellation of dispense occurs when inactivity during fluid dispensing exceeds pre-set time window. Hose Dispense point, sometimes referred to as hose reel, meter, control valve, spigot, etc., for lubricants or other fluids. Oil bar spigot may also be referred to as hose within software. Pre-dispense Pending dispense mode occurs when no fluid has been dispensed from selected hose. Terms dispense unit and controller are used interchangeably throughout manual. 671106 2 Alemite, LLC
SER 343537 AFCS ENTERPRISE MANAGER MANUAL First time log-in First time log-in instructions apply only if system administrator allows managers to create personal passwords. If current username and password is assigned to manager, proceed to page 5. 1. Obtain company s AFCS Enterprise web/ IP address, log-in ID, and temporary password from system administrator. 2. Launch one of these web browsers on computer or tablet. Chrome Microsoft Edge Internet Explorer 3. In browser address bar, type web address provided by system administrator. Alemite, LLC 3 671106
AFCS ENTERPRISE MANAGER MANUAL SER 343537 4. Save page to Bookmarks in Chrome (Favorites in Microsoft Edge or Internet Explorer v10 or newer) by typing Ctrl D. 5. Pop up window appears displaying default page title and drop-down menu for bookmark save to location. 6. From drop menu, select Bookmarks Bar and click OK. Bookmark will appear. There are multiple ways to bookmark page, including clicking star icon located near browser address bar. 7. In Log-in ID text box, enter log-in ID provided by manager or administrator. 8. In Password text box, enter temporary password and click Log In. Password entry is case sensitive. Log-in ID entry is not case sensitive. 9. New Password window in Fig. 4 will appear. 10.Create new password and enter it in New Password field. Password must be at least eight characters in length and is casesensitive. Passwords can be all numbers, all letters, all special characters, or any combination of these three. 11.Re enter new password in Confirm Password field and click OK. 12.Regular log-in screen will appear. 671106 4 Alemite, LLC
SER 343537 AFCS ENTERPRISE MANAGER MANUAL Software use Log-in 1. Navigate to Enterprise website. 2. In Log-in ID text box, enter log in ID. 3. In Password text box, enter password. 4. Click Log In button. For first time password creation steps, or if prompted to change temporary password, refer to First time log-in (pg. 3). To change current (not temporary) password, refer to Manage my profile (pg. 14). Never allow web browser to save password. If prompted to save password, always select No or Never. It is strongly recommended to disable Save Passwords option in browser settings. Alemite, LLC 5 671106
AFCS ENTERPRISE MANAGER MANUAL SER 343537 Dispense Log Dispense Log window is displayed with: Dispense, Reports, Users, Settings and My Profile icons Name of current user and site (Site name displayed with drop-down menu for multiple sites.) Add Dispense button If system is configured for multiple sites, site name is displayed on site selection drop-down menu. Always confirm username and site currently located on is displayed before proceeding. Since others may have access to pc, always confirm log-in is correct. Dispense Log displays data headings pertaining to site; however, data headings for site may be different than those listed below. Ask site administrator for information on data headings specific to site. Dispense Log displays dispense related data items in table format: # Generates sequential number for each dispense initiated. State Indicates whether dispense has been reviewed by manager and marked as Closed, or has not been reviewed and is still Open. Status Displays status of dispense as either Pending, Ending, Error or Complete. Initiated by Individual who initiates dispense. Hose Hose and fluid selected for dispense. Requested Amount of fluid requested to complete dispense. Dispensed Captures amount of fluid delivered during dispense. Initiated Captures time and date dispense is assigned to technician. Completed Captures time and date dispense is completed by technician. Tank Level Captures fluid level of tank assigned to dispense at time of delivery. Tank level is displayed in amber highlight if tank low level is detected. 671106 6 Alemite, LLC
SER 343537 AFCS ENTERPRISE MANAGER MANUAL Dispense Log display options For log display options, click box to right of table columns. The following are display options: Show All Displays all dispenses. Show Open Displays open tickets only. Show Closed Displays closed tickets only. Export all data as CSV Exports all Dispense Log table data to a comma separated value spreadsheet (an Excel table). Export all data as PDF Exports all Dispense Log table data to a PDF (portable document format) file. Click Show (*) to select certain types of rows to display, or click check marks/x`s to display or hide certain data columns. Columns Lists columns with displays that can be toggled on/off. Alemite, LLC 7 671106
AFCS ENTERPRISE MANAGER MANUAL SER 343537 Initiate dispenses 1. Click add symbol (+) to display Dispense input panel. 2. Select from hose drop down menu hose to be dispensed from. Dispense input boxes vary depending on site. Items such as work order numbers, line item numbers and vehicle odometer readings may need to be entered. Required inputs are marked with (*). Sites with dealer management systems (DMS) may require dispense authorization or other user inputs. 3. Enter fluid quantity to dispense. Fluid flow shuts off automatically when full amount of dispense is reached. 4. Click Dispense button to confirm. New dispense is added at top of Dispense Log with status of Pending. For accuracy purposes, use copy and paste or bar code scan as often as possible to input dispense information like order numbers, etc. Hoses designated as Free Dispense do not trigger pop up window requesting quantity. For hoses with this designation, dispense fluid as needed. Since flow will not stop automatically, technician is responsible for manually stopping flow. Confirmed dispense is Pending until it has been fully completed or delivered, ended or stopped before completion, or cancelled by user or system timeout. Refer to Terms Used, pg. 2 for definitions of terms. 5. Ready signal (typically green light on hose solenoid valves) will indicate valve is open. 6. Dispense fluid as needed. 7. Once specified quantity is dispensed: Valve will close. Status in Dispense Log changes to Complete. 671106 8 Alemite, LLC
SER 343537 AFCS ENTERPRISE MANAGER MANUAL Manage dispenses End pending dispenses 1. Highlight row with dispense status Pending. 2. Dispense window will appear with data about dispense. 3. Click button labeled End. 4. Confirmation pop up window will appear. Click End Dispense. Depending on how system and/or pump is configured, Pending dispense (pre-dispense mode) can timeout if lubrication has not begun within set time period. Timeout ends dispense and dispense log displays Cancelled: Timeout. Pending dispense in post-dispense mode can also timeout if pause in lubrication exceeds set time period. Timeout ends remaining dispense with fluid amount dispensed logged accordingly. Ask site manager or administrator to define any timeout periods that may affect work. Close/re-open dispenses Completed dispenses are in Open or Closed state. Managers have option to Close or reopen completed dispense. 1. Click row with dispense status Complete. 2. Pop-up window will appear with data about dispense. 3. If dispense state is Open, click button labeled Close. 4. If dispense state is Closed, button will be labeled Open. Click to re-open dispense. 5. Confirmation pop-up window will appear. Click to confirm. Alemite, LLC 9 671106
AFCS ENTERPRISE MANAGER MANUAL SER 343537 Reports To access Reports panel, click Reports icon at top right of window. Reports can include different information from system, but are divided into two main types of reports Dispenses and Users. Dispenses Reports Report Filters/Sort panel for dispenses reports has various options for filtering report results: Date Selection Selects start and end dates for report date range. Full Date Range checkbox Selects start and end dates from beginning of current year to present. Site Limits results to site selected. User Limits results to user selected. Hose Limits results to hose selected. Tank Limits results to tank selected. Fluid Limits results to fluid selected. State Description Limits results to state of ticket (open or closed) selected. Status Description Limits results to state of ticket selected. HW Status Code Description Filters Dispense Log entries by error status, such as online, offline, tank level low, etc. To run dispense report: 1. Click Dispenses Report. 2. Filter dispense report results by categories shown, if needed. All () is default. 3. Click Run. 4. Dispenses Report appears displaying selected Dispense Log data. 671106 10 Alemite, LLC
SER 343537 AFCS ENTERPRISE MANAGER MANUAL Users Reports Users reports window has two drop-down menus for filtering report results: Site Limits results to site selected from drop-down menu. User Limits results to user selected from drop-down menu. To run dispense report: 1. Select any dispense report filter desired. 2. Click Run. 3. Users Report appears displaying selected Dispense Log data. Manage users Manage user accounts such as site technicians through Users window. Click users icon in top right corner: All users are listed in left side window. Active user accounts are shown in blue. Inactive user accounts are shown in gray. Edit personal user account through My Profile window as shown on pg. 14. Alemite, LLC 11 671106
AFCS ENTERPRISE MANAGER MANUAL SER 343537 Add new users Site managers are also able to create new users (technicians). Click (+) sign in upper right corner of Users panel. User Profile panel appears. Input options are: Name Name for user displayed throughout system. Log-in ID ID user inputs when logging in. Language Selects user s language preference. DMS employee # User s DMS employee number, if applicable (for systems using DMS). New Unit PIN Input for adding Keypad Unit PIN (for systems using keypad units). Click Save to add new user. Edit new user information after saving by clicking Edit link. Edit user accounts Site managers are able to create, manage and assign access to technician user accounts. Once new user is added, User Profile window displays new user with additional inputs: Change Unit PIN Input for changing Unit PIN (for systems using keypad units). New Password for Browser Log-in Input for changing password. Manage Site Access Drop menu for selection of site permissions/access. Assignment of Technician or No Access are options enabled for managers. Assign permission level. Select physical location(s) for new user s account to be used. Select Home for user s primary work site. Selected site is pre-loaded whenever user logs in. Physical locations and permission levels (technician or manager) must be assigned to all new accounts. 671106 12 Alemite, LLC
SER 343537 AFCS ENTERPRISE MANAGER MANUAL Tank settings Tank related settings, such as tank level assignments and adjustments, are managed through Settings panel. Click Settings icon in top right corner. Site tanks (created by site administrator) are displayed in left side window. Clicking tank name in blue displays information and setting adjustment options for the following: Change Fluid Displays tank fluid panel. Select tank fluid type, such as10w-30. Assign Fluid Level Sets tank fluid volume to present volume as measured in tank. Adjust setting whenever fluids are added to tank. Assign Fluid Part Number Assigns part number to tank fluid in use (for DMS systems requiring part numbers). Assign Warning Levels Assigns three types of fluid level warnings: High Warning Level Assigns limit to alert technicians when high level is reached in used (extracted) oil tank. This option is not common. Low Warning Level Assigns limit to alert technicians when low tank fluid level is reached. When low tank level is reached, dispense log entry status and level data is displayed in yellow. Stop Dispense Level Assigns safety limit for minimum tank fluid volume for dispense operations. When minimum tank level is reached, no new dispenses are allowed. If requested dispense amount will result in fluid level being at or below Stop Dispense Level, then request will be denied and software will warn user of Stop Dispense Level alarm. Alemite, LLC 13 671106
AFCS ENTERPRISE MANAGER MANUAL SER 343537 My Profile/Log out My Profile icon in top right of window opens two current user features My Profile and Log Out. My Profile panel enables you to manage: Personal entry number for keypads Passwords My Profile information (by clicking Edit link in blue): Name Name for user displayed throughout system Log-in ID User ID input for logging in Language User s language preference DMS employee # User s DMS employee number, if applicable (for systems using DMS) Log Out logs current user out of system and closes Dispense Log window. Log in window appears. (*) denotes required entry. Log out of system every time computer will be unattended. Until you log out, you remain logged into system. 671106 14 Alemite, LLC
SER 343537 AFCS ENTERPRISE MANAGER MANUAL Table 1 Troubleshooting Issue or error message Possible cause Resolution Unable to log-in due to incomplete profile. No site access assigned. Contact site administrator. Unable to start dispense flow from hose. Pre-dispense timeout Pre-dispense timeouts are indicated by Canceled: Timeout displayed in Dispense Log. Initiate new dispense. Another dispense has been initiated on same hose. Hose not set up as required in software settings. Improper wiring of valve/switch or improper assignment of hose in programming. Hose is assigned to incorrect dispense unit and port. Status displayed is Hose in use. Wait until other dispense is complete or manually end a dispense. Configure hose to required controller output. Repair as needed. Check that valve and meter port selected for hose is accurate to how it is wired. Unable to resume dispense flow after interruption. Post-dispense timeout First, evaluate amount dispensed and amount needed to resume and complete remaining dispense; then, initiate new dispense with revised dispense amount. If issue occurs repeatedly, increase post-dispense timeout. When filtering, use filters in transaction columns to ensure only one mechanic is using system. This will allow view of only personal dispenses. Alemite, LLC 15 671106
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