Tag Archives: Conditional Formatting

Explorer Preferences


MC includes a number of preferences that allow you to tailor the display and behavior of records shown in the Explorer List.  For all modules, there are three general preferences available:

The first two preferences simply determine whether the Explorer List should be automatically refreshed upon saving a new or edited record. Setting these to “Yes” ensures that the list is always up to date. Alternatively, if this is set to “No”, you can manually refresh the list using the available Refresh Button as desired.

The third preference allows you to control the number of records that will display in the list. The default setting (BH) displays the maximum number of records per page that will fit based on the current “Browser Height”, without need to scroll. To view additional work orders, the “Next” option is used to retrieve the next page of records.

If you prefer to have more records displayed on a single Explorer page, this setting can be changed. For example, changing the preference to “ALL” will result in all records being displayed in a single scrollable page. With this setting, the user simply uses the scroll/arrow control to move on to additional records.

These settings can be individually defined for each module, based on your business practice and volume of records. In addition to “BH” and “ALL”, this preference can be set to display a specific number of records per page (e.g. 100).

Format Criteria

Explorer Preferences can also be used to define conditional formatting in the Work Order, Purchase Order, Inventory, and Asset Modules. Up to three different format styles can be defined for each of these modules:

In this example, Format Criteria was used to display all assets with open work orders in red in the Asset Explorer.

For instructions on using this valuable feature, refer to the Conditional Formatting Setup Guide available in MC User Connect:

Custom Work Order Filters

The Work Order Module also includes preferences that allow you to define Custom Work Order Filters for display on the Home Page and Work Order Explorer Filter dropdown. Up to 10 custom filters can be defined per RC, such as “High Priority Work Orders for Electrical Shop”, allowing for single click access to important records:

For more information on this feature, refer to a previous blog post on Work Order Features in MC v6.0. The User Interface Configuration section of the MC User Connect Library also includes a video on setting up Custom Work Order Filters.

Managing Staff Changes


Customers often inquire about the best method for handling the departure of staff members who are included in the system as labor resources, requesters and/or members. Since labor resources are tied to work orders through assignments and work order actual (cost) records, it is best to keep their labor record in the system for historical reporting. There are, however, some suggested methods for keeping records from “cluttering” your data and searches.

Delete Member Record

If the staff member had access to the system, it is important to remove their membership privileges. You can delete the member record for staff members who are no longer with your organization – it is only the labor/requester record that you want to keep for historical reporting.

To delete the member record:

  • Open the Member Module (File->Open->Members)
  • Locate the member using available search options
  • Verify you are viewing the correct member!
  • Click the Delete Button at the bottom of the page

 

Make Labor/Requester Record Inactive

To ensure that individuals no longer show up in lookups (requester, assignment and actual labor lookups), you simply need to access their labor or requester record and ensure that the check is removed from the “Active” Indicator on the right side of the Details Tab:

Removing the “Active” indicator will ensure that the individual does not show up when using labor or requester lookups, but the record will continue to exist for reporting.

Move Inactive Records to “Bottom” of Explorer

Labor and Requester records that have been made “inactive” will continue to show in the Explorer List. To move inactive records to the bottom of the list, you can add a “z” to the beginning of the respective name field:

 

This results in the record being moved to the “bottom” of the Explorer List as follows:

 

Use Conditional Formatting to Alter Style of Labor Records in Explorer

You can also use conditional formatting to “disable” the appearance of staff members that are no longer with your organization. In the following example, the inactive labor records are formatted to display in a very light grey:

 

To format the inactive labor records:

  • Open System Preferences (Tools->System Preferences) and select the Labor Module
  • Select the first available Format Criteria that is not in use (Format Criteria 1 in the blow example):

  • In the Current Value Box, enter:

SELECT 1 FROM LABOR WHERE Active=0 and LaborPK=[RECORDPK] and Active=0

  • Click Apply
  • Select the corresponding Format Style Preference and enter the desired HTML Style Code. In our example, you would enter the following into Format Style 1:

color:#CCCCCC;font-style:italic

  • Click Apply
  • Close the Preferences Dialog.

 

Open the Labor Module and view how the records are displayed. If the Labor Module is already open, click on the refresh icon to refresh the list.

Tip: For further information on setting conditional formatting in other modules, including the Work Order Module, see the “Conditional Formatting Guide” in the Customer Service Portal.

Setting Up Conditional Formatting


Conditional Formatting is a way to set the style of records in the explorer sections of the Maintenance Connection software. This will allow you to quickly identify records that you may need to take action on. Currently, Conditional Formatting can only be used in the Work Order, Asset, Purchase Order, and Inventory modules. In order to set up Conditional Formatting you will need to be logged into the MRO and have the appropriate access group rights.

In this example, we will be highlighting certain work orders by setting the text to red when they are set at a High priority. Start by selecting the Preferences option from the Tools dropdown menu. Once the Preferences  dialog window is open, ensure that the Work Order module has been selected in the list on the left.

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The Conditional Formatting can be set to occur for only your specific user image or for all members of a specific repair center. image

For each module that is setup to use conditional formatting, you can set up to three Format Criteria.

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We need to tell the system how to find the Work Orders that are High priority. In order to do this we will need to add in some SQL by clicking the Format Criteria 1 option, a new window with an input will appear with which we will add the following SQL:

Select 1 From WO WITH (NOLOCK) WHERE WOPK = [RECORDPK] AND PRIORITYDESC = 'HIGH'

Now that we have told the system how to identify the High priority work orders, we can tell it how to display them. Clicking on Format Style 1 will bring up another window with which we will add the following code for the red color:

COLOR:#FF0000

After saving our preferences and closing the preference dialog we can refresh the Work Order Explore window to see our changes.

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As you can see, this feature can be extremely useful in identifying and highlighting records in the Maintenance Connection system that need attention. For more information on how to setup Conditional Formatting as well as additional examples of SQL that can be used, please download the .


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