Reporter Guide. Maintenance Connection Inc Drew Ave Suite 103 Davis, CA Toll Free: Fax:

Reporter Guide Maintenance Connection Inc. 1477 Drew Ave Suite 103 Davis, CA 95616 Toll Free: 888.567.3434 Fax: 888.567.3434 www.maintenanceconnection.com

Maintenance Connection Reporter Guide Maintenance Connection, Inc. Version 5.0 Reporter Guide Version 5.0 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. 2011 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

Table of Contents Reporter Overview... 7 Access the Reporter... 8 Types of Reports... 11 Components of a Report... 12 Report Lookup (Finding a Report)... 13 Report Groups (Folders)... 15 Create New Report Group... 16 Edit Report Group... 17 Delete a Report Group... 19 Report Filter and Search Controls... 19 Report List... 21 Navigating Report Records... 23 Report Action Bar Options: Copy, Setup and Run... 23 Copy a Report... 24 Share Report... 26 Stop Sharing a Report... 28 Report Preferences... 29 Run/View a Report... 32 Select and Run Report... 32 Report Preview Window... 34 Reports Toolbar... 37 Report Header... 39 Charts or KPIs... 40 Report Criteria Box... 41 Format Criteria Box... 42 Report Content/Display... 42 Smart Criteria Pane... 44 Show/Hide Smart Criteria Pane... 46 Define Smart Criteria Filter for Report... 48 Clear Smart Criteria Filter... 51 Modify Smart Criteria Module Reports... 52 Smart Elements (Editable Fields, Buttons, Popups)... 53 Editable Fields in Preview Window... 54 Smart Buttons in Preview Window... 57 Popup WorkCenter or Report from Preview Window... 58 Print Report from Report Preview... 61 Email Report from Report Preview... 61 Export Report from Report Preview... 63 Batch Reports... 64 Report Criteria... 66 Report Criteria Overview... 67 Maintenance Connection Reporter Guide v5.0 iii

Defining Criteria (Expressions to Filter Data)... 69 Text Fields... 71 Connected to a Lookup... 72 Connected to a Module Lookup... 75 Free Form Entry Text Fields... 78 Date Fields... 79 Expressions for Date Fields... 80 Date Range Prompts... 82 Numeric Fields... 84 Examples of Report Criteria Expression for Numeric Fields... 85 Indicators/Checkbox Fields... 86 Custom Runtime Criteria... 87 Report Setup... 90 Report Setup Overview... 91 Access Report Setup... 91 Report Setup Window... 92 Summary Info and Report Field Definition... 94 Report Fields (Columns) to Display... 95 Order of Display Fields (Columns)... 98 Report Field Options (Edit Field Properties)... 101 Change Field Label... 103 Customize Column Format... 105 Create Blank Fill In Column... 108 Setting Numeric Totals... 111 Sort/Group Tab... 114 Layout Tab... 118 Horizontal/Vertical Layout... 119 Summary/Detail Reports... 121 Report Layout Indicators... 123 Display Report Header... 124 Display Report Description... 124 Display Report Criteria and Display Photos in Report Criteria... 125 Display Format Criteria... 125 Display Chart(s) Only and Display Column Lines... 126 Repeat Header on Page Break... 126 Report Page Size and Width Controls... 126 Style/Format Tab... 128 Style Sub-Tab (Style Sheet and Font Display)... 129 Style Sheet Setting... 129 Font Settings... 130 Format Sub-Tabs (Conditional Formatting)... 132 Chart/KPIs Tab... 137 Create/Update Chart Definition... 138 Remove Chart from Report... 141 Chart Examples... 142 KPIs Sub-Tab... 146 Sub-Reports Tab... 148 Smart Elements Tab... 150 Smart Criteria Sub-Tab... 152 Maintenance Connection Reporter Guide v5.0 iv

Smart Action(s) Sub-Tab... 154 Smart Actions for One or More Columns... 155 Smart Action for Report Rows... 159 Smart Button(s) Sub-Tab... 161 Smart Email Sub-Tab... 163 Enable/Disable Smart Elements in Emailed Reports... 165 Send Smart Email Reports from Preview Window... 167 Schedule Tab... 169 Email Sub-Tab (Schedule Email Distribution)... 170 File Sub-Tab (Schedule Report File Generation)... 173 Groups (Report Groups) Tab... 176 Security Tab... 178 Lock Report Setup... 178 Unlock Report Setup... 179 Advanced Tab... 180 Reporting: Tips and Troubleshooting... 183 Report Criteria Tips... 183 How do I create Report Criteria for a field not listed?... 183 How do I enter a custom date range for Report Criteria?... 184 How do I know which multiple values have been specified for Report Criteria?... 185 Why is there fixed criteria defined for the report?... 186 Why do the options in the dropdowns change when creating Report Criteria?... 186 Why are dropdowns not always available to select values for Report Criteria?... 187 Report Setup Tips... 188 How do I create a new report?... 188 How do I apply special formatting to report columns?... 189 How do I change the fields displayed on a report?... 190 How do I group data together and create sub-totals for each group?... 190 How do I reorder columns displayed?... 190 How do I set up the report to only total one of the numeric fields displayed?... 191 How do I set up the report to only show summary calculations?... 192 Report Preview Tips... 192 How do I view a different chart format?... 193 How do I access additional sections of data on the report?... 193 How do I know if smart actions are available from a report?... 193 Why is report data wrapping to multiple rows?... 195 Why are columns of data spread out on the report?... 195 Why is smart criteria displaying in the left pane of the Report Preview?... 195 Why is Report (or Format) Criteria displaying on the report?... 197 Why is the Setup or Criteria Icon missing on the Report Preview toolbar?... 197 Advanced Reporting Tips... 198 How do I connect a field/column to a WorkCenter Popup?... 199 How do I connect a field/column to a Report Popup?... 201 How do I connect a report row to a WorkCenter Popup?... 204 How do I connect a report row to a Report Popup?... 206 How do I create an Action Button (Issue, Close, etc.)?... 208 How do I create an editable report?... 209 How do I create an editable form for distribution? or... 212 How can I distribute/send smart reports?... 212 How do I set up a summary report with aggregate calculations (averages, counts, etc.)?... 213 Maintenance Connection Reporter Guide v5.0 v

How do I use a custom expression to modify a field display or calculate a field value?... 217 Examples of Custom Expressions... 220 How do I create a multi-series chart?... 221 How do I create a pivot table in a report?... 223 Pivot Table Examples... 224 Pivot Table Guidelines/Instructions... 225 Report User History... 229 Dashboard... 232 View the Dashboard (Modify Display)... 234 Filter Dashboard Results... 235 Compare Results... 236 Dashboard Reports and Charts... 238 Edit KPI... 239 Trend KPI... 240 Clone KPI... 240 Share KPI... 241 Stop Sharing a KPI... 243 Print Dashboard... 244 Exit Dashboard... 244 Online Reporter Guide... 245 Index... 249 Maintenance Connection Reporter Guide v5.0 vi

Reporter Overview The Maintenance Connection Reporter is a feature rich application that provides expedient access to data maintained in the system. The Reporter is completely integrated into the application; no additional software is required to use the tool. Easy to use features allow you to customize report setup (presentation), as well as tailor the criteria used to define which records should appear. There are over 300 standard reports in Maintenance Connection for your use. Reports can be customized, copied and configured to match your organization s unique needs. Tip: For assistance in accessing and using the online version of the Reporter Guide, see: Online Reporter Guide. The Reporter is designed to meet the needs of a broad range of users. For basic users, reports can be run without the need to understand report setup or criteria. Reports can even be set up to run automatically and distributed through email to designated recipients (members and nonmembers). For more advanced users, extensive features are available to tailor report layout and appearance, including the following: Fields can be added, removed or modified. Report grouping and sorts can be defined. Summary calculations can be performed and displayed by defined grouping. Aggregate calculations, such as sums and averages, can be defined on chosen fields (e.g., total or average work order costs). Charts and KPIs (key performance indicators) can be included in report display. Formatting can be specified (colors, fonts), including conditional formatting. Sub-reports can be defined to run inside an existing report. Smart elements can be included in reports to allow updating/editing of data or connection to Report or WorkCenter Popups. Pivot tables can be formatted. Reports and editable forms can be emailed to specified recipients. This guide also provides general instructions for using the Dashboard, a special reporting feature that provides an executive dashboard of Key Performance Indicators defined as important by your organization. Maintenance Connection Reporter Guide v5.0 7

For general information about the Reporter and Dashboard, refer to the following sections: Access the Reporter Types of Reports Components of a Report (setup, criteria, etc.) Report Lookup (finding a report) Run Reports Copy Reports Share Reports Batch Reports Report Preferences Report Setup (defining the layout and appearance of the report) Report Criteria (defining the records that will be included in the report) Reporting Tips and Troubleshooting Advanced Reporting Features Dashboard Access the Reporter The Reporter can be accessed independently or from within the MRO WorkCenter. When accessed independently (from the Application Chooser at login), the Reporter will be the only application available. When accessed from within the MRO WorkCenter, the Reporter will open in a new window/dialog. Upon closing the Reporter, this window will close, returning you to the page of the MRO WorkCenter that was previously displayed. To access the Reporter directly from the Application Chooser: 1. Log into Maintenance Connection. The Application Chooser will display: Maintenance Connection Reporter Guide v5.0 8

2. Select Reporter. 3. The Reports Lookup (Finder) will display in a full window. To access the Reporter from within the MRO WorkCenter, use one of the following methods: Click on the Reports Icon on the toolbar; or Select Reporter from the Applications Menu; or Maintenance Connection Reporter Guide v5.0 9

Select the Print Button on the Action Bar at the bottom of the WorkCenter. In most modules, the Reporter will open with the Report Group for the module already selected. It should be noted that in some modules, such as the Work Order and Purchase Order Modules, the Print Button automatically generates a default report, rather than taking you to the Report List. Upon accessing the Reporter, the Report Lookup will display, listing reports for the module currently accessed (Open Work Order Reports will be displayed when you first log into system). Refer to the following sections for information on using the Reports Lookup to select, run or modify reports: Maintenance Connection Reporter Guide v5.0 10

Using Report Lookup (Locating a Report) Running a Report Copying a Report Sharing a Report Modifying Report Criteria Modifying Report Setup Batch Reports Types of Reports Maintenance Connection includes a wide variety of reports, covering different data maintained in the system. Many reports list details about records in the system, such as work orders, assets or departments: Other reports serve to summarize data by a defined grouping (such as customer, shop, department, etc.): Reports can also include charts displayed in a variety of formats: Maintenance Connection Reporter Guide v5.0 11

Most reports included with the system are created using the tools available in the Reporter and can thus be modified by end users. A few reports that require customized layout and special formatting, such as Work Order Statements or Purchase Orders, are created outside of the Reporter. The setup for these reports cannot be modified by end users. Note: Custom reports will not have an option to modify Setup in the Report Preview Window. In addition, tabs to modify layout will not be available in Report Setup. The reports that are delivered with Maintenance Connection are called Base Reports. In addition, an unlimited number of report copies can be made. These Copied Reports can then be modified and customized to your unique needs. While both Base and Copied reports can be modified, reports are best copied before customizing to maintain the integrity of the original report. Components of a Report Reports have two main components as follows: Maintenance Connection Reporter Guide v5.0 12

Report Criteria: The Report Criteria defines which records will be displayed in the report. If no Report Criteria were defined for a report, all records from the defined report group would be displayed when the report was run. For example, a Work Order Listing without criteria would list ALL work orders retained in your system. Through the use of expressions defined in Report Criteria, the data is filtered to limit the results that are displayed. For example, you might limit a Work Order report to only display work orders opened in the last month, or only work orders closed in a particular repair center year-to-date. Report criteria can be modified and saved for individual reports. In addition, runtime changes to report criteria can be made to alter the results for a given report, without making this change permanent. Tip: Many reports in Maintenance Connection include fixed criteria that cannot be modified by end users. This ensures that important criteria cannot be modified inadvertently during report modification. Fixed criteria are displayed at the top of the Report Criteria Dialog. Report Setup: The Report Setup defines the layout or presentation of the report. In most Maintenance Connection reports, significant control is given over report setup. In addition to defining the fields (typically columns) to display, you can alter many aspects of report presentation including sort order and grouping, layout, format and style. You can even add charts to your reports, define smart elements and create calculated fields. Report setup also allows you to define any scheduling for the report (automatic email and generation) and report access (groups and security). Note: Maintenance Connection includes some reports that require customized layout and special formatting, such as Work Order Statements. The presentation of these reports cannot be modified in the Reporter. Report Lookup (Finding a Report) Upon accessing the Reporter, the Report Lookup Window displays prompting you to select a report: Maintenance Connection Reporter Guide v5.0 13

The Report Lookup Window includes the following features: Report Groups: In the left panel are the report groups that organize the display of available reports. The system includes folders for Base Groups, which come standard with Maintenance Connection, and Custom Groups that can be defined for your personal use. Selecting a report group will open the group, refreshing the contents of the report list with reports from that group. Note: If you do not have access to any Custom Groups, this tab will not be displayed. Search and Filter Controls: At the top of the page are filter and search controls to assist in locating specific reports. As with all Maintenance Connection lookups, alpha tabs are available to quickly locate a report by name. Report List: The Report List on the right side of the Report Lookup displays all reports that match the filter and search criteria that have been specified. The Report List provides general information about report layout and type. Double clicking on a report in the list will automatically run that report. Right clicking on a report in the list will bring forward a popup menu with options to run, setup, copy or delete the report. Maintenance Connection Reporter Guide v5.0 14

Action Bar: The buttons on the Action Bar at the bottom of the lookup window are used to take action on the selected/highlighted report. Options on the Action Bar allow you to copy a report, modify the report setup or run the report. Default Criteria/Batch Controls: On the bottom left of the Report Groupings are two additional controls. The first control specifies that the selected report should be run with Default Criteria, meaning that the report should be presented in the Report Preview Window without prompting to verify or change the report criteria. The second control allows you to specify that you wish to run reports in Batch Mode. Selecting this control adds selection boxes to the report list so that you can designate which reports should be run together. Reporter Help: In the upper right corner of the Report Lookup, next to the search fields, is a Help Icon. The Help Icon opens the Online Reporter Guide in a new window. Report Groups (Folders) In the left panel of the Report Lookup are the report groups that organize the display of available reports. Selecting a report group will refresh the reports displayed in the Report List with reports from that group. Base Groups, which come standard with Maintenance Connection, organize reports into logical groupings. There is a folder (group) for each module of the system, such as Asset Reports and Customer Reports. In addition, there are multiple folders (groups) for different types of Work Order Reports. The Report Groups are listed alphabetically, with the exception of Work Order Report Groups, which are listed first. Maintenance Connection Reporter Guide v5.0 15

At the top of the Base Groups list are options for All and Most Requested. The All option will return reports from all report groups that match the filter criteria specified. The Most Requested option returns 20 reports that have been requested most often (run most frequently). The Custom Groups Tab provides access to Custom Report Groups, which provides an expedient method to locate important or frequently accessed reports. Only users with access to Custom Report Groups will see this tab. Users with permission to create report groups can create an unlimited number of custom report groups. Options from the Custom Groups Tab allow you to create a new report group, edit a report group or delete a report group. Create New Report Group To create a new report group: 1. Ensure you are on the Custom Groups Tab. 2. Right click on any existing Custom Report Group. The Report Group Menu will display: 3. Select New Report Group. 4. The New Custom Report Group Dialog will display. Maintenance Connection Reporter Guide v5.0 16

5. Specify the Repair Center managing this report group from the Managed By dropdown control. Users from this repair center will see this Report Group displayed by default. If no specific repair center needs to be designated, select All Repair Centers. 6. Specify a Report Group ID and Report Group Name. The Report Group ID must be unique and should not include any symbols. The Report Group Name will be displayed in the Report Group List. 7. At the bottom of the dialog, you can specify reports that should be included in this new Report Group. To expedite finding reports to include, you can specify a Report Group in the available dropdown. The available reports will refresh showing only reports from that group. To add a report to the new Report Group, locate and select the report in the list on the left and click on the Move icon ( ). Alternatively, you can double click on the report name. The report name will be displayed in the Reports Assigned to Group List on the right. Continue to add reports until all desired reports are included in the Reports Assigned to Group List. To remove a report that was added in error, locate and select the report in the list on the right and click the Remove icon ( ). 8. When you are finished identifying the new Report Group and selecting reports for inclusion, click the Apply Button at the bottom of the page. To cancel without creating the new report group, click Cancel. 9. You will be returned to the Report Lookup with your new custom report group displayed. Edit Report Group You can modify the name of a Report Group or edit its content. To edit a Report Group: Maintenance Connection Reporter Guide v5.0 17

1. Right click on the Report Group. The Report Group Menu will display: 2. Select Edit Report Group. The Edit Report Group Dialog will display. 3. To modify the Report Group Name, click inside the field and change the content as necessary. 4. To add a new report to this Report Group: Locate the report to be added. To expedite finding reports to include, you can specify a Report Group in the available dropdown. The available reports will refresh showing only reports from that group. Locate and select the report in the list on the left and click on the Move icon ( ). Alternatively, you can double click on the report name. The report name will be displayed in the Reports Assigned to Group List on the right. Continue to add reports until all desired reports are included in the Reports Assigned to Group List. 5. To remove a report from this Report Group: Locate and select the report to be removed from the list on the right and click on the Remove icon ( ). Alternatively, you can double click on the report name. The report name will be removed from the list. 6. When you are finished modifying this Report Group, click the Apply Button at the bottom of the page. To cancel without editing the group, click Cancel. 7. You will be returned to the Report Lookup. Note: Reports can also be added into a group or removed from a group from the Report Setup Groups Tab. Maintenance Connection Reporter Guide v5.0 18

Delete a Report Group To delete an existing Report Group: 1. Right click on the Custom Groups Tab. The Report Group Menu will display: 2. Select Delete Report Group. 3. You will be prompted to confirm that you wish to permanently delete the Report Group. Click Yes to proceed; click No to cancel without deleting the Report Group. 4. You will be returned to the Report Lookup with the Report Group deleted. Report Filter and Search Controls The controls and alphabetical tabs at the top of the Report Lookup provide prompts to filter and search for a desired report. These filters work in conjunction with the Report Group Filter selection made from the left panel of the Report Lookup. Alpha Sort: Above the report list are tabs for each letter of the alphabet, along with an all tab. Records are displayed in the all tab by default. To filter the results to those reports that start with a particular letter, click on the tab for that letter. For Maintenance Connection Reporter Guide v5.0 19

example, clicking on D would filter the results to only display those reports with a Report Name starting with the letter D. Reports Managed By Dropdown Control: At the top left of the lookup, a dropdown is available to filter the results by Repair Center. Selecting a repair center from the dropdown filters the results to only those reports associated with the selected repair center. Report Type Dropdown Control: To the right of the Managed By Control is a dropdown to specify the type of report. Selecting a type of report from the dropdown will filter the results to only reports of that type. Base Reports: The original reports that are delivered with Maintenance Connection. Report Copies: Reports that have been copied and customized for your use. WorkCenter Reports: Reports that are embedded into the tabs in each WorkCenter (such as the Transactions Tab of the Inventory Module). Setup for these reports is typically accessed from the Setup Icon on the report tab/page. Smart Criteria Reports: Reports that define the options available in the smart criteria pane for a given module. Rule Criteria Reports: Reports that are used to set the criteria for events defined in the Events Manager. Rule Criteria Reports are typically only modified by Maintenance Connection Support Staff or system administrators. Note: WorkCenter, Smart Criteria and Rule Criteria Reports are only listed when these options are selected from the dropdown. They are not included in report results when All Reports is selected. Search by Controls: At the top right of the Report Lookup, a search by control is displayed to enter a search expression to limit your results. Once you specify a search Maintenance Connection Reporter Guide v5.0 20

value and click the go button ( ), the report list will refresh with reports matching that search expression. For example, you might enter the expression: Search By: Report Name Value: downtime This expression would search for all reports starting with the word downtime. Tip: To search for a report with a word included in the report name, you can use the % character. For example, if you enter %cost, all reports with the word cost in their name would display, even if cost wasn t the first word in the name. As you specify filter or search criteria, the Report List will refresh with reports that meet the specified criteria. Once you have identified the desired report, you can run the report, modify the report setup or copy the report. Report List The Report List displays all reports matching the criteria that have been specified in the Report Lookup. The contents of the Report List can be modified by selecting a different report group, or by using the search and filter options presented above the list. Maintenance Connection Reporter Guide v5.0 21

The reports will be displayed in alphabetical order by default. Work Order Reports are an exception to this, as commonly accessed reports are displayed at the top of the list, followed by an alphabetical list of the remaining reports in the group. Clicking on a report in the list highlights/selects the report, allowing you to initiate an action available from the Reports Action Bar at the bottom of the dialog (Copy, Setup and Run Report). Double clicking on a report name in the list automatically runs the report. Also, right clicking on the report in the list brings forward a popup from which you can select an option: Tip: Refer to the section on Sharing Reports for further information on this option. The columns in the Report List can be described as follows: Report Type: The first column displays an icon identifying the type of report as follows: Blue icon ( ): Base report. Green icon ( ): Copied report. Blue icon with chart ( ): Base report with chart defined. Green icon with chart ( ): Copied report with chart defined. Smart Elements: The second column displays a smart elements icon ( ) for all reports that have smart mode turned on. This indicates that smart elements that have been defined will be activated on the report. If smart mode has not been turned on, no icon is displayed in the column. Scheduled: The third column displays a scheduled icon ( ) for all reports that have been scheduled for automated generation and distribution through email. If no schedule is currently defined for the report, no icon is displayed in the column. Note: The Maintenance Connection Service Agent is required for this feature to work. Maintenance Connection Reporter Guide v5.0 22

Shared Icon: The fourth column displays an icon ( ) indicating whether or not the report has been shared with the MC Community using the Smart Share Application. Report Name: The fifth column lists the Report Name. Layout: The sixth column lists the layout (horizontal or vertical). Last Edit: The seventh column indicates the date the report was last edited or changed. Report Copy?: The eighth and last column indicates whether or not the report is a Base or Copied Report. A checkmark appears in the column for all copied reports. Navigating Report Records If there are more reports than fit on a page, page controls displayed at the bottom of the page will be active. Click to move to the next page of results. Click to move to the previous page of results. To move directly to a particular page, select that page from the Page x of x control:. The page refreshes with the new results. Report Action Bar Options: Copy, Setup and Run At the bottom of the Report Lookup is the Reports Action Bar. The buttons displayed allow you to initiate action on the selected report: The following options are available: Copy Report: Prior to customizing a report, it is typically copied to ensure the original report does not change. To copy the selected report, click the Copy Report Button. The Report Copy Dialog will display prompting you to designate a name for your copied report. The dialog provides you with all Report Setup tabs and options so that you can proceed to modify the copied report as desired. Maintenance Connection Reporter Guide v5.0 23

Setup Report: To modify the selected report, click the Setup Report Button. The Report Setup dialog displays providing options to modify the report layout. For most reports, report fields/columns can be modified and numerous options to modify presentation are available (sort/group, layout, style/format, charts, etc). Options are also available to automate report generation (schedule), add smart elements and edit report security. Tip: If the selected report is a custom report that includes custom formatting, the layout tabs will not be displayed. Run Report: To run the selected report, click the Run Report Button (you can also double click on the report name). If the Use Default Criteria indicator is checked, the selected report will open in the Report Preview Window. If this option is not checked, the Report Criteria Dialog will open, prompting you to verify or change the criteria for this execution of the report. Close: If you accessed the Reporter from within the MRO WorkCenter, a Close Button will be displayed. To exit the Report Lookup, click Close. You will be returned to the part of the application previously accessed. Log Off: If you accessed the Reporter from the Application Chooser, a Log off Button will be displayed. To exit the Reporter, click Log off. The window will close and you will be logged out of the system. Copy a Report Maintenance Connection includes a Copy Report Feature that allows you to copy existing reports. Reports are copied for three common reasons: To save the original format of a report before customizing the setup or criteria: When a report is going to be customized for a specific use, it is typically copied first to ensure the original report is not changed. To create multiple copies of a similar report with different Report Criteria. For example, users may want to save copies of reports that display similar information for different records (such as for different repair centers, shops or departments). Rather than have to alter the report criteria each time the report is run (to change the repair center for example), a copy of the report can be made with the new criteria saved. Maintenance Connection Reporter Guide v5.0 24

To provide individual users with their own report copies: The feature can be used to give individual users their own reports with which to work. By placing these copies in Custom Report Groups, individual users get quick access to commonly accessed reports. To copy a report: 1. Locate and select a report to be copied from the Report List. The selected report should be as similar as possible to the new report to be created, as all aspects of report definition will be copied. In particular, it is important that the original report lists the correct data fields as available for reporting (tables and fields listed in the Available Fields List). 2. Click the Copy Report Button. 3. The Report Copy Dialog will display. Specify a name for the copied report (by default, the report will be named Copy of original report name. Note: It is recommended that you use a convention for report naming that makes reports easy to identify. For example, you could use the convention: report name initials date created. In the above example, the report name could be changed to: Month End Work Order Report dk 3/15/08. 4. The copied report will have all setup options as designated for the original report. That is, the fields displayed, layout options and settings will all be identical to the original report. In the Copy Report window, you will have all standard options available to modify the Report Setup. You can make any desired changes to the report from this standard Setup Window. However, it is sometimes preferable to exit and access the report from the Report Preview Window prior to making additional changes. Note: If you wish to have this new report included in a specific report group, click the Groups Tab and designate the desired group(s). 5. When you are ready to save the copied report, click the Apply Button at the bottom of the page. To cancel without copying the report, click Cancel. Maintenance Connection Reporter Guide v5.0 25

6. You will be returned to the Report Lookup with your new report included in the list. If you wish to modify the Report Criteria or view the new report in the Report Preview Window: Locate and select your new report. To quickly find your copied report, you can select Report Copies from the Report Type Dropdown at the top of the page. The page will refresh with only the reports you have copied. Click the Run Report Button (or double click on the Report Name). 7. The Report Criteria dialog will display. Change the criteria as needed. Be sure to click the Save Criteria checkbox to ensure it is saved with your new report. 8. Click the Apply Button and your new report will be presented in the Report Preview Window. Use the options available in the tool bar to modify Report Setup or Report Criteria. Share Report Organizations that have designed reports that they believe would be beneficial to other organizations in the Maintenance Connection Community can share their reports. Members of an access group with permission to share reports can share any report, as long as it is not a custom report (report with special formatting that is not defined in Report Setup). The shared report will be displayed in the Smart Share Application available to the Maintenance Connection Community. The accessible shared report will include all information specified in Report Setup (displayed fields, sort, layout, formatting), as well as Report Criteria that is not organization specific. That is, general report criteria such as target date is current month would be included on the shared report. However, organization specific criteria, such as shop is electric or department is manufacturing would not be included. Tip: If you have shared a report with the Maintenance Connection Community and no longer wish to have it accessible, you can remove it from the Smart Share Community using the Stop Share option. Maintenance Connection Reporter Guide v5.0 26

To share a report used by your organization with the Maintenance Connection Community: 1. Access the Reporter and use the filter and search options available in the Report List to locate the report to be shared. Reports that have already been shared will be marked with a shared icon ( ): 1. Select the report to be shared and right-click on it to open a popup menu of actions that can be performed. 2. Select Share Report from the menu. 3. The Smart Share dialog will appear, prompting you to enter a description. 4. Enter a description that would inform members of the MC Community as to the benefit/value of this report. If desired, you can also modify the company/author that will be listed. Maintenance Connection Reporter Guide v5.0 27

5. When you are finished specifying information to share this report, click the Share Report Button. 6. When Maintenance Connection is finished sharing the report, a confirming message will appear. Click the Close Button and you will be returned to the Report List with the report marked as shared: 7. To see the report listed in the Smart Share Application, select Smart Share from the Applications Menu. The report will be shown with the description you have specified: Tip: The Smart Share Application also lets you install reports created by other organizations that would be useful to your organization. For more information about the Smart Share Application, refer to the User Guide. Stop Sharing a Report If your organization has specified a report to be shared with the Maintenance Connection Community and you no longer wish to have the item accessible, you can remove it from the Smart Share Community. To remove a report from the Smart Share Community: 1. Open the Reporter, and locate the report you no longer wish to share. Since it is currently being shared, it should be marked with a shared icon ( ): 2. Right click on the Report Name and select Stop Sharing from the popup menu. Maintenance Connection Reporter Guide v5.0 28

3. A dialog will appear, prompting you to confirm that you wish to remove the report from the MC Smart Share Community. Click Yes, Remove Share to remove the report from the community. 4. A dialog will display confirming that the report was removed from the Smart Share Community. Click Close to return to the Reporter. 5. The Report List will display with the report no longer marked as shared: Tip: Refer to the User Guide for more information about the Smart Share Application. Report Preferences The Reporter includes preferences that allow you to define default behaviors for the reporter. To access Report Preferences, select Tools->Preferences from the Maintenance, Repair and Operations Center Menu Bar. The Preferences for the currently accessed module will be displayed. Click the Report Folder/Option in the Module/Category control on the left. The page will refresh displaying preferences for the Reporter. The following table describes the preferences available for the Reporter: Maintenance Connection Reporter Guide v5.0 29

Reporter Preferences Bounced Email The return path for bounced emails. Defines the email address for the user who should receive messages regarding bounced emails. Entering SENDER will send bounced emails back to the sender of the specific email. Leaving the preference blank will result in bounced emails being set to the email address defined as a system default during implementation. CC/BCC Email Email FROM/ FROM NAME Lists the email address of any individual who should be copied (or blind copied) on reports sent via email. Listing SENDER will result in the individual sending the report receiving a copy (or blind copy). Provides the opportunity to specify the individual who should be listed as the FROM NAME and FROM email address on reports emailed from the system: If these preferences are left blank, the individual sending the report will be listed as the FROM and FROM NAME. If a different name is preferred, enter the name and email address as specified. Lines Per Report Section Determines how many lines (records) should be displayed before another report section is generated. The following should be considered when defining this preference: Setting determines how many records will be displayed vertically on one HTML Page. You will use the scroll bar to scroll down to see additional records. Each section prints separately, so it is important not to make this setting too low. Setting this preference too high could affect system performance. Maintenance Connection Reporter Guide v5.0 30

Reporter Preferences This preference is typically set to 1000 by default. Individual reports can be defined with a different page size. Replacement/ Additional Logo Replacement logo will replace the logo displayed in the upper left of each report. The additional logo will add a logo to the upper middle section of the report. A valid URL accessible to all users must be specified for the images. To edit preferences for the reporter: 1. Access Preferences by selecting Tools->Preferences from the Menu Bar. 2. Select Report from the Module/Category Folders on the left. The page will refresh displaying preferences for the reporter. 3. Select the preference to be edited by clicking on it. 4. The Set Preference Dialog will open, displaying a description for the preference on the left and an area to indicate the desired value on the right. 5. Change the value displayed in the Current Value section on the right, using the information displayed on the left side of the dialog. 6. 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. 7. You will be returned to the Preferences Dialog with your new setting displayed. 8. Repeat Steps 3-6 for each preference to be edited. Maintenance Connection Reporter Guide v5.0 31

Run/View a Report As reports are selected and run, they are presented in a Report Preview Window. The report can be viewed in the Preview Window and then printed, emailed or exported. In addition, options in the Report Preview Window allow you to modify Report Criteria and Report Setup. Refer to the following sections for more information on running reports: Select and Run a Report Report Preview Print Report Email Report Export Report Batch Reporting Select and Run Report Reports are selected and run from the Report Lookup. When running reports, you have the option of using the default criteria that has been defined for the report or modifying the criteria before it is run. To select and run a report: 1. Locate the report to be run using the features available from the Report Lookup. You can search by report group and further filter your list by specifying a repair center, report type or search by expression. 2. If you wish to use the default criteria defined for this report, click the Use Default Criteria indicator below the list of report groups. With this indicator checked, the report will be presented in the Report Preview Window without first providing an opportunity to modify the Report Criteria. 3. To run the report, do one of the following: Maintenance Connection Reporter Guide v5.0 32

Select the report name and click the Run Report Button on the Action Bar. Double click the report name. 4. If the indicator was checked to Use Default Criteria the report will generate and display in the Report Preview Window. If this indicator was not checked, the Report Criteria dialog will display, prompting you to verify or change the Report Criteria. 5. The field prompts displayed in the Report Criteria Dialog will depend on the chosen report. The criteria last saved for this report will be listed. Modify any criteria for this running of the report. See the section on Defining Report Criteria for further instructions and examples. 6. If you have made changes to the Criteria and wish to have these permanently saved, click the Save Criteria Indicator. If you do not click the Save Criteria Indicator, the changes made will only be in effect for this running of the report. Maintenance Connection Reporter Guide v5.0 33

7. Designate whether or not you wish to have the Report Criteria displayed at the top of the Report Preview Window. To have the Report Criteria displayed, check the indicator on. This ensures that report viewers will know which records are included in the report. If you do not wish to have the Report Criteria displayed, remove the check. 8. When you have finished defining Report Criteria, click the Apply Button. 9. The report will generate and open in the Report Preview Window. The appearance of the report will depend on report setup (chart, data, etc.). From the Report Preview Window you can print, email or export the report. Report Preview Window Once a report has run, it will be presented in the Report Preview Window. Maintenance Connection Reporter Guide v5.0 34

The presentation of the Report Preview Window will vary, dependent on settings made for the individual report (inclusion of charts, data grouping, column formatting, conditional formatting, etc.). Maintenance Connection Reporter Guide v5.0 35

It should be noted that if the report has been setup to display Smart Criteria, the screen will be split between the Report Preview and the Smart Criteria Pane, as shown in the following example. Refer to the following sections for more information on each section of the Report Preview Window: Reports Toolbar Report Header Charts/KPIs Report Criteria Box Format Criteria Box Report Content/Data Maintenance Connection Reporter Guide v5.0 36

Smart Criteria Pane Smart Elements (Editable Fields, Buttons, Popups) Reports Toolbar The Reports Toolbar is displayed at the top the Report Preview Window when a report has been run. The options on the Reports Toolbar will vary based on the type of report. Options for Print, Email, Export, Refresh and Close will always be included. For most reports, additional options will be available for Setup, Criteria and Smart. If the report includes multiple sections (due to length of report or inclusion of sub-reports), an additional control to navigate report sections will be displayed: If reports are being run in batch mode, additional controls to navigate between reports will be displayed: The toolbar options can be described as follows: Option Description The Print option is used to print the content of the displayed report. Clicking on the Print Option will bring forward your Print Dialog on which printer settings can be specified. The Email option is used to email the content of the displayed report to designated recipients. Clicking on the Email Option will bring forward the Email Report Dialog on which email parameters can be Maintenance Connection Reporter Guide v5.0 37

Option Description specified (recipients, subject line, etc.). The Export option is used to export the content of the displayed report to a file format that will be saved on your computer. Clicking on the Export Option will bring forward the Export Dialog on which export parameters can be specified. Available file formats will be based on the type of report. All reports can be exported to.htm; column based reports can also be exported to an.xls file. The Setup Option is used to modify the setup of the report (fields displayed, format, presentation, etc.). Clicking on the Setup Option will bring forward the Report Setup Dialog on which modifications can be made. As changes are made, you can return to the Report Preview Window to view the impact of your modifications. Note: The Setup option is not displayed when you are viewing a custom report that includes special formatting that is not defined in Report Setup. If you need to change a setup option (such as report groups) for a custom report, you must exit the Report Preview Window. When you return to the Report List, select the report and click the Setup Report Button. The Criteria Option is used to modify the report criteria that determines which records should be displayed on the report. Clicking on the Criteria Option will bring forward the Report Criteria Dialog on which modifications can be made. As changes are made, you can return to the Report Preview Window to view the impact of the changes. Changes can be made for this running of the report, or can be saved permanently. The Smart Option is used to toggle defined smart elements on or off in the report preview. If smart elements have been defined for the report, they will be enabled by default and the Smart Icon on the toolbar will be recessed to show that smart elements are enabled: Clicking on the Smart Icon will disable any defined smart elements and turn smart elements off in the Report Setup. The report will refresh with smart elements disabled and the Smart Icon no longer Maintenance Connection Reporter Guide v5.0 38

Option Description active (not recessed): Note: The Smart Icon operates even if there are no smart elements defined. That is, the report preview will refresh even though the behavior of the display will not change. Also, the Smart Icon is not displayed when you are viewing a custom report that includes special formatting that is not defined in Report Setup. The Refresh option is used to refresh the contents of the Report Preview in the event that data has changed since the report was initially presented on your screen. The Close option is used to close the Report Preview Window and return you to the Report List. If the report includes multiple sections, a control to navigate between sections will be included to the right of the Refresh Icon. Multiple sections are made if the report exceeds the designated number of records per section as defined in Report Preferences. Multiple sections are also made if the report includes sub-reports (a maximum of 10 records from the primary/base report are included in each section). Report Header If designated for display, the Report Header will list the report name and generation date/time in the upper right corner of the Report Preview Window. Your organization s logo may also appear in the left side of the Report Header. Maintenance Connection Reporter Guide v5.0 39

If a description has been defined for inclusion on this report, the description will appear in blue directly below the report title. Report descriptions are defined on the Advanced Tab: If the report includes an editable field, hot keys for editing will also be displayed in green below the report title: The controls to determine if the Report Header and Description should be displayed can be found on the Report Setup Layout Tab. Charts or KPIs If charts or KPIs have been defined for the report, these will be displayed just below the Report Header in the Report Preview Window. Note: Charts can also be defined to display at the end of the report. Maintenance Connection Reporter Guide v5.0 40

Tip: To view different chart formats for the data displayed, you can click on the chart. The display will rotate through available chart formats as you click. The display will not change if the chart is a Flash Image. The content, format and size of the chart display are specified on the Report Setup Chart/KPI Tab. Up to three charts can be displayed on a given report. Report Criteria Box If designated for display, the report criteria will be listed in a box labeled Report Criteria on the Report Preview Window. This information ensures report viewers know which records are included in the report. In the following example, the report includes all assets in the Stonebridge Inn. The setting to determine whether or not Report Criteria should be displayed is found on both the Report Criteria Dialog and the Report Setup Layout Tab. On the Report Setup Layout Tab there is an additional control to determine if photos should be displayed in Report Criteria. If set on, the report criteria dialog will display photos of the records included on the report (e.g. a photo of assigned individuals, assets, etc.). Maintenance Connection Reporter Guide v5.0 41

Format Criteria Box Report fields (columns) can include special formatting. If conditional formatting is defined, it can be displayed for reference directly below the Report Criteria on the Report Preview Window. In the following example, the values in the Target Date column are highlighted with a blue border/box if they occurred after 06/01/08. The control to determine if the Format Criteria should be shown is found on the Report Setup Layout Tab. Special (conditional formatting) is defined on the Report Setup Style/Format Tab. Report Content/Display The actual report content is displayed below all header information in the Report Preview Window. The appearance of the report will vary considerably based on report content and formatting. Following are some examples of different types of reports: Maintenance Connection Reporter Guide v5.0 42

The default presentation for report width is 100%, resulting in defined columns being spread (or wrapped) to fit in the browser window without any horizontal scrolling. If there are more columns than can fit in the window, field values will wrap to multiple rows. Options on the Layout Tab allow you to modify this setting. Similarly, the number of rows presented per page is based on a setting on the Layout Tab (and a defined Report Preference). The report content will scroll (vertically) to present additional rows of data. If the report exceeds the number of rows that should be displayed per html display page, a control will appear in the toolbar that can be used to access additional sections of data. Note: If the report has been set up with defined smart actions/elements, additional formatting will be displayed. For example, rows could be selectable (and open another window with the chosen record displayed) and fields could be editable. Similarly, columns may be defined for special (or conditional) formatting. Refer to the section on Report Setup for specific instructions on determining report content and layout. Maintenance Connection Reporter Guide v5.0 43

Tip: The order of report columns/fields can be modified in the Report Preview by clicking on the column header and dragging it to the desired location. Smart Criteria Pane The Smart Criteria Feature lets users dynamically filter records displayed in the report. It is a powerful feature that allows users to continue to refine filter criteria until the desired records are displayed. If a report has been defined to show Smart Criteria, the Report Preview Window will be presented split between the Report Preview and the Smart Criteria Pane, as shown in the following example. Maintenance Connection Reporter Guide v5.0 44

If the report has not been set to show the Smart Criteria Pane by default, you can use the Show/Expand Control on the far left of the Report Preview Window to open it. Note: If the report has been setup to disable Smart Criteria, the Show/Expand Control will not be displayed. Smart criteria works as a supplement to criteria defined on the Report Criteria Dialog. That is, it will further filter the report data displayed dynamically as you view the report. In the following example, an asset report might be further filtered using Smart Criteria to only show assets from a particular Repair Center: Maintenance Connection Reporter Guide v5.0 45

Notice that the Report Criteria Box displays the Smart Criteria in addition to any criteria defined on the Report Criteria Window. Refer to the following sections for more information on using the Smart Criteria Pane: Show/Hide Smart Criteria Pane Define Smart Criteria Filter for Report Clear Smart Criteria Filter Modify Smart Criteria Module Reports Show/Hide Smart Criteria Pane The default display for the Smart Criteria Pane for a given report is determined by a setting on the Smart Elements Tab (Smart Criteria Sub-Tab). The following options are available: Smart Criteria can be set to display by default. A default field for filtering may also be specified, which would result in options for that field displayed automatically when viewing the report. Smart Criteria can be set as hidden by default. The Smart Criteria pane would not show initially, but the Show/Expand control would be available in the far left of the window to open/enable it. Smart Criteria can be disabled. If Smart Criteria has been disabled for a given report, the Show/Expand Control would not be shown on the window. To show/access the Smart Criteria Pane: 1. Click the Show/Expand Control on the far left of the Report Preview Window. Maintenance Connection Reporter Guide v5.0 46

Note: If the Show/Expand Control is not displayed, Smart Criteria has been disabled on this report. To change this setting, go to the Smart Criteria Sub-Tab (Smart Elements Tab). 2. The page should refresh with the Smart Criteria Pane displayed on the left, allowing you to define your smart criteria. To hide the Smart Criteria Pane: 1. Click the Hide Control on the bar that separates the Smart Criteria Pane from the Report Preview Window. 2. The page will refresh with only the Report Preview displayed. Maintenance Connection Reporter Guide v5.0 47

Note: To disable the Smart Criteria Pane so it cannot be used on this report, go to the Smart Criteria Sub-Tab (Smart Elements Tab). Define Smart Criteria Filter for Report The Smart Criteria Feature dynamically filters records displayed in the report. Smart criteria works as a supplement to criteria defined on the Report Criteria Dialog. That is, it will further filter the report data displayed dynamically as you view the report. Options in the Smart Criteria Pane allow you to specify a single smart criteria filter or add multiple additional criteria until the desired results are achieved. Smart Criteria can be cleared to start the filtering process again as needed. As Smart Criteria is defined, the Report Preview Window refreshes with the newly filtered data and the Report Criteria (if displayed on the report) is updated to show the criteria in effect. The data displayed in the Smart Criteria Pane (and the options available) depend on the type of field selected in the Smart Criteria Box: Lookup Fields: For fields validated by a lookup table, such as Work Order Priority, the acceptable values for the field will be displayed in a list below the box. Single or multiple values can be selected for filtering. Maintenance Connection Reporter Guide v5.0 48

Module Fields: For fields associated with their own module (Repair Center, Shop, Department), the data displayed will be based on a Module Report that can actually be modified using the Setup and Criteria Buttons at the top of the Smart Criteria Pane. Single or multiple values can be selected for filtering. Date Fields: For date fields, a list of date ranges will be available for filtering. Only a single value can be selected for filtering by a date field (the Multiple Selections Indicator will not work). Asset Fields: For fields maintained in the Asset, Asset Classification or Asset Hierarchy Tree, the respective Asset Tree will be displayed. Single or multiple values can be selected for filtering. Maintenance Connection Reporter Guide v5.0 49

To define Smart Criteria for a report displayed in the Report Preview Window: 1. If the Smart Criteria Pane is not displayed, click the Expand/Show Control on the far left of the window. The Smart Criteria Pane will display. Note: If the Show/Expand Control is not displayed, Smart Criteria has been disabled on this report. To change this setting, go to the Smart Criteria Sub-Tab (Smart Elements Tab). 2. Select the field on which Smart Criteria will be based from the Smart Criteria Box. Depending on settings made on the Report Setup Smart Criteria Sub-Tab, a field may be selected by default. 3. The Smart Criteria pane will update to reflect the options for that field. 4. If multiple values for the same field are to be selected, click the Multiple Selections indicator. Maintenance Connection Reporter Guide v5.0 50

5. To add a smart criteria filter to the currently displayed report, select the desired value. 6. As the value is selected, the Report Preview window will refresh with the new smart criteria filter in effect. If the report is set to Display Report Criteria, the smart criteria will be added to the Report Criteria Box: 7. If multiple values were specified in Step 4, you can click on another value from the list. The new value will be added to the Report Criteria Expression and the Report Preview Window will refresh. If multiple values were not specified in Step 4, clicking on another value will update the criteria using the new value. 8. To add criteria for a different field, repeat Steps 2-7 for the desired field. Note: If you wish to clear the current Smart Criteria before entering criteria for the new field, click the Clear Link at the top of the Smart Criteria Box (click Clear All to clear multiple Smart Criteria Expressions). The Report Preview Window will refresh with the criteria removed. Clear Smart Criteria Filter To clear the Smart Criteria for a report displayed in the Report Preview Window, click the Clear Link at the top of the Smart Criteria Box (click Clear All to clear multiple Smart Criteria Expressions). The Report Preview Window will refresh with the criteria removed. Maintenance Connection Reporter Guide v5.0 51

Modify Smart Criteria Module Reports The options in the Smart Criteria Pane vary dependent on the type of field. For fields associated with their own module (Repair Center, Shop, Department), the data displayed will be based on a Module Report that can actually be modified using the Setup and Criteria Buttons at the top of the Smart Criteria Pane. To modify the report setup (fields displayed), click the Setup Icon above the Smart Criteria Window. The Report Setup Window will open allowing you to make changes to the display fields as you would for any other report. To modify the report criteria (records displayed in list) click the Criteria Icon above the Smart Criteria Window. The Report Criteria Window will open allowing you to make changes as needed. Maintenance Connection Reporter Guide v5.0 52

Tip: If the Setup and Criteria Icons do not open the respective windows, the selected field is not connected to a Module Report. Also, in order to access these features, the access group to which you belong must have permission to modify report setup or criteria. Smart Elements (Editable Fields, Buttons, Popups) Reports can be defined with numerous smart elements, including editable fields, smart buttons and popups to reports and displayed data. If a report has been defined with enabled smart elements the Smart Icon on the Report Preview Toolbar will appear recessed: Note: The Smart Icon can be used to toggle defined smart elements on or off in the report preview. Changing the setting in the Report Preview Window also changes the setting designated on the Smart Elements Tab of the Setup Window. Reports can include multiple smart elements. For example, the following report includes editable fields, a field connected to a popup (Work Order ID) and a smart button (Issue): Maintenance Connection Reporter Guide v5.0 53

Refer to the following sections for additional information about the smart elements that may be presented in the Report Preview Window: Editable Fields Smart/Action Buttons Popup WorkCenter or Report Access Editable Fields in Preview Window Reports can be defined to include one or more editable fields in the Report Preview Window. The fields will be displayed in a box for updating, with a Save Button to the right of each row and a "Save All" Button at the top. In the above example, the report has been defined to allow updating of the Target Date and field. Note: In the upper right corner of the Report Preview Window, keyboard shortcuts for editing data will be displayed for all reports with editable fields. Tip: The Save All feature saves all records displayed in the report, not just those that have been modified. To expedite performance, it is advised that you carefully designate report criteria on reports that will be using this feature to ensure only required records are displayed and updated. Maintenance Connection Reporter Guide v5.0 54

To update a field on a report: 1. Locate the record and field to be updated. If the field has been defined with a tool tip, you can hold the cursor over the field to display the tip. In the following example, the target date field is defined with a tool tip that indicates you can update target date as needed. 2. Enter the desired new value: Tip: If the field is connected to a Module Lookup (such as Shop ID, Repair Center ID or Customer ID), you can press F2 or double click inside the field to bring forward the Module Lookup from which a value can be selected. 3. Update any additional editable fields from the same record as needed (on the same row). 4. To save changes one record at a time, click the Save Button on the right side of the row (or press Ctrl-Enter). Once the data has been saved, the row will refresh with text displayed in green italic to confirm the update was processed. You can proceed to update other records/rows in the report as needed. 5. To make changes to multiple records on the report and save in a single step: Update the values on all desired records. Click the Save All Button at top of the report (above the Save column): Maintenance Connection Reporter Guide v5.0 55

Maintenance Connection will proceed to save ALL records in the report, even those that have not been updated. As each record is saved, successful saves are displayed in "green italic", while problem rows are displayed in "red" with appropriate error messaging: Tip: You can refresh the report when it is finished updating to correct any errors that were identified. For more information on defining smart elements for a report, see: Smart Actions/Elements. For more information on other smart elements displayed in the Report Preview Window, see: Smart/Action Buttons in Preview Window Popup WorkCenter or Report from Preview Window Maintenance Connection Reporter Guide v5.0 56

Smart Buttons in Preview Window Reports can be defined with numerous smart buttons to process transactional updates to data. In addition to the Save Button, displayed for editable fields, additional buttons are available to process transactions for work orders or purchase orders. When available, these buttons are displayed to the far right in the Report Preview Window (to the right of the Save Button if editable fields are included on the report): To initiate the action described on a button: 1. Locate the record/row to be updated. 2. Click the desired button. Note: Depending on the defined button, a dialog may come forward on which additional data can be entered. For example, the Close Button can be defined to bring forward the Work Order Close Dialog. 3. Once the data has been saved, the row will refresh with text displayed in green italic to confirm the update was processed. In addition, the button will be lightened to show that the action has already been completed. In the following example, the work order in the first row has been Issued, but not Closed. Note: If you have clicked a button in error, you can click the lightened button again. The transaction will be reversed and the row will refresh as originally displayed. Maintenance Connection Reporter Guide v5.0 57

If you have closed a transaction using the available Close Button, the row will refresh with the text displayed in black italic to confirm the record was closed. 4. You can proceed to update other records/rows in the report as needed. For more information on defining smart elements for a report, see: Smart Actions/Elements. For more information on other smart elements displayed in the Report Preview Window, see: Editable Fields in Preview Window Popup WorkCenter or Report from Preview Window Popup WorkCenter or Report from Preview Window Reports can be defined to allow access to WorkCenter Popups or Report Popups from records/rows in the Report Preview Window. When popups are available, report rows will be highlighted in orange when the cursor/mouse is held over the row. If a tool tip has been defined for the popup, it will also be displayed. In the following example, each work order record in this report has been connected to a popup for the Work Order WorkCenter. Holding the cursor over the second record highlights it and displays the defined tooltip. The cursor will also turn into a hand when it is correctly positioned over the row. Maintenance Connection Reporter Guide v5.0 58

In addition, popups can be available from specific fields. In the following example, the Work Order ID field has been connected to a popup for the Work Order WorkCenter, and a tooltip is available explaining what will happen if you click on that field. To open an available WorkCenter Popup or Report Popup: 1. Highlight the record or field which is connected to the popup by holding the cursor over it. If a tooltip has been defined it will be displayed: 2. Click on the field or row. 3. If you have clicked on a field or row connected to a WorkCenter Popup, the record from the report will open in a new window. Maintenance Connection Reporter Guide v5.0 59

From within the popup, you can proceed to use the WorkCenter Features to view or edit desired data. When you have finished viewing or updating the record, click the Close Button in the upper right hand corner of the popup. The window will close and you will be returned to the original report. 4. If you have clicked on a field or row connected to a Report Popup, the specified report will open in a new window: When you have finished viewing the report, click the Close Button in the upper right hand corner of the popup. The window will close and you will be returned to the original report. 5. You can proceed to update other records/rows in the report as needed. For more information on defining smart elements for a report, see: Smart Actions/Elements. For more information on other smart elements displayed in the Report Preview Window, see: Editable Fields in Preview Window Maintenance Connection Reporter Guide v5.0 60

Smart/Action Buttons in Preview Window Print Report from Report Preview As reports are generated (or run), they are presented in the Report Preview Window. The report data can be viewed on screen or printed, emailed or exported. To print a report that has been presented in the Report Preview Window: 1. Click the Print Icon in the toolbar. 2. The print dialog for your operating system will be displayed, allowing you to set any print parameters. Click Print to proceed to print the report. 3. The report will be printed and you will be returned to the Report Preview window. 4. To exit the window, click the Close Button in the upper right hand corner. 5. You will be returned to the Report Listing, allowing you to select another report to run or modify. To exit the report feature, click the Close or Log off Button in the Action Bar. Email Report from Report Preview As reports are generated (or run), they are presented in the Report Preview Window. The report data can be viewed on screen or printed, emailed or exported. To email the displayed report: 6. Click the Email Icon on the toolbar. Maintenance Connection Reporter Guide v5.0 61

7. The Email Report Dialog appears, prompting you to select a recipient and enter any desired message. 8. Enter the email address of the intended recipient in the To Address field. To select a recipient stored in your Maintenance Connection Address Book (or add an individual to the address book), click the To button: The Select Recipients Dialog will come forward. To select an individual already in the address book, highlight the individual s name in the recipient list and click the To-> Button. The recipient will be moved to the To Recipient List. To select an additional individual as a recipient, highlight the individual s name in the recipient list. Click the To->, Cc-> or Bcc-> Button to add this individual as a primary, copy or blind copy recipient. Click Apply to apply this selection and return to the Email Report Dialog. 9. If you wish to add additional recipients as copy or blind copy recipients, click the respective Cc... or Bcc... buttons and proceed as described in Step 3. 10. Select the priority for the email. The default setting is normal (no level of urgency defined). 11. The name of the report will be listed as the subject for the email. Edit this subject line if desired. 12. Enter a message to appear in the email content, directly above the report information. 13. If this is a work order report, you may be prompted to verify whether or not you wish to: Set Printed/Emailed To Yes. This option sets the Printed/Emailed Flag on the Work Order Detail Page/Tab. 14. Click Apply to send the email; Cancel to cancel the process. Once the email has been successfully sent, a message will be displayed indicating the email was sent to the intended recipient(s). 15. Click OK and you will be returned to the Report Preview window. Click the Close Button in the upper right hand corner to exit the report. Maintenance Connection Reporter Guide v5.0 62

Export Report from Report Preview As reports are generated (or run), they are presented in the Report Preview Window. The report data can be viewed and analyzed on screen or printed, emailed or exported. Any statement or report displayed in a Report Preview window can be exported. Custom formatted output, such as the Work Order statement, can only be output to a PDF or HTML file. Reports formatted in a more typical column and row fashion can also be exported to an.xls or.xml format. To create an export file of a report or report statement displayed in the Report Preview Window: 1. Click the Export Icon on the toolbar. 2. The Export Dialog will display prompting you to select a format. If the report displayed is custom formatted, only PDF or HTML formats will be available. 3. Click on the desired format. If you selected a PDF export, a new browser window will open displaying the report as a PDF. You can proceed to view, print or save the report as desired. When you are finished viewing the report, you can close the browser window to return to the Maintenance Connection Export Dialog. You can also navigate back to the Export Dialog without closing the PDF window if desired. If you selected any other option, your operating system will prompt you to indicate if you wish to save or open the file. Always click Save. A Save As dialog will display. Choose a location to save your file and enter a name for your file in the File Name Prompt. Click Save when you have entered your information. Once the file is created, you may receive a confirmation message and be given the opportunity to open the newly created download file. Maintenance Connection Reporter Guide v5.0 63

4. When you return to the Export Dialog, click the Close option in the upper right to exit and return to the Report Preview Window. Batch Reports Maintenance Connection includes a Batch Reporting Feature that allows you to generate multiple reports at one time. Batch reports must be run using default Report Criteria, as you will not be given the opportunity to modify the criteria as the reports are generated. Tip: Reports that are run together in a batch must be displayed on the same page of results in the Report List. As such, it is advisable to create a Report Group for reports that are to be run together. To run reports in a batch mode: 1. Open the Reporter so that the Report Lookup is displayed. 2. Select the Report Group from which you want to run a set of reports. All the reports to be run must be located in the same Report Group. 3. Click the Batch Mode indicator at the lower left of the dialog (below the Report Groups): 4. The Reports List will refresh with the ability to select reports in the list and the Action Bar will include a Run Batch Button. The Use Default Criteria indicator will automatically be set on and disabled, as default criteria must be used when running batch reports. 5. Click inside the checkbox for the first report to be included in the batch. 6. Continue to check additional reports displayed on this page that you wish to run together in a batch. Note: The reports to be run together must be displayed on the same page. If you navigate to a different page, the previously selected reports will no longer be selected. 7. When you have finished selecting reports to run, click the Run Batch Icon. Maintenance Connection Reporter Guide v5.0 64

8. Maintenance Connection will proceed to generate the report output and present the first report from the list in the Report Preview Window. 9. The Report Toolbar at the top of the Report Preview Window will display. The toolbar will not include options to modify Report Setup or Report Criteria. The toolbar will also have an additional control to allow you to navigate between designated reports: 10. To navigate to a different report, click the dropdown control and select the desired report (you can also use the arrows to move to the next/previous report): 11. The page will refresh with the content for the selected report. 12. As each report is displayed, you can use the standard toolbar options to print, email or export the displayed report. 13. When you are finished viewing the reports, you can click the Close Button on the right side of the Reports Toolbar. The Report Preview Window will close and you will be returned to the Report Lookup. Maintenance Connection Reporter Guide v5.0 65

Report Criteria Report Criteria are used to define which records will be displayed in a report. The defined Report Criteria filters or limits the results that are displayed. If no Report Criteria were defined for a report, all records from the selected report group would be displayed when the report was run. For example, a Work Order Listing without criteria would list ALL work orders retained in your system. Through the use of criteria defined in the Report Criteria Dialog, the data is filtered to limit the results that are displayed. For example, you might limit a Work Order report to only display work orders opened in the last month, or only closed work orders (year-to-date) from a particular repair center. Report Criteria can be modified and saved for individual reports. In addition, runtime changes to Report Criteria can be made to alter the results for a given report, without making this change permanent. Tip: Many reports in Maintenance Connection include fixed criteria that cannot be modified by end users. This ensures that important criteria cannot be modified inadvertently during report modification. Fixed criteria, which are defined on the Report Setup Advanced Tab, are displayed at the top of the Report Criteria Dialog. Contact Maintenance Connection Support if you need to modify a report s fixed criteria. The following sections describe how to define and use Report Criteria: Report Criteria Overview (Accessing and Feature Overview) Define Report Criteria (Expressions to Filter Data) Custom Runtime Criteria Report Criteria Tips and Troubleshooting Maintenance Connection Reporter Guide v5.0 66

Report Criteria Overview Report Criteria, which filters the records that will be included in a report, are specified on the Report Criteria Dialog. The dialog provides intuitive prompts to help you define the criteria. The exact appearance of the Report Criteria Dialog will depend on the report being run. The list of fields that can be used to create your criteria will vary dependent on the type of report. In the above example, fields related to identifying and filtering for assets are available. In most reports, there are more fields available than can fit in the allocated space. Use the vertical scroll bar to view additional fields. If the report includes Fixed Criteria, this will be displayed at the top of the dialog: Many reports in Maintenance Connection include fixed criteria that cannot be modified by end users. This ensures that important criteria cannot be modified inadvertently during report modification. In the above example, the report has fixed criteria ensuring that only open work orders are included. Maintenance Connection Reporter Guide v5.0 67

Tip: Contact Maintenance Connection Support if you need to change the fixed criteria defined for a report. Each row on the Report Criteria Dialog allows you to define an expression that will indicate which records to include (or exclude) on the report. The more expressions that are defined, the more filtered your results will be. Values that are left blank are ignored when the report is run. In the following example, since no expression is defined for Classification, all classifications that meet the remaining criteria that you specified would be included. There are three additional controls on the Report Criteria Dialog: The Save Criteria Checkbox allows you to save changes that you have made to Report Criteria. Saved report criteria for a given report is called the Default Criteria and will be used each time the report is run. If you only wish to have the changes you are specifying used for this single execution (run) of the report, ensure the Save Criteria indicator is not checked. The criteria you have entered will not be saved for future use. The Display Criteria on Report indicator allows you to display the defined criteria in the Report Preview Window. This ensures that viewers of the report will know which records have been included. Following is an example of criteria that has been displayed on a report: Maintenance Connection Reporter Guide v5.0 68

If you do not wish to have the Report Criteria displayed, remove the check from the indicator. The More Option below the field list allows you to define custom criteria for this run of the report. Custom criteria allow you to create expressions using fields not listed on the dialog. It should be noted that Custom Criteria are only in effect for the current run of the report; they cannot be saved as default criteria. Refer to the sections on Defining Criteria Expressions and Custom Criteria for more information on using this dialog. Refer to the sections on Running Reports and the Report Preview Window for more information on running reports. Defining Criteria (Expressions to Filter Data) The Report Criteria Dialog allows you to define a series of expressions to filter your report data. Each row on the Report Criteria Dialog allows you to define an expression that will indicate which records to include on (or exclude from) the report. The more expressions that are defined, the more filtered your results will be. Values that are left blank are ignored when the report is run. Tip: If you need to add an expression based on a field that is not displayed in the dialog, you can create custom criteria using the More link. The fields that are listed in the dialog are those that would be commonly used in generating the report. For example, the following prompts might be displayed for a work order report: Maintenance Connection Reporter Guide v5.0 69

For each field listed, prompts are provided to create a logical expression to filter your data. As with this example from a work order report, each expression that is used to define your criteria has three parts. The field on which the expression will be based (Target Date in the above example). The value that the expression must meet (Current Year in the above example). The control that defines the relationship between the field and the value ( is within 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 return all work orders with target dates within the current year. 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. Date Fields: Date fields contain only properly formatted dates. Date field examples include: Target Date, Warranty Expiration Date, Assignment Date, etc. Maintenance Connection Reporter Guide v5.0 70

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 Report Criteria Dialog, indicator fields have a question mark (?) at the end of the field prompt. Examples of indicators include: Assigned?, Open? Warranty?, Printed/Emailed?, etc. Text Fields Report 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. Report Criteria Expressions based on validated text fields allow you to select the acceptable values from a list. If only one value has been defined for a field it will be displayed. If more than one value has been defined, the expression will indicate <Multiple Values>. Text fields that allow free form entry (and are thus not validated) simply provide a field prompt to enter the desired value. No dropdown options will be available: The following sections describe how to define different types of report criteria expressions: Defining an expression for a field connected to a lookup table: The work order status field is an example of a field validated by a lookup table. For this type of field, the options stored in the lookup table will be available in the dropdown for selection. Maintenance Connection Reporter Guide v5.0 71

Defining an expression for a field connected to a module lookup: The Repair Center field is an example of a field validated by a module lookup. 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). The dropdown values displayed will look similar to those listed for this Repair Center example: Defining an expression for a free form text field (one not validated): 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. Connected to a Lookup 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 and an option to only select records in which a value exists. To define a Report Criteria Expression for a text field validated by a lookup table: Maintenance Connection Reporter Guide v5.0 72

1. Locate the field for which you want to specify report criteria. 2. Indicate whether or not the field should possess the specified value from the is/is not dropdown next to the field name: Selecting is will return all records where the field matches the value (e.g., Status is Issued would return all records in which the value for status was Issued ). Selecting is not will only return records in which the field does not possess the specified value (e.g., Status is not Issued would return all records in which the value for status is something other than Issued ). 3. To select a single value for the field: Open the dropdown that provides options for this field and select the desired value. The dropdown will close and the value will be listed on the Report Criteria Dialog: 4. To select multiple values for the field, choose the Select Multiple option from the dropdown: A dialog will open prompting you to select the values you wish to include. Maintenance Connection Reporter Guide v5.0 73

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: 5. To indicate that only records that possess a value for the field (records in which the field is not blank or empty), open the dropdown and select the Value Exists option: Maintenance Connection Reporter Guide v5.0 74

The dialog will close and the field you have modified will indicate: Values Exist : 6. Specify criteria for additional fields validated by a lookup table using the above instructions. Refer to the following sections for further instructions on creating report criteria for: Fields connected to a module lookup Free form entry text fields Date Fields Numeric fields Indicators (check box 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, and offer special options to indicate that a value exists or that the record corresponds to user information or user favorites: To define a Report Criteria Expression for a text field connected to a Module Lookup: 1. Locate the field for which you want to specify report criteria. Maintenance Connection Reporter Guide v5.0 75

2. Indicate whether or not the field should possess the specified value from the is/is not dropdown next to the field name: Selecting is will return all records where the field matches the value (e.g., Shop is Electrical would return all records in which the value for shop was Electrical ). Selecting is not will only return records in which the field does not possess the specified value (e.g., Shop is not Electrical would return all records in which the value for shop is something other than Electrical ). 3. 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 Report Criteria Dialog with the selected value displayed. 4. To select multiple values for the field, choose the Select Multiple option from the dropdown: The respective Module Lookup will open, allowing you to select your 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. Maintenance Connection Reporter Guide v5.0 76

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. When you are finished designating records to include in your report 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: 5. To indicate that only records that possess a value for the field should be included (records in which the field is not blank or empty), open the dropdown and select the Value Exists option: The dialog will close and the field you have modified will indicate: Value Exists : 6. To select records that correspond to the user running the report, select the available user option: The exact options will depend on the field. For example, for the repair center field, this selection would return all work orders that have the same Repair Center specified as the user running the report. For the requester field, this entry would return all work orders requested by the user running the report. Maintenance Connection Reporter Guide v5.0 77

7. To select records that have been defined as favorites by the user running the report, choose the User Favorites option: 8. Specify criteria for additional fields validated by a Module Lookup using the above instructions. Refer to the following sections for further instructions on creating report criteria for: Fields connected to a lookup table Free form entry text fields Date Fields Numeric fields Indicators (check box fields) Free Form Entry Text Fields To define a Report Criteria Expression for a free form text field (one that is not validated by a lookup): 1. Locate the field for which you want to specify report criteria. 2. The options in the dropdown that define the relationship between the field and the specified text 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 213456. Maintenance Connection Reporter Guide v5.0 78

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. 3. Enter the value the field should possess. For example, a prompt for the serial number field in the asset module might look like this: 4. Specify criteria for additional fields as needed. Refer to the following sections for further instructions on creating report criteria for: Fields connected to a lookup table Fields connected to a module lookup Date Fields Numeric fields Indicators (check box fields) Date Fields Report Criteria Expressions based on date fields offer extensive options to dynamically generate timely report data. 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: Maintenance Connection Reporter Guide v5.0 79

The first two options ( is within and is not 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: 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. Refer to the section on Defining Expressions for Date Fields for specific instructions on formatting report criteria for dates. Expressions for Date Fields To define a Report Criteria Expression for a date field: 1. Locate the field for which you want to specify report criteria. Maintenance Connection Reporter Guide v5.0 80

2. Select the type of date filtering to be performed from the available dropdown. The options in the dropdown that define the relationship between the field and the specified date values are as follows: To specify a date range from available prompts, select is within or is not within. Selecting is within will allow you to select a date range from the dropdown. For example: Target Date is within Next 14 Days. Selecting is not within will allow you to select a date range from the dropdown that will indicate the date range to be excluded. For example: Target Date is not within Next 30 Days. To enter a specific date or date range, without using available prompts, select from one of the additional options displayed: Selecting is will allow you to specify/enter a specific date that the field should possess. For example: Target Date is 09/01/2008. Selecting is between will prompt you to enter two specific dates to define your own date range. For example: Target Date is between 09/15/2008 and 09/30/2008. Selecting is not between will prompt you to enter two specific dates to define your own date range to exclude. For example: Target Date is not between 09/15/2008 and 09/30/2008. Selecting is after will allow you to specify/enter the specific date that the field value should follow. For example: Target Date is after 09/01/2008. Selecting is before will allow you to specify/enter a specific date that the field value should precede. For example: Target Date is before 09/01/2008. Selecting is not will allow you to specify/enter a specific date to exclude. For example: Target Date is not 09/01/2008. Tip: Dates can be entered as mm/dd/yyyy or m/d/yyyy or m/d/yy. For example, September 1 st, 2008 can be entered as 09/01/2008 or 9/1/08. 3. Designate the value (or values) for the date (or date range). To select an available date range (for expressions based on is within or is not within ); select the value from the dropdown. For example: Maintenance Connection Reporter Guide v5.0 81

Note: Refer to the section on Date Range Prompts for additional explanations of the options available. To specify a single date (for expressions based on is, is not, is before or is after ), enter the date. For example: To specify multiple dates (for expressions based on is between and is not between ), enter two dates. For example: 4. Specify criteria for additional fields as needed. Refer to the following sections for further instructions on creating report criteria for: Text Fields Numeric fields Indicators (check box fields) Date Range Prompts Extensive options are available from the dropdown displaying the prompts available for date expressions that use the is within and is not within options. 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: Maintenance Connection Reporter Guide v5.0 82

Option Today/ Yesterday Examples 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. Last 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 : Maintenance Connection Reporter Guide v5.0 83

Option All/ Next Examples 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: Days from Expiration 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 Fields Report 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 report criteria expression. Maintenance Connection Reporter Guide v5.0 84

To define a Report Criteria Expression for a numeric field: 1. Locate the field for which you want to specify report criteria. 2. Select the type of filtering to be performed from the available dropdown. 3. Designate the value for the numeric expression. For example, to filter for purchase orders with total costs greater than $500.00, you would enter 500 in the field prompt: 4. Specify criteria for additional fields as needed. Refer to the following sections for further instructions on creating report criteria for: Text Fields Date Fields Indicators (check box fields) Examples of Report Criteria Expression for Numeric Fields To filter for assets with a cost of less than $5,000: Maintenance Connection Reporter Guide v5.0 85

To filter for purchase orders with a cost greater than $1,000: To filter for work orders with 10 assigned hours: Indicators/Checkbox Fields 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/emailed. Report Criteria Expressions for indicator (checkbox) fields allow you to specify whether or not the indicator is true (or set on ). In the Report Criteria Dialog, indicator fields have a question mark (?) at the end of the field prompt, such as the following: To define a Report Criteria Expression for an indicator field: 1. Locate the field for which you want to specify report criteria. 2. The dropdown to define the type of filter is always set to is for indicator fields: Maintenance Connection Reporter Guide v5.0 86

3. Designate whether the indicator should have a yes or no value: will return work orders that have not been assigned. will return work orders that have been approved. 4. Specify criteria for additional fields as needed. Refer to the following sections for further instructions on creating report criteria for: Text Fields Date Fields Numeric Fields Custom Runtime Criteria If you wish to create report criteria for a field not listed in the Report Criteria Dialog, you can create custom criteria using the More Option below the field list. Maintenance Connection Reporter Guide v5.0 87

Custom criteria are only in effect for the current run of the report; they cannot be saved for permanent use. If a custom expression is important for a specific report, it will need to be added each time the report is run. Tip: Contact Maintenance Connection Support if you need to make a permanent change to the prompts available for a report (or to alter a report s fixed criteria). To create custom criteria: 1. Click the More option below the field list: 2. The Report Criteria Dialog will refresh with two additional prompts to enter custom criteria: 3. To add a custom report criteria expression, click the first dropdown on the left to designate the field. A dropdown will display, listing all fields available for this type of report in [Table] Field Order. 4. Scroll through the list until the desired field is located. Click on the field to select it. Maintenance Connection Reporter Guide v5.0 88

5. In the next dropdown, select how the field value will be evaluated (the relationship between the field and the value designated). The options that will display will depend on the type of field specified. In the above example, a numeric field was specified, which provides the following prompts: 6. In the third column, designate the value that the field should possess. In our example, if we would like to report on work orders with actual hours that exceeded 100, we would enter 100 in the field, and the expression would look like the following: 7. Repeat steps 3-6 for the second custom criteria field. Note: When custom criteria are identified, you will have to enter a specific value for the field; dropdown (or module lookup) values will not be available. For more information on defining report criteria expressions, refer to the following sections: Report Criteria Overview Defining Criteria (Expressions to Filter Data) Maintenance Connection Reporter Guide v5.0 89

Report Setup Report Setup defines the layout or presentation of the report. In most Maintenance Connection reports, significant control is allowed for report setup. In addition to defining the fields to display, you can alter many aspects of report presentation including sort order and grouping, layout, format and style. You can even add charts to your reports, define smart elements and create summary calculations. Report setup also allows you to define any scheduling for the report (automatic email and generation) and report access (groups and security). Note: Maintenance Connection includes some reports that require customized layout and special formatting, such as Work Order Statements. The presentation of these reports cannot be modified in the Reporter. You can, however, access the Report Setup Dialog to modify report groups, automation settings and security. Refer to the following sections for more information on Report Setup: Report Setup Overview Summary Info and Display Fields/Columns Sort/Group Tab Layout Tab Style/Format Tab Chart/KPIs Tab Sub-Reports Tab Smart Elements Tab Schedule Tab Groups (Report Groups) Tab Security Tab Advanced Tab Maintenance Connection Reporter Guide v5.0 90

Report Setup Overview Report Setup options can be accessed from the Report Lookup or from the Report Preview Window. In most cases it is preferable to run the report and access the setup options from the Report Preview Window. This method allows you to make changes and then return to the Report Preview to see the impact of your modifications. This process can be continued until the report appearance is as desired. Note: Report Setup is also often accessed through the Copy Report Feature. As the report is copied, the Report Setup Window is displayed, allowing you to modify the setup of your new report. Refer to the following sections for more information on Report Setup: Access Report Setup Report Setup Window Access Report Setup To modify the setup parameters of an existing report: 1. Locate the report to be modified using the features available from the Report Lookup. You can search by report group and further filter your list by specifying a repair center, report type or search by expression. 2. To access the Report Setup Dialog for this report, select the report name and do one of the following: To display the report in the Report Preview Window, which provides the best framework to modify setup and view your changes: Click the Use Default Criteria indicator below the list of report groups, if you wish to use the default criteria defined for this report. With this indicator checked, the report will be presented in the Report Preview Window without first providing an opportunity to modify the Report Criteria. Click the Run Report Button on the Action Bar (or double click the report name). Proceed to Step 3. To go directly to the Report Setup Dialog, click the Setup Report Button on the Action Bar. Proceed to modify the Report Setup as needed. Maintenance Connection Reporter Guide v5.0 91

Note: You can also right click on the report name and select Run or Setup. 3. If the indicator was checked to Use Default Criteria the report will generate and display in the Report Preview Window (skip to step 5). If this indicator was not checked, the Report Criteria dialog will display, prompting you to verify or change the Report Criteria. 4. When you have finished defining Report Criteria, click the Apply Button. 5. The report will generate and open in the Report Preview Window. To modify the setup of the report, click the Setup Icon in the Reports Toolbar. Note: Maintenance Connection includes some reports that require customized layout and special formatting, such as Work Order Statements. The presentation of these reports cannot be modified in the Reporter. If no Setup Icon is displayed, the currently displayed report is custom formatted. If you still need to access Report Setup options to modify report groups, automation settings or security: Return to the Report Lookup, select the report name and click the Report Setup Button. 6. The Report Setup Window will display, providing options to modify the report. Note: Report Setup is also accessed through the Copy Report Feature. As the report is copied, the Report Setup Dialog is displayed, allowing you to modify setup as needed. Report Setup Window The Report Setup Window displays summary information about the report, lists the fields defined for display and includes tabs to modify report setup: Summary Info and Field Definition: The area at the top of the report is used to define summary information such as the report name. Directly below this summary information are controls to define fields (typically columns) displayed in the report. Maintenance Connection Reporter Guide v5.0 92

Directly below the field list are a series of tabs that allow you to control the setup and presentation of the report. Note: Maintenance Connection includes some reports that require customized layout and special formatting, such as Work Order Statements. The presentation of these reports cannot be modified in the Reporter. As such, for these reports, field definition will not be available and only tabs for Schedule, Groups, Security and Advanced will be displayed. Sort/Group Tab: The Sort/Group Tab allows you to define up to five levels of sorting and grouping. For each defined grouping, you can determine if totals should be displayed and whether or not a page break should occur (printed output). Layout Tab: The Layout Tab provide general report layout controls (e.g. horizontal vs. vertical) and provides numerous settings to determine what information should be included in the report display (e.g., show report criteria, display column lines, display chart only). Style/Format Tab: The Style/Format tab allows you to define general report style (style sheet, font, etc.) and includes options to define conditional formatting for columns in the report. Charts/KPIs: The Charts/KPIs tab allows you to define up to three charts for display on the report, in addition to one KPI group. Formatting options are available for each chart display. Sub-Reports: The Sub-Reports Tab provides options to define up to five sub-reports for display in the report. Sub-reports provide additional detail about individual records in the report. For example, a report that listed work orders might include a sub-report that displayed costs breakdowns below each work order. Maintenance Connection Reporter Guide v5.0 93

Smart Elements Tab: The Smart Elements Tab allows you to define smart elements for the report. Schedule Tab: The Schedule Tab, which requires the Maintenance Connection Service Agent, provides options to automate generation and distribution of this report through email. Groups Tab: The Groups Tab allows you to specify which report groups should include this report. Security Tab: The Security Tab provides an option to lock the report from all but specifically defined access groups. Locking the report ensures that the setup cannot be modified. Advanced Tab: The Advanced Tab includes advanced settings that are typically only used by Maintenance Connection Support Staff. Summary Info and Report Field Definition The top of the report displays the report name, which entity manages the report and the default report format. This information can only be edited for copied reports. If editable, the report name and managed by controls can be changed as desired. Directly below this summary information are controls to define the fields (columns) that will be displayed on the report. Maintenance Connection Reporter Guide v5.0 94

Refer to the following sections for more information on the definition of fields: Add/Remove/Edit Fields (Columns) to Display Order of Display Fields (Columns) Report Field Options (Edit Field Properties) Report Fields (Columns) to Display The fields to display on the report are defined using the Available and Display Boxes at the top of the Report Setup Window: When the report is shown in the Report Preview Window it will include all fields listed in the Display List, in the order shown. For the most commonly defined report layout (horizontal), the fields represent columns that will be displayed horizontally across the report. The following example shows the display for a report with the fields specified above: In a report designed for vertical display (see Layout Tab), the same field selection would result in the following, with the fields for each record displayed as rows instead of columns: Maintenance Connection Reporter Guide v5.0 95

To modify the fields displayed on a report: 1. Determine the fields to be displayed. 2. To add a new field to the display, scroll through the available fields list on the left to locate the field to be added. The fields will be listed with the table name in brackets, followed by the field name. The available fields will depend on the type of report; they will be logical for the given report. For example, for work order reports, fields from the [Asset] and [Work Order] tables will be available. For asset reports, fields from the [Asset] and [Asset Hierarchy] tables will be available. Click on the field name to select it for addition to the report. The selected field name will be highlighted: To move the selected field to the Display List, click on the Move Arrow ( ) or double click on the field name. Note: To select multiple fields from the Available Fields List, hold down the CTRL Key while making your selections. The field will be moved to the bottom of the Display List on the right. Maintenance Connection Reporter Guide v5.0 96

To reposition the display of this field (change the order in which it is displayed), highlight it and use the up/down arrow controls until it is located as desired. 3. To remove a field from the Display List, select it and click the Remove Arrow ( ) or double click on it. If the Parent Location field (from the Asset Hierarchy Table) was removed in the above example, the resulting display list might look as follows: 4. To save the changes specified, click the Apply Button. Maintenance Connection Reporter Guide v5.0 97

5. If you accessed Report Setup from the Report Preview Window, the revised report will display in the window. In the above example, the new report might look as follows (with the In Service indicator field added and the Parent Location field removed): Note: If you accessed Report Setup from the Report Lookup, you will simply be returned to the Report Lookup. For further instructions on options for field display, refer to the following sections: Order of Display Fields: Instructions for changing the display order for fields (columns) on the report. Report Field Options (Edit Field Properties): Instructions for applying special formatting to the field on the report. Formatting options include changing the field label (column header), creating blank (fill in) columns, setting total options, applying a unique style to the column (color, outline, etc.). Advanced Reporting Options: The Report Field Options Dialog also supports advanced report setup features, including smart actions, summary calculations (aggregate functions) and pivot tables. Order of Display Fields (Columns) The display order of fields is defined by sequencing the list in the Display Fields Box at the top of the Report Setup Window: Maintenance Connection Reporter Guide v5.0 98

For the most commonly defined report layout (horizontal), the fields represent columns that will be displayed horizontally across the report. The following example shows the display for a report with the fields specified above: In a report designed for vertical display (see Layout Tab), the same field selection would result in the following, with the fields for each record displayed as rows instead of columns: To modify the order of field display: 1. Click on the field to be re-ordered in the Display Fields Box: Maintenance Connection Reporter Guide v5.0 99

2. To reposition the display of this field, use the up/down arrow controls until it is located as desired. 3. To save the changes specified, click the Apply Button. 4. If you accessed Report Setup from the Report Preview Window, the revised report will display in the window. In the above example, the new report might look as follows (with the Parent Location field moved before the Repair Center): In a vertical report display, the change might appear as follows: Maintenance Connection Reporter Guide v5.0 100

Note: If you accessed Report Setup from the Report Lookup, you will simply be returned to the Report Lookup. Report Field Options (Edit Field Properties) There are numerous options to apply special formatting to fields displayed on reports. The properties that can be modified for a given field are displayed on the Report Field Options Dialog, accessible using the Edit button below the field list in the Setup Window. To access the Report Field Options to modify field properties: 1. Click on the field from the Display List that you wish to modify. 2. With the desired field selected, click on the Edit Button below the list. 3. The Report Field Options for the selected field will be displayed. Maintenance Connection Reporter Guide v5.0 101

The Report Field Options Dialog supports the following features: Change Field Label: The label describing the field on the report can be changed as needed. Column Formatting: Special formatting, such as color highlights or outlines, can be applied to the column in which the field is displayed (or row if it is a vertical/profile report). Maintenance Connection Reporter Guide v5.0 102

Blank Column: Columns can be specified for fill in blank formatting to allow end users to enter data onto a printed report. Total Options: Numeric fields can be specified to total at designated groupings and the end of the report. By default, all numeric fields will default to total at any specified report grouping. Advanced Field Settings: The Field Options dialog also supports advanced report setup features, including smart actions, summary calculations (aggregate functions), pivot tables and custom expressions/calculated fields. For more information on advanced reporting features, see: Advanced Reporting Tips. Change Field Label The Report Field Options Dialog, accessible from the Report Setup Window, allows you to modify the label that describes the field (column header for most reports). The change specified will only be reflected on this report. The change will not affect data elsewhere in Maintenance Connection. In the following example, the column headers for Replacement Cost and In Service? are field labels that can be changed. To modify a field label: 1. Click on the field from the Display List that you wish to modify. Maintenance Connection Reporter Guide v5.0 103

2. With the desired field selected, click on the Edit Button below the list. 3. The Report Field Options for the selected field will be displayed. 4. The currently defined field label will be listed in the Field Label Box. This value is retrieved from the Maintenance Connection Data Dictionary and cannot be modified. 5. To change the label that is displayed for this field in the report, enter the preferred label in the Field Label (Custom) Box. For example, to use the label Cost instead of Replacement Cost, you would enter Cost in the field: 6. To apply the new field label, click the Apply Button at the bottom of the dialog. 7. You will be returned to the Report Setup Window. To save your change and view it in the report, click the Apply Button at the bottom of the Report Setup Window: 8. The Report Preview Window will display showing the new label. As can be seen, the Replacement Cost label has been changed to Cost. Maintenance Connection Reporter Guide v5.0 104

Note: If you accessed Report Setup from the Report Lookup, you will simply be returned to the Report Lookup. Customize Column Format The Report Field Options Dialog, accessible from the Report Setup Window, allows you to customize the style of the column in which the field is displayed. You can apply special formatting such as borders or background colors. In the following examples, the same report data is displayed with and without special formatting for the Replacement Cost column. Maintenance Connection Reporter Guide v5.0 105

To customize the format for a column: 1. Click on the field you wish to modify from the Display List: 2. With the desired field selected, click on the Edit Button below the list. 3. The Report Field Options for the selected field will be displayed. 4. Click the Format dropdown to view the available format options: Maintenance Connection Reporter Guide v5.0 106

5. Select the desired format from the dropdown. For example, you could select Orange Border to have the values for the field outlined in an orange border: 6. Maintenance Connection will automatically display the required html style tag in the Format Style Box below the dropdown: Note: Advanced users who know how to format HTML Style Tags can enter desired formatting directly into the Format Style Box. 7. To apply the new format, click the Apply Button at the bottom of the dialog. 8. You will be returned to the Report Setup Window. To save your change and view it in the report, click the Apply Button at the bottom of the Report Setup Window: 9. The Report Preview Window will display showing the new column style. As can be seen, the values in the cost column now display with an orange border: Maintenance Connection Reporter Guide v5.0 107

Note: If you accessed Report Setup from the Report Lookup, you will simply be returned to the Report Lookup. It should be noted that you can also enter HTML format directly into the Format Style Box. For example, if you wish to limit the width of a column to 25 pixels, you could enter: Format Style: width: 25px Tip: You can also apply conditional formatting to column data. As an example, you could create conditional criteria that would make the Replacement Cost field colored or bordered only if the cost was greater than $100.00 for the given record. Conditional formatting is performed on the Style/Format Tab. Create Blank Fill In Column The Report Field Options Dialog, accessible from the Report Setup Window, allows you to create an empty fill in the blank column to allow end users to enter data onto a printed report. In the following example, a report was created with a fill in column for in service to allow technicians to verify if assets are currently in service: Maintenance Connection Reporter Guide v5.0 108

To create a blank fill in column: 1. Click on the field from the Display List that you wish to use for the fill in column. Note: You can use any field to create a fill in column, as there will be no field values displayed. It is common to select a User Field and then re-label the column. 2. With the desired field selected, click on the Edit Button below the list. 3. The Report Field Options for the selected field will be displayed. Maintenance Connection Reporter Guide v5.0 109

4. If you wish to enter a different label for the column than the one displayed, enter the new label in the Field Label (Custom) field. 5. Toward the bottom of the dialog a control is displayed to create a Blank Line if Selected. To have this field displayed with fill in boxes, instead of the current field value, click Yes. 6. To apply the new setting, click the Apply Button at the bottom of the dialog. 7. You will be returned to the Report Setup Window. To save your change and view it in the report, click the Apply Button at the bottom of the Report Setup Window: 8. The Report Preview Window will display showing the fill in column. Maintenance Connection Reporter Guide v5.0 110

Note: If you accessed Report Setup from the Report Lookup, you will simply be returned to the Report Lookup. Setting Numeric Totals The Report Field Options Dialog, accessible from the Report Setup Window, allows you to specify whether or not numeric fields should be totaled at specified groupings (and at the end of the report). The determination as to whether or not totals will be displayed for numeric fields is based on settings made on the Sort/Group Tab and the Report Field Options Dialog. Numeric fields are typically set to total at the end of a report and at any defined groupings (for which totals have been specified). Maintenance Connection Reporter Guide v5.0 111

To modify the total setting for a numeric field: 1. Click on the field from the Display List that you wish to modify. 2. With the desired field selected, click on the Edit Button below the list. 3. The Report Field Options for the selected field will be displayed. Maintenance Connection Reporter Guide v5.0 112

4. Modify the total if selected setting as needed: To include a total at the end of the report (and at any defined groupings which are set to total ), ensure the setting indicates Yes : To remove any total calculations, ensure the setting indicates No : Note: Setting this field to no will ensure that there are no totals displayed for this field/column at any defined groupings or at the end of the report. This setting takes precedence over the setting on the Sort/Group Tab (which applies more generally to all fields on the report). 5. To apply the new setting, click the Apply Button at the bottom of the dialog. 6. You will be returned to the Report Setup Window. To save your change and view it in the report, click the Apply Button at the bottom of the Report Setup Window: 7. The Report Preview Window will display showing the field without designated totals, if so specified. Maintenance Connection Reporter Guide v5.0 113

Note: If you accessed Report Setup from the Report Lookup, you will simply be returned to the Report Lookup. Sort/Group Tab The Sort/Group Tab, which is displayed by default when you access the Report Setup Window, allows you to define up to five levels of sorting and grouping. Records in the report will be ordered in the sort order specified. For each sort order defined, you can designate whether the sort should be ascending or descending. If a sort field is specified to group, all records of the same type (sort value) will be grouped together. In the above example, all records of the same classification are grouped together. A group header, specifying the sort/group field, is listed in a bar above the records. If specified to total, the total number of records will be listed at the end of the group and numeric fields will be Maintenance Connection Reporter Guide v5.0 114

summed. For sub-groupings, the header will specify each level of grouping comprising that sub-group. For example, if the above report was set to group by Asset Classification and then sub-group by Repair Center, the sub-group header might look as follows: To define report sorting and grouping: 1. Ensure you are viewing the Sort/Group Tab of the Report Setup Window. 2. Open the Sort Field Dropdown for the sort level to be specified. You should begin with Sort Field 1 when defining sort order to ensure the choices are logical. The dropdown will list all available sort fields for this type of report. The following information is useful for locating fields in the sort field dropdowns: The first value in the dropdown is always, None, allowing you to remove a sort designation. The fields are ordered by table, with tables listed in alphabetical order. For an asset report, the fields from the Asset Table would come first, followed by fields from the Asset Hierarchy Table. For a work order report, the list would be ordered by Asset Table, followed by Asset Hierarchy Table, ending with the Work Order Table. Within each table, the fields are listed in alphabetical order. Each field is listed in [Table] Fieldname format, such as [Asset] Asset Name or [Work Order] Priority. For most fields, an option to sort the field in descending order is available: Maintenance Connection Reporter Guide v5.0 115

3. Select a desired value (field) from the sort field dropdown. 4. Indicate whether or not data for this sort field should be grouped together. To have records corresponding to this sort field grouped together, ensure the Group indicator is checked (click indicator to check). If the records should not be grouped together, ensure there is no check in the indicator. 5. If the sort field is marked for grouping, the three additional indicators to the right of the Group indicator will be enabled. If the sort field is not marked for grouping, these indicators will be disabled, as they apply only to grouped records. If the sort field is not set for grouping, skip to Step 9. 6. To provide a page break at the end of each group (applies to printed output only), ensure the Page Break indicator is checked. Tip: To have the page header repeated with each new group that begins on a new page, check the Repeat header on page break indicator on the Layout Tab. 7. The Custom Header indicator lets you define a custom header to appear in the row above each group. If no custom header is specified, the value in the field will Maintenance Connection Reporter Guide v5.0 116

be listed, which is sufficient for most sort fields (e.g., for a group based on Shop, the header bar might say Electrical Shop ). To define a custom header (or remove a custom header definition already defined), click the Custom Header Indicator. The Custom Header Dialog will come forward: To use a custom header, ensure the Use Custom Header for Group indicator is checked. To remove a custom header definition, ensure the indicator is not checked. If making a new designation or changing the existing header, select an option available in the list. Click the Apply Button. You will be returned to the Sort/Group Tab with the chosen header specified. Tip: The Custom Header options include several useful selections for aggregating data, such as listing all dates from the same Month together, with a header specifying the month. 8. To total numeric fields included in the report (and provide a count of records in the group footer), ensure the Total Indicator is checked. It should be noted that totaling can be disabled for individual fields, even if this indicator is set on, using the option available on the Report Field Options Dialog. 9. When you are finished designating options for this sort field, you can proceed to define the next sort level, using the instructions outlined in Steps 2-7. Tip: If you define a sort field that makes a later sort illogical, the subsequent sort will be removed. Maintenance Connection Reporter Guide v5.0 117

10. When you are finished specifying sort fields, you can proceed to set other options using available tabs in the Report Setup Window. 11. To save your changes, click the Apply Button at the bottom of the Report Setup Window. Layout Tab The Layout Tab of the Report Setup Window provides general report layout controls (e.g. horizontal vs. vertical) and provides numerous settings to determine what information should be included in the report display (e.g., show report criteria, display column lines, display chart only). To modify the layout of a report: 1. Use the options available to: Indicate whether the report should have a Horizontal or Vertical Layout. Set the Summary/Detail Controls that indicate whether or not detail records should be displayed (or only totals should be shown). Maintenance Connection Reporter Guide v5.0 118

Set the Report Layout Indicators that determine what information should be included in the report display (headers, criteria, charts, photos and column lines). Modify the Page Size and Width settings if necessary. 2. When you are finished specifying options on the Layout Tab, you can proceed to set other options using available tabs in the Report Setup Window. 3. To save your changes, click the Apply Button at the bottom of the Report Setup Window. Horizontal/Vertical Layout On the left side of the Report Layout Tab are options that control whether the report will be displayed horizontally (like a list) or vertically (like a profile). Most reports are formatted as Horizontal, such as the following asset listing. Each record appears in a list format with defined fields included as columns in the list. In contrast, the same report set to display as Vertical might appear as follows: Maintenance Connection Reporter Guide v5.0 119

In this Vertical report format, each record is displayed individually with fields listed vertically for the given record. When reports are formatted as Vertical, you can specify the number of columns to display (1 or 2), and whether or not a page break should occur between records (in printed output). In the above example, the report was set to display in 1 Column, with the next record displayed directly below the previous record. In the following example, the same report is set to display in 2 Columns : Maintenance Connection Reporter Guide v5.0 120

Summary/Detail Reports In the middle of the Report Layout Tab are options that determine whether the report is a Detail or Summary Report. The majority of Maintenance Connection reports are Detail Reports, listing records from the system. Detail reports that have been grouped on the Sort/Group Tab will have records from the same group listed together, providing totals/calculations as specified. Following is an example of a typical detail report that has been grouped by Asset Classification and Repair Center. Maintenance Connection Reporter Guide v5.0 121

Detail Reports can be defined to only display totals (using the Totals Only indicator). By turning on the Totals Only indicator, the above report can be modified to only display the total calculations for each defined group. Text fields that involve no total calculations (such as the purchase date field displayed above) are excluded from the report: Summary Reports are used when aggregate calculations are performed, such as averages or counts. The following example is a monthly report that calculates closed work order count, total costs and average costs (by shop). Maintenance Connection Reporter Guide v5.0 122

It should be noted that Summary Reports use advanced reporting features that are typically only modified by Maintenance Connection Support Staff. For additional information, see: How do I set up a summary report with aggregate calculations (averages, counts, etc.)? Tip: Reports should never be changed from a Detail Report to a Summary Report. This control is displayed more for informational purposes, allowing you to locate a summary report to use for copying and modifying. Report Layout Indicators On the right side of the Report Layout Tab are a series of indicators that determine what information should be included in the Report Preview Window. These indicators can be described as follows: Maintenance Connection Reporter Guide v5.0 123

Display Report Header The Display Report Header Indicator determines whether or not the report title should be displayed in the upper right corner of the Report Preview Window. If the indicator is set on (checked), the report title and date/time prepared will be listed. If the report includes an editable field, hot keys for editing will also be displayed in green below the report title: Display Report Description The Display Report Description Indicator determines whether or not a defined report description should be displayed under the title in the upper right corner of the Report Preview Window. If the indicator is set on (checked), the report description will be displayed in blue below the title: Report descriptions can be defined on the Advanced Tab of the Report Setup Window. Tip: The report description will not show unless the Display Report Header is also checked. Maintenance Connection Reporter Guide v5.0 124

Display Report Criteria and Display Photos in Report Criteria The Display Report Criteria Indicator determines whether or not the report criteria in effect should be displayed in the Report Preview Window. If the indicator is set on (checked), the report criteria will be displayed in a box below the report header and any defined charts. This information ensures that report viewers know which records are included in the report. The Display Photos in Report Criteria Indicator determines if photos should be displayed in the Report Criteria Box. If set on, the report criteria dialog will display photos of the records included on the report (e.g. a photo of assigned individuals, assets, etc.). Note: The setting to determine whether or not Report Criteria should be displayed is also available from the Report Criteria Dialog. Display Format Criteria The Display Format Criteria Indicator determines whether or not conditional formatting in effect should be displayed in the Report Preview Window. If the indicator is set on (checked), the format criteria will be displayed in a box below the report criteria. This information ensures report viewers understand the logic behind any conditional formatting. In the following example, conditional formatting was defined to highlight the Target Date column with a blue border/box if it occurred after 06/01/08. Maintenance Connection Reporter Guide v5.0 125

Note: Special (conditional formatting) is defined on the Style/Format Tab. Display Chart(s) Only and Display Column Lines The Display Charts Only Indicator allows users to specify that only defined charts should be displayed in the Report Preview Window. If the indicator is set on (checked), only defined charts will be displayed. The records (data) corresponding to the charts will not be shown. Charts are defined on the Chart/KPIs Tab. The Display Column Lines Indicator allows users to display column lines in the Report Preview Window. If the indicator is set on (checked), report data will be displayed in a grid, as shown in the following example. Repeat Header on Page Break The Repeat Header on Page Break Indicator ensures that the report header is repeated on new pages of printed output for groups designated for page breaks. If the indicator is set on (checked), the header will repeat for each new report group that begins on a new page. Report Page Size and Width Controls At the bottom of the Report Layout Tab are options that determine page size and width. Maintenance Connection Reporter Guide v5.0 126

The Report Page Size prompt determines the number of rows (or records) that should be displayed per section of the report (or html display page). The report content scrolls (vertically) to present additional rows of data. If the report exceeds the number of rows that should be displayed per section (or html display page ) controls will appear in the toolbar that can be used to access additional sections of data. If the Report Page Size is set to Default, the number of rows presented per html page or section will be based on the defined Report Preference. This preference is initially set to 1000 records/rows, but may have been modified by your organization. The setting can be changed for a given report, by entering the desired number of records/rows. For example, to display only 100 records before a new html section is generated, enter 100 in the Report Page Size Field Prompt. The Report Width prompt determines how columns will be spread across the Report Preview Window. If the Report Width prompt is set to 100% (default value), defined columns will be spread (or wrapped) to fit in the browser window without any horizontal scrolling. This value is typically desired. However, if there are more columns than can fit in the window, field values will wrap to multiple rows. In the following example, the Parent Location field is wrapping to multiple rows as there are more columns in the report than can fit in the available window. Maintenance Connection Reporter Guide v5.0 127

The setting can be changed for an individual report, by entering the desired pixel width in the Report Width prompt. If you enter a pixel width that is greater than the space available (e.g., 3000), a scroll bar will appear allowing report data to extend beyond the viewable page boundary. Style/Format Tab The Style/Format Tab of the Report Setup Window allows you to define general report style (style sheet, font, etc.) and provides sub-tabs that support conditional formatting for columns displayed in the report. Maintenance Connection Reporter Guide v5.0 128

To modify the style/format of a report: 1. Use the options available on the Style Sub-Tab (default first sub-tab displayed) to define general style (style sheet, fonts, etc.). 2. Use the Format Sub-Tabs to specify any conditional (special) formatting to be applied to specific fields/columns in the report. 3. When you are finished specifying options on the Style/Format Tab, you can proceed to set other options using available tabs in the Report Setup Window. 4. To save your changes, click the Apply Button at the bottom of the Report Setup Window. You will be returned to the Report Preview Window. Note: If you accessed Report Setup from the Report Lookup, you will simply be returned to the Report Lookup. Style Sub-Tab (Style Sheet and Font Display) The Style Sub-Tab, displayed by default when you first access the Style/Format Tab, provides general options that affect report style. Initially, all reports are tied to a default style sheet. Users with the requisite skills and knowledge can modify style sheet settings, change the style sheet to which a particular report is tied, create new style sheets or change the default style sheet. In addition, this sub-tab provides options to change the font for the current report, regardless of style sheet selected. Style Sheet Setting Maintenance Connection uses style sheets to define report presentation settings (fonts, colors, heading styles, etc.). For most reports, the Default Style Sheet is used and provides appropriate settings. If you wish to change the style sheet in use, open the Report Style Dropdown and select another available option. Maintenance Connection provides two available style sheets at implementation ( Classic and Gradient Blue ). Following are images of the same report using the two different style sheets. As can be seen, the styles are similar, but use slightly different fonts and color gradations. Maintenance Connection Reporter Guide v5.0 129

If you have knowledge regarding HTML Style Sheets/Tags, you can modify the style for a given style sheet, create your own style sheet and/or change the style to be used by default. Font Settings Using the Default settings for fonts ensures that the fonts defined in the style sheet are used in the report. If you wish to change the fonts for this particular report, you can use the available dropdown controls to make alternate selections: To change the Font Family, open the Font Family Dropdown and select the desired font. Maintenance Connection Reporter Guide v5.0 130

To change the Font Size, open the Font Size Dropdown and select the desired size. To change the Font Color, open the Font Color Dropdown and select the desired color. The color palette will display, allowing you to select a color. As you move your mouse over the available colors, the selected color will show at the bottom of the palette, along with the HTML color tag. Click on a color to select it. In the following example, we have changed the font settings for the report: Maintenance Connection Reporter Guide v5.0 131

These settings could affect the report appearance as follows: Format Sub-Tabs (Conditional Formatting) There are three Format Sub-Tabs available from the Style/Format Tab that support conditional formatting for particular fields/columns in your report. Conditional formatting allows you to specify special formatting when the value in a given field meets a certain criteria. For example, you could specify that the Warranty Ends/Expiration field be highlighted with a blue border if the warranty for the asset has expired: Maintenance Connection Reporter Guide v5.0 132

To create conditional formatting for a field: 1. Click on the first Format Sub-Tab not in use (Format 1, Format 2 or Format 3). Three Format Sub-Tabs are available to define conditional formatting. 2. Select the type of field that will be used to build your conditional criteria from the Criteria Type Dropdown: 3. Select the operator to be used to create your conditional expression from the Operator Dropdown. The options that will be available will depend on the type of field selected in Step 2. Conditional expressions are similar to report criteria in that you are defining which records should be affected by the conditional formatting. As an example, we will create a conditional format expression to highlight the Warranty Ends field if the warranty has expired (or will expire before a given date). With Date selected as the Field Type in Step 2, the standard options for date expressions will be displayed. Note: The available options will be different for text fields, numeric fields, and indicator (yes/no or on/off) fields. 4. If an option is selected that will require you to enter a value to complete the expression, a Value field will appear directly below the Operator prompt. For example, if Less Than is specified as the Operator, the Value prompt will appear so you can specify the date that the field should be compared against. The Maintenance Connection Reporter Guide v5.0 133

following examples specifies that a field have a value that is less than 05/01/2008 (the field is specified in Step 5). Dates can be entered in mm/dd/yyyy format or m/d/yy format. Note: Most expressions will be built using a pre-defined value from the operator dropdown, such as next month that does not require you to enter a value. In this case, the Value(s) prompt will not be displayed. Tip: See the section on Date Range Prompts for a description of the options available. 5. Specify the field on which the conditional expression is being evaluated in the Apply Criteria To Dropdown. The dropdown prompts you to select the Column in which the field will display. To determine the correct column to select, refer to the Display Fields box in the upper right of the Report Setup Window. In this example, we will specify Column 4 since [Asset] Warranty Ends is the fourth column/field defined in this report. Tip: You can use the All Columns option to apply the conditional formatting to all columns of the type specified in Step 2. 6. Specify the part of the report to which the conditional formatting should apply in the Limit Criteria To dropdown. To apply the conditional formatting to all records in the report, select Report Data. To only have the conditional Maintenance Connection Reporter Guide v5.0 134

formatting apply to group sub-totals or summary data at the end of the report, select the appropriate Group or Total value. Tip: Conditional formatting applied to group or report totals will only work for numeric fields. 7. In the Format/Type dropdown, select the conditional formatting to be displayed if the field value meets the defined criteria. The HTML formatting associated with the selected style will automatically be populated into the Format Style Box. Note: The Custom option is used whenever the HTML displayed in the Format Style Box has been customized. See Step 9. 8. Specify whether or not the conditional formatting should be applied to the cell or row by selecting the value from the dropdown to the immediate right of the Format/Type Dropdown. If cell is selected, the formatting will only be applied to each cell that meets the criteria. If row is selected, the formatting will be applied to the entire row/record in which the criteria is met. 9. The html style tag to produce the selected format will be displayed in the Format Style prompt directly below the Format/Type dropdown. If you are knowledgeable regarding HTML Style Tags, you can modify this value further. If the HTML is modified, the Format Type specified in Step 7 will be changed to Custom. 10. To create conditional formatting for another field/column in your report, click on the next available Format Tab and repeat Steps 2-9. Up to three conditional formatting expressions can be defined for each report. Maintenance Connection Reporter Guide v5.0 135

11. To save the conditional formatting and view it in the report, click the Apply Button at the bottom of the Report Setup Window. The Report Preview window will display. Note: If you accessed Report Setup from the Report Lookup, you will simply be returned to the Report Lookup. 12. In our example, the conditional formatting may appear as follows: To remove defined conditional formatting: 1. Click on the Format Sub-Tab in which the conditional formatting has been defined. 2. Select None from the Criteria Type dropdown. 3. The remaining settings for the conditional formatting will remain displayed, but will not be used unless the Criteria Type dropdown is reset. 4. To save the changes, click the Apply Button at the bottom of the Report Setup Window. Maintenance Connection Reporter Guide v5.0 136

Chart/KPIs Tab The Chart/KPIs Tab of the Report Setup Window allows you to define three charts and one KPI for display on your report. Tip: Your report can even be set up to display only charts (no data or report records). To setup a report to display only charts, check the Display Chart Only Indicator on the Report Layout Tab. Refer to the following sections for additional instructions: Create or update chart definition. Remove a defined chart from a report. View chart examples. Create or update KPI display. Tip for creating a multi series chart. Maintenance Connection Reporter Guide v5.0 137

Create/Update Chart Definition There are three Chart Sub-Tabs available from the Chart/KPI Tab allowing you to define charts to display on your report. The default values before a chart has been defined appear as follows: The Chart options available from the Chart Type Dropdown Control will affect the fields that are available on this page. Standard charts (Pie, Bar, Line and Area) will retain the initial fields displayed. However, multi-series charts, such as those marked as "Stacked", "Multi" or "w Trend Line" will have different options presented. The following general instructions will guide you in chart preparation. For examples of different charts and their respective settings, see Chart Examples. It should be noted that the more complex charts, such as multi-series charts, stacked charts and charts with trend lines require familiarity with working with this type of data. For an example, you may wish to refer to the Advanced Tips section on creating a multi-series bar chart. For assistance, contact Maintenance Connection Support. To define a chart for a report: Maintenance Connection Reporter Guide v5.0 138

1. Click on the first Chart Sub-Tab not in use (Chart 1, Chart 2 or Chart 3). Three Chart Sub-Tabs are available, which allows you to define up to three charts for presentation on the report. 2. Select the type of chart that you wish to have displayed on the report from the Chart Type/Format dropdown. Note: Although chart type is established in this Report Setup Chart Tab, alternate styles can be viewed in the Report Preview Window by clicking on the displayed chart. The chart will cycle through all available chart styles each time you click. 3. In the control directly to the right of the Chart Type Dropdown, indicate whether the chart display should be a static Image or Flash. The best option will vary based on chart type and data. Generally, Pie Charts handle more slices/labels as an image, whereas Bar Charts handle this better in flash. Flash charts are also more dynamic and animated, but are not always supported in email systems (so should not be used for reports that are to be emailed). Charts displayed as an image also have the additional benefit of allowing you to alter the chart format in the Report Preview Window. 4. In the Chart Size/Position dropdowns, select the desired size and position. Charts specified to display at the top will show directly below the report header information. Charts specified to display at the bottom will show at the end of the report. Maintenance Connection Reporter Guide v5.0 139

Note: If you wish to have the chart as the only display item on the report, select large and click the Display Chart Only Indicator on the Report Layout Tab. 5. In the Chart By dropdown, specify the field on which chart data will be summarized (the legend or series values). All fields available for this type of report should be available from the dropdown. Typically, a text field is used, such as priority, status or an organizational field such as department or shop. As a specific example, a chart showing total work order costs by repair center would have the value Repair Center specified. Tip: At the top of the dropdown are options to automatically chart by sort fields defined on the Sort/Group Tab. For example: Automatic (Sort 1) or Automatic (Sort 2). Since charts are often based on defined groups and/or sort fields, this is an expedient method to select a field from which data should be charted. Automatic (Sort 1) is the default value for a new chart. 6. In the Chart Function dropdown, specify the mathematical function to be performed on the field specified in Step 7. 7. In the Chart Function For dropdown, numeric fields are listed allowing you to select the field on which the mathematical chart function will be performed. For example, to prepare a chart that displays total work order costs by repair center, you could select the total work order cost field from the dropdown: Tip: If you are performing a count, you should select None from this dropdown control (the first value in the dropdown). 8. Specify a name/label for the chart in the prompt provided. The name entered will be displayed directly above your chart on the report. Maintenance Connection Reporter Guide v5.0 140

9. To save the chart definition and view it in the report, click the Apply Button at the bottom of the Report Setup Window. The Report Preview window will display. Note: If you accessed Report Setup from the Report Lookup, you will simply be returned to the Report Lookup. 10. In our example, the chart might appear as follows: Remove Chart from Report Charts can be defined on any of the three Chart Sub-Tabs available from the Chart/KPI Tab. To remove a defined chart from a report: 1. Click on the Chart Sub-Tab in which the chart has been defined. 2. Select None from the Chart Type dropdown. 3. The remaining fields for chart definition will be disabled, but any defined settings will be saved to allow you to recreate the chart at a later date. The chart will not be displayed unless the Chart Type dropdown is reset. Maintenance Connection Reporter Guide v5.0 141

4. To save the change to your chart definition and view it in the report, click the Apply Button at the bottom of the Report Setup Window. The Report Preview window will display. Note: If you accessed Report Setup from the Report Lookup, you will simply be returned to the Report Lookup. Chart Examples There are three Chart Sub-Tabs available from the Chart/KPI Tab allowing you to define charts to display on your report. Refer to the section on creating/editing charts for specific instructions on chart definition. Following are some examples of basic chart definitions. The chart definition for the displayed chart is shown directly below the example. Tip: Refer to the Advanced Tips section for an example of creating a more complex, multi-series chart. Bar Chart displaying/comparing work order costs by repair center. Maintenance Connection Reporter Guide v5.0 142

Pie chart showing work order count by shop: Pie chart showing asset allocation amongst different locations: Maintenance Connection Reporter Guide v5.0 143

Area chart of assigned labor hours: Maintenance Connection Reporter Guide v5.0 144

Flash bar chart of work order counts by type of work order: Line chart of average target work hours per asset type (classification): Maintenance Connection Reporter Guide v5.0 145

KPIs Sub-Tab The KPIs Sub-Tab on the Chart/KPI Tab allows you to define KPI groups that should be displayed on your report. To include a KPI Group in a report: 1. Click on the KPIs Sub-Tab. Maintenance Connection Reporter Guide v5.0 146

2. Select the KPI group to display from the KPI Group dropdown. Note: A maximum of 12 KPIs can be displayed per report. If the chosen KPI group contains more than 12 KPIs, only the first 12 will be displayed. 3. In the Set Criteria for KPIs Using dropdown, indicate if the KPIs should be derived solely from the KPI formula or from the combined effect of the KPI formula and defined report criteria. 4. To save the KPI definition and view it in the report, click the Apply Button at the bottom of the Report Setup Window. The Report Preview window will display. Note: If you accessed Report Setup from the Report Lookup, you will simply be returned to the Report Lookup. The designated KPI group will display below the report header, but above any defined report charts. Maintenance Connection Reporter Guide v5.0 147

Sub-Reports Tab The Sub-Reports Tab of the Report Setup Window allows you to define sub-reports to display below each primary record in your report. The sub-reports display additional details about each record in the report. Up to five sub-reports can be defined for each report. For example, on a general asset report you might display a sub-report that lists asset specifications. In the following example, each asset record from the original report is displayed in a green row. Below each of these records is the sub-report displaying asset specifications. Maintenance Connection Reporter Guide v5.0 148

To define a sub-report to appear below each primary record in your report: 1. Click on the first Sub-Report Sub-Tab not in use (Report 1, Report 2, Report 3, etc.). Five Report Sub-Tabs are available. 2. Select the report you wish to have displayed from the Sub-Report dropdown. Reports are listed in alphabetical order. 3. In the Sub-Report Criteria dropdown, select the field that should be used to connect the primary report record to the records from the sub-report. The fields are listed in [Table] Field order. In our example above, you would specify that the [Asset] Asset field should be used to connect the asset to the asset specifications. 4. If you wish to view or modify the Report Setup for the sub-report, click the Setup button to the immediate right of the report name. The report setup window will open for the specified report. 5. To save the sub-report definition and view it in the report, click the Apply Button at the bottom of the Report Setup Window. The Report Preview window will display. Maintenance Connection Reporter Guide v5.0 149

Note: If you accessed Report Setup from the Report Lookup, you will simply be returned to the Report Lookup. Tip: When sub-reports are defined, the Report Preview Window only displays 10 base-report rows per HTML display page (section). If a base report using sub-reports has more than 10 rows, additional sections of the report can be accessed using the Section control in the Reports Toolbar. Smart Elements Tab The Smart Elements Tab of the Report Setup Window allows you to define smart elements, actions and criteria for your report. Note: If the Smart Elements Tab is not displayed, you are a member of an access group that does not have access to this feature. The default Smart Settings Sub-Tab provides a control to turn smart mode on or off. This setting affects the availability of smart actions and smart buttons, but does not affect settings defined for smart criteria or smart email. To enable smart elements that have been defined in the Report Preview Window, set the Smart Mode control to on. The Smart Icon in the Report Preview Window will be enabled (recessed) and users will be able to use any smart actions or buttons defined. Maintenance Connection Reporter Guide v5.0 150

To disable smart elements in the Report Preview Window, set the Smart Mode control to off. The Smart Icon in the Report Preview Window will be disabled by default, and users will not have any smart actions or buttons displayed. Note: Users viewing the report can change the setting by clicking on the Smart Icon in the Report Preview Window. The change made will be saved until the icon is clicked again, or the designation is changed on the Smart Settings Tab. To define smart elements for a report: 1. Set smart mode on or off using the setting available on the Smart Settings sub tab (see above). 2. Use the Smart Criteria Sub-Tab to enable and define the smart criteria filtering features that will be available in the Report Preview Window. 3. Use the Smart Action(s) Sub-Tab to define the smart actions available for the report, including pop-ups (Report and WorkCenter) and field/column editing. 4. Use the Smart Button(s) Sub-Tab to define smart buttons available in the report, such as a button to Save changes made to a record, or multiple buttons to Issue or Complete a transaction such as a work order. 5. Use the Smart Email Sub-Tab to enable the use of smart elements on reports distributed through an email. 6. When you are finished specifying options on the Smart Elements Tab, you can proceed to set other options using available tabs in the Report Setup Window. 7. To save your changes and view them in the report, click the Apply Button at the bottom of the Report Setup Window. The Report Preview window will display. Note: If you accessed Report Setup from the Report Lookup, you will simply be returned to the Report Lookup. Maintenance Connection Reporter Guide v5.0 151

Smart Criteria Sub-Tab The Smart Criteria Sub-Tab on the Smart Elements Tab allows you to enable and define the smart criteria filtering features that will be available in the Report Preview Window. The Smart Criteria Feature lets users dynamically filter records displayed in the report. It is a powerful feature that allows users to continue to refine filter criteria until the desired records are displayed. Smart criteria works as a supplement to criteria defined on the Report Criteria Dialog. That is, it will further filter the report data displayed dynamically as changes are made in the Report Preview Window. If a report has been defined to show Smart Criteria, the Report Preview Window will be presented split between the Report Preview and the Smart Criteria Pane, as shown in the following example. Maintenance Connection Reporter Guide v5.0 152

To enable/disable or define smart criteria features available in a report: 1. Ensure the Smart Criteria Sub-Tab is selected. 2. Indicate whether or not smart criteria should be shown, hidden or disabled using the Default State dropdown control. If the Default State control is set to Disabled, there will be no Smart Criteria Pane displayed in the Report Preview Window. There will also be no Show/Expand Control, meaning that users will have no ability to use any Smart Criteria filtering. If the Default State control is set to Hidden, the Smart Criteria Pane will not be displayed by default. However, users will have the ability to access the feature by clicking on a displayed Show/Expand control. If the Default State control is set to Shown, the Smart Criteria Pane will be displayed by default in the Report Preview Window. 3. Use the Default Smart Criteria dropdown control to indicate the default field that should be displayed for filtering in the Smart Criteria Pane. The dropdown will list all available filtering fields in alphabetical order. Maintenance Connection Reporter Guide v5.0 153

4. To save your changes and view them in the report, click the Apply Button at the bottom of the Report Setup Window. The Report Preview window will display. Note: If you accessed Report Setup from the Report Lookup, you will simply be returned to the Report Lookup. Refer to the section on the Smart Criteria Pane for information on viewing and using the features available in the Report Preview Window. Smart Action(s) Sub-Tab The Smart Action(s) Sub-Tab on the Smart Elements Tab allows you to define the smart actions that will be available in the Report Preview Window. The prompts/options displayed will change, depending on the value selected in the first Smart Action Type control. Following is a summary of the options that are available: None: Smart actions can be disabled by setting the Smart Action Type control to None. There will be no smart actions enabled in the Report Preview Window and no additional controls will be displayed on the Smart Action(s) Sub-Tab. Column: Smart actions can be enabled for one or more defined fields or columns in the report. For example, fields can be made editable or can connect to a Report Popup or WorkCenter Popup. No additional controls are displayed on the Smart Action(s) Sub-Tab when Column is selected. Maintenance Connection Reporter Guide v5.0 154

Row: A single smart action can be defined to occur when a row on the report is clicked. For example, rows can connect to a Report Popup or a WorkCenter Popup. Additional options are displayed on the Smart Action(s) Sub-Tab when Row is selected. Tip: You cannot set up a report to have both row and column based smart actions. You can, however, have an option for a row and a smart button for the same report. Smart Actions for One or More Columns Smart actions can be enabled for one or more defined fields or columns in the report. For example, fields can be made editable or can connect to a Report Popup or WorkCenter Popup. No additional controls are displayed on the Smart Action(s) Sub- Tab when Column is selected. To define smart actions for one or more columns/fields of the report: 1. Ensure the Smart Actions Sub-Tab is selected. 2. Select Column (Multiple Smart Actions per Row) from the Smart Action Type dropdown control. Note: No additional fields will be displayed on the Smart Actions Sub-Tab when Column is selected for the Smart Action Type. 3. Select the field on which a smart action is desired from the Display Fields List in the upper right corner of the Report Setup Window. For example, to make the Target Date Field in a work order report editable, you would select the Target Date field from the list: Maintenance Connection Reporter Guide v5.0 155

4. Click the Edit Button directly below the Display Fields List: 5. The Report Field Options Dialog will display. Click on the Smart Action Dropdown Control in the middle of the dialog to identify the desired smart action: Note: The Custom Option is used by Maintenance Connection Support Staff for custom reports. 6. To allow a field value to be editable in the report, select Edit Field. If desired, enter a Smart Action Tool Tip to be displayed when the cursor is held over the field in the report. For example, you could specify the tooltip to say: Click Save if value is edited. Tip: For more information on creating editable forms, see: How do I create an editable report? 7. To allow a record to be opened in a new window when the specified field is clicked, select Popup WorkCenter. Maintenance Connection Reporter Guide v5.0 156

A Smart Action Field Value Control will be displayed, prompting you to specify the field value that determines the record to be opened. In most cases, you will be selecting the primary field from the record, such as [WO]Work Order or [Asset]Asset. If desired, enter a Smart Action Tool Tip to be displayed when the cursor is held over the field in the report. For example, you could specify the tooltip to say: Click here to open this work order. 8. To allow a report to be opened in a new window when the specified field is clicked, select Popup Report. Additional fields/prompts will be displayed as follows: Specify the report that should be opened (when the specified field is clicked or selected) from the Smart Action Report Dropdown Control. Reports will be listed in alphabetical order. The above example shows the options for a smart action to open the Work Order Cost Statement Report when the Work Order ID field is clicked on a report. Specify the criteria that should be used to determine the record(s) that should be opened in the report. In most cases, you will be selecting the primary field from the record, such as [WO]Work Order or [Asset]Asset. If desired, enter a Smart Action Tool Tip to be displayed when the cursor is held over the field in the report. For example, you could specify the tooltip to say: Click to open the XYZ Report. 9. Click the Apply Button to exit the Report Field Options Dialog. 10. If you have specified that a field should be editable, you must also ensure that a Save Button is included on the report: Ensure the Smart Elements Tab is still active and select the Smart Button(s) Sub- Tab. Maintenance Connection Reporter Guide v5.0 157

Select Save from the Smart Button(s) Dropdown Control: Note: If you wish to have another smart button displayed on the report, such as Issue, it is not necessary to specify the Save Button. Maintenance Connection detects that two options have been specified and automatically adds the Save Button for you. However, if no other smart button action is specified, you must specify Save from this control. In the Smart Button Field Value Dropdown Control, specify the field value of the record that is being edited. In most cases, you will be selecting the primary field from the record, such as [WO]Work Order or [Asset]Asset. Tip: Multiple display fields can be edited for smart field capabilities. To specify a smart action for a different field/column on the report, repeat Steps 3-10. 11. To save your changes and view them in the report, click the Apply Button at the bottom of the Report Setup Window. The Report Preview window will display. Note: If you accessed Report Setup from the Report Lookup, you will simply be returned to the Report Lookup. For additional information and examples regarding establishing smart actions, see: How do I create an editable report? How do I create an editable form for distribution? How do I connect a field/column to a WorkCenter Popup? How to I connect a field/column to a Report Popup? Maintenance Connection Reporter Guide v5.0 158

Smart Action for Report Rows A smart action can be enabled for each row in the report (records displayed). For example, clicking on a report row can open a Report Popup or WorkCenter Popup. When Row is selected as the Smart Action Type, additional controls/prompts are displayed. Only a single action is enabled when Row is selected as the Smart Action Type. You cannot specify a smart action for a row and smart actions for columns. If the Smart Action Type control is set to Row, any smart actions defined for columns in the Report Field Options Dialog will be ignored. To define a smart action for the report rows: 1. Ensure the Smart Actions Sub-Tab is selected. 2. Select Row (Single Smart Action per Row) from the Smart Action Type dropdown control. 3. Once Row has been selected, additional field prompts will be displayed to define the smart action. Maintenance Connection Reporter Guide v5.0 159

4. Use the Smart Action Dropdown Control to indicate the action that should be undertaken when users click on the row: Note: The Custom Option is used by Maintenance Connection Support Staff for custom reports. The Apply Smart Criteria option is used for smart criteria module reports, which are typically only modified by Maintenance Connection Staff. 5. To allow a record to be opened in a new window when the row is clicked, select Popup WorkCenter. A Smart Action Field Value Control will be displayed, prompting you to specify the field value that determines the record to be opened. In most cases, you will be selecting the primary field from the record, such as [WO]Work Order or [Asset]Asset. If desired, enter a Smart Action Tool Tip to be displayed when the cursor is held over the field in the report. For example, you could specify the tooltip to say: Click here to open this work order. 6. To allow a report to be opened in a new window when the row is clicked, select Popup Report. Additional fields/prompts will be displayed as follows: Specify the report that should be opened (when the row is clicked or selected) from the Smart Action Report Dropdown Control. Reports will be listed in alphabetical order. The above example shows the options for a smart action to open the Work Order Cost Statement Report when the report row is clicked. Maintenance Connection Reporter Guide v5.0 160

Specify the criteria that should be used to determine the record(s) that should be opened in the report. In most cases, you will be selecting the primary field from the record, such as [WO]Work Order or [Asset]Asset. If desired, enter a Smart Action Tool Tip to be displayed when the cursor is held over the row in the report. For example, you could specify the tooltip to say: Click to open the XYZ Report. 7. To save your changes and view them in the report, click the Apply Button at the bottom of the Report Setup Window. The Report Preview window will display. Note: If you accessed Report Setup from the Report Lookup, you will simply be returned to the Report Lookup. For additional information and examples regarding establishing smart actions for rows, see: How do I connect a report row to a WorkCenter Popup? How do I connect a report row to a Report Popup? Smart Button(s) Sub-Tab The Smart Button(s) Sub-Tab on the Smart Elements Tab allows you to determine the smart buttons that will be available in the Report Preview Window. Smart Buttons are used for two main purposes: 1) To display a button to Save data that has been updated in editable fields; and 2) To process actions on transactions such as work orders or purchase orders. The Smart Button(s) Dropdown Control lists numerous options that can be selected. Following are the first items listed in the dropdown: Maintenance Connection Reporter Guide v5.0 161

Since only one option can be selected, options for multiple buttons are displayed with a slash separating the options. The Issue/Deny option highlighted above would result in both Issue and Deny buttons on the report: To add a smart button to a report (or update an existing setting): 1. Ensure the Smart Button(s) Sub-Tab is selected. 2. Select the desired buttons from the Smart Button(s) dropdown control. If editable fields have been defined for this report using the Report Field Options Dialog, a Save Button must be specified. However, if there will be other smart buttons defined on the report, it is not necessary to specify the Save Button. You can select a different button, and Maintenance Connection will automatically detect the need for the Save Button and add it to the report. Maintenance Connection Reporter Guide v5.0 162

Selecting a single value will result in a single button displayed on the report. Selecting multiple values (such as Issue/Deny) will result in multiple buttons displayed. Some options have two similar options listed, one specifying (No Dialog). These options correspond to transactions that are associated with the Complete/Close Dialog. If you wish to have the user view and update the Complete/Close Dialog after clicking the button on the report, be sure to select the option that does not specify (No Dialog). Selecting None will ensure that no smart buttons are displayed on the report. 3. In the Smart Button Field Value dropdown control, select the field on which the update should be made. Tip: If an edit smart button has been defined, only primary file data should be updated. As such, a value such as [WO]Work Order or [Asset]Asset should be specified. 4. To save your changes and view them in the report, click the Apply Button at the bottom of the Report Setup Window. The Report Preview window will display. Note: If you accessed Report Setup from the Report Lookup, you will simply be returned to the Report Lookup. Smart Email Sub-Tab The Maintenance Connection Report Smart Email Feature allows you to email editable forms and reports to users of the system, as well as third party individuals without system login credentials. The Smart Email Sub-Tab, which is presented on both the Smart Elements Maintenance Connection Reporter Guide v5.0 163

Tab and the Schedule Tab, allows you to establish settings for email distribution of the current report, including specifying security settings or protocols. These settings are in effect when reports are emailed manually, as well as when they are automatically generated on a scheduled basis. The Smart Email Feature is very powerful in that it provides an expedient method for email recipients to update information, without the need to navigate or view other parts of the system. Recipients of the email will only have access to the report form and defined smart elements ; they will not have general access to system features or report setup. As such, this feature can be used for third party recipients (such as a customer or contractor), allowing them to update pertinent information. Numerous settings are available to ensure appropriate security. Users can be forced to log into the system in order to access the smart report, or automatic login can be enabled. Reports are emailed with smart elements disabled; users can enable smart mode through the use of a button provided within the email. Clicking on the available button prompts the user to login to Maintenance Connection (if required). Once login credentials have been accepted, the report opens in the Report Preview Window with smart elements enabled. The Report Preview Window displayed only provides options to Print, Export or Refresh the report. Users cannot access other parts of the system from this window. In the above example, a report was prepared for email distribution that allows recipients to update Work Order Target Date and Target Hours. As can be seen, users only have the ability to update data presented and Print, Export or Refresh the report. Clicking on Logoff or closing the window, completely exits Maintenance Connection. No access to the system is provided. Maintenance Connection Reporter Guide v5.0 164

Refer to the following sections for more information on Smart Email Reports: Enable/Disable Smart Elements in Emailed Reports Send Smart Email Reports from Preview Window Enable/Disable Smart Elements in Emailed Reports To enable smart elements in emailed reports: 1. Ensure the Smart Email Sub-Tab is selected. 2. Check the indicator to display the Open Report in Smart Mode Button. Checking this indicator will ensure that an Open Report in Smart Mode Button is displayed at the top of the emailed report. Tip: If this indicator is checked, the Open Report in Smart Mode Button will be displayed, even if smart mode has been turned off on the Smart Elements default sub-tab. As such, this indicator should NOT be checked unless you are certain that smart elements will be defined and should be enabled in emailed distributions of this report. 3. In the Auto-Login Box dropdown control on the right, indicate the type of security to be enforced for recipients of emailed reports: Maintenance Connection Reporter Guide v5.0 165

Select No Automatic Login to ensure that all recipients are prompted to enter their Member ID and Password upon clicking the Open Reports in Smart Mode Button. With this option, only members of Maintenance Connection will have the ability to view the report in smart mode. Select Use Email Address then Auto-Login User to provide auto-login to the report. Members of the system will automatically be logged in based on the member credentials associated with their email address. Email recipients without a matching member profile will automatically be logged in using the user credentials specified in Step 4. Select Use Email Address Only to only provide auto-login for members of the system (based on the member credentials associated with their email address). Email recipients without a matching member profile will need to provide login credentials in order to log into the system. Select Use Auto-Login User Only to automatically login using the member credentials of the user specified in Step 4. This option will allow all recipients of the emailed report to access smart features without requiring any authentication (or login). 4. If Use Email Address then Auto-Login User or Use Auto-Login User Only was selected in Step 3, select the user/member credentials to use when email recipients are logged into the system. Email recipients will automatically be logged into the system using this user s credentials upon clicking the Open Reports in Smart Mode Button. 5. Use other tabs in the Report Setup Window to make any additional desired changes to the report. 6. To save your changes, click the Apply Button at the bottom of the Report Setup Window. The Report Preview window will display. Note: If you accessed Report Setup from the Report Lookup, you will simply be returned to the Report Lookup. 7. Use the Email Button on the Report Preview Toolbar to send smart email reports to designated recipients. To disable smart elements in emailed reports: 1. Ensure the Smart Email Sub-Tab is selected. Maintenance Connection Reporter Guide v5.0 166

2. Remove the check from the indicator to display the Open Report in Smart Mode Button. 3. To save your changes, click the Apply Button at the bottom of the Report Setup Window. Send Smart Email Reports from Preview Window To email a smart report to designated recipients: 1. Ensure the report has been set up to open in Smart Mode : From the Report Setup Window, open the Smart Elements Tab and select the Smart Email Sub-Tab. Ensure the indicator to display the Open Report in Smart Mode Button is set on. If you have changed any settings in the Report Setup Window, click Apply to save your changes. 2. Run the smart report so that is displayed in the Report Preview Window. 3. Click the Email Button in the Report Preview Toolbar to email the displayed report to recipients using the settings specified above. 4. The Email Report Dialog will display, prompting you to specify recipients of the email and any special messaging. Maintenance Connection Reporter Guide v5.0 167

5. Enter the email address of the intended recipient. If entering multiple recipients, separate the email addresses using a comma. 6. To select a member of Maintenance Connection, or a recipient stored in your Maintenance Connection Address Book, click the To button: The Select Recipients Dialog will come forward. To select an individual already in the address book, ensure the dropdown at the top of the dialog indicates My Address Book. Highlight the individual s name in the recipient list and click the To-> Button. The recipient will be moved to the To Recipient List. To select an additional individual as a recipient, highlight the individual s name in the recipient list. Click the To->, Cc.-> or Bcc-> Button to add this individual as a primary, copy or blind copy recipient. To select a Maintenance Connection Requester, Labor Source or Contact, change the dropdown to specify the source of the recipient: Maintenance Connection Reporter Guide v5.0 168

The list will refresh with the appropriate individuals listed. Select an individual by double clicking on the name. If you have added an individual in error, double click on the name in the list on the right and it will be removed from the list. Click Apply to apply this selection and return to the Email Report Dialog. 7. If you wish to add additional recipients as carbon copy or blind carbon copy recipients, click the respective Cc... or Bcc... Buttons and proceed as described in Step 4. 8. Select the priority for the email. The default setting is normal (no level of urgency defined). 9. Modify the subject line for the email, if desired. The report name will be populated by default. 10. Enter a message to appear in the email content, directly above the report data. 11. Click Apply to send the email; Cancel to cancel the process. 12. Once the email has been successfully sent, a message will be displayed indicating the email was sent to the intended recipient(s). 13. Click OK and the message window will be closed. 14. You will be returned to the Report Preview Window. Click the Close Button in the upper right hand corner to exit. Schedule Tab The Schedule Tab of the Report Setup Window allows you to enable or disable defined automated report generation and define the schedule for generation. Maintenance Connection Reporter Guide v5.0 169

Note: Only customers that use the Agent Service can use this scheduling feature. Also, if the Schedule Tab is not displayed, you are a member of an access group that does not have access to this feature. The second sub-tab displayed, Smart Email, will allow you to enable smart elements on emailed reports generated both manually and through a defined schedule. The information on this tab is the same as that displayed on the Smart Email Sub-Tab of the Smart Elements Tab. For further information, see the Smart Email Sub-Tab. Refer to the following sections for further information on the remaining two sub-tabs: Email Sub-Tab: Schedule Email Report Distributions File Sub-Tab: Schedule Report File Generation Email Sub-Tab (Schedule Email Distribution) Using the Maintenance Connection Agent Service, reports can automatically be generated and emailed to specified recipients at designated intervals. The Email Sub-Tab on the Schedule Tab allows you to establish settings for distribution. To enable automated email report generation: 1. Ensure the default Email Sub-Tab is selected/displayed: 2. Ensure the Email Schedule Dropdown Control is set On : Maintenance Connection Reporter Guide v5.0 170

3. With the Email Schedule Dropdown Control set on, additional controls will appear on the page to define the schedule for this report: 4. In the Frequency prompts, specify the frequency at which this report should be generated for email distribution. For example, the report can be specified to run every day, once a week, or every other week. In the following example, the report has been set to run every two weeks: 5. In the Begin On prompts, specify the date and time the email report generation should begin. In the following example, the report has been set to begin generation on Monday, the 6 th of October at 7:00AM: 6. In the Attachment Type prompt, specify the type of attachment that should be included in the report. For most reports, the HTML option is preferable. The XML and CSV options are most often used when reports are to be opened in Excel or another software program. 7. To ensure that the report is not sent (distributed) when no records appear on the report (no records meet the defined criteria), ensure the Do not send Indicator is checked. Maintenance Connection Reporter Guide v5.0 171

8. Specify the recipients of the emailed report in the Email Recipients(s) Box. You can manually add recipients, using a comma to separate addresses. Alternatively, you can click the Add Button to select members of Maintenance Connection or individuals already in your address book: 9. The Select Recipients Dialog will appear, prompting you to select recipients: To select an individual already in the address book, ensure the prompt at the top of the dialog indicates My Address Book. Highlight the individual s name and click the To-> Button (or double click the name). The recipient will be moved to the To Recipient List. Repeat this process for additional recipients from the Address Book. To select a Maintenance Connection Requester, Labor Source or Contact, change the dropdown to specify the source of the recipient: The list will refresh with the appropriate individuals listed. Select an individual by double clicking on the name. If you have added an individual in error, double click on the name in the list on the right and it will be removed from the list. When you are finished specifying individuals, click the Apply to return to the Email Sub-Tab. 10. An area to specify a sender email name and address is displayed on the right side of the page. Enter the name and email address that should be listed on the email accompanying the scheduled report. 11. To save the changes made, click the Apply Button at the bottom of the Report Setup Window. Maintenance Connection Reporter Guide v5.0 172

To disable automated email report generation: 1. Ensure the default Email Sub-Tab is selected/displayed: 2. Ensure the Email Schedule Dropdown Control is set Off : 3. With the Email Schedule Dropdown Control set off, the additional controls on the page will disappear. 4. To save the changes made, click the Apply Button at the bottom of the Report Setup Window. File Sub-Tab (Schedule Report File Generation) Using the Maintenance Connection Agent Service, reports can automatically be generated at specified intervals. Automated file generation is only supported in on-site installations, where files can be saved to a local server. The File Sub-Tab on the Schedule Tab allows you to establish settings for generation, including the location to store the generated file. To enable automated report generation: 1. Ensure the File Sub-Tab is selected/displayed: Maintenance Connection Reporter Guide v5.0 173

2. Ensure the File Schedule Dropdown Control is set On : 3. With the File Schedule Dropdown Control set on, additional controls will appear on the page to define the schedule for report generation: 4. In the Frequency prompts, specify the frequency at which this report should be generated. For example, the report can be specified to run every day, once a week, or every other week. In the following example, the report has been set to generate once a week: 5. In the Begin On prompts, specify the date and time the email report generation should begin. In the following example, the report has been set to begin generation on Monday, the 8 th of October at 8:00AM: 6. In the File Type prompt, specify the type of file that should be generated. In the following example, a comma-delimited file type (.csv) has been selected so that the file can be easily imported into Excel: Maintenance Connection Reporter Guide v5.0 174

7. In the File Path and File Name Fields, specify the location at which the file should be stored and the name that the file should be given. Remember, files can only be saved to local servers at on-site installations. For example: h:\\public\mainshop\reports\ 8. To add the generation date to the file name, check the Add Date to File Name Indicator. 9. To save the changes made, click the Apply Button at the bottom of the Report Setup Window. To disable automated email report generation: 1. Ensure the File Sub-Tab is selected/displayed: 2. Ensure the File Schedule Dropdown Control is set Off : 3. With the File Schedule Dropdown Control set off, the additional controls on the page will disappear. 4. To save the changes made, click the Apply Button at the bottom of the Report Setup Window. Maintenance Connection Reporter Guide v5.0 175

Groups (Report Groups) Tab The Groups Tab of the Report Setup Window allows you to define the report groups in which the current report should be displayed. There are two sub-tabs displayed, allowing you to specify inclusion in Base Report Groups and Custom Report Groups. Report Groups that will include the current report will be checked and shown with green text, such as the Asset Reports Group above. Base Report Groups represent logical groupings of reports, typically associated with a WorkCenter, such as Asset Reports or Purchase Order Reports. Work Order Groups are further divided for easier access, such as Work Order (Open) and Work Order (Closed) Groups. It is unusual to modify inclusion in Base Report Groups as they are closely related to the type of data included in the report, but the capability does exist. Custom Report Groups allow reports to be organized based on any criteria important to your organization. Report groups can be made for specific users or groups of users, to provide them with expedient access to particular reports. As such, it is more common to modify inclusion (or exclusion) from custom report groups. Tip: At least one report group must be specified as having access to each report. Changes to report groups will not be saved if no report group is specified to have access. To specify the report groups in which the current report should be included: Maintenance Connection Reporter Guide v5.0 176

1. Ensure the default Base Groups Sub-Tab is selected/displayed: 2. View the report groups to which this report currently belongs, and modify as needed. It should be noted that it is unusual to modify inclusion or exclusion in Base Report Groups: To include the current report in a given report group (have it displayed in the report list when this report group is accessed), ensure the applicable indicator is checked. For example, to ensure that the current report is displayed when Asset Reports are selected, you would click inside the Asset Reports Indicator to ensure it is checked: To exclude the current report from a given report group (ensure it is not displayed in the report list when this report group is accessed), remove the check from the indicator. For example, to remove the current report from the list when Asset Reports are selected, you would click inside the Asset Reports Indicator to remove the check: 3. Click the Custom Groups Sub-Tab to access the available Custom Report Groups: 4. View the custom report groups to which this report currently belongs, and modify as needed. To include the current report in a custom report group, ensure the applicable indicator is checked. For example, to ensure that the current report is displayed in a custom report group named Billy s Reports, you would click the indicator to ensure it is checked: Tip: If desired, a new custom report group can be created. Maintenance Connection Reporter Guide v5.0 177

To exclude the current report from a custom report group, remove the check from the indicator. 5. To save the report group definition, click the Apply Button at the bottom of the Report Setup Window. The Report Preview window will display. Note: If you accessed Report Setup from the Report Lookup, you will simply be returned to the Report Lookup. Security Tab The Security Tab of the Report Setup Window allows you to lock report setup so that users cannot modify any aspect of the report definition. Users can continue to access the Report Setup window to view the report definition, but the Apply Button will be disabled so that no changes can be saved. In order to lock a report, at least one Access Group must be given the ability to unlock the report. Refer to the following sections for information on locking and unlocking Report Setup. Lock Report Setup To lock the report setup for a report: 1. Ensure the default Lock Report Setup Sub-Tab is selected from the Security Tab. Maintenance Connection Reporter Guide v5.0 178

2. Click inside the Lock Report Setup Indicator to lock this report. 3. Click the Access Groups that can Unlock Sub-Tab to specify which Access Groups will be able to unlock the report setup. Access Groups defined for your organization will be displayed. 4. Click inside the Access Group that should have the ability to unlock this Report Setup. Multiple groups can be selected. Note: At least one access group must be listed as having the ability to unlock the report setup. If no access group is selected, the lock specified in Step 2 will not be saved. 5. To save the new security definition, click the Apply Button at the bottom of the Report Setup Window. Unlock Report Setup To unlock the report setup so that users can modify the report definition: 1. Ensure the default Lock Report Setup Sub-Tab is selected from the Security Tab. Maintenance Connection Reporter Guide v5.0 179

2. Click inside the Lock Report Setup Indicator to remove the check. 3. If you are a member of an access group with permission to unlock this report, the Apply Button at the bottom of the window will now be enabled. Note: If you are not a member of an access group with permission to unlock this report, a warning will appear. Contact a System Administrator for assistance. 4. To save the new security definition, click the Apply Button. Advanced Tab The Advanced Tab of the Report Setup Window provides access to advanced setup features, typically only used by Maintenance Connection Support Staff. The one item on the Advanced Tab that is more generally used is the Description Field. Descriptions entered on this tab can be displayed below the report title. Maintenance Connection Reporter Guide v5.0 180

In the above example, a description was added to provide report viewers more information on the records that have been included in the report. This description would appear as follows in the Report Preview Window: Tip: In order to display the description for a report, the Display Report Description Indicator must be checked on the Layout Tab. Note: If the Advanced Tab is not displayed, you are a member of an access group that does not have access to this feature. Maintenance Connection Reporter Guide v5.0 181

Maintenance Connection Reporter Guide v5.0 182

Reporting: Tips and Troubleshooting The following sections provide answers to common questions regarding reporting features: Report Criteria Tips Report Setup Tips Report Preview Tips Advanced Reporting Tips Smart Elements (popups, smart buttons) Editable Fields and Reports Summary (Aggregate) Reports Calculated Fields (Custom Expressions) Pivot Reports Report Criteria Tips The following sections provide answers to common questions regarding report criteria: How do I create Report Criteria for a field not listed? How do I enter a custom date range for Report Criteria? How do I know which multiple values have been specified for Report Criteria? Why is there fixed criteria defined for the report? Why do the options in the dropdowns change when creating Report Criteria? Why are dropdowns not always available to select values for Report Criteria? How do I create Report Criteria for a field not listed? The Report Criteria Dialog displays prompts for fields that you are likely to use in an expression for a specific report. While numerous prompts will be available (by scrolling through the list), you may wish to filter a report by a field not listed. Maintenance Connection Reporter Guide v5.0 183

The Custom Criteria Feature allows you to add an expression for a field not listed in the dialog. The custom criteria are only in effect for the current run of the report; they cannot be saved for permanent use. Tip: Contact Maintenance Connection Support if you need to make a permanent change to the prompts available in a report. See the section on Custom Criteria for further instructions on defining a custom report criteria expression. How do I enter a custom date range for Report Criteria? If you wish to create a report criteria expression that uses a date range that is not listed in the available dropdown, you simply must change the value in the dropdown that defines the relationship between the field value and the specified date or date range: The first two options ( is within and is not within ) correspond to the predefined date ranges. To enter your own date (or date range), specify any of the other options in the dropdown. The options for is, is after, is before and is not will provide a single prompt for you to enter a specific date. Whereas, the options for is between and is not between will provide two prompts for you to specify both a begin and end date: To specify a single date (for expressions based on is, is not, is before or is after ), enter a single date. The date can be entered as m/d/yy or mm/dd/yyyy. For example: To specify multiple dates (for expressions based on is between and is not between ), enter two dates. For example: Maintenance Connection Reporter Guide v5.0 184

Refer to the section on Defining Expressions for Date Fields for specific instructions on formatting report criteria for dates. How do I know which multiple values have been specified for Report Criteria? When multiple values have been specified for a text field in the Report Criteria Dialog, the field will simply indicate Multiple Values have been specified: To determine the values that have been specified, you should: Indicate that you wish to Display Criteria on Report on the Report Criteria Dialog: Run the report by clicking the Apply Button on the Report Criteria Dialog. The report will display in the Report Preview Window. The Report Criteria will be displayed above the report content: The Report Criteria will list the values that were selected. In the above example, Basement, Room A-1, Room A-4 and Room A-7 were selected as multiple values for Asset. Maintenance Connection Reporter Guide v5.0 185

Why is there fixed criteria defined for the report? In addition to standard Report Criteria, many reports in Maintenance Connection include fixed criteria that cannot be modified by end users. This ensures that important criteria cannot be modified inadvertently during report modification. Fixed criteria also ensure that meaningful filters are placed on the data returned to a report. If the report includes Fixed Criteria, it will be displayed at the top of the dialog: In the above example, the report has fixed criteria ensuring that only open work orders are included. Tip: Fixed criteria are defined on the Report Setup Advanced Tab. Contact Maintenance Connection Support if you need to change the fixed criteria defined for a report. Why do the options in the dropdowns change when creating Report Criteria? The dropdowns displayed in the Report Criteria Dialog include options that are appropriate for the type of field being evaluated. For example, validated text fields include the following options: Whereas date fields include the following options: Maintenance Connection Reporter Guide v5.0 186

Similarly, the options available in the value dropdowns change dependent on the type of field. For complete information on the options available for each type of field, refer to the following sections: Text Fields Date Fields Numeric Fields Indicators/Logical Fields Why are dropdowns not always available to select values for Report Criteria? Whether or not a predefined set of values is available for you to select from depends on the type of field and the method you have chosen to indicate a value. For example, all text fields that are validated by a lookup provide a list of fields from which to choose, as only those values can reside in the field. Similarly, text fields validated by a Module Lookup can only possess values stored in the module, so values must be selected from a list. In contrast, text fields that allow free form entry allow you to enter a value, as any value can be specified in those fields. For date fields, you can control whether or not a date range is available (or specific dates can be entered) by changing the control that determines the relationship between the date field and the value. The first two options in the control will provide you with date prompts. In contrast, the remaining options allow you to enter your own date (or date range): Maintenance Connection Reporter Guide v5.0 187

For complete information on the options available for each type of field, refer to the following sections: Text Fields Date Fields Numeric Fields Indicators/Logical Fields Report Setup Tips The following sections provide answers to common questions regarding report setup: How do I create a new report? How do I apply special formatting to report columns? How do I change the fields displayed on a report? How do I group data together and create sub-totals for each group? How do I reorder columns displayed? How do I set up the report to only total one of the numeric fields displayed? How do I set up the report to only show summary calculations? How do I create a new report? Maintenance Connection uses the copy report feature to create new reports. This feature provides an expedient method to create a new report, as important report dimensions are already defined. For more complete instructions, see: Copying a Report Maintenance Connection Reporter Guide v5.0 188

How do I apply special formatting to report columns? Report columns (fields) can include special formatting, such as background colors or borders. This special formatting is defined using options in the Report Field Options Dialog, accessible from the Report Setup Window. In the following example, the Replacement Cost column has been formatted with a border. Features are also available to apply conditional formatting to column data (fields). Conditional formatting allows you to specify special formatting when the value in a given field meets a certain criteria. In the following example, the Down Time column is displayed in blue (with a blue border) if the asset has had more than 10 minutes of downtime recorded: For more information on column formatting, see: Customize Column Format Conditional Formatting Maintenance Connection Reporter Guide v5.0 189

How do I change the fields displayed on a report? The fields displayed on the report are defined in the Display Fields List at the top of the Report Setup Window. You can add new fields to a report, remove fields from a report and change the order of fields displayed on a report. For more information, see: Report Fields (Columns) to Display Order of Display Fields (Columns) Report Field Options (Edit Field Properties) How do I group data together and create sub-totals for each group? You can define up to five levels of sorting and grouping, using the options available in the Sort/Group Tab of the Report Setup Window. If a sort field is specified to group, all records of the same type (sort value) will be grouped together. In the following example, all records of the same asset classification are grouped together and a total calculation is performed on the Replacement Cost field: How do I reorder columns displayed? Report fields (or columns) are displayed in the order specified on the Display Fields List in the Summary Area at the top of the Report Setup Window. The order of field display can be modified using the arrows to the right of the Display Fields List. Maintenance Connection Reporter Guide v5.0 190

Tip: Field order can also be modified in the Report Preview window by clicking and dragging on the column header. How do I set up the report to only total one of the numeric fields displayed? Options on the Sort/Group Tab of the Report Setup Window allow you to specify that report data should be grouped so that records of the same type are grouped together. When specifying that the report should be grouped by a designated sort field, you can also indicate whether or not totals should be calculated. With the Total indicator checked, all numeric fields in the report will be totaled for each group. If you only wish to have specific numeric fields on the report totaled, enable this checkbox and then disable totaling for individual fields using the option available on the Report Field Options Dialog. Maintenance Connection Reporter Guide v5.0 191

How do I set up the report to only show summary calculations? Options on the Layout Tab of the Report Setup Window allow you to specify whether or not detail records should be shown in the report. To setup the report to only show summary calculations for defined groupings, click the Totals Only Indicator on the Layout Tab. By turning on the Totals Only indicator, reports can be modified to only display the total calculations for each defined group. Report Preview Tips The following sections provide answers to common questions regarding the Report Preview Window: How do I view a different chart format? How do I access additional sections of data on the report? How do I know if smart actions are available from a report? Why is report data wrapping to multiple rows? Why are columns of data spread out on the report? Why is smart criteria displaying in the left pane of the Report Preview? Why is Report (or Format) Criteria displaying on the report? Why is the Setup or Criteria Icon missing on the Report Preview toolbar? Maintenance Connection Reporter Guide v5.0 192

How do I view a different chart format? Chart formats displayed in the Report Preview Window are defined on the Chart/KPIs Tab of the Report Setup Window. However, even when a specific chart type is specified, you can view different chart types by clicking on the displayed chart. The display will rotate through available chart formats as you click. Note: The chart format will not change if it is displayed as a Flash Image. How do I access additional sections of data on the report? The number of rows presented per page or section of the report is based on a setting on the Layout Tab (and a defined Report Preference). If the report exceeds the number of rows that should be displayed per html display page, a control will appear in the toolbar that can be used to access additional sections of data. This control will also appear if sub-reports have been included in the report display. To access additional sections of data, click on the available arrows or select a section from the dropdown. How do I know if smart actions are available from a report? If smart elements have been defined for display on the report, they will be enabled by default and the Smart Icon on the toolbar will be recessed to show that they are enabled: Note: The Smart Icon operates even if there are no smart elements defined. That is, the report preview will refresh even though the behavior of the display will not change. Also, the Smart Icon is not displayed when you are viewing a custom report that includes special formatting that is not defined in Report Setup. Maintenance Connection Reporter Guide v5.0 193

Smart elements on the report may appear as follows: Rows connected to WorkCenter or Report Popups are highlighted when the cursor is held over them: Columns connected to WorkCenter or Report Popups are highlighted when the cursor is held over the specific field (or column): Editable Fields are displayed with a box around them and a Save Button to enable saving changed data: Actions buttons are displayed to initiate action on a transaction, such as the ability to Issue or Close a work order: Tip: See the section on the Smart Elements Tab for information on defining smart elements. Maintenance Connection Reporter Guide v5.0 194

Why is report data wrapping to multiple rows? By default, defined columns are spread to fit in the browser window without any horizontal scrolling. If more data is presented than can fit in the available space, field values will wrap to multiple rows. In the following example, the Parent Location field is wrapping to multiple rows as there are more columns in the report than can fit in the available window. Page width controls on the Layout Tab allow you to modify the report width to avoid wrapping. Why are columns of data spread out on the report? By default, defined columns are spread to fit in the browser window without any horizontal scrolling. If there is more space than is needed to display defined fields, the columns will be spread as shown in the following example. Why is smart criteria displaying in the left pane of the Report Preview? A setting on the Smart Criteria Sub-Tab allows you to show the Smart Criteria Pane by default when the report is presented in the Report Preview Window. Maintenance Connection Reporter Guide v5.0 195

Smart Criteria allows users to dynamically filter records displayed in the report. It is a powerful feature that allows users to continue to refine filter criteria until the desired records are displayed. If the report has not been set to show the Smart Criteria Pane by default, you can use the Show/Expand Control on the far left of the Report Preview Window to open it. Note: If the report has been setup to disable Smart Criteria, the Show/Expand Control will not be displayed. Maintenance Connection Reporter Guide v5.0 196

Why is Report (or Format) Criteria displaying on the report? If designated for display, the report criteria will be listed in a box labeled Report Criteria on the Report Preview Window. This information ensures report viewers know which records are included in the report. In the following example, the report would include all assets in the Stonebridge Inn. The setting to determine whether or not Report Criteria should be displayed is found on both the Report Criteria Dialog and the Report Setup Layout Tab. On the Report Setup Layout Tab there is an additional control to determine if photos should be displayed in Report Criteria. If set on, the report criteria dialog will display photos of the records included on the report (e.g. a photo of assigned individuals, assets, etc.). If conditional formatting is defined for the report, it can be displayed for reference directly below the Report Criteria. In the following example, the values in the Target Date column would be highlighted with a blue border/box if they occurred after 06/01/08. The control to determine if the Format Criteria should be shown is found on the Report Setup Layout Tab. Special (conditional formatting) is defined on the Report Setup Style/Format Tab. Why is the Setup or Criteria Icon missing on the Report Preview toolbar? The options available on the Report Preview Toolbar vary dependent on the type of report. Maintenance Connection Reporter Guide v5.0 197

Options for Print, Export, Refresh and Close will always be included. For most reports, additional options will be available for Email, Setup, Criteria and Smart. The Setup Icon is not displayed when you are viewing a custom report that includes special formatting that is not defined in Report Setup. If you need to change a setup option (such as report groups) for a custom report, you must exit the Report Preview Window. When you return to the Report List, select the report and click the Setup Report Button. If you are viewing an emailed report, a limited toolbar will be displayed. There will be no Email, Setup, Criteria or Smart Icon displayed. Advanced Reporting Tips The following sections provide answers to common questions regarding Advanced Features of the Reporter: How do I connect a field/column to a WorkCenter Popup? How do I connect a field/column to a Report Popup? How do I connect a report row to a WorkCenter Popup? How do I connect a report row to a Report Popup? How do I create an Action Button (Issue, Close, etc.)? How do I create an editable report? How do I create an editable form for distribution? How can I distribute/send smart reports? How do I set up a summary report with aggregate calculations (averages, counts, etc.)? How do I use a custom expression to modify a field display or calculate a field value? How do I create a multi-series chart? How do I create a pivot table in a report? Maintenance Connection Reporter Guide v5.0 198

How do I connect a field/column to a WorkCenter Popup? Fields displayed in report columns can be connected to a WorkCenter Popup. When a field is connected to a WorkCenter Popup, clicking on the field will open the designated WorkCenter in a new popup. The Report Preview Window appears as follows when a report field is connected to a popup: Tip: Multiple smart actions can be specified for different fields/columns in your report. If the Smart Action Type control is set to Column, all smart actions defined for columns in the Report Field Options Dialog will be honored. To connect a report field to a WorkCenter Popup: 1. Open the Smart Elements Tab. Ensure that Smart Mode has been set on, using the setting on the default Smart Settings Sub-Tab. 2. Open the Smart Actions Sub-Tab. 3. Select Column (Multiple Smart Action per Row) from the Smart Action Type dropdown control. Note: No additional fields will be displayed on the Smart Actions Sub-Tab when Column is selected for the Smart Action Type. Maintenance Connection Reporter Guide v5.0 199

4. Select the field on which a smart action is desired from the Display Fields List in the upper right corner of the Report Setup Window. For example, to make the Target Date Field in a work order report editable, you would select the Target Date field from the list: 5. Click the Edit Button directly below the Display Fields List: 6. The Report Field Options Dialog will display. Select Popup WorkCenter from the Smart Action Dropdown in the middle of the dialog: 7. A Smart Action Field Value Control will be displayed, prompting you to specify the field value that determines the record to be opened. In most cases, you will be selecting the primary field from the record, such as [WO] Work Order or [Asset] Asset. 8. If desired, enter a Smart Action Tool Tip to be displayed when the cursor is held over the field in the report. For example, you could specify the tooltip to say: Click here to open this work order. Maintenance Connection Reporter Guide v5.0 200

9. Click the Apply Button to exit the Report Field Options Dialog. Note: To specify a smart action for a different field/column on the report, repeat Steps 4-8. 10. To save your changes and view them in the report, click the Apply Button at the bottom of the Report Setup Window. The Report Preview window will display. Note: If you accessed Report Setup from the Report Lookup, you will simply be returned to the Report Lookup. How do I connect a field/column to a Report Popup? Fields displayed in report columns can be connected to a Report Popup. When a field is connected to a Report Popup, clicking on the field will open the designated report in a new popup. The Report Preview Window appears as follows when a report field is connected to a popup: Maintenance Connection Reporter Guide v5.0 201

Tip: Multiple smart actions can be specified for different fields/columns in your report. If the Smart Action Type control is set to Column, all smart actions defined for columns in the Report Field Options Dialog will be honored. To connect a report field to a Report Popup: 1. Open the Smart Elements Tab. Ensure that Smart Mode has been set on, using the setting on the default Smart Settings Sub-Tab. 2. Open the Smart Actions Sub-Tab. 3. Select Column (Multiple Smart Action per Row) from the Smart Action Type dropdown control. Note: No additional fields will be displayed on the Smart Actions Sub-Tab when Column is selected for the Smart Action Type. 4. Select the field on which a smart action is desired from the Display Fields List in the upper right corner of the Report Setup Window. For example, to make the Work Order # field in a work order report connected to a popup, you would select the Work Order # field from the list: 5. Click the Edit Button directly below the Display Fields List: Maintenance Connection Reporter Guide v5.0 202

6. The Report Field Options Dialog will display. Select Popup Report from the Smart Action Dropdown in the middle of the dialog: 7. A Smart Action Report Control will be displayed, prompting you to specify the report to be opened. Specify the report that should be opened (when the field is clicked or selected) from the Smart Action Report Dropdown Control. Reports will be listed in alphabetical order. The following example specifies that the Work Order Cost Statement Report should be opened when the field is clicked. 8. A Smart Action Report Criteria Control will be displayed, prompting you to specify the criteria that should be used to determine the record(s) that should be opened in the report. In most cases, you will be selecting the primary field from the record, such as [WO] Work Order or [Asset] Asset. 9. If desired, enter a Smart Action Tool Tip to be displayed when the cursor is held over the field in the report. For example, you could specify the tooltip to say: Click here to open the Work Order Status Report. 10. Click the Apply Button to exit the Report Field Options Dialog. Note: To specify a smart action for a different field/column on the report, repeat Steps 4-8. Maintenance Connection Reporter Guide v5.0 203

11. To save your changes and view them in the report, click the Apply Button at the bottom of the Report Setup Window. The Report Preview window will display. Note: If you accessed Report Setup from the Report Lookup, you will simply be returned to the Report Lookup. How do I connect a report row to a WorkCenter Popup? Report rows can be connected to WorkCenter or Report Popups. When a report row is connected to a WorkCenter Popup, clicking on the row will open the designated WorkCenter in a new popup. The Report Preview Window appears as follows when a report row is connected to a popup: Tip: Only a single action is enabled when Row is selected as the Smart Action Type. You cannot specify a smart action for a row and smart actions for columns. If the Smart Action Type control is set to Row, any smart actions defined for columns in the Report Field Options Dialog will be ignored. To connect a report row to a WorkCenter Popup: 1. Open the Smart Elements Tab. Ensure that Smart Mode has been set on, using the setting on the default Smart Settings Sub-Tab. 2. Select the Smart Actions Sub-Tab. Maintenance Connection Reporter Guide v5.0 204

3. Select Row (Single Smart Action per Row) from the Smart Action Type dropdown control. 4. Once Row has been selected, additional field prompts will be displayed to define the smart action. 5. Select Popup WorkCenter from the Smart Action Dropdown Control: A Smart Action Field Value Control will be displayed, prompting you to specify the field value that determines the record to be opened. In most cases, you will be selecting the primary field from the record, such as [WO] WO or [Asset] Asset. If desired, enter a Smart Action Tool Tip to be displayed when the cursor is held over the field in the report. For example, you could specify the tooltip to say: Click to open this work order. 6. To save your changes and view them in the report, click the Apply Button at the bottom of the Report Setup Window. The Report Preview window will display. Note: If you accessed Report Setup from the Report Lookup, you will simply be returned to the Report Lookup. Maintenance Connection Reporter Guide v5.0 205

How do I connect a report row to a Report Popup? Report rows can be connected to Report or WorkCenter Popups. When a report row is connected to a Report Popup, clicking on the row will open the designated report in a new popup. This option might be used to access additional detail about the displayed record. For example, a report that lists recently closed work orders might be connected to a report that provides additional cost information regarding the selected work order. The Report Preview Window appears as follows when a report row is connected to a popup: Tip: Only a single action is enabled when Row is selected as the Smart Action Type. You cannot specify a smart action for a row and smart actions for columns. If the Smart Action Type control is set to Row, any smart actions defined for columns in the Report Field Options Dialog will be ignored. To connect a report row to a Report Popup: 1. Open the Smart Elements Tab. Ensure that Smart Mode has been set on, using the setting on the default Smart Settings Sub-Tab. 2. Select the Smart Actions Sub-Tab. 3. Select Row (Single Smart Action per Row) from the Smart Action Type dropdown control. Maintenance Connection Reporter Guide v5.0 206

4. Once Row has been selected, additional field prompts will be displayed to define the smart action. 5. Select Popup Report from the Smart Action Dropdown Control: 6. Specify the report that should be opened (when the row is clicked or selected) from the Smart Action Report Dropdown Control. Reports will be listed in alphabetical order. The following example specifies that the Work Order Cost Statement Report should be opened when the report row is clicked. 7. Specify the criteria that should be used to determine the record(s) that should be opened in the report. In most cases, you will be selecting the primary field from the record, such as [WO] WO or [Asset] Asset. 8. If desired, enter a Smart Action Tool Tip to be displayed when the cursor is held over the row in the report. For example, you could specify the tooltip to say: Click to open the XYZ Report. 9. To save your changes and view them in the report, click the Apply Button at the bottom of the Report Setup Window. The Report Preview window will display. Note: If you accessed Report Setup from the Report Lookup, you will simply be returned to the Report Lookup. Maintenance Connection Reporter Guide v5.0 207

How do I create an Action Button (Issue, Close, etc.)? Action Buttons are defined on the Smart Button(s) Sub-Tab of the Smart Elements Tab. The Smart Button(s) Dropdown Control lists numerous options that can be selected. Following are the first items listed in the dropdown: Since only one option can be selected, options for multiple buttons are displayed with a slash separating the options. The Issue/Deny option highlighted above would result in both Issue and Deny buttons on the report: For instructions on adding action buttons to a report, see: Smart Button(s) Sub-Tab. Maintenance Connection Reporter Guide v5.0 208

How do I create an editable report? Editable fields can be displayed on a report, allowing appropriate members to update data directly in the report. Editable fields displayed in a report appear as follows, with a Save Button to allow changes to be saved, and a Save All Button to effect changes on multiple records in one step. As records are updated (saved), the text in the row changes to green italic to indicate that changes have been made: Providing editable fields on a report is a very convenient feature, as multiple records can be updated on a single page. In addition, the report form can be set up to include only the fields of importance to the audience that will be updating this form. As such, this feature provides a mechanism to create custom editable forms that allow members to quickly update important data, without the need to navigate to different parts of the system. Editable reports or forms can even be emailed to specified individuals (members and non-members). Tip: Editable reports are a very powerful feature; thus it is important that reports are set up correctly. It is strongly recommended that only data from the primary file (e.g. work order data in a work order report) be enabled for updating. To make a report field editable: 1. Open the Smart Elements Tab. Ensure that Smart Mode has been set on, using the setting on the default Smart Settings Sub-Tab. 2. Select the Smart Actions Sub-Tab. Maintenance Connection Reporter Guide v5.0 209

3. Select Column (Multiple Smart Action per Row) from the Smart Action Type dropdown control. Note: No additional fields will be displayed on the Smart Actions Sub-Tab when Column is selected for the Smart Action Type. 4. Select the Smart Buttons Sub-Tab to specify that a Save button should be included on the report. Select Save from the Smart Button(s) Dropdown Control: Note: If you wish to have another smart button displayed on the report, such as Issue, it is not necessary to specify the Save Button. Maintenance Connection detects that two options have been specified and automatically adds the Save Button for you. However, if no other smart button action is specified, you must specify Save from this control. In the Smart Button Field Value Dropdown Control, specify the field value of the record that is being edited. Since editable reports are a very powerful feature, it is recommended that only primary file data be updated. As such, a value such as [WO]Work Order or [Asset]Asset should be specified. 5. Select the field on which a smart action is desired from the Display Fields List in the upper right corner of the Report Setup Window. For example, to make the Meter1 Reading Field in a work order report editable, you would select this field from the list: Maintenance Connection Reporter Guide v5.0 210

6. Click the Edit Button directly below the Display Fields List: 7. The Report Field Options Dialog will display. Select Edit Field from the Smart Action Dropdown in the middle of the dialog: If desired, enter a Smart Action Tool Tip to be displayed when the cursor is held over the field in the report. For example, you could specify the tooltip to say: Click Save if value is edited. 8. Click the Apply Button to exit the Report Field Options Dialog. 9. Repeat Steps 4-7 to enable another field on the report for editing. 10. If you have specified that a field should be editable, you must also ensure that a Save Button is included on the report: Ensure the Smart Elements Tab is still active and select the Smart Button(s) Sub- Tab. Select Save from the Smart Button(s) Dropdown Control: Maintenance Connection Reporter Guide v5.0 211

Note: If you wish to have another smart button displayed on the report, such as Issue, it is not necessary to specify the Save Button. Maintenance Connection detects that two options have been specified and automatically adds the Save Button for you. However, if no other smart button action is specified, you must specify Save from this control. In the Smart Button Field Value Dropdown Control, specify the field value of the record that is being edited. In most cases, you will be selecting the primary field from the record, such as [WO]Work Order or [Asset]Asset. 11. To save your changes and view them in the report, click the Apply Button at the bottom of the Report Setup Window. The Report Preview window will display. Note: If you accessed Report Setup from the Report Lookup, you will simply be returned to the Report Lookup. For information on viewing and using editable reports, see: Editable Fields in Preview Window. How do I create an editable form for distribution? or How can I distribute/send smart reports? The Maintenance Connection Report Smart Email Feature allows you to email editable forms and reports to users of the system, as well as third party individuals without system login credentials. The Smart Email Sub-Tab, which is presented on both the Smart Elements Tab and the Schedule Tab, allows you to establish settings for email distribution of the current report, including specifying security settings or protocols. These settings are in effect when reports are emailed manually, as well as when they are automatically generated on a scheduled basis. The Smart Email Feature is very powerful in that it provides an expedient method for email recipients to update information, without the need to navigate or view other parts of the system. Recipients of the email will only have access to the report form and defined smart elements ; they will not have general access to system features or report setup. As such, this feature can be used for third party recipients (such as a customer or contractor), allowing them to update pertinent information. Numerous settings are available to ensure appropriate security. Users can be forced to log into the system in order to access the smart report, or automatic login can be enabled. Maintenance Connection Reporter Guide v5.0 212

For further information, see: How do I create an editable report? Establish Email Settings for Smart Reports Send Smart Email Reports from Preview Window View Smart Elements in Report Review Window How do I set up a summary report with aggregate calculations (averages, counts, etc.)? Summary Reports perform aggregate calculations on cumulative (grouped) data. The following report is an example of a Work Order Summary Report that calculates work order count, total costs and average costs by shop: Note: Establishing or modifying summary reports is an advanced feature that should only be used by members who are comfortable with database reporting tools. In order to create your own summary report, you must first find a template report from the same report group. That is, find an existing summary report that uses the same type of data, and copy that report to create your own report. The following general instructions are offered as a guide for those who have the requisite skills and experience to create a summary report: 1. Locate a report to be used as the template for the new summary report. Make sure it is a Summary Report (designated as such on the Layout Tab) and proceed to copy the report. Maintenance Connection Reporter Guide v5.0 213

2. Access Report Setup for the new report. 3. Determine the field on which the summary calculations are to be aggregated. This is typically a text field, such as department, shop, priority, etc. Ensure the field specified is listed as a field in the Display Fields List at the top of the Report Setup Window (typically the first field). As an example, we will perform calculations by Shop Name. 4. Ensure the aggregation field specified in Step 3 is listed as a sort field on the Sort/Group Tab. Tip: Multiple levels of aggregation can be performed. For example, you could list Shop and then Priority. Both of these fields would need to be listed in the Display Fields list and the Sort/Group Tab. 5. To create a count field: You can create a column/field to count specified records. You can use any field as a placeholder to perform the count, but it is important to remember that Maintenance Connection will only count fields that include values. So, be sure to use a required field so that all records will be counted. Select a required field from the Available Fields List. For example, for a work order report, you could select Work Order ID/# or Work Order Status, as these fields always have a value. Select the placeholder field in the Display Fields list and click Edit. The Report Field Options Dialog will display for this field. In the Field Label (Custom) Field Prompt, enter the label to appear at the top of the column on the report. For example: Total Count Enter COUNT in the Aggregate Function Field Prompt. When finished, settings for a count calculation might appear as follows: Maintenance Connection Reporter Guide v5.0 214

Click Apply to return to the Report Setup Window. 6. To perform a summary/aggregate calculation on an existing numeric field, such as Total Costs : Select the field on which the summary calculation will be performed from the Available Fields List and move it to the Display Fields List. For our example, we will select [WO] Cost Total Actual : Select the placeholder field in the Display Fields list and click Edit. The Report Field Options Dialog will display for this field. In the Field Label (Custom) Field Prompt, enter the label to appear at the top of the column on the report. For example: Total Cost. Enter the type of aggregation to be performed in the Aggregate Function Field Prompt. In our example, to total or sum, you would enter SUM. When finished, settings for a total/sum calculation might appear as follows: Maintenance Connection Reporter Guide v5.0 215

Click Apply to return to the Report Setup Window. Tip: After running this report, the field name in the Display List will be updated to reflect the aggregate calculation, such as: SUM(Total Cost). 7. Repeat Step 6 for any additional calculations to be performed on a numeric field. Different functions can be performed on the same field. To perform an average calculation, use AVG for the Aggregate Function: 8. To save your changes and view them in the report, click the Apply Button at the bottom of the Report Setup Window. The Report Preview window will display. Note: If you accessed Report Setup from the Report Lookup Setup Button, you will simply be returned to the Report Lookup. The Report Example used above might appear as follows in the Report Preview Window: Maintenance Connection Reporter Guide v5.0 216

How do I use a custom expression to modify a field display or calculate a field value? Custom expressions can be used to modify the format of a field or perform a calculation. For example, you can use a custom expression to change the display of a date field (remove time stamp) or change the "case" (display all in upper case). In addition, you can perform mathematical calculations, which is particularly useful for determining elapsed time. You can perform mathematical calculations on individual fields, or perform calculations between fields (e.g., difference between dates). In addition to special functions that are available, you can use all standard mathematical operations to create calculations ( + for addition, - for subtraction, * for multiplication and / for division). Tip: In order to create a custom expression, you must determine the field name on which the calculation will be performed. This is the field name specified in table.fieldname format. There are two methods to determine this formal Field Name. First, if the field is already specified on the report, click on the field in the Display Fields List and click Edit. The actual field name will be listed in table.fieldname format at the top of the Report Field Options Dialog. Second, 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. As a simple example, a custom expression can be used to create a report that calculates the costs of re-ordering inventory items, presuming a 10% increase in cost: 1. Determine the proper field name ( table.fieldname format) for the field on which the calculation will be performed. For our example, the field name for Last Order Price is Part.LastOrderUnitPrice. 2. Access Report Setup for the report on which the calculated field is to be displayed. 3. To create the calculated field, you must specify a placeholder field on which the calculation will be specified: Select a field from the Available Fields List to use as a placeholder. You can use any field as a placeholder to perform the calculation, but it is preferable to use a field of the same data type. Maintenance Connection Reporter Guide v5.0 217

As an example, you could select [Part] Average Price and move it to the Display Fields List. 4. Select the placeholder field in the Display Fields list and click Edit. The Report Field Options Dialog will display for this field. 5. Enter the desired label for the report column in the Field Label (Custom) prompt. In our example, you could enter Forecasted Price. Maintenance Connection Reporter Guide v5.0 218

6. Select the appropriate field type for your calculated result from the Field Type Dropdown, such as Numeric or Money. Note: If the placeholder field is of the desired type, the Field Type (Custom) control does not need to be specified. 7. Click the Yes control in the Custom Expression? field prompt. 8. Enter your expression in the Custom Expression Box. In our example, we will create a custom expression that calculates a 10% increase in last purchase cost. This calculation is performed by multiplying the last purchase cost by 1.10% (this calculates a 10% increase and then adds it to the original cost). In our example, the custom expression box might appear as follows: 9. When finished, settings for this sample calculated field might appear as follows: 10. Click Apply to return to the Report Setup Window. 11. To save your changes and view them in the report, click the Apply Button at the bottom of the Report Setup Window. The Report Preview window will display. Maintenance Connection Reporter Guide v5.0 219

Note: If you accessed Report Setup from the Report Lookup Setup Button, you will simply be returned to the Report Lookup. 12. In our example, the new forecasted price column might appear as follows. Notice how the forecasted price is 10% higher than the last order price: Examples of Custom Expressions Common examples of calculated fields using custom expressions include the following: Adding two field values together (e.g., Work Order Labor Cost + Work Order Parts Cost). Using proper field names, the expression might look like: WO.CostLaborActual+WO.CostPartActual Performing a mathematical calculation on a field (such as increasing the value by x %, dividing an annual cost into a monthly average by dividing by 12, etc.). For example, if you wanted to calculate a 10% increase in labor cost you could use the expression: WO.CostLaborActual *1.1 Rounding a numeric field. This is especially valuable for summary calculations, such as averages, where a large number of decimals may be returned. In addition, this is often used to round meter readings: ROUND(WO.TargetHours,0) - rounds to whole number ROUND(Asset.Meter1Reading,1) - rounds to nearest tenth ROUND(Asset.Meter1Reading,2) - rounds to nearest hundredth Removing the time display from a date field, such as the Work Order Requested Field. The following expression returns the left portion of the field, eliminating the display of the time: LEFT(WO.Requested,12) Maintenance Connection Reporter Guide v5.0 220

Performing a date function on a field. For example, the DATEDIFF function can be used to determine the number of days that have elapsed. This function can be used to determine the number of days work orders are open (or days to complete once closed). The format of this function is as follows: DATEDIFF( increment to display - such as dd for days, field/value to be subtracted, value to subtract from ) To display the number of days a work order was open before completion: DATEDIFF(dd,WO.Requested,WOComplete) To display the number of days that have elapsed since an open work order was requested, you can use getdate() to calculate from the current date: DATEDIFF(dd,WO.Requested,getdate()). Tip: The getdate() function is used to indicate the current date should be used in a formula. Also, be sure to specify the correct Field Type, which would be number or integer if the result will be returned in days. How do I create a multi-series chart? The Maintenance Connection Reporter provides options to create multi-series charts (e.g., stacked, multi-bar, with trend line). These chart styles allow for a more complex graphical presentation of your data, displaying data along multiple dimensions. Multi-series charts are more complex to create and thus require more familiarity with this type of charting. The following is a general guide for creating a Multiple Series Bar Chart that displays target hours, actual hours and work order count by type of work order. To create a multi-series bar chart: 1. Open the report on which the chart is to be placed and access the Chart/KPI Tab from the Report Setup Window. For this example, a closed work order report would be best. 2. Open the Chart Type Dropdown Control and select Bar Chart (Multi). The fields on the page will change to support the definition of this type of chart. Maintenance Connection Reporter Guide v5.0 221

3. In the Chart By field, select the field on which the charted data will be grouped into sections. For our example, the chart will have a series of bar charts for each type of work order, so Work Order Type Description should be specified as the Chart By Field. 4. In the Chart Name field, enter a desired name, such as Count and Hours by Type. 5. Check the Show Values indicator if you wish to have the actual values corresponding to each bar displayed. The chart definition should appear as follows: 6. In the Chart Function Data area, the calculations for the individual bars to be displayed (count, target hours, actual hours) will be defined. 7. For the first calculation, select [WO] Target Hours for the Data Value, Target Hours for the Label, Sum (or Avg) for the Function and any desired color: 8. Click Add to place these values into the Chart Function List: 9. For the second calculation, select [WO] Actual Hours and enter the desired function and color (Sum and Green in this example). Click Add to place these values into the list. 10. The third calculation will simply be a count. As such, any field can be used as all fields will return the same count of records. Select any field, WO Count for the Label, Count for the function and any desired color. Click Add to place these values into the list. 11. Your Chart Function List should look similar to the following: Maintenance Connection Reporter Guide v5.0 222

12. Click Apply to Preview the chart. How do I create a pivot table in a report? Pivot tables provide a very powerful mechanism to create reports with dynamic aggregations of data. In a standard report, report rows display records stored in Maintenance Connection and columns display the values stored in particular fields. Using pivot tables, data typically presented in separate rows can be aggregated into dynamically generated columns. Similar to the functionality provided in spreadsheet software, such as Microsoft Excel, pivot tables allow you to switch (or pivot) the view of data between columns and rows to provide useful summaries of data. Refer to the following sections for more information on pivot tables: Pivot Table Examples Pivot Table Guidelines/Instructions Maintenance Connection Reporter Guide v5.0 223

Pivot Table Examples Pivot tables can be used for both detail and summary reports. The following example shows a Summary Report displaying work order costs for each type of work order. Redefining this report as a pivot table, we can pivot the shops to columns and show total costs by defined type of work order. This format can be much more beneficial when viewing large quantities of data. Pivot Table Definition: Row: [WO]Type Desc Column: [WO]Shop Name Summary Data: [WO]Cost Total Actual Similarly, the following example shows a pivot report designed to show total work hours assigned to each labor source per month. The pivot logic dynamically calculates assignment hours by month of assignment. Maintenance Connection Reporter Guide v5.0 224

Pivot Table Definition: Row: [WOAssign]Labor Name Column: [WOAssign]Assigned Date, using Months function Summary Data: [WOAssign]Assigned Hours Lastly, the following example shows a Detail Report designed as a pivot table, displaying the days of the week that labor sources have assignments. Pivot Table Definition: Row: [WOAssign]Labor Name Column: [WOAssign]Assigned Date, using Weekdays function Summary Data: [WOAssign]Person? Refer to the following section for general guidelines on creating or modifying pivot table definition. Pivot Table Guidelines/Instructions Following are general instructions for creating a pivot report. It should be noted that only advanced users who are comfortable with database reporting tools should attempt to create a pivot report. 1. Locate a report to be used as the template for the new pivot report and proceed to copy the report. Ensure the selected report includes the type of data that you will be using in your new pivot report. Maintenance Connection Reporter Guide v5.0 225

Note: Be sure to select a Summary Report if the pivot report will include summary or aggregate calculations (such as total costs). 2. Access Report Setup for the new report. 3. Determine the fields on which the pivot report will be defined. Row Definition: Field that will be displayed as rows in the pivot table report. This is typically a text field. Column Definition: Field that will be used to aggregate columns of data. This can be a text field (such as department, priority, shop) or an aggregation of numeric or date data. Summary Calculation: Field that will be calculated or aggregated by the defined column and row. The summary field needs to be numeric (unless you are performing a count aggregation). If you are performing a count, be sure to select a field that is ALWAYS populated (like WorkOrderID). Note: Refer to the section on Pivot Table Examples for clarification on column, row and summary calculation field selections. 4. Ensure the fields to be used to define the row, column and summary calculation are listed in the Display Fields List in this exact order (row, column, and then summary calculation). Remove any fields listed that are not needed for the report. 5. Highlight the first field in the Display Fields List (field used for row definition) and click Edit to access the Field Options (Properties) dialog for this field. In the Pivot Setup Field Prompt, indicate Row : 6. Highlight the field to be used for column definition in the Display Fields List (second field) and click Edit to access the Field Options (Properties) dialog for this field. 7. In the Pivot Setup Field Prompt, select Column. A new control will appear prompting you to specify how the column should be defined. In the Columns Defined Using Field Prompt, specify how the columns are to be defined. For most text fields, columns are defined using the default Field Data. In the following example, using Shop Name as the column field, the default data in the field is used for column definition (one column for each shop). Maintenance Connection Reporter Guide v5.0 226

For date aggregations, options exist in the dialog to aggregate the data logically. For example, dates can be aggregated into months, quarters or weeks: In the following example, using Assignment Date as the column field, the columns will be defined using a monthly aggregation of Assignment Dates, listing the dates as Jan, Feb Mar: When a function is selected for the Columns Defined Using field prompt, Maintenance Connection automatically places the expression used to create that function in the Custom Expression Box in the bottom of the dialog: Maintenance Connection Reporter Guide v5.0 227

It is important that you change the Custom Expression Indicator to Yes whenever a custom expression is defined. 8. Highlight the field to be used for the summary calculation in the Display Fields List and click Edit to access the Field Options (Properties) dialog for this field. In the Pivot Setup Field Prompt, indicate Summary : Tip: Be sure to specify the type of aggregation being performed in the Aggregate Function prompt of the Report Field Options Dialog (e.g., SUM, COUNT, AVG). 9. When you are finished specifying Field Properties, return to the Report Setup Window and ensure that your sort fields logically represent the data being presented. The field specified for row definition must be listed as a sort field. 10. To save your changes and view them in the report, click the Apply Button at the bottom of the Report Setup Window. The Report Preview window will display. Note: If you accessed Report Setup from the Report Lookup Setup Button, you will simply be returned to the Report Lookup. For examples of row, column and summary calculation definitions, see: Pivot Table Examples. Maintenance Connection Reporter Guide v5.0 228

Report User History Maintenance Connection maintains a history of report activity, allowing administrators to analyze report usage as well as audit report modifications. The report history tool allows you to filter report history by user and/or dates. Note: Report User History is only available from the Maintenance, Repair and Operations (MRO) WorkCenter. You cannot access user history from within the Reporter. To view report user history: 1. Open the Tools Menu and select User History : 2. The User History Dialog will open. 3. To filter the history for reports, select Reports from the History Dropdown Control. 4. Click the Refresh Button below the date prompts to refresh the history. The list will refresh displaying only User Report History. Maintenance Connection Reporter Guide v5.0 229

5. Use the controls at the top of the dialog to filter for users and dates. Once a record is selected from the list at the top, the corresponding details for that record will display in the box at the bottom Note: You must click the Refresh Button to refresh the results to match any criteria specified. 6. To filter results to view only report history by a particular user, select the desired user from the User Dropdown Control. 7. To filter results to a different time period than the last 30 days, enter the desired dates in the Start/End date prompts. Maintenance Connection Reporter Guide v5.0 230

You can specify dates by typing them directly into the available fields. Alternatively, you can click the calendar icon to the right of the date prompt to retrieve a calendar on which the dates can be identified: 8. To refresh the history list based on additional changes made to the filter controls at the top of the dialog (user and/or dates), click the Refresh Button below the date prompts. The list will refresh listing the history corresponding to the filter criteria you have specified. 9. The history is displayed in reverse chronological order. If there are more records than can fit in the box, use the Page Controls at the bottom of the list to access additional records. 10. To view the details of a particular report, click on the record in the list. The details associated with this record will display in the box at the bottom of the dialog, listing all incidents in which this report was viewed or changed by the specified user. 11. When you are finished viewing Report User History, click the Close Button toward the top of the dialog. The User History Dialog will close. Maintenance Connection Reporter Guide v5.0 231

Dashboard The Dashboard provides access to a special kind of report presentation that displays Key Performance Indicators (KPIs) defined by your organization. The Dashboard is typically configured for your organization during the Maintenance Connection Implementation Process. In addition to defining important KPIs to track, thresholds are determined and the preferred graphic indicator is chosen. Users with permission to modify KPIs can customize the thresholds and define a preferred format/graphic indicator. The Dashboard must be accessed from within the MRO WorkCenter. To access the Dashboard, use one of the following methods: Click on the Dashboard Icon on the toolbar; or Select Dashboard from the Applications Menu. The Dashboard will open in a new window. Maintenance Connection Reporter Guide v5.0 232

The Dashboard feature provides a quick glance of performance against key indicators, and includes features to filter the results and compare indicators between organization units (e.g., between shops, repair centers, etc.). Tip: It is important to verify the filter in effect when viewing KPIs. The filter is defined in the controls in the lower left of the page. In the example above, the KPIs displayed are calculated from the work orders in the Courtyard by Seaside Repair Center. For information on using the Dashboard, refer to the following sections: View the Dashboard (Modify Display) Edit KPI Trend KPI Clone KPI Share KPI Maintenance Connection Reporter Guide v5.0 233

Print Dashboard Exit Dashboard View the Dashboard (Modify Display) By default, the Dashboard displays all Work Order KPIs defined for your organization. If more than one page is available, navigation controls will be displayed at the bottom of the page to access additional data. To limit the display to a particular KPI, select that KPI from the list on the left. The page will refresh with an individual view of the selected KPI. Each KPI displayed lists a description, current value, target and variance. To change the format or graphic indicator for displayed KPIs, select an option from the Format Controls in the lower right of the page. Maintenance Connection Reporter Guide v5.0 234

As each option is selected, the page will refresh with each KPI shown with the newly selected format. The first option indicates that the defined default format for the KPI should be displayed. For further information on modifying the displayed Dashboard, refer to the sections on Filtering Dashboard Results, Comparing Results and Displaying Reports and Charts. Filter Dashboard Results When viewing Dashboard Results, you can use the controls in the lower left of the page to filter displayed results to particular repair centers and/or other attributes. In order to filter results, be sure that the Filter Tab, displayed in the middle of the left pane, is active. In the above example, the KPIs displayed would be calculated using data from all Repair Centers. Tip: The Dashboard filtering process is additive. That is, as designations are made for each attribute, they are saved and added to any subsequent selections that are made. For example, if you selected a shop and then selected a date range, the system would calculate KPIs for work orders from the designated shop with target dates in the defined range. To filter results: 1. Select the attribute on which the data should be filtered from the Filter By Dropdown Control. Repair Center: Allows you to filter by one or more Repair Centers. Shop: Allows you to filter by one or more Shops. Asset / Location: Allows you to filter by one or more locations, selected by drilling down into the Asset Tree. Maintenance Connection Reporter Guide v5.0 235

Classification: Allows you to filter by one or more Asset Classifications, as selected from the Classification Tree. Target Date (WO): Allows you to filter by a predefined date range based on target date defined in work orders (multiple selections cannot be made). 2. Indicate whether or not multiple selections are to be made for the currently displayed attribute. When multiple selections are made, the results for each selection are combined or added together (i.e., the KPI is calculated for the combined/total of the selected items). To allow multiple selections (such as the inclusion of two Repair Centers or three Shops), click the Multiple Selections control. To remove the selection, click on the control again. 3. Select the item on which the KPIs should be calculated from the available list. 4. If Multiple Selections have been enabled, you can select an additional item(s) for inclusion. As each item is selected, it will be highlighted. To remove a selection that was made in error, click on it again. The highlight will be removed. To clear multiple selections that have been made, click the Clear All hyperlink above the Filter By Dropdown Control. 5. To filter by an additional attribute, repeat Steps 1-4. 6. When you have finished making your designations, you can view the results in the Dashboard. The Dashboard is updated each time you alter the filtering criteria. Compare Results When viewing Dashboard Results, you can also use controls in the lower left of the page to compare KPI results for different organizational units. To use this feature: 1. Select an individual KPI on which a comparison will be made from the KPI Dashboard options in the upper left. Maintenance Connection Reporter Guide v5.0 236

2. Be sure the Compare tab, displayed in the middle of the left pane, is active. 3. Select the first organizational unit on which the comparison will be made from the available dropdown. Click the Multiple Selections indicator, unless you only wish to compare this specific unit to All Units. 4. Select the units to be compared. To remove a selection that was made in error, click on it again. The highlight will be removed. Maintenance Connection Reporter Guide v5.0 237

To clear multiple selections that have been made, click the Clear All hyperlink above the Filter By Dropdown Control. The Dashboard would provide a comparison for the chosen KPI between the selected units. A benchmark for All is also displayed whenever a comparison is performed. In the above example, the display might appear as follows: Tip: It is important to remember that the current filter is active when performing a comparison. For example, if a filter is in effect for a particular Repair Center, the comparison will only show results for designated shops in that repair center. Dashboard Reports and Charts When viewing Dashboard Results, you can use the tabs at the top of the page to display selected reports or charts, using the filter criteria defined for your KPI Display. This feature allows the Dashboard Filtering features to be used for report display. To display results in a report or chart: 1. Designate desired filter criteria using the filter options in the lower left of the dialog. 2. Select the Reports or Charts Tab from the control in the upper left corner of the page. 3. Select a Report Group from the available dropdown control. 4. Select a report or chart by clicking on it. Maintenance Connection Reporter Guide v5.0 238

5. The report (or chart only) will be displayed in the Report Preview Window in the right, using the filter criteria defined in Step 1 to determine which records to include in the report. 6. Use the standard options available in the Toolbar to print, email or otherwise modify the report. Edit KPI Advanced users can edit KPI definitions displayed on the Dashboard by clicking on the Edit link on the lower right of each KPI. An Edit KPI Window will be displayed allowing you to alter the KPI Description, display order, range, critical/alert/optimal value and default format. Maintenance Connection Reporter Guide v5.0 239

Contact your System Administrator for additional information on modifying KPI definitions. Tip: If you have sufficient expertise in defining KPI queries, you can also create a new KPI by clicking on the New Button in the Toolbar. You can also clone an existing KPI. Trend KPI Maintenance Connection provides the ability to track trends for each KPI. In order to track KPI results over time, this feature must be set up by the Maintenance Connection Implementation Staff. Contact Maintenance Connection Support for additional information on this feature. Clone KPI A clone feature is available to copy an existing KPI to use as a starting point for a new KPI definition. To clone an existing KPI: 1. Click the Clone Button on the Dashboard Toolbar. 2. The Clone KPI Dialog will come forward. 3. Select the KPI to clone from the first dropdown. 4. Enter a name for the new KPI. 5. Specify the group to which the new KPI should belong. 6. Click Save. 7. The newly specified KPI will be created and displayed in the KPI list on the left. 8. Select the new KPI and edit as needed. Maintenance Connection Reporter Guide v5.0 240

Share KPI Organizations that have designed KPIs that they believe would be beneficial to other organizations in the Maintenance Connection Community can share their KPIs. The shared KPI will be displayed in the Smart Share Application accessible to the Maintenance Connection Community. Note: The accessible shared KPI will be stripped of any organization specific data (such as repair center) as it is uploaded for sharing. Tip: If you have shared a KPI with the Maintenance Connection Community and no longer wish to have it accessible, you can remove it from the Smart Share Community using the Stop Share option. To share a KPI used by your organization with the Maintenance Connection Community: 1. Access the Dashboard by selecting Dashboard from the Applications Menu. 2. Currently defined KPIs will be displayed. KPIs that have not been shared, will display an option to Share under the KPI; those that have been shared will display an option to Stop Sharing : 3. Locate the KPI to be shared and click on the word Share just below the KPI. Maintenance Connection Reporter Guide v5.0 241

4. The Smart Share dialog will appear, prompting you to enter a description. 5. Enter a description that would inform members of the MC Community as to the benefit/value of this procedure. If desired, you can also modify the company and author that will be listed. 6. When you are finished specifying information to share this KPI, click the Share KPI Button. 7. When Maintenance Connection is finished sharing the KPI, a confirming message will appear. Click the Close Button and you will be returned to the Dashboard with the Share option replace by a Stop Sharing option: 8. To see the KPI listed in the Smart Share Application, select Smart Share from the Applications Menu and select KPI from the Smart Share Modules Filter on the left. The KPI will be displayed with the description you have specified: Tip: The Smart Share Application also allows you to install KPIs created by other organizations that would be useful to your organization. For more information about the Smart Share Application, refer to the User Guide. Maintenance Connection Reporter Guide v5.0 242

Stop Sharing a KPI If your organization has specified a KPI to be shared with the Maintenance Connection Community and you no longer wish to have the item accessible, you can remove it from the Smart Share Community. To remove a KPI from the Smart Share Community: 1. Open the Dashboard, and locate the KPI you no longer wish to share. Since it is currently being shared, an option to Stop Sharing should be displayed below the KPI. 2. Click on the words Stop Sharing. 3. A dialog will appear, prompting you to confirm that you wish to remove the KPI from the MC Smart Share Community. Click Yes, Remove Share to remove the KPI from the community. 4. A dialog will display confirming that the KPI was removed from the Smart Share Community. Click Close to return to the Dashboard. 5. The KPI will display with an option to Share (now that it is no longer shared). Tip: Refer to the User Guide for more information about the Smart Share Application. Maintenance Connection Reporter Guide v5.0 243

Print Dashboard When you have finished setting controls for the Dashboard display and have the desired results displayed, you can print your results using the Print Button in the Toolbar. Exit Dashboard When you are finished viewing the Dashboard, click the Close Button in the upper right corner of the toolbar. The Dashboard will close and you will be returned to the previously accessed page of the MRO WorkCenter. Maintenance Connection Reporter Guide v5.0 244

Online Reporter Guide The Maintenance Connection Reporter Guide provides general instructions for running reports as well as modifying report criteria or report setup; several sections of tips and troubleshooting are also available. The Online Reporter Guide also includes an extensive index along with a powerful search feature. If you are using the full Maintenance, Repair and Operations WorkCenter you can access the Online Reporter Guide by opening the Help Menu and selecting Reporter Guide: If you are accessing the Reporter Application directly, you can access the Online Reporter Guide by clicking the Help Button to the right of the search fields on the Report Lookup. Tip: The Online Reporter Guide is not accessible from within the Report Setup or Report Preview Windows. As such, it is recommended that you open the Online Reporter Guide while in the Report Lookup. The guide will open in a separate browser window that you can keep open while you proceed to modify or run your reports. This window can then be accessed whenever assistance is required. Following are instructions for using the features of the Online Reporter Guide: 1. Use one of the options described above to open the Online Reporter Guide. 2. The Reporter Guide opens in a new browser window. The Table of Contents (Topics and Chapters) will be listed on the left and the content of the currently selected topic will be shown on the right. Maintenance Connection Reporter Guide v5.0 245

3. To navigate to topics use the displayed Table of Contents: Books (chapters) that can be opened are shown with a closed (green) book. In the above example, Report Lookup is a book that can be opened. Books that have been opened, such as the Reporter Overview in the example, are shown as an open book, with the contents displayed below. Individual topics are displayed with a page icon such as Types of Reports above. 4. As you open each book (chapter), the contents of that book will open allowing you to select a topic or drill down into additional books/chapters shown. 5. To display the content of any topic, click on the topic name. The content will be displayed in the right pane. It should be noted that both books and topics include help content in the Maintenance Connection Reporter Guide. Note: As you drill down into books, the TOC may shift to the right to display more of the available topic label. To shift back to the left margin, use the scroll bar at the bottom of the left pane. 6. To access the Index to search for help topics, click the Index Bar at the bottom of the left pane: Maintenance Connection Reporter Guide v5.0 246

The left pane will refresh with the complete index. To quickly locate an item in the index, type the first few letters into the box at the top of the index. For example, to quickly locate help topics regarding fonts displayed in reports, you could type the letters font into the box. The index will list move to items matching your search: To select an index item, click on it. The topic corresponding to that index item will display in the right pane. To return to the Table of Contents, click the TOC Bar at the bottom of the left pane. You will be returned to the Table of Contents, with the previously displayed topic selected. 7. To access the Search Feature, click the Search Bar at the bottom of the left pane. The left pane will refresh with a search box, allowing you to specify a search expression. For example, to search for topics that would provide assistance in emailing reports, you could enter the word email and click Search. The panel would refresh with a list of topics that contain information matching your search parameter. Maintenance Connection Reporter Guide v5.0 247

Click on the desired topic to display the help content. The topic will be displayed and all words matching your search parameter will be highlighted in yellow. Note: To turn off the yellow highlight feature, click the Highlight Button on the toolbar ( ). To return to the Table of Contents, click the TOC Bar at the bottom of the left pane. 8. Additional options on the toolbar are available to navigate pages: Use the topic/page navigation controls to move backwards and forwards through previously accessed topics. Use the home icon to return to the first page of the Reporter Guide. Use the navigation controls to access the TOC, Index and Search Panes, respectively. 9. To close the Online Reporter Guide, click the close box in the upper right corner of the window. Maintenance Connection Reporter Guide v5.0 248