Overview

Below is product documentation to get you started with eMaint X3.

The Training Guide is a companion to the Overview of eMaint X3 training course.

The series of Learn More guide is a getting started guide for eMaint X3.

Training Guide - Overview of eMaint X3

This 61-page resource guide is the companion to the New Customer Introduction training course.

It provides a general overview of X3's primary menu options and functions to assist new users in getting familiar with the system.

About This Manual

About This Manual


Throughout this text you may see references to other manuals. This manual is provided in conjunction with the Overview training course and is intended as an overview for users to get familiar with the common features of the application.

Other training courses and the corresponding manuals that are provided with the trainings include:

  • Work Order Management Level 1 – Provides a detailed explanation of Work Orders and Work Requests.
  • Work Order Management Level 2 – A detailed look at the preventive maintenance process in eMaint.
  • Planner/Timecard Module – This manual is offered in conjunction with Work Order Management Level 1 for those clients that wish to setup and utilize the Planner/Timecard module.
  • Inventory Control – Process of tracking and managing your inventory, including parts file setup, supplier management, reordering stock parts, creating purchase orders (PO), tracking parts charges to assets, and producing inventory reports.
  • Inventory Control for Multiple Locations – A slight modification to the standard inventory control manual, with a focus on the setup and management of multiple inventory stockroom locations, and a review of the requisitioning process that must be used for parts replenishment when using multiple storeroom locations.
  • Requisitioning Method of Inventory Control – For those who use the Requisitioning module as part of the parts reorder process. Explains the process for requisition setup, creating and approving requisitions, and producing stock requisitions.
  • System Administration – Provides a detailed overview of all the administrative functions in eMaint, including adding and defining users and user rights, various system setup options, and customizing forms.
  • Query Builder – Overview of the basic concepts of report writing and using the Query Builder to create basic reports.
  • Advanced Query Builder – This course discusses more advanced features in the Query Builder for producing complex reports.


Additional Resources

eMaint University
Other training materials and resources designed to help you become proficient in all areas of the system are available through the eMaint University link on your eMaint X3 account. eMaint University is our e-learning portal, and is regularly updated with new content. For more information, please contact us at 856-810-2700 or info@emaint.com.

Customer Support
We offer three ways to get the help you need:
Phone – 856-810-2700 extension 2
Email – support@emaint.com
Live chat – Go to http://www.emaint.com and click the Live Chat box

Accessing Your eMaint X3 Account

Accessing Your eMaint X3 Account


When you havlogine established an eMaint X3 account through the eMaint.com Web site, you can access it through any computer or device that has Internet access.

To access your account, visit the eMaint Web site at http://www.emaint.com. Click on the "Login‟ link at the top of the page. At the 'Customer Login' page, enter your account name and password and then click the "Login‟ button.

A secure session is also available to organizations that prefer it. Navigate to the login page as normal. Click the "Secure Login Page‟ link located under the "Login‟ button. The login page will reload with encryption enabled. Your browser will display a lock icon to indicate a secure session is in place.





The SSL-encrypted session securely uploads and downloads information to keep your data secure while travelling across the internet. However, the encryption process requires a little more work from your computer and may affect performance. If you entered your account name or password incorrectly, an Invalid Member Login screen appears (see below). You have the option to re-enter your Account Name and Password, request your login information via email, access the Demo account, or return to the eMaint.com home page.




If you logged in correctly, you will be at the main page of your account, which is known as the eMaint X3 Control Center.

The eMaint X3 Version 10 Tab System

The eMaint X3 Version 10 Tab System


The new interface in version 10 uses tabs to navigate to the most common areas of your account. Click the desired tab to open the page.

Another new feature of version 10 is “persistent tabs”. An example of this is when you are looking at work order number 256 in the work order tab and need to see the details of a part before charging it to the work order. You click the parts tab to find the information you need. Then, when you go back to the work order tab to charge that part, work order number 256 will still be present on the screen.

Taking the persistent tabs one step further, the system will also remember the page you were on for every tab, even after you log out of the system and log in another time. Alternatively, if you would like to go straight to the list view, rather than returning to the last record you viewed, many tabs allow you to simply click the icon to the left of their text.

The Title Bar

The version 10 header contains system links for you convenience. These links are:

  • My Account – This is a quick link to the Account Settings page. This is the same as clicking the Navigation tab then the Change Your Settings link in the Administration section. See page 8 to learn how to use this page.
  • Theme – This allows you to change the appearance of the interface. There are several predefined themes to choose from, including Beach, Thanksgiving, and even Star Wars.
  • eMaint University – This e-learning portal offers a broad range of free and subscription-based training videos, manuals and other content to help you get the most out of your system.
  • eMaint IdeaPort – This link takes you to IdeaPort, where you can submit ideas to help us make eMaint X3 better. You can also view ideas submitted by other users and vote for the ones you would like to see implemented.
  • Support – This link will open our website's support page in a new window. This page contains various options for contacting the eMaint Support Department.
  • Logout – A quick and convenient link to log out of your eMaint account.
  • About – This link opens a page from our website that highlights the features of eMaint as a company and eMaint as your CMMS solution.


The Home Tab

The Home Tab is the home page for eMaint. The administrator can customize this page by using the “Edit Content” link found on the Quick Bar.




The Navigation Tab

The Navigation tab is the application's site map of version 10. Navigate to this page when you need to reference any section that does not have a tab.

The options available in the Navigation Tab are listed below, separated into their appropriate sections.

NOTE: Whether a user sees any of the menu options explained below is dependent on the level of permissions granted to the user by the administrator.

Main

  • Log Out – Log out of the eMaint X3 system.
  • eMaint.com Home Page – Open the eMaint.com home page in a separate window.


Request Center

  • Request Manager – Provides access to the work order request listing and details.
  • My Requests – Displays the user‟s requests in 3 groups: current open work orders, rejected requests in the last 30 days and a user-specified history of all requests.


Work Center

  • Work Order Center – Provides access to the work order listing and the detail of the work orders.
  • Work Order Print Manager – Prints work orders by user-definable filters.
  • Group Close Out – A tool that is used to select a group of open work orders (based on several filter options such as Route, Assignment, etc.) and quickly close them.
  • Maintenance Calendar--Displays any task that is set up to show on calendar (“On Calendar” field = True on the PM schedule screen).
  •  Add New Work Order – A shortcut link to the work order form in add mode.
  • Timecard – The Time Card collects the hours worked by your personnel in a quick and easy interface.


Purchasing Center

  • Create Purchase Order – Creates purchase orders for a particular supplier.
  • Parts Reorder List – Displays list of stock parts that are due to be reordered based on reorder points. Reorders can then be processed from this screen.
  • PO Receipts – Used to select a PO and receive individual items on the PO.
  • Update Pending PO's – A processing screen used to update and process pending PO‟s.
  • Purchase Order Center – Displays the purchase orders in the system. Options to filter based on Supplier and date range. Access PO‟s for editing and receiving.


PM Center (Preventative Maintenance Center)

  • Generate PM Work Orders – A tool that is used to manually generate multiple PM's into work orders.
  • Standard Tasks File – Where PM tasks are defined and stored so that they can be associated to PM schedules.
  • PM Manager – Used to manage the PM schedules in your system based on criteria you select.


Data Center

  • Asset File Information – Views the Asset List and Details. From Asset Detail, you can view the PM Schedules associated with the asset.
  • Project Master File – Views the Project List and Details.
  • Parts File Information – Views the inventory list and details in your system.
  • PM Task Library – Provides a generic list of tasks to perform on common equipment. This section is meant for copying and pasting into PM Tasks.
  • Maintenance Contacts – Contacts are tracked here. Anyone that is to be assigned to a task must have a record in Maintenance Contacts.
  • Parts by Supplier – A list of all the part/supplier relationships you have established in your inventory file.
  • Name Plate Lists – A list of nameplate types that are built into eMaint. Users have the ability to define additional nameplate types. The nameplate attributes are then "imported‟ directly onto an asset record.
  • Problem Type Management – View and modify the problem types for your work orders.
  • Department Management – View and modify the departments used on your work orders and your assets.
  • Work Type Management – View and modify the work types used on your work orders.
  • eMaint X3 Mobile – Displays the X3 mobile application, just like it would appear on a mobile device.


Data Explorer

  • Asset Explorer – Tool to view assets in a tree or hierarchical view and to choose the structure of that hierarchy.
  • Parts Explorer – Tool to view inventory in a tree or hierarchical view and to choose the structure of that hierarchy.
  • Contact Explorer – Tool to view contacts in a tree or hierarchical view and to choose the structure of that hierarchy.


Report Center

  • Query Builder – Advanced reporting tool which allows you to create reports.
  •  Digital Dashboard – The digital dashboard contains predefined reports that display data from multiple tables and outputs the results to either graph or CSV format.
  • Inventory Valuation Report – Report which provides the actual value of inventory based on the purchase price of each item.
  • Percentage Complete – Tool used to view the percentages of closed versus open work orders.


Administration

  • Change Your Settings – Used to change the user's information (name, password, company and contact information, email address, etc). It is also used to indicate how date information should display in the system when viewing date fields on a detail screen. Work Order and PM email options are also accessed and defined from this screen.
  • User Administration – Administrator option used to change information and security rights for users on the account.
  • Add New Users – Administrator option used to create additional users for the account.
  • Log in as Another User – Takes you to a new log in page.
  • Export Data – Tool that is used to export your data from selected tables in eMaint. Available tables to export are Work Orders, Assets, Parts, Contacts, and Charges. Output can be Excel (XLS), comma delimited (TXT), or database (DBF) format.
  • Manage Data Dictionary – Provides access to the system's data dictionary.
  • Manage Forms – Allows you to view, edit, create, and delete various forms used in the system.
  • Remove Deleted Records – Used to view records that are marked for deletion and permanently remove them from the system.
  • Customize my own page – Same as the Edit Content link on the Quick Bar of the Home tab but uses a different HTML editor. This section also provides some graphics management.
  • Site Activity Report – Displays a list of users that were signed into the system in a user-specified date range.
  • Tab Manager – Lets you choose which tabs are available and which are hidden.
  • Workflow Manager – The Workflow Manager allows you to configure your system to react to certain
    events. You define “rules” where, if certain criteria are met, certain actions
    take place.
  • Workflow Email Templates – Gives you the ability to create custom email templates to be used in conjunction with the Workflow Manager.


Help

  • Live Support – Allows you to connect to the eMaint Support Department Live Chat website.
  • Help – Opens the eMaint Training webpage for information on the various training classes.


Condition Monitoring

  • Add New Readings – Record new readings taken on equipment.
  • Import Readings – Import readings from a file.
  • View Readings Added – View the readings that have been collected.
  • Setup Monitor Points – Setup the parameters for which measurements will be made.
  • Setup Monitor Class – Setup a group that contains many monitor points.

My Account Setup Options

My Account Setup Options


There are several options available under the Setup menu.



The Administration menu is covered in detail in the System Administration manual. The options that are reviewed in this overview are "Change Your Settings‟ and "User Administration."

Changing Account Settings

The Account Settings screen contains two sections. The top portion shows the information for the user and the bottom portion shows the areas of the system which the administrator can manage. When making changes in any section, be sure to save the settings before leaving that page.

The top portion of the screen contains the account and contact information for the current user. You can change your account password, set a password expiration interval (default is 0; password is valid indefinitely) or make other updates to your contact information.




The bottom section provides links to manage the way work orders and PM's are managed in your system.




  • General System Settings – Allows you to set system wide formatting such as the date format, the currency symbol, turning on and off old-style lookups, system-wide user password expiration and turning on Edit In Place.
  • User Interface Settings – Allows you to add, remove and rearrange the tabs.
  • General Work Order Settings – Allows you to choose if closed work orders can be edited, if closed work orders can reopened by the administrator, which related tables will be included on the work order's printout and what the next work order number will be.
  • Work Order Email Settings – Allows you to choose which contacts – Administrator, Perform For, Assign To, Request Notification Group – will be notified when work orders are opened or closed in your system. In the case of Request Notification Group, you can also set the Take Ownership Link which allows the user to assign and close a work order to himself through the email. Lastly, you can also choose the subject line for those emails.
  • PM Email Settings – Allows you to activate automatic generation and emailing of the PM schedules in your system.
  • Inventory Control Settings – This module allows for multiple inventory locations to be used for purchasing in your system. You will be unable to modify this area unless you have the module installed. Inventory Control Settings also contains an option to charge parts directly to an asset instead of through the work order charge out process. When selected, this option will create a new link on the assets called 'Parts Charge.'
  • Purchasing and Requisitioning – This module allows for control of the requisitioning process for those eMaint clients who use it. These settings do not affect the purchasing process for clients who do not use requisitioning.
  • Condition Monitoring – Gives you the ability to change some of the settings that apply to condition monitoring.
  • External Interfaces – Lets you set information for separate interfaces, like Picasa.


User Administration

If you plan to have more than one user on your account, you will need to add the new user to the account then set the user rights for that user.

As the System Administrator, step #1 is to 'Add New Users' to the account using this menu option from your Administration Menu.

Step #2 is to open 'User Administration' to define the security rights that the additional users will have.




Click the pencil icon for the user you want to define permissions. You will be presented with the eMaint User Rights screen. This page allows you to edit the account properties of your user and adjust the permissions he/she has in the system.




The top portion allows you to change the user's name, account ID, password, password expiration time, and the user type (standard or requestor). You can also copy this user‟s permission set to another standard user.

The lower portion of the screen lists the permissions available for the user. Put checkmarks next to the menu options (left), security options (middle) and tab access (right) you want the user to access. Alternatively, you can click the “Check” or “Uncheck” links to select or unselect all options in that column. When finished, click the „Save' button located on the top portion of the page. Now, if you log in with that user's name and password, you will only see the tabs and menu options that you assigned to that user.

See the System Administration manual for a detailed explanation of this screen.

Contacts

Contacts


There are several categories, or types, of contacts that are tracked in eMaint X3. The categories include Employee, Contractor, Supplier, Location, Customer, and Tenant. It is important to establish your list of contacts so you can assign employees or contractors to tasks and work orders or assign suppliers to parts. Click the Contacts tab to access your system‟s contacts.

The List View

The List View contains user-selected fields from the contact detail screen that are most helpful in filtering and locating contacts in your system.




Each contact displayed in the list has its Contact ID underlined. This means you can click the Contact ID to see the contact record in detail. To the left of each row are a magnifying glass icon and a pencil icon. You can click the magnifying glass icon to see the detail record of the contact. You can click the pencil icon to edit the contact record.

From this screen you can add a new contact record to the list by clicking 'Add New Record' in the upper right corner. If any changes were made to a contact while this window was open, click "Refresh‟ to reload the page. The "Learn More‟ link provides a brief description of the list view and how to navigate around it. To close the window and return to the main menu, click the 'Close Window' link in the upper right corner.

Click the 'Form Options' link at the bottom of the list to change the default settings of how this screen is displayed. This feature is described in more detail in the System Administration training manual.

Searching your Contacts

You can expand your search further by applying sorts and/or filters.

Sorting the list
Click on one of the column headings and the list will sort in ascending order. Once sorted, a small arrow icon (pointing up) will appear to the right of the column name. This indicates that the list is sorted in ascending order. Click the arrow icon and the list will sort again, this time in descending order.

Applying Filters to the List
Filters are used to search the whole list and display the matching results. For example, if you wanted to see only those contacts whose category begins with the letter 'S', you would type the letter 'S' in the filter for the Category column and then click the red 'Set' link to the left of the filter row. Besides displaying the results, the number of records that matched the filter expression will display in the upper left of the screen. You can apply single or multiple filters at one time if needed.

To remove the filters, click the red “Clear” link and click "Set" again. The full list will display.

TIP: The system remembers the filters and sorts that you apply and will display it the next time you navigate to that list.

Detail View

Clicking on the Contact ID or on the magnifying glass on the Contact list view will open the detail view of a contact.




NOTE: With eMaint X3, you have the ability to add or remove fields to the screen as well as change field names and attributes, screen layout, colors, etc. Your screen may look slightly different than the example above. This functionality is explained in detail in the System Administration training manual.

The detail view contains all of the information of a contact. From this screen, you have total control of your maintenance contacts.

Options at the top left corner of the screen include:

Add – Opens a blank record for entering a new contact.

    Copy/Add – Opens a new record in Add mode and populates the form with the previous record's values.
   
    Multiple Forms – If you have more than one form for your contacts, you will be prompted to chose one.

Edit – Opens the record in Edit mode for changing the contact's information.

Delete – Marks the record for deletion and removes it from the list view.

List – Returns to the list view.

<< – Displays the detail of the previous record (ordered by ID).

>> – Displays the detail of the next record (ordered by ID).

GoTo – Opens a window that allows you to navigate directly to a record by entering the Contact ID.

Actions – Provides you with a choice of actions you can perform.

    History – Displays a listing of the work order history performed for this contact on the bottom portion of the screen.

Options – Options can include 'Learn More,' 'Change Form,' Customize Form,' and 'Manage Related Tables.' These options are covered in detail on the Administration manual.

Adding Contacts:

You can add new contacts from either the list or detail view. From the list view, the "Add New Record‟ link is directly above the field headers, on the right and will open a new window in add mode. From the detail view, the "Add‟ choice is the first in the main menu bar and will change the current window to add mode. The "Copy/Add‟ option also changes the current window to add mode, except it will populate the form with the previous record‟s values for fast record entry.




The main fields to populate are the Contact ID, Full Name, First Name, Last Name, company information and category. If you will be sending work orders via email, enter the email address in the "Email‟ field. If you'll be using the rate information when recording charges on a work order, enter the hourly rate in the field provided. If this contact should receive email notification when new work requests are entered, set “Request Notification Group” to “True.”

Editing Contacts:

The form for editing contact information can also be accessed from either the list or detail views. From the list, click the pencil icon. From the detail view, click the "Edit‟ link in the menu bar. Both links will open the edit form in the existing window.

The 'Edit' form is similar to the 'Add' form, except that the key field cannot be edited. The key field is the unique identifier for the contact and cannot be changed.

Click 'Save Changes' to save the changes or 'Cancel Changes' to discard them. The form will return to the detail view of the contact.




Editing In Place

If “Edit In Place” is enabled, you can make changes to most fields without the need for entering edit mode. Enter the record's detail screen by clicking on the Magnifying Glass icon or the Contact ID link on the list view. Place your mouse  cursor over the field you wish to edit. If the field is able to be edited, the cursor will change to a . Double-click your left mouse button and the field will open in edit mode. Make your changes then click the save  icon to save your changes or click the cancel icon  to return without saving.


If a field cannot be edited with Edit In Place, the cursor will change to a “no” symbol . If editable, these fields require you to enter 'Edit' mode to make any adjustments.

Deleting Contacts

Deleting records is a two step process. The first step is to mark the record for deletion by clicking the 'Delete' link. This removes the record from the list view but still allows you to locate it by using the 'GoTo' link (if you know the record ID) or using the 'Next' and 'Previous' links to page through the records. At this point, you can still un-delete the record by clicking the 'Undelete' link.




The second step of the deletion process is to completely remove records from the system. Go to the Remove Deleted Records link located in the Administration menu. This list displays the various tables that can hold records marked for deletion. Click the magnifying glass icon to preview items that will be deleted. Click the trash can icon to remove all the records for that section. For more information on deleting items, see the System Administration manual.

NOTE: The Remove Deleted Records option permanently removes records. There is no way to bring them back. Use this feature at your own risk.

Viewing Contact History

Clicking the 'History' link will display the work order history in a list below the contact detail. For more information on an associated work order, the links provided will open the detail view of the work order.



Parts File Information

Parts File Information


The Parts File Information, accessed by clicking the Parts tab, contains your inventory information.

List View

The List View contains the fields from the parts table that are most helpful in filtering and locating parts in your inventory.




The parts are displayed in rows with column headers at the top of each row. Note that each part displayed in the list has its "Item No.‟ underlined. This means you can click the Item No. to see the part record in detail. To the left of each row are two icons. The magnifying glass icon will open the detail record of the part. The pencil icon will open the part record in edit mode.

From this screen you can add a new part record to the list by clicking 'Add New Record' in the upper right corner. If any changes were made to a part while this window was open, click "Refresh‟ to reload the page. The "Learn More‟ link provides a brief description of the list view and how to navigate around it. To close the window and return to the main menu, click the 'Close Window' link in the upper right corner.

Click the 'Form Options' link at the bottom of the list to change the default settings of how this screen is displayed. This feature is described in more detail in the System Administration training manual.

Searching your Parts

You can expand your search further by applying sorts and/or filters.

Sorting the list
Click on one of the column headings and the list will sort in ascending order. Once sorted, a small arrow icon (pointing up) will appear to the right of the column name. This indicates that the list is sorted in ascending order. Click the arrow icon and the list will sort again, this time in descending order.

Applying Filters to the List
Filters are used to search the whole list and display the matching results. For example, if you wanted to see only the parts with a location that begins with the letter 'S', you would type the letter 'S' in the filter for the Location column and then click the red 'Set' link on to the left of the filter row. Besides displaying the results, the number of records that matched the filter expression will display in the upper left of the screen. You can apply single or multiple filters at one time if needed.

To remove the filters, click the red “Clear” link and click "Set" again. The full list will display.

TIP: The system remembers the filters and sorts that you apply and will display it the next time you navigate to that list.

Detail View

The detail view is accessible from the List view by clicking on the Item No. or clicking on the magnifying glass icon in the left column of the list.




The detail view contains all of the information of a part from the Parts table. From this screen, you have total control of your parts inventory.

NOTE: With eMaint X3, you have the ability to add or remove fields to the screen as well as change field names and attributes, screen layout, colors, etc. Your screen may look slightly different than the example above. This functionality is explained in detail in the System Administration manual.

Options at the top left corner of the screen include:

Add – Opens a blank record for entering a part.

    Copy/Add – Opens a new record in Add mode and populates the form with the previous record's values.

Edit – Opens the record in Edit mode for changing the part's information.

Delete – Marks the record for deletion and removes it from the list view.

List – Returns to the list view. Previous – Displays the detail of the previous record (ordered by ID).

<< Displays the detail of the previous record (ordered by ID).

>> – Displays the detail of the next record (ordered by ID).

GoTo – Opens a window that allows you to navigate directly to a record by entering the Item No.

Actions Displays the different actions you can choose to perform.

    Adjustments – Opens the form to change the existing on-hand quantity.

    History – Displays the transaction history of the part directly below the display fields (see below).

    Key Change – Allows you to change the key field of the part.

    Purchases – Opens a new form to indicate purchases made from the suppliers.

    Recalculate – Open the Recalculate window to fix any discrepancies caused by purchase order editing and voiding.

Options – Options can include 'Learn More,' 'Change Form,' Customize Form,' and 'Manage Related Tables.' These options are covered in detail on the Administration manual.

Adding Parts

You can add new parts from either the list or detail view. From the list view, the 'Add New Record' link is directly above the field headers, on the right and will open a new window in add mode. From the detail view, the 'Add' choice is the first in the main menu bar and will change the current window to add mode. The 'Copy/Add' option also changes the current window to add mode, except it will populate the form with the previous record's values for fast record entry.

The key field for Inventory Parts is 'Item No.' and must be entered before 'Save New Record' is pressed. However, you should enter as much information as you can to help identify the part in a list. Click 'Save New Record' to save the new part. 'Cancel Changes' will completely discard the new part information.

Editing Parts

The form for editing part information can also be accessed from either the list or detail views. From the list, click the pencil icon to edit the part information. From the detail view, click the 'Edit' link in the menu bar. Both links will open the edit form in the existing window.

The 'Edit' form is similar to the 'Add' form, except that the key field and On Hand values cannot be edited. The key field is the unique identifier for the part and can only be changed using the 'Key Change' option. To change the On Hand quantity, use the Adjustments menu option.

Click 'Save Changes' to save the changes or 'Cancel Changes' to discard them. The form will return to the detail view of the part.

Editing In Place

If “Edit In Place” is enabled, you can make changes to most fields without the need for entering edit mode. Enter the record‟s detail screen by clicking on the Magnifying Glass icon or the Item No. link on the list view. Place your mouse cursor over the field you wish to edit. If the field is able to be edited, the cursor will change to a . Double-click your left mouse button and the field will open in edit mode. Make your changes then click the save  icon to save your changes or click the cancel icon  to return without saving.

If a field cannot be edited with Edit In Place, the cursor will change to a “no” symbol . If editable, these fields require you to enter 'Edit' mode to make any adjustments.

Deleting Parts

Deleting records is a two step process. The first step is to mark the record for deletion by clicking the 'Delete' link. This removes the record from the list view but still allows you to locate it by using the 'GoTo' link (if you know the record ID) or using the 'Next' and 'Previous' links to page through the records. At this point, you can still un-delete the record by clicking the 'Undelete' link.




The second step of the deletion process is to completely remove the records from the system. Go to the Remove Deleted Records link located in the Administration menu. This list displays the various tables that can hold records marked for deletion. Click the magnifying glass icon to preview items that will be deleted. Click the trash can icon to remove all the records for that section. For more information on deleting items, see the System Administration manual.

NOTE: The Remove Deleted Items option permanently removes records. There is no way to bring them back. Use this feature at your own risk.

Adjustments

To provide an accurate history of your inventory, the system does not allow direct editing of the 'On-Hand' field. Instead, the 'Adjustments' link is used to track inventory changes. This process is covered in detail in the Inventory Control manual.

Viewing Part History

On the part detail screen, click the "History‟ link to access the history of transactions for the part. This will display in the bottom portion of the screen




Click the magnifying glass to open the history in a separate window. This screen allows you to apply filters to specify both a time period and transaction type.




The links in these views navigate to other areas of the system that have affected this part. For example, clicking the 'PO No.' link will take you to the purchase order on which this item appeared. Other areas include work orders and assets.

Click 'Return to Standard View' on the right side of the history to go back to the original detail view for the part.

Key Change

Because key fields are not able to be changed in edit mode, the 'Key Change' link has been provided to safely change the key field without corrupting the record.

Clicking 'Key Change' will open the key change form. Enter the new number in the field provided and click 'Process'. This will display a summary of adjustments made to the table and verify the change is complete.

Click the 'Go Back without making changes' to return to the part without changing the key field.

Purchase

The 'Purchase' link is one of three ways to order a part. Clicking the link displays the Re-Order form in a new screen.




Purchasing is beyond the scope of this manual. See the Inventory Control manual for an in-depth discussion on this and other methods of purchasing.

Recalculate

The 'Recalculate' is used to fix any discrepancies with the 'On Order' field on the Parts detail and the actual on order amount. This option is covered in detail in the Inventory Control manual.

Asset File Information

Asset File Information


The Asset File Information menu option will take you to the asset records or the equipment that you want to track in the system. Each asset record displays the meter readings associated with the asset, preventive maintenance schedules you have assigned to the equipment, the work order history associated with the equipment, the labor and parts charges that have been identified for the work orders associated with the equipment, and the Nameplate information you have entered for the equipment.

List View

Click the Asset tab to display the Asset File Listing.




The assets are displayed in rows with column headers at the top of each row. Note that each asset displayed in the list has its 'Asset ID' underlined. This means you can click the Asset ID to see the asset record in detail. To the left of each row are two icons. The magnifying glass icon will open the detail record of the asset. The pencil icon will open the asset record in edit mode.

From this screen you can add a new asset record to the list by clicking 'Add New Record' in the upper right corner. If any changes were made to an asset while this window was open, click 'Refresh' to reload the page. The 'Learn More' link provides a brief description of the list view and how to navigate around it. To close the window and return to the main menu, click the 'Close Window' link in the upper right corner.

Click the 'Form Options' link at the bottom of the list to change the default settings of how this screen is displayed. This feature is described in more detail in the System Administration training manual.

Searching your Assets

You can expand your search further by applying sorts and/or filters.

Sorting the list
Click on one of the column headings and the list will sort in ascending order. Once sorted, a small arrow icon (pointing up) will appear to the right of the column name. This indicates that the list is sorted in ascending order. Click the arrow icon and the list will sort again, this time in descending order.

Applying Filters to the List
Filters are used to search the whole list and display the matching results. For example, if you wanted to see only the assets with a department that begins with the letter 'S', you would type the letter 'S' in the filter for the Department column and then click the red 'Set' link to the left of the filter row. Besides displaying the results, the number of records that matched the filter expression will display in the upper left of the screen. You can apply single or multiple filters at one time if needed.

To remove the filters, click the red “Clear” link and click "Set" again. The full list will display.

TIP: The system remembers the filters and sorts that you apply and will display it the next time you navigate to that list.

Detail View

To view the detail record of a particular asset, either click on the underlined Asset ID in the list or on the magnifying glass icon to the left of the asset on the list. The detail record of that asset will display on screen (example below).




The detailed information about the asset is shown in the top portion of the screen. These are the basic fields that are used to describe an asset.

NOTE: With eMaint X3, you have the ability to add additional fields to the detail screen (or remove them), change field names and attributes, change the screen layout, change colors, etc. This functionality is explained in detail in the System Administration manual.

The additional sections of the asset detail screen are Meter Readings (entering meters), PM Schedules (establishing PM Schedules discussed on page 33), Related Parts (associating parts with the asset), and Nameplate Information (discussed on page 28).

The additional options available for the asset detail include:

Add – Opens a blank record for entering a new asset.

    Copy/Add – Opens a new record in Add mode and populates the form with the previous record's values.

Edit – Opens the record in Edit mode for changing the asset's information.

Delete – Marks the record for deletion and removes it from the list view.

List – Returns to the list view.

<< – Displays the detail of the previous record (ordered by ID).

>> – Displays the detail of the next record (ordered by ID).

GoTo – Opens a window that allows you to navigate directly to a record by entering the Contact ID.

Actions –  Allows you to choose from the different actions you can perform.

    Charges – Displays all the charges made against the asset in a window directly below the detail view.

    History – Displays work order history of the asset directly below the detail view.

    Key Change – Allows you to change the key field of the part.

    Parts Charge – Allows you charge parts against the asset without an existing work order (if enabled).

    Labor Charge – Allows you to charge labor against the labor without an existing work order (if enabled).

Options – Options can include 'Learn More,' 'Change Form,' Customize Form,' and 'Manage Related Tables.' These options are covered in detail on the Administration manual.

Adding Assets

You can add new assets from either the list or detail view. From the list view, the "Add New Record‟ link is directly above the field headers and will open a new window in add mode. From the detail view, the 'Add' choice is the first in the main menu bar and will change the current window to add mode. The 'Copy/Add' option also changes the current window to add mode, except it will populate the form with the previous record's values for fast record entry.

The key field for assets is 'Asset ID' and must be entered before 'Save New Record' is pressed. However, you should enter as much information as you can to differentiate the asset from others. Click 'Save New Record' to save the new asset. 'Cancel Changes' will discard the new asset information.

Editing Assets

The form for editing asset information can also be accessed from either the list or detail views. From the list, click the pencil icon. From the detail view, click the 'Edit' link in the menu bar. Both links will open the edit form in the existing window.

The 'Edit' form is similar to the 'Add' form, except that the key field cannot be edited. The key field is the unique identifier for the part and can only be changed using the 'Key Change' option.

Click 'Save Changes' to save the changes or 'Cancel Changes' to discard them. The form will return to the detail view of the asset.

Editing In Place

If “Edit In Place” is enabled, you can make changes to most fields without the need for entering edit mode. Enter the record‟s detail screen by clicking on the Magnifying Glass icon or the Asset ID link on the list view. Place your mouse cursor over the field you wish to edit. If the field is able to be edited, the cursor will change to a . Double-click your left mouse button and the field will open in edit mode. Make your changes then click the save  icon to save your changes or click the cancel icon  to return without saving.

If a field cannot be edited with Edit In Place, the cursor will change to a “no” symbol . If editable, these fields require you to enter 'Edit' mode to make any adjustments.

Deleting Assets

Deleting records is a two step process. The first step is to mark the record for deletion by clicking the 'Delete' link. This removes the record from the list view but still allows you to locate it by using the 'GoTo' link (if you know the record's ID) or using the 'Next' and 'Previous' links to page through the records. At this point, you can still un-delete the record by clicking the 'Undelete' link.




The second step of the deletion process is to completely remove the records from the system. Go to the Remove Deleted Records link located in the Administration menu. This list displays the various tables that can hold records marked for deletion. Click the magnifying glass icon to preview items that will be deleted. Click the trash can icon to remove all the records for that section. For more information on deleting items, see the System Administration manual.

NOTE: The Remove Deleted Items option permanently removes records. There is no way to bring them back. Use this feature at your own risk.

Charges

Clicking this option will display the charges (labor, parts, misc., etc.) made to work orders that are associated with this asset. A date filter is provided to view a specific period of time.




TIP: Notice that the work order numbers are underlined on the display for both the History and Charges. This means you can click on the number and that work order record will display in a new window to view it in more detail.

History

Clicking this option will display a listing of the work order history for the asset in the bottom portion of the screen. A date filter is provided to view a specific period of time.




Key Change

Since key fields are not able to be changed in edit mode, the 'Key Change' link has been provided to safely change the key field without corrupting the record.

Clicking 'Key Change' will open the key change form. Enter the new number in the field provided and click 'Process'. This will display a summary of adjustments made to the table and verify the change is complete.

Click the 'Go Back without making changes' to return to the part without changing the key field.

Parts Charge

In the Inventory Control Settings section of 'Change Your Settings', there is an option to “Allow direct part charges to asset” which will allow you to create charges on an asset without going through the normal charge process on the work order. (See page 53 for more on the charge procedure.) When this option is set to yes, you will have an additional function available on the Asset detail screen called 'Parts Charge', which will be in the 'Actions' menu. When you click this link, a part charge screen will show as below.

Enter the information in the text boxes provided. Fields without text boxes are populated automatically from other fields. For example, entering the 'Qty' (quantity) and 'Item Cost' fields will calculate the value for 'Extended Cost'.

If the part being charged isn't on the Related Parts table, click the 'Update Asset related parts list' checkbox on the 'Asset Part List' field to add this part to the list upon saving the form.

After you enter the information for the charge, click 'Save and Return' to save the form and return to the Asset detail screen, or 'Save Entry' to save and continue adding charges . Any success or error messages will appear in the lower left-hand corner of the form.

The system will then create a blanket work order for the asset with a status of 'K' that contains 'Parts Charge Work Order' in the Brief Description field to separate it from regular work orders. If a blanket work order exists from a previous transaction, the charge will be added to the existing work order by adding a line in the 'Charges' table.

NOTE: Only use this option if you have no intention of tracking your maintenance work on your assets but do wish to track parts costs for an asset. Charging out parts to a work order performed on an asset is the best way of tracking parts because of the complete information it provides about the type of work, length of work, and other key tracking items involved in the creation of work orders.

Labor Charge

In the General System Settings section of 'Change Your Settings', there is an option to 'Allow Direct Labor Charges to Assets' which will allow you to create labor charges on an asset without going through the normal charge process on the work order. (See page 53 for more on the charge procedure.) When this option is set to yes, you will have an additional function available on the Asset detail screen called 'Labor Charge', which will be in the 'Actions' menu. When you click this link, a labor charge screen will show as below.

Enter the information in the text boxes provided. Click 'Save and Return' to save the form and return to the Asset detail screen. Click 'Save Entry' to save the form and continue to add more labor charges to this asset.

The system will create a blanket work order for the asset with a status of 'K'. If a blanket work order exists from a previous transaction, the charge will be added to the existing work order by adding a line in the 'Charges' table.



Name Plate Lists

Name Plate Lists

Name plate information allows you to add specific equipment information to individual assets without adding the additional fields to the detail screen for every asset. This is an optional function that helps provide more information on your assets.

A name plate field consists of two identifiers:
PlateID – The type of equipment. Example: AVC_UNIT, COMPRESSOR, BOILER.
Description – The particular item of information (also referred to as the name plate attributes). Example: Lifting Capacity, Generator, Voltage.

Each Plate ID will have multiple descriptions depending on the amount of information which must be gathered for that type of equipment.

List View

In the Name Plate List you can add new plate IDs for your equipment and as many types of descriptive fields as you wish.




The name plates are displayed in rows with column headers at the top of each row. Note that each name plate displayed in the list has its 'CUID' underlined. This means you can click the CUID to see the name plate record in detail. To the left of each row are two icons. The magnifying glass icon will open the detail record of the name plate. The pencil icon will open the name plate record in edit mode.

From this screen you can add a new name plate record to the list by clicking 'Add New Record' in the upper right corner. If any changes were made to a name plate while this window was open, click 'Refresh' to reload the page. The 'Learn More' link provides a brief description of the list view and how to navigate around it. To close the window and return to the main menu, click the 'Close Window' link in the upper right corner.

Click the 'Form Options' link at the bottom of the list to change the default settings of how this screen is displayed. This feature is described in more detail in the System Administration training manual.

Searching your Name Plates

You can expand you search further by applying sorts and/or filters.

Sorting the list
Click on one of the column headings and the list will sort in ascending order. Once sorted, a small arrow icon (pointing up) will appear to the right of the column name. This indicates that the list is sorted in ascending order. Click the arrow icon and the list will sort again, this time in descending order.

Applying Filters to the List
Filters are used to search the whole list and display the matching results. For example, if you wanted to see only name plates with a plate id that begins with the letter 'S', you would type the letter 'S' in the filter for the Plateid column and then click the red 'Set' link to the left of the filter row. Besides displaying the results, the number of records that matched the filter expression will display in the upper left of the screen. You can apply single or multiple filters at one time if needed.

To remove the filters, click the red “Clear” link and click "Set" again. The full list will display.

TIP: The system remembers the filters and sorts that you apply and will display it the next time you navigate to that list. You may add a new name plate value type directly from this list by clicking "Add New Record.‟

  •  Enter the Plate ID. The ID should not exceed 10 characters nor have spaces.
  •  Enter the description of the type of information.
  •  All name plate fields entered here will be available to load from the name plate section of the asset.

Detail View

Details of a name plate are:

CUID – This is the unique key field for the name plate.

Plateid – Equipment name of the asset. Examples include: A/C Unit, Vehicle and Transformr. The plateid is limited to ten characters.

Descrip – Description of the value being entered when applying to an asset. See below.

The additional options available for the name plate detail include:

Add – Opens a blank record for entering a new name plate.

    Copy/Add – Opens a new record in Add mode and populates the form with the previous record‟s values.

Edit – Opens the record in Edit mode for changing a name plate's information.

Delete – Marks the record for deletion and removes it from list view. List – Returns to the list view.

<< – Displays the detail of the previous record (ordered by ID).

>> – Displays the detail of the next record (ordered by ID).

GoTo – Opens a window that allows you to navigate directly to a record by entering the Contact ID.

Options – Options can include 'Learn More,' 'Change Form,' Customize Form,' and 'Manage Related Tables.' These options are covered in detail on the Administration manual.


Adding Name Plates

You can add new name plates from either the list or detail view. From the list view, the 'Add New Record' link is directly above the field headers and will open a new window in add mode. From the detail view, the 'Add' choice is the first in the main menu bar and will change the current window to add mode. The 'Copy/Add' option also changes the current window to add mode, except it will populate the form with the previous record's values for fast record entry.

The key field for name plates is 'CUID' and is automatically populated for you. No other information is required to save the form. However, you should enter as much information as you can to differentiate the name plate from others. Click 'Save New Record' to save the new asset. 'Cancel Changes' will discard the new asset information.

Editing Name Plates

The form for editing name plate information can also be accessed from either the list or detail views. From the list, click the pencil icon. From the detail view, click the 'Edit' link in the menu bar. Both links will open the edit form in the existing window.

The 'Edit' form is similar to the 'Add' form, except that the key field cannot be edited.

Click 'Save Changes' to save the changes or 'Cancel Changes' to discard them. The form will return to the detail view of the name plate.

Editing In Place

If “Edit In Place” is enabled, you can make changes to most fields without the need for entering edit mode. Enter the record's detail screen by clicking on the Magnifying Glass icon or the CUID link on the list view. Place your mouse cursor over the field you wish to edit. If the field is able to be edited, the cursor will change to a . Double-click your left mouse button and the field will open in edit mode. Make your changes then click the save  icon to save your changes or click the cancel icon  to return without saving.

If a field cannot be edited with Edit In Place, the cursor will change to a “no” symbol . If editable, these fields require you to enter 'Edit' mode to make any adjustments.

Deleting Name Plates

Deleting records is a two step process. The first step is to mark the record for deletion by clicking the 'Delete' link. This removes the record from the list view but still allows you to locate it by using the 'GoTo' link (if you know the record's ID) or using the 'Next' and 'Previous' links to page through the records. At this point, you can still un-delete the record by clicking the 'Undelete' link.




The second step of the deletion process is to completely remove the records from the system. Go to the Remove Deleted Records link located in the Administration menu. This list displays the various tables that can hold records marked for deletion. Click the magnifying glass icon to preview items that will be deleted. Click the trash can icon to remove all the records for that section. For more information on deleting items, see the System Administration manual.

NOTE: The Remove Deleted Items option permanently removes records. There is no way to bring them back. Use this feature at your own risk.

Adding Name Plates to Assets

To utilize the name plate feature, go to the asset and scroll to the bottom of the detail view. There are two ways to add name plates to an asset. The Import Attributes option adds all name plates with a matching Plateid. The Add option will add a single record to the list.

Importing Plate IDs
In the Name Plate Information section of the asset detail screen (see illustration on page 22), click the 'Import Attributes' link. You will be taken to the screen below which will allow you to select an Attribute list (Plate ID group) from a drop down list.




When you click the 'Copy List Attributes' button, all of the field descriptions available for that PlateID will drop into the Name Plate Information section for that asset.




Click the 'GoTo' link to add the values for each field. If any of the Name Plate fields are not necessary for this asset, click the 'GoTo' link to delete the individual fields from the list for this asset.




Adding Nameplates Directly

If you want to add individual lines to the Name Plate information box click the "Add‟ link and you will see the screen below.




Fill in the Plateid and Description fields. Notice that the value field is revealed for updating as well.

NOTE: If you add a Name Plate from the asset instead of the Name Plate List option on the main menu, the asset ID (Comp ID) will be displayed automatically indicating that this Name Plate will only show on this asset and won't be available in the main name plate list.

Preventive Maintenance

Preventive Maintenance

Preventive maintenance, or PM, allows you set up routine procedures to keep your assets running smoothly.

Establishing Preventive Maintenance (PM) Tasks

PM Tasks is a feature that can save you an enormous amount of time when creating PMs for your assets. Normally, you would enter a PM's description each time which can be a daunting task when you're creating several PMs. A PM task allows you to create one, very descriptive, maintenance procedure and then associate that PM task to your PM schedule(s).

Another benefit of using PM tasks is the ability to make any changes to a task then "Publish‟ the changes to all the PMs (PM schedules) that are linked to the task.

TIP: Each eMaint X3 account comes pre-loaded with a PM Library which lists common Preventive Maintenance tasks on common equipment. You can use this list to help you build your own PM Task list.

List View
In the Navigation tab, click the PM Task link to display the Tasks File Listing.




The PM tasks are displayed in rows with column headers at the top of each row. Note that each PM task displayed in the list has its 'Tank No.' underlined. This means you can click the Task No. to see the PM task record in detail. To the left of each row are two icons. The magnifying glass icon will open the detail record of the PM task. The pencil icon will open the PM task record in edit mode.

From this screen you can add a new record to the list by clicking 'Add New Record' in the upper right corner. If any changes were made to a PM task while this window was open, click "Refresh‟ to reload the page. The 'Learn More' link provides a brief description of the list view and how to navigate around it. To close the window and return to the main menu, click the 'Close Window' link in the upper right corner.

Click the 'Form Options' link at the bottom of the list to change the default settings of how this screen is displayed. This feature is described in more detail in the System Administration training manual.

Searching your PM Tasks
You can expand you search further by applying sorts and/or filters.

Sorting the list
Click on one of the column headings and the list will sort in ascending order. Once sorted, a small arrow icon (pointing up) will appear to the right of the column name. This indicates that the list is sorted in ascending order. Click the arrow icon and the list will sort again, this time in descending order.

Applying Filters to the List
Filters are used to search the whole list and display the matching results. For example, if you wanted to see only the tasks with a Task No. that begins with the letter 'S', you would type the letter 'S' in the filter for the Task No. column and then click the red 'Set' link to the left of the filter row. Besides displaying the results, the number of records that matched the filter expression will display in the upper left of the screen. You can apply single or multiple filters at one time if needed.

To remove the filters, click the red “Clear” link and click "Set" again. The full list will display.

TIP: The system remembers the filters and sorts that you apply and will display it the next time you navigate to that list.

Detail View

The PM Task detail screen has a Task Number field to use for creating a unique alphanumeric ID for the task. The Brief Description field is for defining the task. The Detailed Description is an unlimited text field that can contain as much information as you wish.

The PM Group field is used for defining or assigning a group identifier to a PM task in order to manage a group of PMs and to adjust the schedule of PMs as a group rather than adjusting the schedules individually. The PM Group can either be assigned at the PM Task level on this screen or at the PM Schedule level when establishing a new PM schedule for a piece of equipment.




The additional options available for the task detail include:

Add – Opens a blank record for entering a new task.

    Copy/Add – Opens a new record in Add mode and populates the form with the previous record's values.

Edit – Opens the record in Edit mode for changing a PM task's information.

Delete – Marks the record for deletion and removes it from the list view.

List – Returns to the list view. Previous – Displays the detail of the previous record (ordered by ID).

<< – Displays the detail of the
previous record (ordered by ID).

>> – Displays the detail of the next record (ordered by ID).

GoTo – Opens a window that allows you to navigate directly to a record by entering the Contact ID.

Actions –  Allows you to choose from the different
actions you can perform.

    Publish – Applies any changes made to this PM task to all assigned assets.

Options – Options can include 'Learn More,' 'Change Form,' Customize Form,' and 'Manage Related Tables.' These options are covered in detail on the Administration manual.


Adding PM Tasks
You can add new PM tasks from either the list or detail view. From the list view, the 'Add New Record' link is directly above the field headers and will open a new window in add mode. From the detail view, the 'Add' choice is the first in the main menu bar and will change the current window to add mode. The 'Copy/Add' option also changes the current window to add mode, except it will populate the form with the previous record's values for fast record entry.

The key field for PM tasks is 'Task No.' and must be entered before 'Save New Record' is pressed. However, you should enter as much information as you can to differentiate the asset from others. Click 'Save New Record' to save the new asset. 'Cancel Changes' will discard the new asset information.

Editing PM Tasks
The form for editing PM task information can also be accessed from either the list or detail views. From the list, click the pencil icon. From the detail view, click the 'Edit' link in the menu bar. Both links will open the edit form in the existing window.

The 'Edit' form is similar to the 'Add' form, except that the key field cannot be edited.

Click 'Save Changes' to save the changes or 'Cancel Changes' to discard them. The form will return to the detail view of the PM task.

Editing In Place
If “Edit In Place” is enabled, you can make changes to most fields without the need for entering edit mode. Enter the record's detail screen by clicking on the Magnifying Glass icon or the Task No. link on the list view. Place your mouse cursor over the field you wish to edit. If the field is able to be edited, the cursor will change to a . Double-click your left mouse button and the field will open in edit mode. Make your changes then click the save  icon to save your changes or click the cancel icon  to return without saving.

If a field cannot be edited with Edit In Place, the cursor will change to a “no” symbol . If editable, these fields require you to enter 'Edit' mode to make any adjustments.

Deleting PM Tasks
Deleting records is a two step process. The first step is to mark the record for deletion by clicking the 'Delete' link. This removes the record from the list view but still allows you to locate it by using the 'GoTo' link (if you know the record's ID) or using the 'Next' and 'Previous' links to page through the records. At this point, you can still un-delete the record by clicking the 'Undelete' link.




The second step of the deletion process is to completely remove the records from the system. Go to the Removed Deleted Records link located in the Administration menu. This list displays the various tables that can hold records marked for deletion. Click the magnifying glass icon to preview items that will be deleted. Click the trash can icon to permanently remove all the records for that section. For more information on deleting items, see the System Administration manual.

NOTE: The Remove Deleted Items option permanently removes records. There is no way to bring them back. Use this feature at your own risk.

Publishing PM Tasks
If you have made any changes to a PM task, the "Publish‟ link applies the changes to all PMs that the task is assigned to.

After making changes to the PM task, click the "Publish‟ link. A confirmation screen will appear with the changes you made to it.




Confirm your changes and click 'Update'. A window will appear with a list of assets that were updated. Click 'Return To Task' to return to the PM task detail.




Establishing PM schedules on Assets

The PM display and editing tools are located in the standard view of the asset detail form (see page 22). All PMs that have been scheduled for an Asset will be listed under the PM Schedule section. If the PM Schedule section is blank on an asset record, it means you have not yet established a PM schedule for that asset. To add a new schedule, click the 'Add' link in the left-hand corner of the PM Schedule section for that asset. You can access an existing PM schedule on an asset for viewing, editing, or deleting by clicking the 'GoTo' link to the left of the schedule.




The options available for the PM detail include:

Edit – Opens the record in Edit mode for changing a PM task's information.

Delete – Marks the record for deletion and removes it from the list view.

Actions Displays the different actions you can choose
to perform.

    Manually Generate – Generates the PM on demand, applying today‟s date as the work date, instead of waiting for the next scheduled generation.

Options – Options can include 'Learn More,' 'Change Form,' Customize Form,' and 'Manage Related Tables.' These options are covered in detail on the Administration manual.


Adding PMs

Click the 'Add' link on the PM Schedule section to add PMs to your asset. PMs can be calendar based, meter based, or both. The calendar and meter sections within the PM Schedule form are color coded to help differentiate them.

General fields to enter:

  • The work order type (usually PM).
  • Whether it should be listed on the Maintenance Calendar. The route and route sequence. These fields are optional and are covered in the Work Order Level 2 manual.
  • The PM Group. If a PM Task is used, this field will auto-fill from that table. This field that may be left blank. (PM grouping is explained in detail in the Work Order Management Level 2 manual).
  • The employee or contractor that is assigned to this PM task when it becomes a work order. This optional field is linked to the Maintenance Contacts file.
  • The maintenance contact that this PM task will be performed for. This optional field is linked to the Maintenance Contacts file.
  • The standard number of hours normally required to perform this task (optional).
  • The Brief Description and Work Description fields. If you are using a PM Task, click the yellow file folder next to the 'Task No.' field to display the task list and click the 'Select' link on the appropriate task. The Task No., PM Group, Brief Description and the Work Description fields fill in automatically. If for some reason you want to enter a brief description and work description directly without picking from the PM Tasks List, you may do so as well.
  • The Weblink, which lets you establish a link between the record and an external document - either a Web page or a document residing on your network.
  • Suppress PM, which tell the PM schedule to pause running as an active schedule. The schedule will remain paused until it is manually set back to “False.” (Suppression settings are explained in detail in the Work Order Management Level 2 manual).


On a Calendar-based PM:

  • The frequency of the PM. (For example, if it is to be performed every six months, enter the number '6' in the 'Produce Every' field and click on 'Months' in the 'Calendar Based Freq' field.)
  • Whether it is Static or Shadow (static is the default).
  • The Next PM date, that is, the date on which this PM should be generated as a new, open PM work order.


On a Meter-based PM:

  • The Produce PM Every field. This is the number on the meter.
  • Occurs Desc. is the meter's value. Example: Miles, Hours, Units, etc.
  • Meter Type describes the meter as a value that is updated with each reading (Running) or is a value that is added to the last reading (Totals).
  • What the daily average is for the meter.
  • The Meter-to-Date.

NOTE: Advanced PM features such as “Suppress if Open” type Calendar option and “Shadowed Meter” are available and are explained in full detail in the Work Order Level 2 training manual.


Editing PMs

The form for editing PMs can only be accessed from an asset's detail view. From the PM Schedule table on the asset, click the 'GoTo' link on the PM's line to display the PM's detail view. On that screen, click the 'Edit' link in the menu bar. The PM will open in edit mode in the existing window.

Click 'Save Changes' to save the changes or 'Cancel Changes' to discard them. The form will return to the detail view of the asset.

Editing In Place

If “Edit In Place” is enabled, you can make changes to most fields without the need for entering edit mode. On the asset detail, click on the PM Schedule's GoTo link to access the PM Schedule's detail form. Place your mouse  cursor over the field you wish to edit. If the field is able to be edited, the cursor will change to a . Double-click your left mouse button and the field will open in edit mode. Make your changes then click the save  icon to save your changes or click the cancel icon  to return without saving.

If a field cannot be edited with Edit In Place, the cursor will change to a “no” symbol . If editable, these fields require you to enter 'Edit' mode to make any adjustments.

Deleting PMs

Deleting records is a two step process. The first step is to mark the PM for deletion by clicking the 'Goto' link of the PM and then click 'Delete' on the PM form. This highlights the record in red on the list view when you return to the asset detail. At this point, you can still un-delete the record by clicking the 'Undelete' link.




The second step of the deletion process is to completely remove the record from the system. Go to the Remove Deleted Records link located in the Administration menu. This list displays the various tables that can hold records marked for deletion. Click the magnifying glass icon to preview items that will be deleted. Click the trash can icon to remove all the records for that section. For more information on deleting items, see the System Administration manual.

NOTE: The Remove Deleted Items option permanently removes records. There is no way to bring them back. Use this feature at your own risk.

Manual Generation

This feature allows you to bypass the assigned schedule for the PM and generate the PM on demand. It will also reset the time/meter to the next PM. For example, if your monthly PM is 2 weeks into its scheduled generation date and you manually generate it, the PM will reset and be generated in one month.

NOTE: There is no confirmation for manual generation. Clicking the 'Manually Generate' button will immediately turn the PM into a work order and display the work order.

Copy PM Schedule
The Copy PM Schedule feature allows you to copy the existing PM Schedule to other assets in your system. This feature is covered in the Work Order Management Level 2 manual.

PM Parts
The PM parts table displays any parts required to perform the maintenance.




Any items listed here will be placed on the work order's HTML printout (system option required, see page 9) and the close out screen under the “Select parts charges to issue” section (not shown if no items exist).

To add a PM Part, click the 'Add' link on the right side of the table.




The fields to enter here:

  • Enter a Category for the part. Choose from Lubricant, Spare or Replacement. Additional categories can be selected by editing the field's lookup properties. See the System Administration manual for customizing fields.
  • Use the lookup to display your Parts list. Choose the part by clicking the 'Select' link on the left side of the part. The 'Item' and 'Descrip' fields will automatically populate with your selected parts information.
  • If you have the Multiple Inventory Module enabled on your account, select the location of the part in the drop-down list. If the Multiple Inventory Module is not installed on your account, only 'Main' will be available on the drop-down list.
  • Enter the number of items you want to automatically issue to the work order and the recommended quantity in the 'Auto Issue Qty' and the 'Recommended Qty' fields.
  • If the part being issued is a measureable item, enter the unit of measure in 'Unitms'.

Click 'Save New Record' to save the part to the PM, or click 'Cancel Changes' or 'Go Back' to return to the PM without saving.

PM Procedures

If you have detailed descriptions of the procedures required to complete a PM and you would like it to be added to the work order when it's generated, add it to the PM Procedure table.




PM Procedures links with the PM Tasks. When used, the PM Procedures will be generated with the PM and be placed in the Work Order's 'Procedures' table.

To add a PM Procedure, click the 'Add' link on the right side of the PM Procedure table,




The fields to enter are:

  • If there is more than one procedure, enter this procedure's number sequence here.
  • Use the file lookup on 'Task Description' to open the PM Task list. Choose a task by clicking the 'Select' link on the left of the task. 'Task Description' and 'Task Details' will automatically populate with the PM Tasks information.
  • You can link to a local file, web address or email by entering the value in 'Web Link'. The "File” button will open the window to help you choose a file on your machine or local network.
  •  Enter the time the procedure should take in the 'Standard Time' field.


Click 'Save New Record' to save the procedure to the PM, or click 'Cancel Changes' or 'Go Back' to return to the PM without saving.

PM Generation

PM Generation


There are two methods available for generating PM Work Orders: manual or automatic.

Manual PM Generation

PM Work Orders are manually generated with the 'Manually Generate' link on the individual PM schedules or the menu item called 'Generate PM Work Orders'. To generate a single PM with today's date, click 'Manually Generate' from the PM schedule itself. You will be immediately shown the new work order in a separate window. You can print or email from that screen.

If you wish to generate a group of PMs at once, use the 'Generate PM Work Orders' menu option (shown below) and indicate the date through which the PM's should be generated. It is optional to utilize any of the filters.




Click 'Proceed' to preview the PM's that are due to be generated through the date indicated. The list of PM's to be generated will appear on screen.




Use the drop-down list under 'Action' and select 'Generate PMs', then click Proceed. The resulting PM work orders will be listed with the work order numbers assigned. Above the list of generated work orders are options to either 'PRINT these PM Work Orders' or 'EMAIL these PM Work Orders.' Select the output that you desire by clicking either option.




These open PM work orders that appear on the list are now available in the Work Order Center. To see the detail of one of the work orders on the list, click on the individual work order number and the work order will display in a new screen. The Asset and the Last PM Work Order No. links can also be clicked to view its details in a new window.

Manual Generation (On Demand)

On the toolbar of each PM schedule detail screen, there is a link called 'Manually Generate,' which is located in the 'Actions' menu. This feature allows you to bypass the assigned schedule for the PM and generate the PM on demand. It will also reset the time/meter to the next PM. For example, if your monthly PM is 2 weeks into its scheduled generation date and you manually generate it, the PM will reset and be generated in one month.

Automatic PM Generation

Before the system will generate PMs automatically, certain settings must be in place. These settings are located in the 'PM Settings' section of the 'Change Your Settings' menu option. To permit automatic PM generation:

  • Make sure the 'Disable Daily PM Generation&Email' is not checked.
  • Indicate the File Type for the emails.
  • Enter the time the PMs are to be generated.
  • Click 'Save PM Email Settings' to save the settings.



This setting also allows you to designate who the system will notify when PMs are generated.

NOTE: In order for the 'Assign To' and the 'Perform For' contacts to receive the work orders via email, the individuals must be listed in the Maintenance Contacts and have a valid email address in the appropriate field.

Using the Calendar

Using the Calendar


The Calendar allows you to view projected PMs and existing work orders on any given date, aiding you in the process of managing your work load. Viewing PMs on the calendar requires that your PM Schedules have the 'On Calendar' field set to 'True'.




The Calendar List

The Calendar screen shows a calendar display on the left side and a listing of the day's activities on the main panel.

The calendar itself shows today's date in a blue background and days with activities in a green background. Clicking any date on the calendar will list the activities on the main panel. To move from month to month, use the arrow buttons located at the top-right and top-left of the calendar.

The main panel shows your activities in a list. Located at the top of the list are three buttons. By default, today's date is displayed when you click the Calendar tab. If you navigate from it, the “Today” button will return you to today's date. The “Entire Month” button will list all the activities in the currently selected month. The “Add Reminder” button will open the reminder page in add mode. See the next section for more details.

The main panel's columns are:

ID – The ID of the activity. Click this link to access the activity's detail form in another window for a more detailed description or to make adjustments.
Asset ID – If the ID is a projected PM or a work order, the asset will be listed here in this column. Click the ID to open the asset detail form in another window.
Date – The date the activity is to take place (PM or reminder), or the date the activity was added (work order).
Description – The description of the activity. This is pulled from the 'Brief Description' field on the work order, PM or reminder.
Est Hours – The estimated amount of hours the activity will take to complete.
Assign To – For PMs and work orders, this is the person listed in the 'Assign To' field. For reminders, this is the person listed in the 'For User' field.
Type – The type of activity. Options are 'Work Order', 'Projected PM' and 'Reminder'.

Adding A Reminder

The “Add Reminder” button lets you add activity to the calendar to keep you informed of any activity, eMaint related or not.




Fill in the fields on the form with as much detail about the activity as you wish. The system will send a reminder to the email address(es) listed in the 'Email Address' field if you mark 'Email Reminder' to “True” and enter a date in the 'Date of Reminder' fields. Click 'Save' in the upper left corner to save the reminder. Your new activity will appear on the main panel on the day listed in 'Activity Date'.

Work Order Center

Work Order Center


The heart of eMaint X3 is work order management. Work orders are the vehicles for recording the activities you perform, the physical documents you provide the people performing the work, and the tracking device for all related activities. The Work Order tab is the central location for all work performed in eMaint.

The List View

Clicking the Work Order tab displays all the work order listings, enabling you to view the complete list of work orders in your system.




Each work order displayed in the list has its WO No. underlined. This means you can click the work order number to see the record in detail. To the left of each row are a magnifying glass icon and a pencil icon. You can click the magnifying glass icon to see the detail record of the work order. You can click the pencil icon to edit the work order record.

From this screen you can add a new work order to the list by clicking 'Add New Record' in the upper right corner. If any changes were made to a work order while this window was open, click 'Refresh' to reload the page. The 'Learn More' link provides a brief description of the list view and how to navigate around it. To close the window and return to the main menu, click the 'Close Window' link in the upper right corner.

Click the 'Form Options' link at the bottom of the list to change the default settings of how this screen is displayed. This feature is described in more detail in the System Administration training manual.

Searching your Work Orders

You can expand your search further by applying sorts and/or filters.

Sorting the list
Click on one of the column headings and the list will sort in ascending order. Once sorted, a small arrow icon (pointing up) will appear to the right of the column name. This indicates that the list is sorted in ascending order. Click the arrow icon and the list will sort again, this time in descending order.

Applying Filters to the List
Filters are used to search the whole list and display the matching results. For example, if you wanted to see only those work orders whose 'WO Type' begins with the letter 'P', you would type the letter 'P' in the filter for the 'WO Type' column and then click the red 'Set' link to the left of the filter row. Besides displaying the results, the number of records that matched the filter expression will display in the upper left of the screen. You can apply single or multiple filters at one time if needed.

To remove the filters, click the red “Clear” link and click "Set" again. The full list will display.

TIP: The system remembers the filters and sorts that you apply and will display it the next time you navigate to that list.

Detail View

Clicking on the WO No. or on the magnifying glass on the work order list view will open the detail view of a work order (see below).




NOTE: With eMaint X3, you have the ability to add or remove fields to the screen as well as change field descriptions and attributes, screen layout, colors, etc. Your screen may look slightly different than the example above. This functionality is explained in detail in the System Administration training manual.

The detail view contains all of the information of a work order. From this screen, you have total control of your work orders.

Options at the top left corner of the screen include:

Add – Opens a blank record for entering a new work order.

    Copy/Add – Opens a new record in Add mode and populates the form with the previous record's values.

Edit – Opens the record in Edit mode for changing the work order's information.

Delete – Marks the record for deletion and removes it from the list view.

List – Returns to the list view.

<< – Displays the detail of the previous record (ordered by ID).

>> – Displays the detail of the next record (ordered by ID).

GoTo – Opens a window that allows you to navigate directly to a record by entering the WO No.

Actions – Lets you select from different actions you can perform.

    Close Out – Opens the Close Out screen to mark the work order as completed.

    Print – Opens the Print Work Order screen for selecting the print form.

    Purchase – Opens a new Purchase Order form for ordering parts related to the work order.

    Email – Allows you to email the work order to one or more person(s).

Options – Options can include 'Learn More,' 'Change Form,' Customize Form,' and 'Manage Related Tables.' These options are covered in detail on the Administration manual.

Adding Work Orders:

You can add new work orders from either the list or detail view. From the list view, the 'Add New Record' link is directly above the field headers and will open a new window in add mode. From the detail view, the 'Add' choice is the first in the main menu bar and will change the current window to add mode. The 'Copy/Add' option also changes the current window to add mode, except it will populate the form with the previous record's values for fast record entry.

The system will also create new work orders to reflect other features throughout the system. One example of this is automatically generated PMs.




The main fields to populate are the Asset ID, Assign To, Brief Description and Work Description. It is always best to insert as much information about the work as possible to remove any “guess work” from your employees and contractors.

Be sure your maintenance contacts have valid email addresses or the various email features of the work order will not function.

Editing Work Orders:

The form for editing work order information can also be accessed from either the list or detail views. From the list, click the pencil icon. From the detail view, click the 'Edit' link in the menu bar. Both links will open the edit form in the existing window.
Click 'Save Changes' to save the changes or 'Cancel Changes' to discard them. The form will return to the detail view of the work order.




Editing In Place

If “Edit In Place” is enabled, you can make changes to most fields without the need for entering edit mode. Enter the record's detail screen by clicking on the Magnifying Glass icon or the WO No. link on the list view. Place your mouse  cursor over the field you wish to edit. If the field is able to be edited, the cursor will change to  . Double-click your left mouse button and the field will open in edit mode. Make your changes then click the save  icon to save your changes or click the cancel icon  to return without saving.

If a field cannot be edited with Edit In Place, the cursor will change to a “no” symbol . These fields require you to enter 'Edit' mode to make any adjustments.

Deleting Work Orders

Deleting records is a two step process. The first step is to mark the record for deletion by clicking the 'Delete' link. This removes the record from the list view but still allows you to locate it by using the 'GoTo' link (if you know the record ID) or using the 'Next' and 'Previous' links to page through the records. At this point, you can still un-delete the record by clicking the 'Undelete' link.




The second step of the deletion process is to completely remove records from the system. Go to the Removed Deleted Records link located in the Administration menu. This list displays the various tables that can hold record marked for deletion. Click the magnifying glass icon to preview items that will be deleted. Click the trash can icon to remove all the records for that section. For more information on deleting items, see the System Administration manual.

NOTE: The Remove Deleted Items option permanently removes records. There is no way to bring them back. Use this feature at your own risk.

Closing Out Work Orders

When a work order has been completed, use the 'Close Out' link to close it in the system.




The standard close out screen has two sections: Work Order Close Out and Close out fields.

Work Order Close Out
This section allows you to change the close out date which will be recorded by the system. By default, the WO Completion Date is automatically filled in with today's date.

Close Out Fields
The fields in this section are determined by the system administrator. Any fields which will provide more information about the closing of the work for this job can be added. (System Administration training explains how to select the fields for this close out screen.)

Once you click the 'Close work order' link, the work order is now closed. The Status field is changed from an O (open) to an H (history/closed). Non-PM work orders can be reopened by clicking the 'Close Out' link again and then selecting the reopen link at the bottom of the screen. Reopening the work order will also enable editing of the close out information.

The close out information that was entered can also be viewed (without running a report) by clicking the 'Close Out' link from the work order detail.

Printing Work Orders

See the next section, Printing Work Orders, for details on printing work orders.

Purchasing for Work Orders

The 'Purchase' link opens a new window with a blank purchase order form. This allows you to place orders for parts that are required for the work order.




This form is identical to the purchase order form from the Create Purchase Order menu option. Parts on order will be listed on the 'Purchase' table of the work order detail. When the PO is received, the part will be added to the 'Charges' table.

NOTE: The purchase order system is beyond the scope of the manual. See the Inventory Control manual for more information.

Emailing Work Orders

To email a work order, select Email from the Actions menu. When selecting Email, the following pop-up window will appear:




This pop-up window will allow you to choose one or more recipients for the email. Checking a box next to an email address field will designate that address as a recipient for this email. You may check any combination of boxes to customize the set of recipients for the email.

If a recipient’s email is not on this list, you may add it to the Other box and check the box on the left side to designate the addresses in this box as additional recipients. You may add multiple recipients to the Other box by typing multiple addresses with commas separating each email address from the next.

Additionally, you may choose secondary recipients using the CC (Carbon Copy) and BCC (Blind Carbon Copy) boxes in a similar manner to the Other box. The addresses input in the CC box will receive a copy of the email, and all recipients will see any recipients in the CC box. The addresses input in the BCC box will also receive a copy of the email, but all other recipients will not see any recipients in the BCC box.

Finally, you may optionally modify the email subject or add a comment to be included in the email body by typing it into the Comments box. You may also decide if the work order should be attached to the email using the checkbox at the bottom. When you have finished, click the Send button to send the work order email or click the X in the top right of the pop-up window to cancel. If you click Send, you will receive a confirmation that the email was sent successfully with a list of primary recipients.

Instead of manually typing recipients' email addresses into the Other, CC and BCC areas, the Contact buttons on the right may be used to select recipients. Clicking on a Contact button will display the Select Contacts interface:




Here, you will see a list of all of the contacts in the system. You may use the checkboxes to the left of each contact to select one or more contacts as recipients for the work order email. After you have selected the recipients, clicking Save in the bottom right will transfer the recipients' email addresses to the selected recipient box in the previous interface.

This interface has several tools to help you find the contact records you are looking to select. Clicking on a column will allow you to sort the contact records by that column's values, and clicking on it again will reverse the sort order. Additionally, there is a search bar above the records that can help find contact records. The search function will search within all present fields by default, but clicking the Search drop-down on the left will allow you to select any combination of fields to search within. Typing two or more characters into the search bar will instantly cause all contact records which do not match the search to disappear from the list. To clear the filter and return all contacts to the list, click the X on the right side of the search bar.


Work Order Charges

The Work Order Charges table lists the various charges made against the work order. Possible charge types are Labor, Parts, Misc and Quick Parts.




To add a charge, click 'Add Parts,' 'Add Labor,' 'Add Misc,' or 'Add Quick.' The window will load the appropriate screen for entering the charge. For more information about adding charges, see the Work Order Management Level 1 manual.

Work Procedures

Similar to the PM schedules' 'Procedures' table, the Work Procedures table allows you to link a PM Task to the work order. This table will also list the PM Procedures from a generated PM.




To add a Work Procedure, click the 'Add' link on the right side of the Work Procedure table.

The fields to enter are:

  • If there is more than one procedure, enter this procedure's number sequence here.
  • Use the file lookup on 'Task Description' to open the PM Task list. Choose a task by clicking the 'Select' link on the left of the task. 'Task Description' and 'Task Details' will automatically populate with the PM Tasks information.
  • You can link to a network location, web address or email by entering the value in 'Web Link'. The 'File' button will open the window to help you choose a file on your local network. 
  • Enter the time the procedure should take in the 'Standard Time' field.


Click 'Save New Record' to save the procedure to the work order, or click 'Cancel Changes' or 'Go Back' to return to the Work Order without saving.

Assignments

The Assignments table works in conjunction with the Timecard/Planner module. The Planner allows you to quickly and easily assign contacts to work orders by listing both on the same page. Once assigned, the Timecard is used to charge time against the work order by either using the Sign On/SignOff button for active time tracking or directly adding the time. The Timecard also allows a work order to be closed when the work is complete.

NOTE: The Timecard and Planner feature is available upon request and will need to be turned on by an eMaint Support Specialist if you feel this feature would help your business process.

Work Order Email Log

Work Order Email Log


The X3 software is capable of logging each manual work order email and storing that log in a related table at the bottom of each work order in the detail view. This related table will be automatically created when the first email is logged. On a work order that has one or more logged emails, you will see a record for each email in the Email Log related table. With the default configuration, the records will look like this:




From this table, all recipients of each work order email will be shown and grouped by recipient type. You will also see the date and time of the email and any additional comments included in the email body. The system will record the X3 username of the sender in the User ID column.

To enable this feature, a workflow must be created using a configuration similar to the example below:




This workflow will cause the system to log every manual work order email. The condition can be modified if not all emails should be logged. For more information about creating and configuring workflows, see the Workflow Manager page.

After a workflow is created, each email that meets the workflow’s condition will be logged in the Email Log related table.

Printing Work Orders

Printing Work Orders


In eMaint X3 you can either print a single work order from the detail screen of the work order or print a filtered group of work orders by selecting that option from the Work Center.

Printing a single work order

To print a work order from the detail view, click the 'Print' link on the menu bar at the top of the work order. Your work order will appear in a separate window in PDF format, using Adobe reader.

NOTE: Make sure your pop-up blocker will allow pop-ups from X3.

Printing a Filtered Group of Work Orders

The Work Order Print Manager option on the Main Menu is useful if you need to print a group of work orders based on various criteria.




After selecting this option from the main menu, enter information in those fields on which you would like to apply a filter. For those fields which do not need a filter, put a check mark in the box located in the 'All' column. Use the 'Modify Filter Fields' button, located in the 'Options' menu, to add criteria to this screen. At this point the system will allow you to print those work orders you selected based on the sort order you chose.

Work Order Requests

Work Order Requests


If you have purchased a Work Requestor Pack or you use an approval process for entering work orders, the Request tab will allow you to review a work order and either approve or reject it as necessary.

You can add a work order request to the system from either the "My Requests‟ page or from the 'Request Manager' page located in the Request Center ('Requestor Only' users cannot access the Request Manager).

Request Manager

The Request Manager's list and detail views are similar to the Work Order's list and detail views. Each work order request displayed in the list has its Request No. underlined. This means you can click the request number to see the record in detail. To the left of each row are a magnifying glass icon and a pencil icon. You can click the magnifying glass icon to see the detail record of the request. You can click the pencil icon to edit the request record.

From this screen you can add a new work order request to the list by clicking 'Add New Record' in the upper right corner. If any changes were made to a request while this window was open, click 'Refresh' to reload the page. The 'Learn More' link provides a brief description of the list view and how to navigate around it. To close the window and return to the main menu, click the 'Close Window' link in the upper right corner.

Click the 'Form Options' link at the bottom of the list to change the default settings of how this screen is displayed. This feature is described in more detail in the System Administration training manual.

Searching your Work Order Requests

You can expand your search further by applying sorts and/or filters.

Sorting the list
Click on one of the column headings and the list will sort in ascending order. Once sorted, a small arrow icon (pointing up) will appear to the right of the column name. This indicates that the list is sorted in ascending order. Click the arrow icon and the list will sort again, this time in descending order.

Applying Filters to the List
Filters are used to search the whole list and display the matching results. For example, if you wanted to see only those requests whose 'Status' begins with the letter 'A', you would type the letter 'A' in the filter for the 'Status' column and then click the red 'Set' link to the left of the filter row. Besides displaying the results, the number of records that matched the filter expression will display in the upper left of the screen. You can apply single or multiple filters at one time if needed.

To remove the filters, click the red “Clear” link and click "Set" again. The full list will display.

TIP: The system remembers the filters and sorts that you apply and will display it the next time you navigate to that list.

See Adding a New Work Request to add a new request.

My Requests

Selecting this option will display the user's personal request page (displayed below).




This page displays the Requests made by the user. The first section, Open Work Requests, lists the requests that are still pending review. The second section lists the requests that were rejected. The third section lists the work orders that were approved and their status within the date range specified at the top of the section. A 'Status Legend' is located at the bottom of the page that describes the status symbols and their meaning.

To add a new work order request, click the 'Add New Request' link at the top of the page.

Adding a New Work Request

Click 'Add New Record' on the 'Request Manager' screen or click 'Add New Request' on the 'My Requests' screen to open the work request form in add mode.




This is a simplified work order form that contains only the necessary fields a requestor would need. It is recommended to fill in all of the fields on the form to best describe the work that you are requesting.

Once a request has been entered in the system, it is approved or rejected from the detail view of the Request Manager section. Only approved requests are entered into the Work Order Center.

NOTE: With eMaint X3, you have the ability to add or remove fields to the screen as well as change field names and attributes, screen layout, colors, etc. Your screen may look slightly different than the example above. This functionality is explained in detail in the System Administration training manual.

Editing Requests:

The form for editing request information can be accessed from either the list or detail views of the Request Manager. Requestor Only users will not have access to this function. From the list, click the pencil icon. From the detail view, click the 'Edit' link in the menu bar. Both links will open the edit form in the existing window.

Click 'Save Changes' to save the changes or 'Cancel Changes' to discard them. The form will return to the detail view of the request.

NOTE: Once a request is approved or rejected, editing the request will not update the work order, nor will it "un-reject‟ the request.

Editing In Place

If “Edit In Place” is enabled, you can make changes to most fields without the need for entering edit mode. Enter the record's detail screen by clicking on the Magnifying Glass icon or the Request No. link on the list view. Place your mouse  cursor over the field you wish to edit. If the field is able to be edited, the cursor will change to a . Double-click your left mouse button and the field will open in edit mode. Make your changes then click the save  icon to save your changes or click the cancel icon  to return without saving.

If a field cannot be edited with Edit In Place, the cursor will change to a “no” symbol . If editable, these fields require you to enter 'Edit' mode to make any adjustments.

NOTE: Once a request is approved or rejected, using Edit In Place will not update the work order, nor will it „un-reject‟ the request.

Deleting Requests

Deleting records is a two step process. The first step is to mark the record for deletion by clicking the 'Delete' link. This removes the record from the list view but still allows you to locate it by using the 'GoTo' link (if you know the record ID) or using the 'Next' and 'Previous' links to page through the records. At this point, you can still un-delete the record by clicking the 'Undelete' link.




The second step of the deletion process is to completely remove records from the system. Go to the Remove Deleted Records link located in the Administration menu. This list displays the various tables that can hold records marked for deletion. Click the magnifying glass icon to preview items that will be deleted. Click the trash can icon to remove all the records for that section. For more information on deleting items, see the System Administration manual.

NOTE: The Remove Deleted Items option permanently removes records. There is no way to bring them back. Use this feature at your own risk.

Approving and Denying Requests

A user with the system permissions 'Approve Requests' and 'Reject Requests' can enter the Request Manager to approve or reject work order requests. When a request is approved, the work order form will open in Edit mode so it can be completed before being placed in the Work Order Center. An email will be sent to the requestor informing him/her of the approval and the request will move from the 'Open Work Requests' section to the 'Work Request History' section on the My Request page.

When a work request is rejected, an email will be sent to the requestor to inform him/her of the rejection. The work request will be placed in the 'Rejected Work Requests (Last 30 Days)' section of the Requestor's 'My Requests' page.

Lookups for Problem Types, Work Order Types, and Departments

Lookups for Problem Types, Work Order Types, and Departments


There are three fields with pre-established lookup options that are accessible from the Data Center. The three fields are Department (on the Asset record and Work Order record), and WO Type and Problem Type (both on the Work Order record).

When you have a Lookup on a field, it means you have a set of predefined values specific to that field. You also have control of the lookup so you can add, edit and remove information as needed. This ensures that you have uniform data entry for these fields which results in increased accuracy in reporting. A lookup is also a time saver when entering new records because you can pick a value from the lookup on the field rather than typing it in each time.

To set up the Lookup values for the Problem Type, Department, or WO Types in eMaint, click on one of these options from the Data Center.




From the Lookup window, you can add new items to the lookup by clicking the 'Add…' link at the top. You can edit items by clicking the pencil icon and delete items by clicking the trash can icon.

When you click the Add option in the upper right portion of the window, the Add window opens.




Enter the value, and then click 'Save.' It will now be available on the Lookup folder associated with this field when you add or edit a work order in the system.

In addition to managing the Lookups from the main menu, you can also manage them directly from the add or edit mode on an Asset record or Work Order Record. Simply click the yellow file folder icon to the right of the field to access the Lookup screen. This screen is identical to the screen on the Main Menu, and it allows you to add, edit or delete the values associated with the Lookup.

NOTE: The System Administrator functions within eMaint enable you to add Lookups to virtually any field in the system. A detailed explanation of this procedure is offered in the System Administration manual.

Data Explorers

Data Explorers


The Data Explorer is a very useful tool that allows you to view your assets, parts, work orders, PM’s, and contacts in a unique way. By configuring the “tree view,” you can see the records broken down and separated by the values in the fields of your choosing. This allows you to organize them in a way that the standard list view cannot.

The Data Explorers can be found on the Navigation screen, under the Data Explorer heading. If it’s the first time you’re using this tool, you’ll see something like this:


Data Explorer Screen


The column on the left side will show the various records and the folders that contain them, based on the sorting you choose. The right side is where the detail view of the selected record will be displayed. Above, are the buttons for switching between assets, parts, work orders, etc, and a “wrench” button for configuring the various options.

Let’s begin by looking at the Assets page. Click the Assets button, if you’re not already there. To configure the screen, we’ll have to first click the wrench button. From the window that appears, you’ll want to click the Configure Levels button. That will bring up a screen like this:


Modify DataTree levels


This will allow you to choose the fields that will be used to organize the records. You’ll see two columns. The left column contains all of the available fields for the assets table and the right column contains the columns that are currently being used. Just click and drag the fields you want from the left to the right. For example, let’s separate the assets into categories by their Department field, and sub-categories based on the Building field. To do this, all we have to do is drag Department and Building to the right side, in that order (make sure Building is below Department in the right column). Then, just click Save and you’ll see the results of this configuration.


Asset Explorer Tree


You’ll see several folders on the left side of the screen; one for each value in the Department fields. Double-click one to expand it. Within that folder, you’ll find more folders for each of the different values in the Building field. You can expand those as well, by double-clicking them. Then, you’ll see the individual asset records. Clicking one of the records will open it and display the detail view on the right side. You can use this area to add, edit, delete, ect, just like you normally would.


Detail View


Organizing your records like this is a great way to locate them easily and you can add as many levels of folders as you need.

Options

You can view and change the various settings by clicking the wrench button and selecting the Detail Setup option. This will bring up a panel with the following properties:


DataTree Details


Table: This will display the name of the table (assets, parts, work orders, etc)
Keyfield: This shows you the name of the key field for the table
Title: This allows you to change the text at the top of the screen, that currently reads “Asset Explorer”
Bottom Panel Message: This will let you edit the text at the foot of the screen, such as “Select Asset”
View Display: The two options for this property are “List Panel” and “Form Detail.” Form Detail will display the record in the ordinary detail view, whereas List Panel will display just a few important fields in text, with buttons for the different options.

Learn More - Getting Started Guide

This Getting Started guide provides new eMaint X3 users with basic information about using the work order, asset, and preventive maintenance functions of the system. This guide may be used on its own or in conjunction with the Getting Started video tutorial which will soon be available for viewing on eMaint University.

Introduction

Important Information about eMaint X3

eMaint X3 is as easy as you want it to be, yet as complex as you need it to be. It is both an easy work order management tool as well as a full-featured enterprise asset and inventory management tool. With eMaint X3, you have the ability to:

  • Manage work orders and work order requests

  • Manage equipment

  • Manage and track inventory

  • Schedule preventive maintenance (PMs) on your equipment

  • Automatically generate PM Work Orders and manage PM groups

  • Charge parts and labor against work orders

  • Access complete equipment and parts histories

  • Track maintenance contacts

  • Create a full range of reports

  • Email PM- and non-PM work orders to the personnel who will perform the work

  • Register multiple users to one account

  • Determine access and security rights for each user

  • Export your data

  • Configure screens, fields, lists, reports, etc. to meet your business needs

If you already have existing data in electronic format, we can import it for you into your eMaint account. Contact us to learn more about our data conversion services.

When you first establish your eMaint X3 account, it is automatically configured with a ‘basic’ or ‘generic’ setup, and this guide is geared to the ‘basic setup’. However, you are not limited to this ‘basic setup’.

Virtually everything can be configured in eMaint to fit your needs. With eMaint X3, you can
:

  • Modify screen layouts for work orders, work requests, assets, parts, and contacts

  • Add or remove fields from your list views and detail views

  • Change field names, field font sizes, field colors, and background colors

  • Modify field definitions (i.e. add field lookups, make fields mandatory, apply default settings to fields, have fields auto-populate from lookups, apply security to fields, increase field lengths, add help text to fields, etc.).

  • Modify reports

  • Apply filters and sorts to your lists….and more.

This ‘Getting Started’ guide is designed for the novice CMMS user, and will aid you in setting up your eMaint X3 account with basic information.

If you are a more advanced CMMS user, or want an in-depth understanding of eMaint and all of its features (including how to configure eMaint X3 to your needs), you may want to consider registering for one of our Web-based training courses. We also actively work with customers to ensure that their eMaint account is configured to align with their business processes.


To register for a course, or to learn more about the customizable features in eMaint X3, contact us at 856-810-2700 or
info@emaint.com. You can get more information about our web-based training courses and other training tools by visiting eMaint University, accessible through the link in your eMaint X3 account or http://www.emaintuniversity.com/.

Terminology

Basic eMaint Terminology

While everything in eMaint X3 is configurable to use YOUR terminology, it is important to understand the basic eMaint terminology and how information is labeled in the system.

Basic terms are listed below, followed by short descriptions of each.

Work Order

Definition - The document which records work that is performed as part of your maintenance cycle. In addition to a piece of data that eMaint stores, a work order is also the physical piece of paper that is produced (assuming you are still producing paper work orders).

AKA: Job Order, Job Ticket, Open PMs, etc.

Click here to access the Work Order page

Request

Definition - The Work Request process allows users to enter a request for work. The work request is posted for evaluation by another user before becoming a work order. There are two areas a work request can be entered: the My Request screen and the Request Manager (Request tab).

AKA: Service Request, Job Request, Work Request, etc

Click here to access the Request page

Asset

Definition – Generally, any piece of equipment that you will track in the system and on which maintenance and repairs are performed, or for which work orders will be assigned and tracked. An asset can be a machine, but it can also be a room, such as for facility maintenance.

AKA: Equipment, Machine, Component, System, Sub-System, Facility, etc.

Contact

Definition - In eMaint X3, we divide contacts into various categories, including Employee, Supplier, Tenant, Contractor, and Customer. These categories are used to group contacts for three basic purposes:
General Contacts (like your Rolodex):

All Categories

Assign To’s – People/Organizations we will assign work to:
        Employee
        Contractor
        Supplier

Perform For’s – People/Organizations we will perform work for:
        Tenant
        Customer (internal or external)

Click here for more information about Contacts

Parts

Definition - Any spare part or inventory item that will be used to repair an asset, or that will need to be replaced on an asset.

AKA: Spare part, inventory, maintenance parts

Click here for more information about Parts

PM Task

Definition - A preventive maintenance task is a defined set of instructions (such as a manufacturer’s recommended maintenance description) that explains, in as much detail as you need, the work, or task, that needs to be performed on an asset.

AKA: Task, Recommended maintenance task

Click here for more information about PM Tasks

PM Schedule

Definition - A PM Schedule is associated with an asset, and indicates the frequency that a PM task is due to be performed on the asset. The frequency can be a calendar basis (weekly, monthly, etc.) or meter basis (every 100 hours, for example). An asset can have numerous PM Schedules, each with a corresponding task. Once a PM schedule is set up for an asset, it will generate (that is, it will become an ‘Open PM’ or an open work order with ‘PM’ listed as the work order type) on the date and frequency that you indicate.

Click here for more information about PM Schedule

Dashboard

Definition - The dashboard is a way of keeping reports and widgets all in one place, where they can be viewed and organized. The dashboard can be separated into different tabs, on which reports and widgets can be placed.

AKA: Dashboard Report, Widget, Dashboard Tabs, Custom Instrument, Gauge, etc

Click here for more information about Dashboards

Widget

Definition - There are a number of standard widgets that can be added, using the Add Content option on the dashboard. After a widget is added, you can configure it by clicking the pencil icon. These widgets are already set up a separate from the report writer reports.

AKA: Embedded HTML, Google Search, My Open Work Orders, Sign On/Sign Off wizard, etc

Report

Definition - Reporting is selecting and outputting a specific set of data to suit your interest. When you select data it is referred to as a query. A query is the question that is asked of all the available data. The query narrows down and specifies exactly what data you are targeting. After the data is selected by the choices you make in a query, it can be displayed. In the set up of the report, you control how you want the data to be displayed.

AKA: Query Builder, Report Writer, Reporting, etc.

Click here for more information about Reports

Graph

Definition - Reports can be configured to return results in a variety of different ways. Graphs are often used to show the data in a more visual format.

AKA: Pie Chart, Bar Graph, Line Graph, etc

Click here for more information about Graphs

Instrument

Definition - Instruments are similar to graphs but are designed to measure one particular value against a range of numbers that you define.

AKA: Angular Gauge, Vertical LED, Bulb, etc.

Click here for more information about Instruments

Filter

Definition -Directly below the column headers in the list is a filter row with a red 'Apply' button to the left of the filter row. You can apply single or multiple filters to a list to view a subset of the records contained in the list. This is a useful tool if you have many records in the list and want to quickly get to a particular record or group of records. You can also apply filters on the filter tab of the reports and custom conditions.

Data Dictionary

Definition - The Data Dictionary is the central table in the system where display options and configurations are stored. This dictionary is fundamental to the workings of the entire system. We urge you to use extreme caution if you must work in this area. If you are not sure about changing a particular field in the data dictionary, DO NOT change it. Any changes you make in the data dictionary will affect the way in which fields and forms function. Alter it with caution.

Click here for more information about the Data Dictionary

Form

Definition - Forms are laid out with fields from the database in rows and columns, similar to a spreadsheet. Typically, the information flows from top to bottom, with one to three columns (although you may choose to have more) and as many rows as required to display your data.

AKA: Work Order Form, Asset Form, Parts Form, etc.

Click here for more information about forms

Field

Definition - The information that is displayed along your forms and within your account are made up of fields. Fields represent sections or pieces that contain labels throughout your forms which can be configured to display your data.

AKA: WO #, Asset ID, Status, Brief Description, Work Description, Task, etc

Click here for more information about fields

Status

Definition - Determines the condition that a particular record is located in. The status field is used in several area's of the system to determine the state of a particular record within the system. See below for the main section in which the status field are located and how they are used:

  • Work Orders
    • O - Designates an Open Work Order
    • H - Designates a Historical (closed) Work Order
  • Requests
    • O - Open request.
    • A - Approved request.
    • X - Rejected request.
  • Purchase Orders
    • O - Open Purchase Order
    • C - Closed Purchase Order

Sorting

Definition - Sorting will allow you to change the way information is being displayed within your account. You will have the option of sorting your data the list views and also within the Sort and Group tab on the report writer.

AKA- Work Order List, Parts List, Report Writer, Sort and Group

Click here for more information about sorting

Scheduling

Definition - The scheduler is a very powerful tool for keeping track of assigned work. It allows you to assign contacts to work orders for whatever amount of time you choose and on whatever day you choose. This manual will show you how to use the various functions of the scheduler and take you through examples, step by step.

AKA: Assignments, Work Orders, etc.

Barcodes

Definition - There are several area's of the system which you can utilize the barcode function. You can go to your assets or your parts and you will see if you go to options and manage related tables in either a part or an asset you will be able to add the barcode table to each of those forms. This will allow you to generate a barcode for each of your parts or assets. Barcodes can also be set up through reports in which you can print a list of parts or Assets with their corresponding barcodes.

Tree

Definition - You can see the records broken down and separated by the values in the fields of your choosing. This allows you to organize them in a way that the standard list view cannot.


AKA: Data Explorer

Data Explorer

Definition - The Data Explorer is a very useful tool that allows you to view your assets, parts, work orders, PM’s, and contacts in a unique way. By configuring the “tree view,” you can see the records broken down and separated by the values in the fields of your choosing. This allows you to organize them in a way that the standard list view cannot.

Requisitioning

Definition - Learn how to use X3 for inventory tracking, from establishing inventory records and generating reorder lists through requisitions to receive parts.

Requisition Approval - Those who have the security rights to approve requisitions and have been assigned to Approval Groups with appropriate approval levels can approve requisitions. Clicking on the Requisition Approval menu option displays the list of requisitions that this approver has been designated to approve.

  • Pending PO's - When requisitions are approved, they are immediately transferred to the Update Pending PO's queue. From Update Pending PO's, items can be updated with new pricing information, quantities, and supplier information, and PO numbers can be assigned to them.
  • Stock Requisitions - Stock requisitions are assigned a default approval group and account number during the initial system setup process. All requisitions generated through Create Stock Requisitions will be automatically placed into these defaults.
  • Requisition Cart - At a minimum, a user who has the rights to add requisitions to the system needs access to the Requisition Cart menu option, as well as access rights to Parts, Contacts, Suppliers, Approval Groups, and the Approval Group accounts.

Static vs Shadow PM's

  • Static - The system will calculate the next scheduled generation based on the day the PM work order is generated. For example, if a PM is generated into a work order today, the 'Next PM Date' value will be calculated based on the PM work order's 'WO Date'.

  • Shadow - The system will calculate the next scheduled generation based on the day the PM work order is closed. For example, if a PM Is generated into a work order today, but it is closed on another day, the 'Next PM Date' will be calculated based on the PM work order's closing date.

Nesting

Definition - Nesting allows you to set levels of PM against a single asset. When PMs are due to generate on the same day, the higher level PM will generate and the lower level PMs will skip to their next interval, if they are assigned to the same 'Nesting Group'. See Advanced Configurations for set up instructions.

For example, a PM with a Nesting Level of 5 will take priority over a PM with a Nesting Level of 1.  The higher the number in the Nesting Level field, the higher the priority.

Work Order Management

Work Order Management in eMaint X3

The heart of eMaint X3 is work order management. Work orders are the vehicles for recording the activities you perform, the physical documents you provide the people performing the work, and the tracking device for all related activities. By issuing work orders and tracking all related activities, eMaint will give you the following information:

  • All work performed for an asset/building/department/line/customer etc.

  • All outstanding work

  • The cost for performing the work

  • The work assignments for your employees/contractors etc.

eMaint X3 is designed to handle all of the various types of work orders – from facility requests to equipment related work orders. In their most basic form, work orders are divided into two categories – Scheduled and Unscheduled.

Scheduled work orders, also known as Preventive Maintenance Work Orders (sometimes referred to simply as PMs), are those work orders that are scheduled, either by calendar or meter (like hours for example) and will occur on some regular basis (weekly, daily, annually, 3000 hours, etc.). By nature, scheduled work orders are for preventive maintenance tasks that are designed to ‘prevent’ failures in the future through their performance.

Unscheduled work orders are the opposite – these are the requests for work that come up day in and day out which are to perform maintenance tasks that require attention due to a breakdown, specific need, customer request, etc.

This guide will help you through both work order paths (Fig. 1A).


Fig. 1A

Unscheduled Work Orders

1. Unscheduled Work Orders

1a. Creating or Adding a Work Order – Basic Version:

At the simplest level, you can begin using eMaint X3 immediately to manage your work orders, without having to populate the system with data beforehand.

Follow Steps 1-4 that are outlined in the graphics below.


Fig. 2A


Fig. 2B




Fig. 2C

On this example, the information was typed into the fields for
WO Type, Downtime, Schedule Date, Problem Type, Estimated Hours, Priority, Brief Description and Work Description.

There is no Asset associated with this work order.

What if you want to associate an asset to a work order?

To create a work order for a piece of equipment, follow the example outlined in section 1b below.

1b. Creating a Work Order for an Asset:


Click ‘Add New Record’ from your Work Order list so that the new record screen shows. To associate an Asset with a work order, click the file folder to the right of the Asset ID field to access your list of assets.



Fig. 2D


Fig. 2E


Fig. 2F

In the example above, Asset ID 1019 was selected from the list. Notice, upon selecting an asset from the list, the other fields on the work order that pertain to the asset –Description, Building, Floor – are populated as well.

What if you want to associate a customer or tenant to a work order?

If you are a property or facility manager, or provide services to customers, you probably want to add work orders that are associated with your contacts. To indicate that a work order is for a customer or tenant, follow the example outlined in section 1c below.



What if you want to assign a work order to an Employee or Contractor?

The procedure for assigning a work order is similar to the procedure for indicating a work order will be performed for a customer or tenant. See example in section
1c below.

1c. The ‘Perform For’ and ‘Assign To’ functions of Work Orders

The steps for creating a work order that will be performed for a tenant/customer and for assigning a work order to an employee/contractor that will perform the work are virtually identical. For “Performing” work, as in work being performed for a contact (such as a customer or tenant), you want to focus on the fields
Perform For Type and Perform For. For “Assigning” work, as in assigning a work order to a contact (such as an employee or contractor), you want to focus on the fields Assign To Type and Assign To.


Fig. 2G


Scheduled Work Orders

2. Scheduled Work Orders



Fig. 3A

The diagram above illustrates scheduled maintenance
.

We have your machine # 10001 (Asset) which, according to the manufacturer (or your experience, etc.), should have a certain procedure (PM TASK) performed on a monthly basis (PM Schedule) in order to ensure proper running of the equipment.


You probably have several pieces of equipment identical to #10001 which will require the same PM Task to be performed. eMaint X3 reduces the amount of data entry required by a CMMS by only requiring you to enter these procedures once. So let’s do it…


We will first review setting up your assets, then setting up the PM Tasks and finally setting the PM Schedule on the Asset.

2a. Setting up Assets in eMaint X3



Fig. 3B

The
Asset File Listing is the starting point for accessing your assets, or your equipment records.

As you add new equipment records to your account, you will see the records listed on this screen. When you first establish your eMaint X3 account, there is one record in the list, labeled as “Unassigned”


Click
“Add New Record” in the upper left portion of the screen to add a new equipment record. Your new record screen will open, allowing you to create a new asset record.

The screen will look something like this:


Fig. 3C


The Asset
ID and the Description are the minimum fields that should be filled in for an asset record. You can fill in as many or as few of the other fields on the asset record as you wish.

Asset ID

The ID number on the asset is known as a Key Field. In eMaint X3, the ID number that identifies any record is known as a key field and its importance is significant. Once you establish an ID number on a record and save the record, the ID cannot be edited. Therefore, give careful consideration to the ID you establish for a record. The ID can be a combination of letters and/or numbers, without spaces.

This field is 21 characters in length
. The length of a key field cannot be modified.

Examples of good ID numbers:

0000001

AIRCOMP1

22-076-336-001-01


Examples of bad ID numbers:

00001 01 (space between characters is not allowed)
09-#03-001 (cannot use any symbol characters, such as # or $ or *)

6”motor1 (cannot use quote marks, such as “ or ’, to denote inches or feet)

Description

The description field can be a combination of letters, numbers, symbols and spaces, as you desire.


After you populate the appropriate fields for this asset record, click the ‘Save New Record’ button at the top left corner of the screen. This saves the record and displays it on screen. From here, you can add another new record by clicking the ‘Add’ button at the top of the screen.


You can also edit the current record being viewed by clicking ‘
Edit.’ After making changes to the record, click the ‘Save Changes’ or ‘Cancel Changes’ button at the top of the edit screen to return to the display view of the record.

Remember:
There are other fields that can be exposed on this screen if there is more information that you want to track about your equipment. Contact us at info@emaint.com or 856-810-2700.

2b. Setting up PM Tasks


With eMaint X3, you first define the PM task(s) that will be performed on the equipment, and then you schedule or assign the tasks to the asset with which they are associated.



Fig. 3D

There are 3 main fields to populate:


1) The ID number, which is a key field,


2) The Brief Description, and


3) The Detailed Text, an unlimited text field.


There is also a PM Group field, which allows you to define group types for PMs here at the task level or at the schedule level, and then manage the groups through the PM Manager menu option. The PM Group process is discussed in greater detail in eMaint’s training course materials.


Fill in the ID number, the brief description, and the detailed description (you can copy and paste from another document, as well as from the PM Task Library that is available from your main menu).


After you populate the appropriate fields, click ‘Save New Record’ at the top left section of the screen. This saves the record and displays it on screen. From here, you can add another new record by clicking the ‘Add’ button at the top of the screen.


You can also edit the current record being viewed by clicking the ‘Edit'
After making changes to the record, click the ‘Save Changes’ or ‘Cancel Changes’ button at the top of the edit screen to return to the display view of the record.

Add as many PM Tasks to your eMaint account as you wish. You can enter them all at once or build the list as you go.


2c. Scheduling PMs to your Assets


Now that you have defined your PM Tasks, you can set up the PM schedules for your assets. From the Asset File Listing, select the asset for which you want to schedule a PM Task.


Fig. 3E


Click the ‘Add’ link to add the type of PM that you want. Calendar and Meter based PM’s are setup using the same form.



Fig. 3F

Fill in the appropriate fields on the PM schedule form, and click ‘Save Changes’ in the upper left corner of the screen. Upon clicking save, you are returned to the detail screen of the asset. To assign another PM schedule to this asset, click the ‘Add’ link in the PM section and proceed as before. To assign PM schedules to another asset, locate the asset on the Asset File Listing, select the asset and proceed with same steps as outline above.


2d. Maintenance Contacts – Establishing your List of Employees and other Contacts


There are several categories or types of Maintenance Contacts that are tracked in eMaint X3. The Categories include Employee, Contractor, Supplier, Location, Customer, and Tenant. It is important to establish your list of contacts in order to assign employees or contractors to PM schedules or work orders or to associate suppliers to parts.


Fig. 3G


There are many fields that you can populate on this new record page. Record as much or as little detail as you wish, noting the primary fields identified in the example above.


After you populate the desired fields for this record, click the ‘Save New Record’ button at the top left corner of the screen. This saves the record and displays it on screen.


From here, you can add another new record by clicking the ‘Add’ button at the top of the screen.


You can also edit the current record being viewed by clicking ‘Edit.’ After making changes to the record, click the ‘Save Changes’ or ‘Cancel Changes’ button at the top of the edit screen to return to the display view of the record.


Fig. 3H


2e. Generating Preventive Maintenance Work Orders


There are two methods available for generating PM Work Orders: manual or automatic.


Manually Generating Pms




Fig. 3I


Fig. 3J

Indicate the date through which the PMs should be generated. It is optional to indicate the PM Group, Route, Site and Assignment filters. To “Preview” the PMs that are due to be generated through the date indicated, click ‘
Proceed’ (If you plan to generate PMs that are due to come out at a future date, be sure to check Generate Future PMs.) The list of PMs to be generated will appear on screen.


Fig. 3K


Above the list of generated work orders contain links to either
'Click to print' or 'Click to email' the work orders. Select the output that you desire by clicking either link. These open PM work orders that appear on the list are now available in the Work Order Center. To see the detail of one of the work orders on the list, click on the individual work order number and it will display in a new screen.

Automatically Generating PMs


In addition to generating PMs manually, there is an option to set the account to automatically generate PM Work Orders and email a HTML or PDF attachment of the generated work orders to the system administrator, along with copies of the work orders emailed to the appropriate Assign To contacts associated with the PMs and the System Administrator (provided a valid email address is contained in the contact record).


Click
My Account' from the top of the page access the option.


Fig. 3L

Make sure the Disable PM emails is not checked, indicate the type of attachment you wish to send with the email, and the time of day you want the PM work orders generated. Click ‘Save PM Email Settings’ to save the settings.




Parts File Information - Setting up Inventory

3. Parts File Information - Setting up Inventory in eMaint X3



Fig. 4A

eMaint X3 provides complete tools for managing and tracking your inventory, including reordering and receiving parts. With eMaint X3, you can associate multiple suppliers with your parts, generate a parts re-order list for your stock items, track the complete history on your parts, print quotations and internal requisition forms, and more.


This guide only covers the basics of adding items to your inventory and charging those items against work orders. For detailed training on using eMaint to manage and track your inventory, consider registering for our Inventory Control
training course.

Your eMaint X3 account comes pre-populated with one item in the Parts File. It is a miscellaneous parts record. From the Parts File Listing, you can add a new part.




Fig. 4B


Fig. 4C

The key field for Inventory Parts is Item No. The Item No. and the Description are the minimum fields that should be filled in for a part record. You can fill in as many or as few of the other fields on the part record as you wish.


After you populate the appropriate fields for this record, click the ‘Save New Record’ button at the top left corner of the screen. This saves the record and displays it on screen. From here, you can add another new record by clicking the ‘Add’ button at the top of the screen.


You can also edit the current record being viewed by clicking ‘Edit’. After making changes to the record, click the ‘Save Changes’ or ‘Cancel Changes’ button at the top of the edit screen to return to the display view of the record.


Update, Close, and Print Work Orders

4. Updating, Closing, and Printing Work Orders


To edit or update a work order with new information, you can go to edit mode directly from the work order in your Work Order File Listing, or you can click ‘Edit’ at the top of the detail view of the work order.


Fig. 5A

Tracking Charges on Work Orders

5. Tracking Charges on Work Orders


In the work order detail screen, there is a Work Order Charges related table that has a selection of button options to add charges and edit the properties/fields of the WO Charges. Select the type of charge from the list of buttons (Parts, Labor, Misc., or Quick Parts). Depending on what type of charge you clicked, a pop up panel will appear accordingly. Fill in your necessary information and then click either Save Entry or Save and Return. After you save and close the pop up panel, the recent charge will display underneath the Work Order Charges tab in your work order detail view.


In this example, an Add Parts charge is clicked and a pop up panel appears.




In this example, an Add Labor charge is clicked and a pop up panel appears.




Once your charges are recorded on the work order, they are displayed in the bottom portion of the work order screen. The charges may be edited by clicking the pencil icon to the left of the line item.

Note
: All work order history and charges history that is associated with an asset can be displayed on the Asset Record.

This guide is meant to cover only the very basic features of eMaint X3. Other training materials and resources designed to help you become fully proficient in all areas of the system are available through the eMaint University on your eMaint X3 account. For more information, please contact us at 856-810-2700 or info@emaint.com.



eMaint Functionality Flowchart

Attached is a flowchart detailing the connections between the various aspects of eMaint X3.

AttachmentSize
eMaint Functionality Flowchart.png245.92 KB

Learn More - My Account Setup Options

My Account Setup Options


There are several options available under the Setup menu. The options that are reviewed in this Learn More are ‘Change Your Settings’ and ‘User Administration.’



The Account Settings screen contains two sections. The top portion shows the information for the user and the bottom portion shows the areas of the system which the administrator can manage. When making changes in any section, be sure to save the settings before leaving that page.

The top portion of the screen contains the account and contact information for the current user. You can change your account password, set a password expiration interval (default is 0; password is valid indefinitely) or make other updates to your contact information.



The bottom section provides links to manage the way work orders and PM’s are managed in your system.



Enabling the new HTML Editor

Enabling the New HTML Editor


We have released an update which replaces the existing HTML Editor interface with a new interface that is easier to use and quicker to access. After considering client feedback and current system functionality, we feel that this update can simplify the management of HTML content for many users.This implementation also allows the X3 system to generally handle HTML content more effectively, resulting in greater displaying and printing capabilities outside of the HTML Editor.


Old HTML Editor


In X3, there were a number of Multi-Line Text fields that were labeled with [HTML Editor] under the field name. A common field used with the HTML Editor is the Work Description field on Work Orders. When editing a work order, a user would see this:



By clicking the [HTML Editor] button underneath the field name, the system brought up the following page in a new window:



This page allowed you to use some of the more common text related functions within HTML without knowing much about HTML coding. There were a number of buttons on this page that allowed users to change the visual appearance of the field’s contents. You may find yourself familiar with many of these as they are common in word processing programs and many email clients.


New HTML Editor


We have implemented a new HTML Editor interface for Multi-Line Text fields. When enabled, this interface will replace the old interface shown above. When editing a work order with the new HTML Editor configuration on the Work Description field, a user may now see this:



To access this HTML Editor interface, click on the box in the top right of the field. This will open the new interface in-line with the rest of the form:



This HTML Editor works in the same way as the older interface, except that it appears directly on the form that you are editing without needing a popup window. This also allows HTML content to display properly on the detail and edit views without restricting direct editing. Additionally, the new HTML Editor interface is also available when editing in place with a save button at the right of the top row, as shown above.


Enabling the New HTML Interface


Option 1, Let eMaint do it for you as needed:


The new HTML Editor interface will be enabled automatically in areas where you have previously entered HTML type content. What this means is that if you view or edit a task, work order, or any other area of the system and any of the fields contain HTML content, the field will automatically turn on its HTML capabilities for this record and any other record in the system. If you have never used HTML then the field will remain a plain text entry field until an admin changes its behavior. This process will seamlessly convert all fields holding HTML content to the new interface without converting fields where the HTML Editor is not necessary. This brings us to the next option...

Option 2, Turning on the new HTML editor manually:

Any Multi-Line Text field can be configured to display the new HTML Editor interface. This configuration is stored in the Behavior drop-down in the field’s Properties display.

All Multi-Line Text fields initially start with the Default behavior, which causes no HTML Editor to display.

To manually configure a Multi-Line Text field to enable or disable the HTML Editor, a user must have permission to customize forms. First, open the Customize Form interface from the Options menu for the form that contains the field:



Then, click the wrench and screwdriver icon next to the Multi-Line Text field:



You will now see a popup with the Multi-Line Text field’s properties. In the drop-down next to Type, you may decide how the field behaves:



Default: This field will not display any HTML Editor interface when editing field values and will display field values as plain text in the detail view.

HTML Editor: This field will display the new HTML Editor interface when editing field values and will display field values as HTML content in the detail view.

After choosing the value for the desired behavior, click the Save button in the bottom right. You may now close the Properties popup and exit design mode to return to the form and use the newly configured field.

Learn More - Detail Views

Detail Views


There are several data items that can be viewed in detail, including Work Orders, PM's, Assets, Parts, Contacts, etc. When you are in the Detail view/edit you are viewing/editing a single record in the database. Any changes that you make will only be made to the record that you are viewing.

Across the top of the Detail View page are several options that allow you to manipulate the record. From left to right the following Primary commands are:

In addition to the Primary commands for the detail view, there are additional commands that are specific to the data items for Contacts, Work Orders, Assets and Parts as follows:

Contacts:


Work Orders:

Assets:

Using the Parts Detail view, the additional commands are:

Learn More - Name Plates

Name Plates



Overview


Name Plate information allows you to add specific equipment information to individual assets without adding the additional fields to the detail screen for every asset. The Name Plate Master List is located under the Data Center Menu Option.

A Name Plate field consists of two identifiers:

PlateID – The type of equipment (also referred to as the Name Plate attributes). There are 34 different types of equipment or Name Plate attributes pre-loaded in the master list. Examples include AVC_UNIT, COMPRESSOR, BOILER, PRODUCTION and PUMP.

Description – the particular item of information. Examples include. Lifting Capacity, Generator and Voltage.

Each Plate ID will have multiple descriptions depending on the amount of information which must be gathered for that type of equipment. From the Name Plate list you can add new plate ID’s for your equipment and as many types of descriptive fields as you wish.


Creating Name Plates


The Name Plate master list is located in the Data Center. You may add a new Name Plate value type directly from this list by clicking Add New Record.

Associating a Name Plate attribute with an asset record


Go to the asset, and scroll to the bottom of the detail view. In the Name Plate Information section, click the Import Attributes link. You will be taken to the Name Plate manager which will allow you to select an Attribute List (Plate ID group) from a drop down list.

When you click the Copy List Attributes button, all of the field descriptions available for that PlateID will drop into the Name Plate Information section for that asset. Click the GoTo link to add the values for the fields. If any of the Name Plate fields are not necessary for this asset, click the GoTo link to delete the individual fields from the list for this asset.


Adding unique line items of Name Plate Information


You can also add special line items of information for an asset. This Name Plate will show only on this asset and will not be available to choose from the main Name Plate list. Click the Add link within Name Plate Information table. Fill in the Plateid and Description fields. Notice that the value field is revealed for updating as well.

Learn More - Navigation Tab

Navigation Tab

The Navigation tab is the application's site map of the system. Navigate to this page when you need to access any section that does not have a tab. The options available in the Navigation Tab are listed below, separated into their appropriate sections.

NOTE: Whether a user sees any of the menu options explained below is dependent on the level of permissions granted to the user by the administrator.

Main

Request Center

Work Center

Purchasing Center

PM Center (Preventative Maintenance Center)

Data Center

Data Explorer

Report Center

Administration

Help

Learn More - Using the List View

Using List Views



Overview


There are several tabs that provide access to your records, including:

And several menu options in the Navigation tab as well:

When you select any of these options, you are presented with a list of your records from that section of the system. The list is displayed in columns and rows. The columns are fields that are found on the detail view. The rows are the available records in this section.

From the list view, you are able to:



Form Options


Located at the bottom left corner of the list is a Form Options link. Click this link to access the Form Options screen and make adjustments to the following options:

When you have completed all of your Form Option modifications, click Save and a message window will appear stating 'Settings Have Been Saved'. Click Close Window and the screen will refresh with your Form Option changes in place. Remember, your Form Option selections will be saved for future display until they are changed. The columns that are selected for display in your list views are set universally for the system, regardless of which user logs into the account.


Applying Sorts to the List


When you access a list for the first time, all of the records contained in the list are displayed. The default sort for a list is in ID order.

The list may be sorted in order by any of the field headers, or the identification that appears at the top of each column. Clicking a field header will sort the list in order based on that field. The first click on the field header will sort the list in ascending order, clicking on the arrow graphic will sort the list in descending order and change the graphic to a arrow pointing down.

The sort setting that you apply to a list is saved and used the next time the list is opened based on your user login.


Applying Filters to the List


Directly below the column headers in the list is a filter row with red Set and Clear links on the left. You can apply single or multiple filters to view a subset of the records contained in the list. This is a useful tool if you have many records in the list and want to quickly get to a particular record or group of records.

To apply a filter, type a value into one of the filter boxes and click the Set link. Once a filter or group of filters is applied, the list will redisplay based on that criteria, and will indicate in the upper left corner the number of records that matched the filter criteria.

For example, if you just want to view parts that begin with the letter 'A', type an 'a' (capitalization is not required) in the filter box below the Description column in the Parts List and then click the Set link. Or, as another example, if you want to view assets located in the main Building on the first floor, you would type 'main' in the filter box below the Building column and 'first' in the filter box below the floor column and then click the Set link. The list will display only those records that have 'main' as the building and 'first' as the floor.

To remove any filters, simply click the Clear link. The filters will be removed and the list will be reloaded.


Filter Operators


There are many operators that you can utilize in conjunction with the filters to aid you in locating your records:

%

This is a wild card operator, meaning it can be used as a placeholder to represent all values. Place the % in front of a filter value to look for all examples of values that end with your entry. Place the % at the end of a filter value to look for all examples of values that start with your entry.

Place the % in front of and at the end of a filter value to look for all examples of values that contain your entry.

%myvalue - looks for all data that ends with 'myvalue'.
myvalue% - looks for all data that starts with 'myvalue'.
%myvalue% - looks for all data that contains 'myvalue'.


#

This is a "not equal to" filter.  Entering
this into the filter criteria will return all results other than the
value you enter after it.  Examples:

#myvalue
- looks for all data that does not include 'myvalue'.  For instance, if
you put #PM into the WO Type column, it will return all work orders
that were not PM type work orders



>,<,>=,<=

These are relational operators. A relational operator compares two values and determines the relationship between them. In this situation the first value is the data contained in your data field and the second value is what you enter in the filter text box. Place one of these operators in front of the filter value to compare the data that exists to that of your filter value.

>01/01/2002 - looks for all dates that are greater than Jan. 1st 2002.
>=01/01/2002 - looks for all dates that are greater than or equal to Jan. 1st 2002.
<Z<U>- looks for all values that start with a letter less than Z (A-Y).
>B - looks for all values that start with a letter greater than B (C-Z).
>=C - looks for all values that start with the letter C or greater (C-Z).

Remember that the filter settings that you apply to a list are saved and used the next time the list is opened based on your user login.

List View Overview - Filtering, Sorting and Setup

Overview


There are several menu options that provide access to your records, including:

  • Work Order Center
  • PM Tasks
  • Asset File Listing
  • Parts File Listing
  • Maintenance Contacts

When you select any of these menu options, you are presented with a
screen that displays a list of your records from that section of the
system.

Across the top of the list are the columns (Field Names) that
display key fields for the records. The records are displayed in the
rows below the columns.

From the list view, you are able to:

  • Add a new record to the list by clicking the ‘Add New Record’ link located in the top left corner of the list.
  • View the detail of a record either
    by clicking the ‘magnifying glass’ icon located to the left of the
    record or by clicking the underlined ID number of the record. The
    detail page shows all the information for a single record in a database.
  • Edit a record by clicking the ‘pencil’ icon located to the left of the record.



Form Options 



Located at the bottom left corner of the list is a Form Options link.
Click this link to access the Form Options screen and make adjustments
to the following options:

  • Open Details in New Window. By setting this option
    to Yes, any detail record that you access from the list will open in a
    new browser window. This allows the list to continue to be displayed in
    its window for easy access to the list after viewing the detail record.
    Setting this option to No (the default setting), will display the
    detail record in the existing list screen. If you want to access the
    list again, you can click the List menu option at the top of the record
    detail screen.
  • New Window Width and New Window Height.
    The default settings for the detail window width is 750 pixels; window
    height is 550 pixels. You can modify these default settings to adjust
    the size that the detail window displays.
  • Records Per Page.
    This setting determines the number of records that display on a page in
    the list when the list is not filtered. The default setting is 150
    records per page. You can increase or decrease the number as desired.
  • Edit in Form Mode.
    The default setting is to have this function OFF (unchecked), meaning
    that when you edit a record, the fields are displayed in one column
    down the left side of the screen. If you turn this function ON
    (checkmark the box), when you edit a record, the screen displays the
    fields in exactly the same position as when you are viewing the record
    detail.
  • Columns Chooser. When you access a list for
    the first time, you see a pre-determined set of columns (Field names)
    that are displayed at the top of the list. With 'Columns Chooser' you
    can easily pick and choose which fields get displayed in the columns,
    the order in which they are displayed, or eliminate fields from the
    list view. Within 'Columns Chooser' use the drop-down list box on the
    right side to select a field to add to the list view and click the
    'ADD' button to add that field to the list. On the left side of
    'Columns Chooser', use the 'Up' and 'Down' arrows to adjust the lineup
    (order from left to right) of how the columns (fields) display in the
    list view. To eliminate fields from the list view, highlight the field
    to be removed and click the 'X' symbol on the left side of 'Columns
    Chooser'. Also, to select multiple fields to be removed, hold down the
    'SHIFT' key while selecting contiguous fields, or the 'CTRL' key to
    select non-contiguous fields to be removed.

When you have completed all of your Form Option modifications, click
'SAVE' and a message window will appear stating 'Settings Have Been
Saved'. Click 'Close Window' and the screen will refresh with your Form
Option changes in place. Remember, your Form Option selections will be
saved for future display until they are changed. The columns that are
selected for display in your list views are set universally for the
system, regardless of which user logs into the account.


Applying Sorts to the List


When you access a list for the first time, all of the records
contained in the list are displayed. The default sort for a list is in
ID order.

The list may be sorted in order by any of the Field headers, or the
identification that appears at the top of each column. Clicking a field
header will sort the list in order based on that field. The first click
on the header field will sort the list in ascending order, clicking on
the triangle graphic will sort the list in descending order and change
the graphic to a triangle pointing down.

The sort setting that you apply to a list is saved and used the next time the list is opened based on your user login.


Applying Filters to the List


Directly below the column headers in the list is a filter row
with a red 'Apply' button to the left of the filter row. You can apply
single or multiple filters to a list to view a subset of the records
contained in the list. This is a useful tool if you have many records
in the list and want to quickly get to a particular record or group of
records.

To apply a filter, type a value into one of the filter boxes and
click the 'Apply' button. Once a filter or group of filters is applied,
the list will redisplay based on that criteria, and will indicate in
the upper left corner the number of records that matched the filter
criteria.

For example, if you just want to only view parts that begin with the
letter 'A', type an 'a' (capitalization is not required) in the filter
box below the Description column in the Parts List and then click the
'Apply' button. Or, for example, if you want to view assets located in
the main Building on the first floor, you would type 'main' in the
filter box below the Building column and 'first' in the filter box
below the floor column and then click the 'Apply' button. The list will
display only those records that have 'main' as the building and 'first'
as the floor.

There are many operators that you can utilize in conjunction with
the filters that you apply to aid you in locating your records:

%



This is a wild card operator, meaning it can be used as a placeholder
to represent all values. Place the % in front of a filter value to look
for all examples of values that end with your entry. Place the % at the
end of a filter value to look for all examples of values that start
with your entry.
Place the % in front of and at the end of a filter value to look for
all examples of values that contain your entry.

%myvalue - looks for all data that ends with 'myvalue'.
myvalue% - looks for all data that starts with 'myvalue'.
%myvalue% - looks for all data that contains 'myvalue'.

#

This is a "not equal to" filter.  Entering this into the filter criteria will return all results other than the value you enter after it.  Examples:

#myvalue - looks for all data that does not include 'myvalue'.  For instance, if you put #PM into the WO Type column, it will return all work orders that were not PM type work orders

>,<,>=,<=



These are relational operators. A relational operator compares two
values and determines the relationship between them. In this situation
the first value is the data contained in your data field and the second
value is what you enter in the filter text box. Place one of these
operators in front of the filter value to compare the data that exists
to that of your filter value.

>01/01/2002 - looks for all dates that are greater than Jan. 1st 2002.
>=01/01/2002 - looks for all dates that are greater than or equal to Jan. 1st 2002.
- looks for all values that start with a letter less than Z (A-Y).
>B - looks for all values that start with a letter greater than B (C-Z).
>=C - looks for all values that start with the letter C or greater (C-Z).

Remember that the filter settings that you apply to a list are saved
and used the next time the list is opened based on your user login.