5. MC University
Preferences Overview (cont’d)
Available controls include:
• Field and content displayed
• Default values
• List display options
• General system behavior
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Defaults
Set Default values for fields on Work Order
Details tab
Other Defaults include:
• Survey
• Problem (PM Work Orders)
• Authorization (PM Work Orders)
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Settings
Indicators and toggles that impact behavior
of the module
Examples of Settings available:
• Repair Center used as prefix for Work Order ID
• Assets brought down by default
• Approve / Issue on Work Order Assignment
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Work Order Rapid Entry
Extensive set of preferences for Work Order
Rapid Entry Tool
Determines fields that appear and default
values
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Work Order Survey
Preferences set for Survey Manager Tool
Determines:
• How often emails are sent
• Rule used for recipients
• Email content
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Work Order Survey (cont’d)
Other Survey options:
• Enable Surveys from Service Requester
• Modify Survey content
• View Survey results
• Generate proactive Survey emails
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Interactive Example 1
Let’s practice the skill you just learned! Check
out the following interactive example, located
under the MCU course slides:
• W10 – Adjusting Work Order Default
Preferences
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Complete / Close Dialog
Complete / Close Preferences
Complete / Close Enhanced Preferences
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Complete / Close Preferences
Affect behavior and default values displayed
for Complete / Close Dialog
Examples of preferences available:
• All tasks default to complete
• Assets returned to service by default
• Default values for Labor Report, Chargeable, etc.
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Complete / Close Enhanced
Options available for:
• Section placement
• Order in which sections are shown
• Hide or show sections
• Required field entry
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Work Order Report Printout
Report Printout Preferences Overview
Report Printout Sections
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Report Printout Preferences Overview
Determines information displayed on Work
Order Report
Options include:
• Sections displayed dependent on data
• Number of “fill in” columns
• Show or hide fields
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Printout Sections (cont’d)
Document info can be displayed (ID, Name,
etc.)
Labor Report text displayed with option to
include signature section
24. MC University
Printout Sections (cont’d)
Approval preference displays data in relation
to approvals on Work Order (name, approval
date, etc.)
25. MC University
Interactive Example 2
Let’s practice the skill you just learned! Check
out the following interactive example, located
under the MCU course slides:
• W10 – Manipulating Work Order Printout
Preferences
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List and Custom Filters
List Preferences Overview
Conditional Formatting
Custom Filters
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List Preferences Overview
Refresh preferences for Work Order List
Records per page can be set
Zone colors can be displayed
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Conditional Formatting
Alter and customize appearance of records in
List view
Style Editor defines font, color, etc.
3 Repair Center and 3 My Preference options
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Custom Filters
10 filters available for Repair Center and My
Preferences
Define custom criteria for new filters to be
added to Filter list
Unique for organization and business process
36. MC University
Interactive Example 3
Let’s practice the skill you just learned! Check
out the following interactive example, located
under the MCU course slides:
• W10 – Custom Work Order Filters
Introduction: In today’s presentation we will be discussing basic Work Order preferences, and taking a closer look at the Complete / Close and ECC preferences, the Work Order Printout preferences, and Explorer / Custom Filter preferences.
Basic Preferences: Overview of Work Order preferences, and typical / standard preferences used for defaults and settings.
Complete / Close and ECC: Preferences that relate to the standard complete / close, and the enhanced complete close (ECC).
Work Order Printout: How to configure the Work Order Printout via the different sections of the Printout preferences.
Explorer and Custom Filters: Explorer preferences, and an example of how to create and utilize custom filters.
Bullet 1: The Work Order Module includes extensive preferences that allow you to tailor the user interface and behavior of the system to best reflect the business process at your organization. Work Order Preferences allow organizations to automate the system, which in turn reduces data entry time.
Bullet 2: Default preferences can be set at the level of the Repair Center, and then further modified to reflect your personal preferences.
Note: Some preferences are new as of Version 6.0
Bullet 1 / Sub-Bullets: Available preferences control the fields / content displayed on some screens, default values for fields, number of records displayed per page and general system behavior.
Bullet 1: All preferences have a description available by simply clicking directly on the preference. These descriptions assist users in understanding what changes will be made, or where the value is going to be entered, etc.
Bullet 1: The Default section of the Work Order Preferences will allow defining default values for fields on the Work Order Details. These fields are the Type, Priority, Reference, Target Hours, Shop, Supervisor, and Shift. These preferences can only be set at the Repair Center level (not personal preference).
Bullet 2 / Sub-Bullets: There are three other default options that do not relate to the Work Order Details values. This includes the Default Survey (will check the Survey Indicator and specified Survey will be attached), default Problem for generated PMs (will apply the specified Problem ID to generated Work Orders), and default authorization for PMs (level of approval required).
Bullet 1: The Settings section of the Work Order preferences are indicators or toggles that will impact the behavior of the Module.
Bullet 2 / Sub-Bullets: For example, a few of the settings available are to use the repair center as the prefix for the Work Order ID when new work orders are created, whether Assets should be brought down by default on Work Order request or issue, or if a Work Order should be approved and / or issued automatically upon assignment.
Bullet 1: Barcode formats can be set for Work Order numbers using the Preference available. The drop-down list provides options for many different types of Barcoding formats – whatever is chosen should be specific for organization needs.
Bullet 1: Some organizations choose to use the barcoding preferences in MC, which determines if barcodes should be printed on Work Orders. There are two preferences – to include a barcode on the Work Order printout that represents the Work Order number, and / or print a barcode on the Work Order that represents each Inventory Item number.
Bullet 1: The preferences for the Work Order Rapid Entry Tool can be determined via the Work Order preferences, or from the tool itself. There is an extensive list of preferences available.
Bullet 2: The preferences available for the Work Order Rapid Entry Tool determine the fields that will appear, and / or the default values that should appear in the fields.
Bullet 1: MC includes a Survey Tool that allows your organization to solicit feedback from Service Requesters regarding their satisfaction with completed work. The Survey preferences allow your organization to further tailor this tool.
Bullet 2 / Sub-Bullets: The Survey preferences determine how often emails for survey participation should be sent, along with the rule used to determine the recipients and the email content to be used.
Sub-Bullet 1: The Service Requester can be set up to enable requesters to initiate a survey on closed work orders. To facilitate this process, you must ensure that a default Work
Order Survey has been defined in the System Preferences, described in the slide before, and also enable the link in the Service Requester.
Sub-Bullet 2: The content of an available survey can be modified using the Survey Manager. You can modify the introductory/completion message, alter the questions being asked and even specify the range of acceptable responses.
Sub-Bullet 3: Once a survey has been set up, the Survey Manager can be used to view survey results.
Sub-Bullet 4: Rather than wait for a requester to initiate a survey to provide feedback, you can set up Maintenance Connection to proactively email requesters asking for their
feedback. The system can be set up to send a notification to requesters upon completion of all work orders or at predefined intervals (e.g., every 10 completed work orders). Emails sent to requesters can simply remind them of the survey option available in the Service Requester, or can include a direct link to the survey. Providing a direct link to more proactively solicit feedback requires some advanced setup.
Note: For additional detail on setting up surveys and how they function, please reference the Survey Setup document located in the MC User Connect.
Bullet 1: The standard Complete / Close Dialog of a Work Order can be modified via the preferences available. These preferences will affect the behavior and default values that are displayed.
Bullet 2 / Sub-Bullets: There are many different preferences available for the Complete / Close, however some examples of these may be to set all tasks defaulted to complete, have Assets returned back to in-service by default, or have specific values (pre-determined in preferences) filled in for fields like the Labor Report, Chargeable, etc.
Bullet 1 / Sub-Bullets: The Enhanced Complete / Close Dialog is a feature that is available for customers who are configured to use the ECC. The ECC determines which sections of the dialog should display, the order in which they should be shown, whether specific sections are hidden or shown, and the fields where entry must be required.
Note: The Enhanced Complete / Close is discussed in more detail in a separate presentation (Work Order Standard and Enhanced Complete / Close).
Bullet 1: The Work Order Report Preferences include options to choose how to structure the Work Order Report. The Work Order Report is accessed through the Report tab on any Work Order.
Bullet 2 / Sub-Bullets: The Work Order Report preferences include choosing which sections appear dependent on data on the Work Order (for example, other cost information as a section of the report, but only if the work order includes other costs), the number of “fill in” columns to display (lines for the Technicians to fill in information by hand), and show / hide fields / columns. These different Work Order Report preferences are discussed in more detail over the next few slides, including screenshots and more detail on each.
Bullet 1: The Maintenance Details section of the Work Order Printout will pull in various data from the Work Order details. Some of these options include showing the Asset address (of the Asset associated with the Work Order), show the Department of the Work Order, or to show the Status / Sub-Status in the header. All of these preferences will relate to the section clearly labeled “Maintenance Details”, or in the header in the upper right hand corner of the Printout.
Bullet 1: The Tasks section of the Work Order printout is controlled via the Task preferences – the Tasks can be chosen to appear on the Report at all, or if there are no records to print blank lines instead. The Labor preferences give some options to display particular Labor information, specifically the start / end time information or the account columns. There is also the option to display the Labor section at all, or print blank lines (the same as the Tasks section).
Bullet 1: The Materials and Other Costs preferences will determine if cost will be displayed on the Work Order report. In this particular example, there are no Materials present on the Work Order, so 5 blank lines will be displayed. The Other Costs section will not display because there are no Other Costs added to the Work Order – however if there were, it would display directly underneath the Materials / Tools section.
Bullet 1: There is one preference for the Documents attached to the Work Order – if this is set to yes, than the Document information (such as ID, Name, and Type) will display. Bullet 2: The Labor Report information will also display, with a unique option to display a Signature / Name Block for signature and date of the Technician performing the Labor.
Bullet 1: Approvals section of the Work Order report will display the Name, Date, and description of the status of the approval of the Work Order – for example, if a Work Order has Level 1 approval required and there has not been an approval yet, this will display as blank. However once an approval has been made, this section will fill in with the appropriate user information.
Bullet 1: There are two preferences for the Work Order Explorer that relate to refreshing the list of records – the first being to refresh the Explorer after saving an existing record that the user is interacting with, and secondly to refresh the Explorer after saving a New record.
Bullet 2: The records per page preference will display a certain number of records dependent on what is entered in the preference. “BH” will set it to Browser Height, which will display as many records per page that can fit in the height of your Browser Window.
Bullet 3: The Zone color option can be set to Yes to display the Zone color in the Work Order Explorer. If the Zone associated with the Asset of the Work Order has a color associated, it will be displayed on the very left column of the Explorer. In the screenshot example this is depicted by the light green color next to the clipboard icon.
Bullet 1: Conditional Formatting is used to alter and customize the appearance of records in the Explorer view. This is especially useful in the Work Order Explorer – for example, Work Orders of a specific Shop, or Work Orders that have not yet been printed could each have different text colors appear.
Bullet 2: The Style Editor tool, which is new to Version 6.0, makes it easy to define the font size, the color of the text, and other styles. This Style Editor will automatically open when the Set Preference Dialog is opened, and the Edit button is selected for the Conditional Formatting preference.
Bullet 3: Three different conditional formatting options can be designated per Repair Center, as well as three for each users personal preference.
Note: Conditional Formatting is also utilized in other major modules, such as the Asset module, Inventory, etc.
Bullet 1: Select Format Criteria 1 from the Preferences to open up the “Set Preference” Dialog. There are some examples of the SQL that can be entered into the “Current Value” section, however V6.0 makes it easy to auto-create the SQL by utilizing the Edit button. The Criteria Dialog will open once the Edit button is selected, and Criteria can be selected. In this example Generated is set to “Yes” so PM Work Orders will have Conditional Formatting applied to them.
Bullet 1: When the Format Style 1 preference is selected, the Dialog will open and there will be an option to select “Edit”. By clicking on this the Style Editor will appear, and there are multiple different sections to fully customize the appearance of the records. In this example, only Text size, Font, color, and Background Color has been adjusted.
Note: Conditional Formatting (how-to) and the Style Editor is described in full detail in the System Administrator Track.
Bullet 1: Once the Conditional Formatting criteria and style has been specified and applied, the records will refresh in the Explorer and the new style will be shown. In the above example the Dark Blue, bold lettering has been made larger than the rest of the records, and have a background of light blue.
Bullet 1: The Custom Filters option in the Work Order preference allows users to define new, custom filters for the Work Order Explorer. Filter name and criteria are defined from the preferences.
Bullet 2: Users can define up to 10 custom filters per Repair Center – and additionally can create up to 10 personal filters (via my preferences). This allows users to highlight / enhance Work Orders that are important to them individually, not necessarily at the Repair Center level.
Bullet 3: These filters are typically unique for each organization / business process.
Note: Custom Work Order filters are a new feature available in Version 6.0, and will only be available for versions 6.0 and above.
Bullet 1: To set the description / name that will appear in the Filter, simply click on the Custom Filter 1 Name and the Current Value field will be available to enter the name. In this example, the filter will be set for a Type as “Safety” and the priority is “High”.
Bullet 1: To define the criteria that will make up the Custom Filter, simply click on the row of the preference and then select “Edit”. The Criteria Dialog will appear to allow the user to select the Criteria that will define the Filter. The SQL will then automatically be created as depicted in the above screenshot – the criteria has been set for the Type of Work Order as “Safety” and the Priority as “High”.
Bullet 1: Custom Filters that have been created will appear on the Home page when first logging into MC. By clicking on the Filter Name, it will automatically set the Criteria for the Work Order Explorer – allowing for quick navigation to key Work Orders.
Bullet 2: The custom filters are also available from the Work Order Explorer filter list, at the very bottom of the list. Any custom filters will be displayed at the bottom of the list.
