Administration

Below is product documentation to get you started as an Administrator of eMaint X3.

The Training Guide is a companion to the System Administration training course.

The series of Learn More guides are overviews on how to complete key activities as an Administrator.

Training Guide - System Administration

This 41-page resource guide is the companion to the System Administration training course. This will provide a detailed review of the tools available to fine tune your eMaint X3 account, from the management of users to the forms themselves



Introduction

Introduction

System Administration is the process of setting up and maintaining the system for the benefit of the users.




Most of the system settings can be found in various places for your convenience, however the Administration section of the Navigation tab contains all of the system-wide settings. From there you may enter different screens to manipulate setup options, user permissions, screen displays, exporting data, and removing deleted records. These features not only enable you to modify how the system is used but also its look and feel.

This document is organized to first explain the major administrative features then delve deeper into the administrative features located on the forms within the system.











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.

One of the new features of version 10 is “persistent tabs”. Persistent tabs remember the record being displayed and will display it when you return to that tab. For example, 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 the part, work order number 256 will be loaded automatically.

The Title Bar

The title bar contains system links for your 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.
  • 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.
  • 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 or the Customize My Own Page link in the Administration section of the Navigation Tab.




The Navigation Tab

The Navigation tab contains all the areas of the system as they were laid out in previous X3 versions. 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 – Allows you to manage your work orders, PMs and personal reminders by placing them on an easy-to-us calendar.
  • Simple Work Order – Opens a simplified work order form for quick entry.

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 turn scheduled PM‟s into open work orders in the system.
  • PM Tasks – 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 projects that help manage goal-oriented work orders.
  • 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.

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 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 select to export all 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.
  • Remove Deleted Records – Used to view records that are marked for deletion and permanently remove them from the system.
  • Customize my own page – Used for customizing your 'My eMaint' page. 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.
  • Workflow Manager – A configurable set of rules that tells the system how to react to specific situations.

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.

Note: Added modules and custom interfaces may add or change options to this list.

Administration

Administration


The Administration section of the Navigation tab is where most of the system features can be found. What follows is a discussion of each section individually.



Change Your Settings / My Account

This is the area where the user's information and global system settings are held. You can also access this area with the My Account link located at the top right of most pages.

This screen contains two sections. The top portion shows the information for the user and the bottom portion shows global system settings. When making changes in any section, be sure to save the settings before leaving the page.

NOTE: This menu option is securable via the 'User Administration' feature. If enabled, a user will be able to change his password and contact information only. Regular users will not be able to change any of the Administrator settings.

Account Settings

This section allows changes to the user‟s contact information. Password, address information, phone numbers, and email address for the logged-in user are maintained in this area. Any changes to the information will be saved once the Save Settings link is clicked. Click Return to Main Menu in the right-hand corner to cancel any changes.

Administrator System Settings

This section is located in the lower portion of the Account Setting screen and can only be edited by the administrator. A regular user with access to the Account Settings page will be able to see these links on the page but will be unable to click into them.



General System Settings
Sets the general system properties for your account.



  • Date Display Properties is where you choose the format of the dates in your system.
  • The Symbol used for Currency Values will affect all of the areas where currency is displayed.
  • In general, there is no need to change the option for Use old-style lookups. For rare lookup problems, eMaint may advise you to turn this on.
  • Default password duration (days) is a security feature that allows the administrator to set a number of days after which the user password expires. The checkbox will override the password duration set in the individual users‟ password expiration (see page 7). Leaving the field set to zero means that the system will not force all users to change the password.
  • Allow Direct Labor Charges to Assets allows you skip the work order creation process to assign work to an asset. The system will create a blanket work order with a status of “K” for each asset, per year. Each time you use the Labor Charge link on the asset detail form, the system automatically updates the work order for you.
  • Enable Edit In Place allows you to make changes to fields without entering edit mode. When on a detail form, double-click the field you want to change, make your changes and click the check mark icon to save. Some fields are not available for Edit In Place.

User Interface Settings
The “User Interface Tab Manager” allows you to add, remove and rearrange the tabs. A user can customize his/her tabs without affecting other users.




The first box, “Available Tabs”, is the list of tabs available for placement. The second box, “Selected Tabs”, is a list of tabs that are currently being displayed. Move a selection by clicking on it and dragging it to the opposite box. You can also rearrange the order of the tabs by clicking on a selection and moving it to the desired location.

Note: The Home and Navigation tabs cannot be moved or removed.

When you are finished making changes, click the Save Settings button which is located on the Quick Bar.

General Work Order Settings
This section handles closed work order settings, print options and number sequence.




  • Disable editing of closed work orders? – Allows or prohibits the
    editing of closed work orders. This also prohibits anyone from adding
    charges to a closed work order. If you set this option to “Off”, you can
    still remove editing permissions, open or closed, from each user in the
    User Administration section.
  • Allow admin user to reopen work orders? – Prohibits the administrator from reopening closed work orders.
  • HTML Print options – When set to “On”, these options will print the
    appropriate related tables underneath the work order form when the table
    contains data. These options do not affect the PDF form.
  • Current Sequential Work Order # – This number sets the next work order number and then increases in increments of one.
  • Payrate Information Available in Labor Charge Panel? - If this is disabled, the pay rate information displayed in the charges panel will be hidden.
  • Hide Add Quick Parts Button in Work Order Charges? - If this is enabled, the Add Quick button will be hidden from users.
  • Default Name and Category to Assign to on New Labor Charges? - If this is enabled, when the charge panel is first opened, the contact will be set to be the same as the Assign to contact. If this is disabled, when the charge panel first opens, the contact will be set to be the same as the contact associated with the user login of the user opening the charge panel.



To save changes, click the Save Settings button at the bottom of the page. To cancel the changes, click the Cancel button.

Work Order Email Settings
This section configures the email settings during the work order process. Make your selection for each setting by clicking on the radio buttons.



New Work Orders – When set to Yes, the system sends an email to notify the person of a new work order.
Closed Work Orders – When set to Yes, the system sends an email to notify the person of a closed work order.



Work Order Request Notifications – This section is split into two settings and works in conjunction with the 'Request Notification Group' field on the Contacts form.

  • “Send Email To Notification Group” – This will turn on the functionality for sending a notification, when a new request is submitted. On the contacts form, you'll find a logical (True/False) field called "Request Notification Group?" (If the field is not currently on the form, it can be added). When a request is created, any contact record that has this field set to True will receive an email notification at the email address they have listed. This is a great way to keep multiple people in the loop about new requests.
  • “Enable 'Take Ownership' Link” – This option depends on the “Send Email To Notification Group” setting which must be turned on to work. When set to “On” the email described above will contain a link for the recipient to “take ownership” of the work order. When clicked, the work order will be assigned to that person's contact record. Then another email will be sent containing a link that will close the work order.


Email Subject – Allows you to select the subject line of the emailed work orders in your system.

Click on the Save Settings button to save your changes to this section. Click the Return to Main Menu link or Cancel to cancel any changes before saving.

Note: The 'Perform For' and 'Assign To' sections refer to the fields on the work order form. These fields must have a contact with a valid email address or the system will not send an email.

PM Settings
This section sets the global PM settings and PM email notifications.




The top row on this page allows you to set general PM settings.

  • Place a check in the box next to “Disable Daily PM Generation&Email” if you would like to disable the automatic PM generation.
  • Place a check in the box next to “Send email when no PM's are Generated” to send an email to the admin when there are no PMs generated that day.
  • In the 'File Type' box you can set the print format to PDF or HTML. If set to HTML, a Configure link will appear which will allow you to customize the header and footer of the print form.
  • You can set the PM generation time in the 'Produce PM's automatically every day at' section. Use the drop-down boxes to select the time, AM or PM, and the time zone.

The next four rows allow you to send generated PMs to the Administrator, the contacts designated in the 'Assign To' and 'Perform For' fields and any email address(es) in the 'Other Email Address' box .

The 'Send PM Summary and work orders to PM Field' section allows you to use a custom field on the PM form to send PMs to. Enter the field's description in the box provided. Be sure the email addresses on the PM form are valid.

The last setting, if checked, will automatically generate a meter-based PM when the meter exceeds the value in the 'Produce PM Every' field on the PM form.

Click on the Save Settings button to save your changes. If you do not want to save any changes, click the Cancel button or the Return to Main Menu link.

Inventory Control Settings
These settings contain an option to charge parts directly to an asset instead of creating a work order to charge out parts. When selected, this option will create a new link on the assets called Parts Charge.

These settings are also used to configure and manage multiple locations in a Multiple Locations environment. (If you have this environment, refer to the manual for a detailed discussion of how to use this option.)

Purchasing and Requisition Settings
This section allows for control of the requisitioning process for those eMaint clients who have the Requisition module. These settings do not affect the purchasing process for clients who do not use requisitioning. (See the Requisitioning Manual for a complete discussion of the settings in this section.)

Add New Users


Under the Administration section, the Add New User link will begin the process of adding a new login user name to the system.
  • Enter the user's name into the fields provided. The remaining fields aren't necessary to create the new user, but if entered it will be available on that user's “Account Settings” screen for your reference.
  • If you are setting up a work requestor, click the arrow on the drop-down and select “Work Request Only.”
  • When you click the Add New User button, a screen will confirm the addition of the new user and provide you with the new login name and password.

The user will be added to the account and your company will be invoiced accordingly (if applicable). To configure the security settings and properties for the new user see the next topic, 'User Administration.'

User Administration

Each eMaint X3 user has his/her own set of privileges within the system. These privileges plus other properties are configured here. (See “Add New Users” above for details on creating new users in the system.)




Clicking the User Administration menu option displays a list of all users who currently exist. Click on the pencil icon next to the user account you wish to configure. A list of all the security settings will now display along with the user name, user login, and Change Password link for the user account being accessed.

User Profile Information




The top section of the page contains the profile information for this account. The 'User Account' field contains the user's name and the 'Account ID' field contains the user's login. You can change the values by typing the new information into the field(s) and clicking the Save button. If you change the Account ID, the system will check to see if the ID is unique. If the ID is not unique, the profile information will not be updated.

Change the password by clicking the Change Password link. This will open a separate window which shows the current password. Enter the new password in both fields then click the Change Password button to save the new password. Click the Cancel button to go back without saving.

If you would like this user to be forced to change his/her password after a certain number of days, enter that number in the 'Password duration (days)' field. This option can be overridden from the 'General System Settings' section. See page 8 for more information.

Changing the „Work Requestor Only‟ value will allow you to change a “Standard” user to a “Work Requestor Only” user, and vice versa, without needing to delete and re-create the user.

This last option allows you to use the current account as a permissions template and copy the rights to any other Standard account in your system. Click the drop-down menu to display the available users you can copy to, then click Save and Copy. The permission set will be copied over to the selected user's permissions.

Setting the Privileges/Rights




The list of security rights is divided into sections. The left-hand column (Menu Items) contains the items available on that user's Navigation Tab. Allowing the user to see an item on the menu does not always entitle that user to manipulate the features of that item. The permissions listed in the middle of the screen (Additional Options) provide precision control over specific menu items. Individual security functionalities typically control access rights to a menu item, adding a new record, editing a record and deleting a record. The right-hand column (Tabs) performs the same function as the left-hand column, except it applies to the version 10 tabs.

Example: Allow add and edit rights for work orders. First place a checkmark in front of the Work Order Center option in the “Menu Items” column (left) and/or the Work Orders option in the Tabs column (right) so the user has a link to work orders. Next, scroll to the Work Orders section in the Additional Options column (middle) and place a check in front of access file, add records, and edit records. This combination of security settings will give the user a link to work orders, allow access to the work order screen when the link is clicked, and allow user to add and to edit work records.

Place a check mark next to each security privilege you wish that user to have. Once satisfied with your selections, click the Save button to update the user‟s profile. A screen will appear informing you of the security update's success. You can then return to the list of users in the system to continue editing other user profiles. Repeat the process to change other users‟ accounts. When you are finished changing one or more user rights, click the Return to Main Menu link to exit User Administration.

Permission Explanation

In general, permissions are ranged in levels from the most basic, Access, to the most complete, deletion.

  • Access File - allows the user to view the records in that area of the system.
  • Add Records - allows the user to add new records in that area of the system.
  • Edit Records - allows the user to edit existing records in that area of the system.
  • Delete Records - allows the user to mark records for deletion in that area of the system.
  • Key Change - allows the user to change the Key Field ID for records in that area of the system (only available in Parts and Assets).

Permission Areas

  • Asset File controls what users will be allowed to do with Asset records.
  • Contacts controls what users will be allowed to do with Maintenance Contacts records.
  • Data Dictionary controls what users will be allowed to do with Data Dictionary records. This section of the system should be restricted to only those users who have System Administration training.
  • Form Layout controls whether a user has the permission to customize the forms within the system.
  • Form Options controls whether a user has permission to change the layout of list views in the system.
  • Maintenance Calendar controls the permissions to the Calendar.
  • Master Parts Listing (for those systems with a Master Parts file) controls whether users will be allowed to view that parts file.
  • Meter Readings controls what users will be allowed to do with Meter Readings.
  • Nameplate Info controls what users will be allowed to do with the Nameplate information on assets.
  • Nameplate Lists controls what users will be allowed to do with Nameplate List records located in the Data Center.
  • PM Assignments controls what users will be allowed to do with the 'Assignments' table located on the PM form. Your account must have the Time Card/Planner module installed for this option to function.
  • PM File controls what users will be allowed to do with the PM Schedules on assets.
  • PM Procedures controls what users will be allowed to do with PM Procedures located on the PM Schedules.
  • PM Tasks controls what users will be allowed to do with the PM Task File Listing records.
  • Parts File controls what users will be allowed to do with Inventory records.
  • Parts Information contains permissions for specific inventory functions: receiving and purchasing parts, making adjustments and key changes. ['Create/Modify Purchase Order' will give a user permission to modify the PO header information and also to create a purchase order from a part.]
  • Project File controls what users will be allowed to do in the Project Master File.
  • Purchase Order controls what users will be allowed to do in the PO Center.
  • Query Tool Master controls what users will be allowed to do within the query tools. Access will permit users to run reports existing reports only. 'Add' will permit a user the ability to add new reports the Query Builder. 'Edit' and 'Delete' permits the user to change and remove Public reports which are not marked as “read-only.” A user always has full control of his own reports.
  • Related Asset/PM Parts controls what users will be allowed to do with the Related Parts table found on the Asset and the PM schedules forms.
  • Request Manager controls the general options users will be allowed to do within the Request Manager. To allow for permissions to process the requests, additional permissions must be assigned under the Work Request Center permissions area (see below).
  • Suppliers controls what users will be allowed to do with the Item Suppliers table available on the Parts records.
  • System Filter controls the creation of custom filters on the Group Close Out, PM Generation, and Scheduler screens.
  • Time Card Settings controls what the user can do on the Time Card screen. These permissions can be ignored if the Time Card/Planner module is not installed.
  • WO Procedures controls what users will be allowed to do within the WO Procedures table available on work orders.
  • Work Order Assignments controls what users will be allowed to do with the Assignments table located on the Work Order form.
  • Work Order Center contains specific permissions for work order functions: closing and re-opening work and creating charges on work orders.
  • Work Order Request contains the permissions for processing work requests.
  • Work Order Types controls what users will be allowed to do with Work Order Type records.
  • Work Orders controls what users will be allowed to do with work orders.
  • Workflow Manager controls what users will be allowed to do with the Workflow manager.

Export Data

Exporting is the process of copying, packing, and sending data from the system to your computer. To export your data from the eMaint X3 system, click on Export Data.

Follow the instructions provided on screen to complete the export/download process.

  • Select the table(s) by placing a check mark next to the data table(.dbf) you wish to export.
  • Choose from three formats: Database table, Excel or Text.
  • To begin exporting click the Download Now button. This will start the FTP process for sending files to your PC.
  • When prompted select Save this file to disk, and choose the directory/folder on your PC where you want to save the data being sent.
  • The file(s) that were transmitted are stored within a ZIP file. Use your local PC's ZIP software to unzip the files.
  • The ZIP file is password protected. The password is the same password for the user who exported the data, in all capitol letters. If JOEUSER is exporting then JOEUSER's password will also be used as the password on the ZIP file.


NOTE: The exporting process may take some time to complete depending on the size of the data being sent to your local PC. Your login session may expire while you are waiting for the process to complete. Login again to continue working in the system.

Manage Data Dictionary

This utility allows direct access to the data dictionary table (system name datadict). This feature uses a list view and detail view like other areas of the system to access and manipulate records in the datadict table. This table holds the settings and attributes the system uses for displaying and working with data throughout the system. This table defines what tables exist, what fields exist within each table, and what indexes are defined on each table.

The datadict holds these definitions by containing individual records for each table, field, and index definition. Each record has fields, which are used to hold the system settings. Each field has its specific purpose as related to the particular record and record type to which it belongs. This feature is in place to allow system administrators with the understanding of the workings of the system to view and edit the system settings directly.

NOTE: Even the datadict table, fields, and indexes are stored within the datadict table itself. 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 fields and forms function. Improper use can possibly break your system. Alter it with caution.

An interface with the datadict has been provided from within 'Customize Form.' Customizing the forms in the system is explained in detail later in this manual. It is advisable to use this method of customization rather than entering the data dictionary itself.

Remove Deleted Records

Removing records from the system is a two-step process. The first step is to use the delete links throughout the areas of the system to mark a record for deletion. At this point, the record has only been removed from the list view. The record can still be located and undeleted by using the Next and Previous links on a detail form to navigate to it and clicking the Un-Delete link at the top of the form.

The second step permanently removes the record from the system and uses the Remove Deleted Records link as a central location for this process. The screen displays all the tables of data that can hold marked records and the option to view and remove each table individually.

View a list of items by clicking the Magnifying Glass icon in the “View” column. This will open a window with a list of records that are marked for deletion. This is where you can review marked records before removing any data.

To remove the records, click the Trash Can icon. A confirmation window will appear to verify your choice. Clicking Ok will remove the records, clicking Cancel will return you to the records screen.

Note: Please be sure you are removing the proper records before continuing. This is a permanent process and cannot be recovered.

Customize My Own Page

You can personalize the Home tab by either using the HTML editor or by entering your own HTML code. It is recommended you use the Edit Content link on the Quick Bar of the Home tab instead of this menu option. The Edit Content link uses an easier HTML editor.

Click the Customize My Own Page link to access this feature. You can view the way the page looks and change it using the many tools available in the HTML editor. You can also view and edit the code directly by clicking the HTML button to switch views.

Please use caution if you make changes in this area using the HTML code source option.




List View Administration

List View Administration


An example of the list view:




What are List Views?
The list view is a tool used in many areas of the system for displaying records in a list form.

The list will display a pre-defined selection of fields as columns. These columns are chosen by the either System Administrator or a user with the appropriate permissions using the Form Options link located at the bottom of the list. Additionally, the list can be filtered by individual users to display records matching specific criteria. Once the user finds the desired record in the list, they can use the provided links to access that record via the detail view tool.

By default, list views are configured in a generic manner throughout the system. If the default settings are not appropriate for your situation, the provided tools make altering their configurations easy.

Configuring list views

The user or system administrator can change the fields displayed in a list view as well as other properties by using the Form Options link provided at the bottom of each list view page.




General Properties

Clicking on the Form Options link will open the “Form Options” window. The “General Properties” section allows for control of the general window properties for that list view.

By default, clicking a record opens its detail within the current window. If you would like the detail to open in a separate window, change 'Open Detail in New Window' to “Yes”. You can also change the size of the new window by entering the new values, in pixels, to the height and width fields. Remember that you can always maximize the window by clicking the maximize icon in the top right-hand corner of any window.

When you are viewing many records without a filter, the list view will separate the records into pages. The 'Records Per Page' option allows you to adjust the number of records per page.

The last option in the general properties section allows you to choose how the page is displayed. The default option, “Fit To Page”, tries to adjust the size of each column so each one is displayed in the window. However, if you would like to view each column without resizing the contents, choose the “Large” option to use each field‟s maximum width. A vertical scroll bar will appear at the bottom of the browser that will allow you to view fields that were pushed off the viewable window.

Note: If you use a high resolution on your screen and you are viewing the screen maximized, you will see more information than if you were viewing the screen with a lower resolution.

Columns Chooser

This is the section where the administrator chooses which fields will be displayed in the list view and in what order. Add a field by clicking the drop-down box on the right of the Columns Chooser section and choose the field from the list. Click the Add button to place the new field in the box to the left.

You can move the fields to a different column by highlight the field in the left-hand box and using the arrow buttons to move it up (left on the list view) or down (right on the list view). Remove a field from the list view by highlighting the field in the left-hand box and click the X button. This will send the field back into the available fields list on the right.

When you are finished making your changes, click the Save button. If you don‟t want to save your changes, click the red X (close button) on the top right of the window.

The Form Options is available for all list views, including related tables, though sometimes it is called Options (see below).



Filter Operators
The text boxes located at the top of a list view can be used to search through the records in the list and display the results. Filter operators are used with search criteria to achieve a more specific result.

%
The percent sign is a wild card operator. It can be used as a placeholder to represent values.

Some uses are:
%value – looks for all data that ends with 'value'.
value% – looks for all data that starts with 'value'.
%value% – looks for all data that contains 'value'.

>,<,>=,<=
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 the list 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 to your filter.

Some examples are:
>01/01/2002 – looks for all dates more recent than January 1st 2002.
>=01/01/2002 – looks for all dates more recent or are January 1st 2002.
<M – looks for all values that start with a letter less than M (A-L).
>N – looks for all values that start with a letter greater than N (O-Z).
>=C – looks for all values that start with the letter C or greater (C-Z).

NOTE: Filter values are not case sensitive. Thus APPLE is treated the same as aPPLe.

Forcing Users To Apply Certain Filters.

In certain cases the administrator may want to force a user to always use one or more pre-determined filters. This may be the case if that user is only to view and work with a specific group of records such as open work orders. Forced filters are set by adding key characters to the entered filter values.

Steps to lock a filter:

  1. Decide which specific user will have locked filters.
  2. Log into the system using that user's username and password.
  3. Access the list that will receive the locked filters.
  4. Enter the appropriate filters to the list.
  5. Verify the correctness of the records displayed.
  6. Place the key characters :: in front of the filter value.
  7. Apply the filter to re-display the list.

Filters are now locked into place for this user.

NOTE: There is no way to unlock a filter yourself. You must call the
eMaint support department to unlock it for you. Please use extreme
caution when using this feature.

Detail View Administration

Detail View Administration

What are Detail Views?

Detail views are tools for accessing, editing, adding, and deleting a specific record from a specific table of data. Users can access the detail view of a record by using such tools as list views or clicking direct links such as the Asset ID field on the work order form.

An example of the detail view:




Customize Form

'Customize Form' is a feature designed to ease the management of the detail view. It also provides a user-friendly interface for the data dictionary. To access this feature open the detail view you wish to modify, click the Options link then click Customize Form. Users must have the “Modify Form Layout” permission to see the Options link on the form.

NOTE: The detail view currently open is the detail view that will be affected by any changes you make.

Form Design Options

At the top of the form, there are options for controlling the basic layout of the page.

Form Font Settings
This option allows the administrator to choose what font will be used on this particular detail view.

Enter the font family in the „Default Form Font‟ line and the applicable size and style information in the appropriate box. For the color fields, select an HTML color value setting (hexadecimal or HTML compliant). Ex. BLUE is known by HTML and will display that color. For more specific colors add a hexadecimal color code such as #0066CC for another variation of blue. Click update for these settings to take effect.




Add a new column
While designing or changing the detail view, you may wish to use a new column. This can be achieved by clicking the Add Column link. A new column will be added to the right of any existing columns.

Remove a column
To remove the column furthest to the right, remove all fields from it and exit Design Mode.

Insert Row After
Insert a row on the form by entering the number of the row that will be above the new row, then click the INS button. For example, if you want a row between rows 5 and 6, enter “5” in the „Insert Row After‟ box and click the INS button. All rows after row 5 will be moved down and a new row will be placed into the 6th row.

Delete Row
Enter the number of the row to be deleted and click the DEL button.

Adding, Removing and Arranging Fields

The Customize Form feature also allows you to modify the layout of your detail views. This is useful for removing default fields you may not need or adding custom fields you do need.

Adding
First decide what field needs to be added to the detail view (be sure it is not in use already). Find a row/column position which has the folder icon . This indicates and available field location. Click the folder icon to open the “Add Field to Form” screen.

The “Add Field to Form” screen has two sections. The first, “Select Existing Field”, allows you to choose from a list of pre-configured fields. The second, “Create New Field”, allows you to create your own fields.

TIP: You should always check to see if the field you need exists in the “Existing Field” section before creating a field of your own.

To use an existing field:

  • Use the list in the drop-down box to find and select the required field.
  • Click on the Select Field button to place your field on the detail view. You will receive a confirmation message that says: “Settings have been saved”.
  • Click the Close Window link to close the window and refresh the detail view page.


To create a new field:

  • Enter the 'Field Name'. This value is the name the system needs to identify the field. Once created, it cannot be changed. The name is limited to 10 characters (beginning with a letter) and cannot contain spaces. If a separation is needed, use an underscore.
  • Enter a description. The 'Description' is what the user will see on the form and may be entered as normal text.
  • Choose a field type. The most common type of field is text, but you can also choose Multi-Line text (memo), Numeric, Logical (True/False), Date and Date&Time. The field type cannot be changed after field creation.
  • The 'Maximum # of Characters' value only needs to be entered on Text and Numeric fields (for Numeric fields, also indicate the number of decimal spaces). You can increase this number later but you cannot decrease it.
  • Click the Create Field button. You will receive a confirmation message that says: “Settings have been saved”.
  • Click the Close Window link. The detail screen will be refreshed to show your new field.

Removing
Locate the field you wish to remove and click the trash can icon . The field will disappear from the detail view and a folder icon will take its place. Removed fields become available in the “Select Existing Field” list and can be selected for placement elsewhere on the form.

Note: Removing fields from the detail view does not delete the field or any data it contains.

Arranging
Arranging fields on the detail view is a simple drag-and-drop process. Simply click on the text of a field's description, drag it, nd drop it in any open space (just to the left of a folder icon). Moving fields can help make the form more organized and easier to read.

Tab Order
After you have selected the fields to display, you can then assign a “tab order” when in edit mode. This allows you to use the Tab key on your keyboard to navigate around the form in the order you specify. The current tab order is indicated by a number in parenthesis next to the field properties icon . To change the order:

  • Click on the Current Tab= link to reset the tab value to 1.
  • Click on the number link next to the field that will be first. You will be presented with a confirmation of the tab change: “Settings have been saved.”
  • Click on Close Window to refresh your changes.
  • Methodically work through the form, clicking the number next to each field in the order of your tab preference. After each tab selection, you will be told that the settings have been changed.

Editing the Field Properties

Clicking on the Tools icon to the right of any field will display the “Database Field Properties” window.

             

                                

This window contains the current settings for the field you are viewing and can vary depending on the field. The field's name will be displayed at the top of the screen along with its system name.

All of the general settings are under the “General Properties” section. Again you will see the Field Name (system name) as well as the Table Name in which the field resides. You will also see the type of field it is: C=Text, M=Memo, N=Numeric, L=Logical, D=Date and T=Date/Time. This information cannot be changed. The options available for change in General Properties depend on the field type and the other properties in use on the field.

  • The description, which is the field name the user sees on the form, can be changed by typing it into the 'Description' field.
  • Enter a default value by typing it into 'Default Value' field. This is what the field will be populated with when a new record is created. This value can be changed.
  • If you wish this field to available in the Query Builder, click the checkbox for 'Query Tool'.
  • Check the box for 'Required' if this field must be populated during data entry. This will prevent users from saving the form without a value in this field.
  • 'Sortable' will make this field available for sorting on the list view. Click Save after making this selection and be sure to follow the additional instructions on the screen.
  • Click the 'Capitalized' checkbox to force the field to convert the value to capital letters.

Behavior
You’ll also find a field called Behavior, with a dropdown box that contains several options:

  • Default: This is the standard setting that will make the field act as an ordinary field.
  • Email: This designates the field as one that holds an email address or a contact ID
  • Picasa: This option is used to make a field work as a Picasa picture field that can link to you Google Picasa account and display pictures. For more information of configuring this, click here: http://www.emaintuniversity.com/node/538
  • File (Rackspace Cloud): This will configure a field to work with a special Rackspace document storage option that is offered. For more information click here:  http://www.emaint.com/cmms-pricing/



Email
If you select Email as the behavior, a link will appear to the right on the Behavior dropdown box. Clicking this will take you to a screen that allows you to modify the setting of an email field. If the field you’re editing is on a table, other than the work orders table, you will see a screen like this:


Email Properties Screen


NOTE: workflows can be configured to automatically send email notifications, to the email address in an email field. (workflows will be covered later on in this training guide)

Under "Email Address Source," you can select “Field text” or “Contact table”

  • Field text: use this setting if the field is intended to hold the email address in it.
  • Contact table: Use this setting if the field is intended to hold a contact ID. The system can use the unique ID to reference a contact record and find the email address.


If the field you’re editing is on the Work Orders table (WORK), you will have a number of additional options. This is because the system can send a printed copy of the work order to the recipient.


Email Properties for WO fields


  • Type: Select the way in which the system will send the emails; directly, via the pop-up window, or by using an email client such as Outlook.
  • Email Format: Choose whether the copy of the work order should be in HTML or PDF.
  • Link Properties: Here, you can select the appearance of the email link/button.

Lastly, there are checkboxes that allow you to control the behavior of the email screen. (The email screen is accessed by clicking the Email option, under the Actions menu.)

Key Fields

Key fields are special fields within the system that are necessary for a record to be saved. Without a key field, a record cannot be created and a table will not function correctly. NEVER remove a key field from a form. Because of the key field's special role in the system, it has certain requirements that other fields do not have.

Each key field has a specific length which cannot be altered:
COMPID = 21, ITEM = 15, CONTACTID = 10, TASK_NO = 10

Key fields also restrict the types of characters which can be entered. Valid characters can be any combination of letters, numbers, dashes (-), underscores (_) and periods. If you enter a symbol that is invalid, you will receive a message indicating the error and a link to go back to the form to reenter the key field.




Key fields prominently display their designation on their properties page and in add mode:




or edit mode:




on any record. While in add mode you will be able to enter the ID characters. In edit mode, you will only be able to view that ID. It is strongly recommended that you do not make changes to the properties of a key field. Changing the key field may impact its key field status.

Text Properties

Click the + button to expand the “Text Properties” portion of the screen. This will enable you to view and edit such characteristics as 'Maximum number of Characters', the 'Display Font', 'Font Size', 'Font Style', 'Background Color', and 'Foreground Color'.

Note: When editing the maximum number of characters, it is necessary to run Verify Structures before the changes will take effect. For assistance with this, please contact eMaint Technical Support.

Managing Related Tables

Related tables are small boxes located below the detail view's main form. They are used throughout the system to integrate information from one table to another. For example, the Parts File has the 'Item Suppliers' table which allows you to link suppliers in the contact table to you parts. Virtually every form in the system has, or can have, related tables attached to it.

Closing/Viewing tables

There are two ways to hide a table from view:


Shade/Unshade Click the minimize  link to “shade” the table. This will leave only the title bar in view. Click it again to “un-shade” the table.


Manage Related Tables – Click the Options link at the top of the page and select Manage Related Tables. A window will appear with a list of tables available for this page. The Display column will control which related tables display underneath the detail view. If a box is unchecked, it will be hidden from all users viewing records using the same form as the one currently displayed when Manage Related Tables is opened. If multiple forms are available for this table, the Display checkboxes can display different sets of related tables for each form.

On certain tables with Print functions, such as work orders and assets, a Print column is also available. These checkboxes will control which related tables are shown when printing a record.

Once the changes have been made, click the Save button to finalize the changes. Click the Close button to close the window.


Note: Users must have the “Modify Form Layout” permission to see the Options link on the form.

Creating Related Tables

If you require a related table that doesn't exist in your system, you can create your own related table. This will create a blank template which gives you the liberty of customizing the content of the table. To create a new related table:

  • Enter the detail view of the section where the table will be associated.
  • Click Options then Customize Form to enter design mode.
  • Enter the properties of the form's keyfield by clicking on the Properties icon.
  • On the keyfield's properties window, scroll to the bottom and click the Create Related Table link.
  • Enter the name of related table you are creating in the box provided and click the Create the related table button.
  • You will receive a confirmation that the table was created and link to return to the keyfield's properties.
  • Close the properties window and exit design mode.

Your new related table will appear below the main form. At this point, the table only has two fields; a Unique ID field and a field that shares the new table's name. To add data to this table, click Add on the new table to enter add mode for the table. From here you can enter design mode and begin designing your new table

Lookup Creation



Look Ups


There are three types of Lookups that can be used on a field: Lookup, Lookup from Table, and Drill Down Lookup. Each is useful for creating uniformity in the way information is entered in your system. Uniformity is the key to accurate reporting in any database system.

Lookup Properties
The “Lookup Properties” section allows you to select a Lookup Type from those listed and configure said Lookup.

Lookup – This lookup is also called a Values lookup because it allows you to type in values to be selected from a simple drop-down on the field. This is a very basic lookup. All of the values for the lookup are entered in the properties for the field.

Lookup from Table – As its title suggests, this lookup has values which are pulled from a table in your system. The table can be one that is already in use or one which you create specifically for this field. This lookup is particularly useful for populating a single field from a list that can be added to, edited and deleted from.

Of this type, the Pop-up/Drop-down variety is the most versatile. It allows your users to use both methods to select the values for the field. It also allows for direct manipulation of the table by those who have editing permission on the form.

Lookup from table also includes an additional option called:
List – This lookup is designed to grab information from a table and use it to automatically populate specified fields in another table. For example, the work order form pulls information about the asset directly from the asset detail view. Another example is the PM Schedule which pulls information about PM Tasks directly from the Task File Listing. This type of list not only ensures conformity but also saves massive amounts of time. One click of the mouse can populate up to ten fields of information.

Drill Down Lookup - This lookup type will allow you to use a table of relational data to "drill down" using multiple drop downs to narrow your criteria until you select one specific record out of the table. A very common use for this would be drilling down using values like "Building", "Floor", then "Room" to select an asset within that room.




Lookup
Select this option, then click SAVE/DEFINE. In the 'Hand entered values' box, type the values that you want to display in the lookup (one value per line). To enter a blank line, leave one line black and hit Enter/Return on your keyboard.

If you are editing a field with existing data, clicking the 'Populate list with existing field values' link will pull this field's value from every record and place it into the list automatically.




When you're finished entering data into the box, click the Proceed button. You can now close this window and return to the Form Design screen. In data dictionary, this type of lookup is also called a Values lookup.

Note: The last entry of the list will be the default value for the field unless a Default Value is used in the General Properties.

Lookup from Table
This type of lookup associates a simple lookup table to the field. You can either choose an existing table in the system with the drop down box (shown below) or use the Wizard to create a new table for the lookup.




If selecting an existing table in your system, choose the key field of your chosen table with the 'Lookup field' drop-down list and choose the table's description field with the 'Lookup description field' drop-down list.

If selecting the Wizard, the system will create a new table with two fields, 'Code' and 'Description'. These field will be automatically populated into the 'Lookup field' and 'Lookup description field' drop-down lists for you.

Finally, select the 'Style' of the lookup. A “Drop-Down” is a list contained in a collapsible field, similar to the 'Lookup field' mentioned above. A “Pop-Up” is a list that opens in a separate window. This window allows you to add, edit and remove values in your list. When creating a new table, you will need to select this option so you can populate the table. A “Drop-Down/Pop-Up Combo” gives you the option to use the drop-down list or the pop-up window. When you have completed the page, click Proceed. This will save the settings and you can now close the screen.

To add values to the Lookup Table that you just created, go into add or edit mode and click on the folder icon to the right of the field. This will open the Look-up Values table. Click the Add New Record link to populate the table with the desired values.
                                                                               
                                                                                 

List – This type of Lookup pulls information from another table in the system and places it on the form. An example of a list lookup is the 'Asset ID' field on the Work Order form. Using the folder icon, you select an asset from the list and the Asset ID, Asset Description, Location, Building and Site are pulled from the Asset table onto the Work Order table. List lookups can pull information from any existing table in your system.

Create a list lookup by selecting “List” as the type of Lookup then select the 'Lookup Table'. Click Proceed to continue.

In the Field Mappings section there are two columns. The left column represents the 'Get Data From' fields (the table the information is coming from). The right column represents the 'Send Data To' fields (the current table to be populated).

  • Begin mapping your fields by selecting a field in the left drop-down list.
  • Identify the field on this form using the drop-down list in the right column.
  • When the drop-down lists are displaying the appropriate fields, click the + button to the right of the first field mapping. This will populate the system names of your chosen fields onto the field mapping list.
  • Continue this process until all of the fields that you want to have populated are in place.
  • Click Save when you have finished the process. This will return you to the Lookup Properties section. From here, click the Return to main properties page link on that screen to return to the Main Properties page.

Now that the lookup has been created, you can click on the folder icon next to the field with the list lookup to open the list view and search for a record. When you click the Select link next to the desired record, the remaining fields will be pulled onto the form.





Drill Down Lookup - This type of lookup allows you to use an existing table of data within the system to create a group of "Drill Down lookups" that will fill multiple fields on the form and narrow your search for the target value with each selection.



The image above shows the relationship between the data and how it should be defined. Once you have configured your "Drill Down" lookup correctly you will have 3 dropdown lookups that rely on one another. First you will have Building with 2 values, A or B, then based on the selection a drop down for floor will populate with only the floors available in that building, after the floor selection you will then be presented with your final drop down with only the rooms that are available in the floor of the initial building. Once the record is saved, the building, floor, and room values will be populated on the record.

For this example, we'll start on our Contact record. You can see that on the form we have three custom fields. When creating a "drill down" lookup, you will create the lookup on the final level of the lookup, in our example this would be the Room level.

Select Options - Customize Form to get into the form designer screen. Then select the properties icon for the field that will be the final level of the drill down and select the "Lookup Properties" tab. Once you've entered this screen select the "DrillDown Lookup" option. A "Define" link will appear below. Click this link to setup your new Drill Down lookup.




If you had a lookup on this field previously you will receive an additional popup message notifying you that you will clear the existing lookup. Select OK to continue or Cancel to return to the previous screen.




When the next panel displays it will say "Level 1" at the top of the form and have 3 fields available.

  • Table - The table holds the values you would like to filter through. This is the "Assets" table. You can either chose a system table such as "Assets", any other default table in the system, or a custom table that you may have populated in the system.. If you need help setting up a custom table to store your values please contact a member of the support team and they will help you setup this table and populate it.
  • Populate - This is the field on the form that you would like to populate.  In our example, we are pulling information from the Building field on the Asset record and populating our first Custom field.
  • Filter 1 - Filter 1 is the first field we are using in our table to filter to a specific group of records. In our example we will select the building value that is in our "Assets" table.






Once you have selected the all the required values the "Save" and "Add Level" options will become available. A Drill Down lookup only requires 1 level, however to be effective 2 or more should be utilized. In our example we'll select "Add Level" to continue to drill down by Floors.


Now on this screen for your next level you'll have 2 fields to select. Populate and Filter 2 field. These fields function just as they did in the prior screen, so Populate is the field on the Contact form we want to use to store our value (Floor / Level) and Filter 2 is the value we want to use to filter our records (Floor).



Once the fields have been populated you will then have access to the "Save" and "Add Level" options at the bottom of the panel. In our example we will add one more level to allow for selection of the actual room.  Once again a new drop down has been created for "Populate" and "Filter". Here we will select the "Room/Space" field and the "Room" field from the custom table as our filter.



Now that we have selected our values we can press "Save" to store the lookup values.  Once you have saved the values you can then select the "X" in the upper right corner to close this panel. You can also use the "Edit" button to make adjustments to this top level or "Delete" to remove this level and revert back to the previous level.

Now that you have returned to the main Field Properties panel you must select "Save" to store the change to this fields attributes.




Once you have saved your changes, then exit design mode and you should now see that the Custom Fields now includes dropdown lookups for both "Building" and "Floor/Level" as well as for "Room / Space". When the values are selected for these new lookups it will automatically populate the "Building" and "Floor / Level" fields on the table as displayed in the images below.




Go ahead and save your record and you'll see that the custom fields on your Contact record are populated with data you pulled from an Asset record.


Data Dictionary

Data Dictionary


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.

Accessing the Data Dictionary

Field Properties

To enter the data dictionary record for a field, open the field‟s properties and scroll to the bottom of the properties screen. Click the link labeled Data Dictionary.


 


Data Dictionary File Listing

The Data Dictionary File Listing is available in the Administration section of the Navigation tab. When you click it for the first time you will see an unfiltered screen similar to the one below.




Use the standard list view functionality to find a specific record or set of records by using the filter fields. By specifying a table name (Dd_dbf) to filter on you can display an entire table's definitions and settings. You can also filter for a field name by entering it into the Dd_name field. If you want to filter for the description of a field (user name), enter the information into the Dd_desc field.




To effectively use the Manage Data Dictionary link you will need to know some common table names. Knowing the table name is essential if you are to find the information you need to modify. The illustation below is a list of the most commonly used tables in the data dictionary.


Table Name

Table

Data Contained

ARINVT01

Inventory Table

Fields from the detail section of parts

CHARGES

WO Charges

Fields from the charges section of work orders

COMPINFO

Assets File

Fields from the detail section of the asset file

CONTACT

Maintenance Contacts

Fields from the detail section of the maintenance contacts
file

INVSUPL

Inventory Suppliers

Fields from the Item Suppliers section on parts

PM

PM Schedules

Fields from the� PM schedule information from assets

PMPART

PM Parts

Fields from the PM Parts section on PM Schedules

TASKS

PM Tasks

Fields available from the PM Task file listing

WORK

Work Orders

Fields from the work order detail

WO_PROCS

WO Procedures

Fields from the procedures section of work orders

Once you find the field you wish to modify, enter the records the same way you do from any other list view. Click the magnifying glass or the Unique Key Field link to view the detail of the record. Click the pencil icon to open the detail view in edit mode.



Editing the Data Dictionary

To make changes directly to the data dictionary record for a field click the pencil icon on the list view or click the Edit button on the detail view. The dictionary record will change and allow for input of data.

TIP: The Data Dictionary's detail view is a very large page. It is a good idea to locate the line item you want to change before you click edit. That way you will know where you need to be and avoid making errors on other lines.

The following is an example of the data dictionary in edit mode:




Here are some options which can only be modified through editing the data dictionary:

Spaces between rows – You can add an extra space between rows to separate one group of fields from another. You do this by configuring the 'Nspceafter' (numeric) attribute of the last field in the group. Configuring this attribute for a field that is not the last in a row has no affect on row spacing. The numeric value can be up to the number 4. You will need to experiment to find a setting that suits your needs; however “1” usually creates a very acceptable amount of space.

Making a field read only – A field can be configured to prevent changes when a user edits a record. The field on the data dictionary that controls this behavior is 'Lreadonly'. This field can be set to True or False. When set to “True”, no value can be typed into the field at any time.

Adding explanatory text to a field – If you would like your users to see a helpful notation on a field when they mouse over it (for instance, what type of information must be entered in a field), enter that text in 'dd_helptxt'. When a user stops his/her mouse over the field, the mouse will appear with a question mark (?) next to it and the help text will appear for a short period of time.

Spanning columns -- If there is more than one column in the detail view and you would like a field in the left-most column to stretch to the right-most column, set 'Lspan_col' to “True”.

Note: You should only use this feature on rows where the left-most column has the only revealed field for the row. If fields are contained in the positions that your field will span, these fields will be pushed down and create a new row. This row is generated on the fly and cannot be further configured.

Suppressing fields from particular users -- This functionality is useful if some users should be allowed to view or edit information on a record, and others should not. Normally, all users who have access to using or editing a record will be able to view all of the fields associated with that record. For those users that should not have these privileges, you can add their usernames, separated by commas, into the 'Mdisp_sec' (view security) and 'Medit_sec' (edit security) fields – This will remove the field from view when the user accesses the record.

Note: Both fields need to be set if a user is not allowed to see or edit a field.

Example: The users JOEUSER1, MARYANN45, BILLDA89 exist in this example.
To suppress these users from seeing or editing a field on the detail view, enter their names as follows into the appropriate field attributes.
For Mdisp_sec enter-> JOEUSER1,MARYANN45,BILLDA89
For Medit_sec enter-> JOEUSER1,MARYANN45,BILLDA89

Routines

What are routines?

A detail view's primary purpose is to allow a user to edit the contents of a particular record of data. A routine is a scaled down version of whatever settings have been established in a detail view. Routines reuse a detail view to populate/edit only a certain portion of a data record. Where the detail view encompasses all the needed configurations for editing the entire record, the routine allows only a portion of the detail view to display.

A good example of a routine is Simple Work Form. The simple work form is the Work Order detail view, but it has been configured to show only a limited number of fields by entering the value “REQUEST” into the 'Mroutine' field on the fields to be shown. Another example of a common routine is “CLOSEOUT”. If you would like to have fields appear on the close out form of your work orders, enter “CLOSEOUT” in that field's 'Mroutine'.

You can use a combination of routines on a field as well. For instance, if you would like to have a field show up on the close out form but NOT show on the regular work order form, use the “SUPRESS” routine (to suppress the field on the work order) in conjunction with the “CLOSEOUT” routine (to display the field on the close out form).

Adding or removing a field from a routine
To indicate which fields on a detail view should be included for a particular routine, the name of the routine or routines are entered into the 'Mroutine' field attribute. Routine names should be listed one after the other separated by commas.

Example: REQUEST,SUPRESS,CLOSEOUT

Note: Once a field has been suppressed from the main form, it can only be displayed on the main form again by editing the 'Mroutine' field directly from the data dictionary. (See explanation of Data Dictionary File Listing below.)

Workflow Manager

Workflow Manager


The Workflow Manager allows you to configure your system to react to certain events. A workflow operates like cause and effect. For example, you create a rule that when a user marks the 'Work Order Type' as “Emergency” and saves the form (cause), the system reacts by changing the 'Assign To' field to a specific contact (effect).

The Workflow Manager is accessed in the Administration section of the Navigation Tab.




The Workflow File Listing displays all of your workflows in a list view. When you enter this section for the first time there will not be any workflows. Click the Add New Record link to add a new workflow

Adding a New Workflow

The blank workflow screen contains only three fields:

  • Workflow ID – This is the keyfield for the workflow. This field is populated automatically and cannot be changed by the user.
  • Workflow Description – Use this field to describe the what the workflow does.
  • Active – This switch activates and deactivates the workflow. This is a convenient feature for disabling a complex workflow without having to delete it.


When you have completed this form, click Save New Record. Your new workflow will be saved and reloaded in Detail view.

Configuring a Workflow

After you have created a workflow, configure it by entering the detail view of the workflow and clicking the Configure link.




You will be presented with the X3 Workflow Manager (see Figure 1). Begin configuring your workflow by choosing a rule in the 'Choose a rule' drop-down box. Your choices are:

  • After Work Order Save
  • After Labor Charge
  • After Parts Save
  • After Asset
  • After PM Save
  • After Contacts Save
  • After PM Part Save
  • After Asset Part Save
  • After Meter Save
  • After Tasks Save 
  • After WO Procedure Save 
  • After Work Request Save


Note: As we enhance the Workflow Manager, options may be added or removed. The options listed here may be different than the list on your account.

Your choice will open the rest of the Workflow Configuration page (see Figure 2). The upper portion contains the options for Conditions and Actions and a button that switches between the two. The lower portion with the gray background will display your choices as you make them and allow you to configure them using the links provided.

Configure your Conditions. These conditions need to be in place before the system can perform an Action. Your options are:


  • with field equal to value – Place a check in this box to select a field that appears on the form and the value that will activate the workflow.
  • with custom condition – Place a check in this box to create your own filter and value.


When you make your choice it will appear in the lower portion of the page (see Figure 3). Next, click the Action button to display the available Actions. These options are:



  • replace field with value – When the condition is met, the system will replace the field chosen here with the value you set.
  • Execute UDF (User Defined Funtion): function – This option is a support tool. If the workflow requires custom actions, the eMaint support department will place a value here.

Choose your desired Action to add it to the lower portion of the page, directly below the chosen Conditions (see Figure 4).

You are now able to configure the Conditions and Actions. Click each link to open a window that contains the configuration options. When you complete the form, the link will be replaced with your choice (see Figure 5).

When you have set all the options in the lower portion of the Workflow Manager, the Save Workflow button will become available. Click it to save your new workflow.


Below is a list of functions commonly used in UDF (User Defined Functions):

  • ALLTRIM( ) Function -
    Removes non printable characters from the beginning and end of a string
  • BETWEEN( ) Function - Used
    in the context of Between(VALUE, Lower boundary, Upper boundary) will
    return True or False
  • CHR( ) Function - Returns a
    value as a character string
  • CMONTH( ) Function -
    Returns the month in a character format
  • DATE( ) Function - Returns
    current date
  • DATETIME( ) Function -
    Returns the current date&time value
  • DAY( ) Function - Returns
    the current day of month 
  • DOW( ) Function - Returns
    the day of the week
  • DTOC( ) Function -
    Transforms a date value to a character string
  • DTOT( ) Function -
    Transforms a value to a date&time format
  • EMPTY( ) Function -
    Returns an empty value
  • GOMONTH( ) Function -
    Returns the date that is a specified number of months before or after a
    given Date or Date Time value.
  • HOUR( ) Function - Returns
    the hour as a numeric value.
  • IIF( ) Function - Returns
    one of two objects, depending on the evaluation of an expression.
  • INLIST( ) Function -
    Determines whether an value matches another value in a set of values.
  • LOWER( ) Function -
    Returns a value in lower case
  • LTRIM( ) Function - Trims
    all space or non printable characters to the left of a value
  • MINUTE( ) Function -
    Returns a whole number between 0 and 59, representing the minute of the
    hour.
  • MONTH( ) Function -
    Returns the month in numeric format
  • RTRIM( ) Function  - Trims
    all non printable characters to the right of a value
  • TIME( ) Function - Returns
    the current time
  • TTOC( ) Function -
    Transforms Date time value to a character
  • TTOD( ) Function -
    Transforms Date time value to a date value
  • UPPER( ) Function -
    Returns a value in all Upper Case
  • VAL( ) Function - Returns a
    value as a numeric value
  • WEEK( ) Function - Returns
    a numeric representation of the week in the year.

Editing a Workflow

Changing a workflow is similar to adding a workflow. Locate your workflow in the List view and click it to enter the Detail view. If you are only changing the title of the workflow, click the Edit link to enter edit mode and make your changes, then click the Save Changes link.

If you are changing the workflow rules itself, enter the Detail view as described above then click the Configure link. The Workflow Manager will open with the configured rules laid out for you.

You can make adjustments to the behavior of the workflow by clicking the links and reconfiguring them. You can also change the Conditions and Actions by adjusting the check marks in the checkboxes and clicking the links in the gray box to configure the new options.

Alternatively, you can completely alter the workflow by using the 'Choose a rule' drop-down list to select a new rule. The lower portion of page that contains the configurations of the workflow will be cleared out for the new workflow.

When you are finished, click the Save Workflow button to record the changes or click the Go Back link at the top right of the screen to return without saving.

Deleting a Workflow

Locate the workflow in the List view and click the Workflow ID or the magnifying glass to enter the Detail View. Click the Delete link on the form. The workflow will be marked for deletion and unavailable in the list views. See the Remove Deleted Records section on page 18 to permanently remove the workflow from the system.

Note: Remember, you have the option to disable a workflow from operating using the 'Active' field. Use this instead of the delete link to save yourself the time of re-entering workflows.


Workflow Email Templates

In some cases, it's beneficial to make a customized email to be used with a workflow. A Workflow Email Template is a pre-defined email that a workflow will send out, based on the conditions that you set. First, go to the Navigation tab and look under the Administration section. Right under Workflow Manager, you'll find Workflow Email Templates. This will take you to a list of existing templates. Click Add New Record and you will see the following form.


Email Template Form


Some of the fields on this form include:

  • Unique key: This is the key field, which the system will generate automatically.
  • Table Name: Choose the table to which the email applies.
  • Description: Enter a name for this template, so you'll be able to easily identify it.
  • eMail Subject: The text entered here will become the subject of the email that is sent.
  • eMail Body: The text entered here will become the body of the email that is sent.
  • Comma separated list of eMail addresses: Enter the default email address(es) for this email. Multiple email addresses should be separated with a comma and no space. (it is not necessary to specify email addresses here. You also have the option to specify them on the workflow itself).

In the subject or body of the email, you can type whatever text you'd like to appear or you can reference fields from which you'd like the system to take information. To do this, start with 2 "less than" symbols (<<), type the name of the table from which the information is coming (WORK), type a period, type the system name of the field (ASSIGNTO), and close with 2 "greater than" symbols (>>). For example, if this email template is for work orders and we want to show the work order number in the email, we would enter something like this: "Work order number <<WORK.WO>> has been closed." Entering "<<" and ">>" tells the system that the text between these is referring to a field.

Once you have the email template set up, you are ready to create the workflow that is going to send this email out. On some workflow rules, you'll have an Action choice called "Send Email Template to Recipient." Choose that and it will appear in the gray box at the bottom.


Actions Choice


In the gray box, click on the "Email Template" link and a window will appear that will allow you to choose the email template you've created, from a list that includes all of your email templates that are related to the workflow rule you've chosen. When you select the template, you'll see a preview of the email. Just click the Save button when you're finished.

Next, click on the link that says "Recipient." A screen will appear that will allow you to control from where the wokflow will get its email address.


Choose Recipient


There are 3 options available:

  • Default: Uses the email address entered on the template itself.
  • Custom: Allows you to manually enter an email address.
  • Field: Retrieves the email address from the contact record of the Assign To person, the Perform For person, or the Requester Email field. (only available for work orders)

When you've selected the option you want, just click the Save button and then you can save the workflow.


Ordering Workflows

You may have several workflows that are using the same rule; After WO Save, for example. Sometimes, they will affect the same records and one workflow is dependent on another. When this is the case, it's best to set the order in which the workflows will be executed. To do this, go to a workflow that is already configured and click the Order option from the Actions menu.


Order in Actions menu


You will see a screen like this:


Order Workflows


As you can see, the rule is displayed at the top on the screen and the different workflows that are based on this rule are shown below. Instructions are also given on this page. The top workflow will be processed first, and the bottom will be last. To change the order, simply drag and drop. Click Save when you're satisfied with the order.

Custom Filters

Custom Filters


In some parts of the system, such as the Scheduling tab or the PM manager, you'll be able to create custom filters to use, in order to find the records you need. The process is similar to that of creating a report. You will often see a screen like this that allows you to select, edit, or add filters.

Select Filter

Filters can be created by clicking the "+" or "add" button next to the dropdown
menu. To create a filter, follow these steps:

1: Type in the name you would like to give the filter. You can select the appropriate status for "Public" and "Readonly" and then click the the disk icon on the right to create the filter.


New Filter


2: You will be taken to the "Filter Options" screen, which looks a lot like the report writer. From this screen, select a field you wish to use from the dropdown menu at the bottom and click the blue "+" sign.


Add field


3: You'll see that the field has been added to the area above. Unlike the report writer, you only need to select the fields on which you're going to place filters.


Field Added


4: Click the light gray "funnel" icon to the right of the field you've just added. This will bring up the "Update Criteria" window. Select an operator, such as "Equals" and put a value in the "Criteria" field. Then, click the "Update" button.


Update Criteria


5: Close both windows. Now, you should be able to select this filter from the dropdown menu.

To edit an existing filter, simply select it from dropdown and click the "pencil" or "edit"icon. This will bring you to the same window you just used to define your filter. The process works the same way.

Data Import Manual

Data Import Tool


The Data Import tool allows you to use data from a spreadsheet to automatically create records in the system. You can also use this tool to make mass updates to existing records. This can save you hours of data entry time.  As another example to go along with the documentation below, this is a
template with some data already filled in for demonstration purposes.



The process of importing data to the X3 system is based on the following rules:

  • The default file must be in CSV format (CSV Comma Delimitted).
  • The fields of the X3 system must be in the header.
  • The file must contain the key field for the table.
  • The file cannot contain spaces or special characters in the key field.
  • The text in the columns cannot exceed the maximum character length of the corresponding fields.
  • The file cannot contain commas (,) or quotation marks (“) in any field.

The instructions to properly import data into the system are as follows:


1. Accessing the Data Import tool.

You can access the data import tool by clicking the “Data Import” menu option, on the Navigation tab. It can be found under the “Administration” heading.

2. Selecting a Table

The first step is to choose the correct table. Choose the table to which you’re importing records. If the table is not shown in the list, please call technical support.



NOTE: The tables in the list are not in alphabetical order.

3. Selecting your file.

After selecting the table, choose the file to import. Click the "Browse ..." button. A window will open on your screen where you can choose your file.



The file must be in CSV format. The headers of the columns in your file should match the field names of the fields to which they correspond. For example, the field name of the Asset Description field is “comp_desc”, so the header of the column that holds the asset descriptions in your spreadsheet should also say “comp_desc”. The key field cannot contain spaces or special characters (eg @ # $% / “ , õ ç among others) and is limited to a certain number of characters (Asset ID: 21, Item No: 15, Contact ID: 10, etc). Key fields can contain letters, numbers, hyphens (-), and underscores (_).

NOTE: You can increase the character length of ordinary fields, but not key fields.


        To create a file in CSV format, proceed as follows:
                        With the Excel spreadsheet open, click on "Save As":
                        In the Save As screen, choose the file type "CSV (Comma delimited)".



                        After selecting, click "Save"
                     
  IMPORTANT! No field in the file may contain a comma (,) if you are using the comma as your delimiter. The CSV file is created for only one sheet (if you have more than one tab in the Excel document), so you need to save a separate CSV file for each sheet in the excel workbook.

Once you’ve created the file, you can select it in the import tool. When you've selected your file, use the checkboxes below to select the different options, before clicking "Upload".

4. Selecting appropriate options

On this page, you will find a number of checkboxes that represent different options.

NOTE: The options available here will vary, depending on the table to which you’re importing.

  • Import File Delimiter: This allows you to select which type of separator you’re using in your CSV file; comma (default), “|” symbol, or TAB. (make sure the delimiter you choose doesn’t appear in any cell if your file)
  • Overwrite existing records: Checking this box indicates that you want to update records that are already in the system, rather than importing only new records. If this is unchecked, duplicates will be rejected. When updating existing records, the spreadsheet should only include columns for the key field and the fields you want to change.
  • Strip out quotation marks: Quotation marks are not allowed in the import process. If they haven’t been removed from the file, checking this box will take them out.
  • Strip Header Row on Final Import: This will cause the header of the spreadsheet to be rejected, so the system will not mistake it for a record.
  • Execute Workflows: If you have workflows configured to be processed when a record in this table is saved (In this example: Assets), checking this box will allow those workflows to be executed for each record being imported.
  • Auto Generate Counters \ Unique ID's: When using certain tables (PM’s, Work Orders, etc), you’ll have this option. This will cause the system to automatically generate the values for the key field, based on the WO No counter (work orders) or a randomly generated value (PM’s).

Once you have selected the file and the appropriate options, click the Upload button.

5. Mapping import columns to fields

After you click "Upload", a screen will appear that shows you the columns on your spreadsheet and the corresponding fields in the system. The headers of the CSV file appear in the left column. The right column shows the corresponding fields that are in the account. This allows you to select which columns of data (from the spreadsheet) should be imported into which fields in the system.

Clicking the checkbox "Preview Exceptions Only" will return only a list of records that are going to be rejected, along with the explanations. Leaving this box blank, will display the entire list of records in the process.

When all fields are in order, click the "Proceed to Preview" button to continue with the upload.

NOTE: The key field must be included here (example: Asset ID).


6. Confirmation List

The screen below shows a summary of the data to be imported. Review the list of exceptions and identify any problems with the data before finalizing the import. You can edit the data on the spreadsheet to correct those lines and then start over. Keep in mind that there may be multiple pages of data, so check all pages for errors. The six lines in the list at the bottom of the screen represent the details of error codes, which correspond to the numbers in the left column.
When ready to import the data, click on the blue "Import Data Now!" link.

When you click "Import Data Now!”, the system will create a backup of the table before importing the records. In case of emergency, you can restore from a backup. This will be discussed later on.

NOTE: As you can see in the example below, the header is being rejected because we do not want to import that.



7. Importing

The import process will start. Do not try to leave or refresh the page during this. When it’s finished, it will say “Process Complete.” If there are any rejected records, you will see a screen like this:



You can download a spreadsheet of the rejected records, by clicking the link.

NOTE: If records were rejected due to a value exceeding the maximum length of a field, you will have an option on this screen to increase the length of that field (as long as it’s not the key field). After clicking the link, you will see a screen that confirms that the field size was increased. then, you’ll be able to import the rejected records.

8. Restoring a table

Whenever you do an data import, the system will automatically create a backup of the entire table to which you’re importing (work orders, assets, contacts, etc). If, for any reason, the change you’ve just made causes a problem, you can revert the table back to the way it was right before the import.

Just go back to the first screen of the import tool, select the table, and click the Proceed button.


Click the Restore button. You will be taken to a screen with a dropdown box that lists the backup files that have been made.



You can see the time and date of the backup (times are in Eastern time). Just select the one you want and click Proceed. After a moment, you will receive a message that tells you the table has been restored. All records in the table will go back to the way they were.

Note:
It may be necessary to adjust the length of the fields in your system to accommodate the data you wish to import. The number of characters in a field in eMaint is finite and any adjustments to it require you to run a process in the system called Verified Structures. For assistance with running Verified Structures, please contact eMaint Technical Support.

Record Deletion


Record Deletion


Please Note:  While this document details how to delete records from your system it is recommended that you be sure you want to follow through with the record deletion process.  If you have any questions about this process please contact the support team before deleting any records.  There are a couple of things to consider prior to deleting records.

The following records cannot be deleted:
  • Purchase Orders - You can, however delete each line item on the PO
  • WOs with charges


We strongly suggest not deleting Work Orders but instead closing them out and creating new Work Orders.  This preserves any work history you may have and prevents possible numbering issues in the system.

We strongly suggest not deleting parts until you have gone through the Adjustment process to set the On-Hand value to 0 so that any financial information in your system is accounted for correctly.


Sometimes it is necessary to delete your records.  In X3, this is a two part process to ensure a level of approval before records are completely removed from the system.  Start by first navigating to the record you wish to delete.  In our example we’ll go with an Asset record.




Open this record’s detail view.  You will see at the top of the record that there is an option to Delete.  Click on this to mark the record for deletion.  This does not immediately remove the record from your system, but instead hides it from list views and places the record in an approval location.  You can still navigate to records marked for deletion by using the Go To button.



If you delete a record and would like to recover it, you can do this by using the Go To button to navigate to that specific record and click on the Undelete button.  This can only be done while the record is marked for deletion and not after the next step in the process, which is to approve deleting the record.


On your Navigation tab, in the Administration section, there is a link called Remove Deleted Records.



Clicking this link will bring you to a list of all record types, sorted by their table, in the system.  Find the one that corresponds to the record you deleted (in our example Assets).  




The magnifying glass option lets you see all records marked for deletion in that section and the trash can prompts you to okay the final deletion of the records.  Once you approve it here, the record can not be recovered.


Learn More - My Account Setup Options

My Account


This is the area where the User’s information and global system settings are held. This screen contains two sections. The top portion shows the user’s account and personal information 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.

NOTE: This menu option is securable via the 'User Administration' feature. If enabled, a user will be able to change his password and contact information only. Regular users will not be able to change any of the Administrator settings.


Account Settings


This section allows changes to the user’s contact information. Password, address information, phone numbers, and email address for the logged-in user are maintained in this area. Any changes to the information will be saved once the 'Save Settings' link is clicked. Click 'Return to Main Menu’ in the right-hand corner to cancel any changes.


Administrator System Settings


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

Learn More - Using the Work Flow Manager

Using the Workflow Manager

Accessed through the Administration section of the Navigation Tab, 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.

An example might be to create a rule where, if a work order is saved with a WO Type equal to “Emergency”, the system reacts by changing the “Assign To” value on the work order person (effect).



The Workflow File Listing displays all of your workflows in a list view. When you enter this section for the first time there will not be any workflows. Click the “Add New Record” link to add a new workflow


Adding a New Workflow


The blank workflow screen contains three fields to populate:

When you have completed this form, click “Save New Record.” Your new workflow will be saved and reloaded in Detail view.


Configuring a Workflow


After you create a workflow, configure it by entering the detail view of the workflow and clicking the “Configure” link.



You will be presented with the X3 Workflow Manager (see Figure 1). Begin configuring your workflow by choosing a rule in the Choose a rule drop-down box. Your choices are:

NOTE: As we enhance the Workflow Manager, options may be added or removed. The options listed here may be different than those displayed in your X3 account.

Your choice will open the rest of the Workflow Configuration page (see Figure 2). The upper portion contains the options for Conditions and Actions and a button that switches between the two. The lower portion with the gray background will display your choices as you make them and will allow you to configure them.

Next is to configure the Conditions. These conditions need to be in place for the system to perform the Action. Your options are:

When you make your choice it will appear in the lower portion of the page (see Figure 3). Next, click the Action button to display the available Actions. These options are:

Choose the Action the system will make when the Condition is met. The Action will be added to the lower portion of the page, directly below your chosen Conditions (see Figure 4).

You are now able to configure the Conditions and Actions. Click the links to open a new window that contains the configuration options. When you complete the form, the link will be replaced with your choice (see Figure 5).

When you have set all the options in the lower portion of the Workflow Manager, the Save Workflow button will become available. Click the button to save your new workflow.


Editing a Workflow


Changing a workflow is similar to adding a workflow. Locate your workflow in the List view and click it to access the Detail view. If you are only changing the title of the workflow, click the Edit link to enter edit mode and make your changes, then click the Save Changes link.

If you are changing the workflow rules itself, enter the Detail view as described above, then click the Configure link. The Workflow Manager will open with the configured rules displayed for you.

You can make adjustments to the behavior of the workflow by clicking the links and reconfiguring them. You can also change the Conditions and Actions by placing and removing the check marks in the checkboxes then clicking the links to configure the new options.

Alternatively, you can completely alter the workflow by using the 'Choose a rule' drop-down list to select a new rule. The lower portion of the page that contains the configurations of the workflow will be cleared out for the new workflow configuration.

When you are finished, click the Save Workflow button to record the changes or click the Go Back link at the top right of the screen to return without saving.

Deleting a Workflow
Locate the workflow in the List view and click the Workflow ID or the magnifying glass to enter the Detail View. Click the Delete link on the form. The workflow will be marked for deletion and unavailable in the list views. See the Remove Deleted Records section on page 18 to permanently remove the workflow from the system.

NOTE: Remember, you have the option to disable a workflow from operating. Use this instead of deleting to save yourself the time of re-entering workflows.

AttachmentSize
Work Flow Manager (PDF)505.68 KB

Learn More - Adding New Fields to eMaint

Adding a New Field



Overview


The Form Designer is an interactive design tool which provides you with the ability to configure your forms and databases to meet your needs. The Detail page shows all the information for a single record in a database.

For example, if you go the Asset List and click the Magnifying Glass icon in the leftmost column, you will see the Detail page for that record. When you click Edit on the Detail page, you are given a chance to enter information into all of the fields.

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.

When placing fields from the database on to your forms, you have the option of selecting an existing field from the database or creating a new field to hold your data. If you do not see an appropriate field in the list of existing fields, then the better option is to create a new field.


Selecting Existing Fields


Selecting an existing field allows you to place fields that have already been defined in the database on to your form. Locate your desired field in the drop-down list. Note that only those fields that are not already on your form are listed in the drop-down. Once you find the desired field, select it from the drop down list and click the Select Field button below the list. A confirmation screen will appear with a Close Window link. Click the link and your form will refresh itself with the selected field in place.

Remember, if you do not see an appropriate field in the list of existing fields, then you will need to create a new field.


Creating New Fields


When you add a new record to your database, you enter information in the fields that are in the database. These fields can be several different types. For example:

The fields you create can appear in two places:

As the administrator, you can customize the fields that appear on the Detail page and specify the order in which they appear. You can also customize the field properties, including:

You can add up to 254 fields to each database.


Next Step: The Data Dictionary

Now that you've created fields and placed them on your form, you can further define how these fields appear and behave. Use the [DD] link on the form designer to access many of the advanced features of the Data Dictionary which give you a high level of control over your data.

Learn More - Using the 'Customize Form' Option

Customizing Forms



Overview


The Form Designer, accessible from the 'Customize Form' option, is an interactive design tool that provides you with the ability to configure your forms and databases to meet your needs. It is accessed from any Detail screen in the system. The Detail page shows all the information for a single record in a database.

For example, if you go the Asset List and click the 'magnifying glass' icon in the leftmost column, you see the Detail page for that record. When you click Edit on the Detail page, you are given a chance to enter information into all of the fields.

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.

Within 'Form Design Mode' you can modify the overall Font Character settings; add and remove rows to the form; view, manage and modify tab-through settings; and adjust the properties of existing fields or new fields that you add to the form.

Also in the 'Form Design Mode' screen, each field displayed will have 2 icons to the right of the established Field Name. The 'Trash Can' icon is used to remove the particular field. The 'Tools' icon is used to adjust the particular fields' characteristics. In addition a 'File Folder' icon or plus sign (+) is used to add a field to the Detail View. For all established fields, the number shown in brackets '(n)' to the right of the 'Tools' icon is the tabular sequence number for that particular field during data entry.

A WORD OF CAUTION: The information contained in this document is meant to provide basic information about the functions of the Form Design Mode options available to you and should not be construed as complete training documentation. Form Design mode is a powerful tool and, if used incorrectly, can have an adverse affect on your data and system integrity.


Form Design Options


Form Font Settings – The overall Font Characteristics can be modified using this link. Within the 'Form Font Settings' Window you may specify the Default Form Font, Default Form Style, Default Font Size, Default Font Color, and Default Background Color. When finished entering your default settings, click the 'UPDATE' button to save your settings. An informational window will appear displaying 'Settings Have Been Saved' and you will click 'Close Window'. The Detail Screen will then be refreshed using the specified Font settings. Note: Leaving the Form Font fields blank will permit the Systems' default settings to be displayed.

Add Column – This option will insert a new column on the right side of the form. The primary forms in the system (for Work Orders, Assets, Parts, Contacts) are pre-set with two columns.

Insert Row After – Each row on the form has a numeric value associated with it. To insert a blank row into the form, type the number of that row into the 'Insert Row After' box and click the INS button to the right of your entry (For example, if you want a new row to be inserted between rows 9 and 10 on the form, you would enter the number “9” into the box). An informational window will appear displaying 'Settings Have Been Saved' and you will click 'Close Window'. A blank row is now in place on the form and fields may be inserted on that row.

Delete Row – Each row on the form has a numeric value associated with it. To delete a row from the form, enter the number of the row you wish to delete into the 'Delete Row' box and click the DEL button to the right of your entry. An informational window will appear displaying 'Settings Have Been Saved' and you will click 'Close Window'. The row indicated has now been deleted from the form, and any fields that were contained in that row have now been removed from the form as well.

Current Tab – If you prefer to use your TAB button, rather than your mouse, to sequence through the fields on a form in edit mode, you can use the Current Tab feature to 'set' the sequence order for your tabs and determine which field is first, second, third, etc. in the Tab order. Click Current Tab to reset the order. Next, for each tab setting to take affect, click, SEQUENTIALLY (based on how you want to tab through the form) on each number in parentheses located to the right of each field, starting with the first field and continuing through to the last field in the form. You will see the number get updated to the latest Tab setting.


Adding Fields to the Form


When placing fields from the database on to your forms, you have the option of selecting an existing field from the database or creating a new field to hold your data. If you do not see an appropriate field in the list of existing fields, then the better option will be to create a new field.

Selecting existing fields

Selecting an existing field allows you to place fields that have already been defined in the database on to your form. Select the desired field from the drop-down list of field descriptions. Note that only those fields that are not already on your form are listed in the dropdown. Once you locate the desired field, select it from the drop down list and click the "Select Field" button below the list. A confirmation screen will appear with a "Close Window" link. Click the "Close Window" link and your form will refresh itself with the selected field in place.

Remember, if you do not see an appropriate field in the list of existing fields, then the better option will be to create a new field.

Adding new fields

When you add a new record to your database, you enter information in the fields that are in the database. These fields can be in a number of different formats. For example:

The fields you create can appear in two places:

As the administrator, you can customize the fields that appear on the Detail page and specify the order in which they appear. You can also customize the field properties, including:

You can add up to 254 fields to each database.

Remove Fields

You can click the 'trashcan' icon to the right of any field displayed on the form to remove it from the form.


Field Properties


Click the 'Tools' icon to the right of any field to access the 'General Properties' window. This will display the current settings for the field whose properties you are viewing. The Field Name will be displayed at the top of the screen, and you will also see the Table Name and Internal Field Name. You are able to modify the 'Description' Name for a particular field, along with any initial Default value. Check the box for 'Required' if this particular field MUST be populated during data entry.

Click the 'Text Properties' '+' button to expand that portion of the screen, which will enable you to enter such characteristics as Maximum number of characters, the Display Font, Font Size, Font Style, Background Color, and Foreground Color.

The 'Lookup Properties' section can be expanded by clicking the “+” button as well, and will allow for defining simple Lookups, Lookups from a Table, or Lookups from a List. Once a Lookup has been defined, save the lookup by clicking the 'SAVE/DEFINE' button. After completing this step click the “Proceed” button, and the 'General Properties' window will reappear with selections for your lookup characteristics. Lookup choices are 'Drop-Down, Pop-Up, or Drop/Down/Pop-Up Combo.' Once that selection is made click 'Proceed' again and your settings are complete. You may then click “Return to main Properties Page‟ and your Text and Lookup Properties requirements are now saved.


Exiting Design Mode


When you have completed the 'Form Design Mode' modifications, click the 'Exit Design Mode' link at the top right of the Design Mode screen and the Detail screen will refresh with the Form Design Mode changes in place. Remember, 'Form Design Mode' selections will be saved for future display until they are changed.

Learn More - Adding Custom Forms to your tables


Adding Custom Forms to your Tables




As you’ve already experienced, X3’s forms are highly customizable.  While it may suffice to put certain fields on one of your forms, sometimes it may be necessary to simply have another form for that table.  A common example would be for your contact records.  One form for your average contacts and a second form specifically for your employees.

In order to add any new forms, we must go to our Navigaton tab and look under the Administration section at the ‘Manage Forms’ option.



This brings us to a list view of all forms in the system.  We’ll select Add New Record in the top right, much like other list views, and will then proceed to fill in the necessary details.  Note that the key field on this form, Unique ID, is filled in automatically.



Form Table - This is the table on which you’d like your new form to appear. So if you wanted a secondary contact form, perhaps for employees, you would pick the Contacts table. 

Form ID - This is an ID for this form in the system and need only be a quick way to refer to this form.  It must be entirely in capital letters with no spaces.

Description - This is the name of the form as you’ll see it when selecting the form. This should be an accurate description for the form itself whereas, in contrast, the Form ID is a shorthand.

Mbr_col - This field can be left blank as it is primarily used in very specific display configurations.

We’ll fill this out as if we wanted a form just for our employees.



After that information is filled in, save the record.  Go to your Contacts table and try to add a new record.  Your new form, in this case Employee, will be available in a drop down menu.



First, however, go to any other record in your Contacts listing and select Options -> Customize Form -> Employee (or whatever you named your form).  Here you can select the number of columns and rows you require on the form and add the specific fields you’ll dealing with in the order you desire.



Learn More - Adjusting Field Properties

Editing Field Properties



Overview


The Field Properties of a field indicate the way in which that field will behave in the table where it resides. The properties control the look of the field, the values that can be entered in the field, and even if information can be entered in the field. Before making changes in this form, it is a good idea to take System Administration training so that you will understand the process and the consequences of actions in this area.


General Properties


The values that can be changed in the General Properties will depend upon the field type. Most of the options are self-explanatory. Here are a few which you should note:

You must click Save if you make changes on this form.


Text Properties


Text Properties govern the way the field looks: color, font, maximum # of characters.


Lookup Properties


Lookup Properties is where you establish one of the three lookup types available in the system. Be sure you change No to Yes in the Field has a lookup? drop-down before selecting a lookup.


Data Dictionary Link


The link at the bottom of the properties page will take you directly into the data dictionary record for this field. If you have not taken System Administration training, you should stay away from this link as changes made here can cause significant problems if you do not know what you are doing.

Learn More - Adding Fields to the Close Out Form

Adding Fields to the Close Out Form


Virtually every area in eMaint X3 can be customized using Design Mode. However, the work order form’s Close Out page doesn’t have this option. This tutorial will show you how to add existing fields on your Work Order form to your Close Out form.

Requirements:

Access to Design Mode (Customize Form) and the Data Dictionary.

Warnings:

You will need to access the Data Dictionary to complete this tutorial. Even the simplest mistake in this area can render an account useless and unfixable without eMaint Support’s assistance. Be very careful! If you are unsure, contact eMaint’s Technical Support department to assist you.

Because of the risk involved with editing the Data Dictionary (see Warnings), it is strongly recommended you read the entire document first.

Procedure:

You’re all done! See your customized Close Out form by clicking the Close Out link on the work order. If you’re not going to close the work order, click the Return To Work Order link to return to the work order without closing it.

Tips:

It’s best to use Edit-In-Place to edit a Data Dictionary record so you are sure you are editing the correct field.

You may want to identify all the fields you want to add before performing this procedure. This will avoid confusion with other users.

Learn More - Using the “After PM Generation” Workflow Rule to Auto-Apply Schedule Dates

Using the “After PM Generation” Workflow Rule to Auto-Apply Schedule Dates

The After PM Generation rule can be used to specify a schedule date for PM Schedules. The schedule date is calculated from a field on the PM which, at generation time, is added to the WO Date field to get the scheduled date.

For example, you have PM Schedule that must be completed within seven days of generation. A field called “Days to Complete” is placed on the PM Schedule form and contains a value of 7. When this PM is generated, the system will add 7 days to the WO Date and place that value in the Schedule Date field.

Requirements

You'll need to following to complete this task:

Configuration

Begin by creating a numeric field on the PM Schedule that will contain the amount of days to complete the PM. For these instructions we use “days_compl” as the fieldname, “Days to Complete” as the field description and select 'Numeric' as the field type.

This example also requires the “Sched. Date” field be on the Work Order form.

Configure the rule by following these instructions:

The Workflow is now set. Test it by placing a '7' in the “Days to Complete” field on the PM form, then click Manually Generate. The PM will be generated and the “Sched. Date” field will be populated with a date 7 days from today's date.

Notes:

Learn More - Customizing the Header and Footer of the Work Order HTML Print Out

Customizing the Header and Footer of the Work Order HTML Print Out


Did you know you can customize the header and footer of the work order’s HTML print out? This feature allows you to add images, signature lines, even small spreadsheets to appear on all your printed work orders.

Requirements:

Administrator login: These instructions require you to enter the PM Settings page which is an administrator only section. Regular users won’t be able to access this area.

Procedure:

The only field available to modify is the MHTML field. This field contains the HTML coding that makes your header/footer. If you know the HTML coding language, you can make your adjustments directly into the field. If you don’t know the language, the HTML editor link (located under the MHTML field label) has several tools to help you get the output you require.

Tips:

Be sure to allow plenty of time to customize and complete your print out. A simple line or two may take 10-15 minutes, but complex adjustments can take significantly longer.

The HTMLFORM File Listing opens in a new window. Use the previous window to go to a work order. Anytime you save an adjustment to the header or footer, go to the other window and print out the HTML form to preview the changes and help fine-tune your print out.

Don’t forget! If your PM Setting’s “File Type” was set to PDF, change it back when you are finished.

Want to insert a company logo? See our document entitled “Adding an Image” to learn how to add images to your work order print out using the HTML Editor.

Learn More - Dealing with the Fakepath issue


Linking documents to your Form

Dealing with the “Fakepath” issue





After researching an issue that has been reported for the File lookup on records function (i.e., links won't work, the link is altered to read c:\fakepath\..., etc.)

Our research has determined that some environments will consider opening a local file from the web browser a security hole and will prevent this from happening.

The work around that we have found to alleviate this issue is quite simple.


For those using Internet Explorer (IE), simply add eMaint to your trusted sites list.  Follow these instructions.

  • Open Internet Explorer and log into your X3 account.













When files are stored on a network drive that your company manages, eMaint will need to check those network locations, and the only way for it to
do so is by being a trusted site.


By adding eMaint to your list of trusted sites, you're telling Internet Explorer that it's okay when eMaint has to look for the files you're linking to.


If you are using Firefox or Chrome as your browser, and are experiencing this issue, listed below are links to Plugins called “LocalLink” that appear to work for those browsers.


https://addons.mozilla.org/en-US/firefox/addon/locallink/

https://chrome.google.com/webstore/detail/jllpkdkcdjndhggodimiphkghogcpida