Tag Archives: Customizing MC

Lightly Used Features – 2 of 3 – Connect UDF to Lookup

In this second topic in the series on Lightly Used Features, we will show how a custom field (UDF) can be renamed and connected to a table of acceptable values (lookup). Let’s take the example of an organization that needs to keep track of the type of security access that is associated with their locations and equipment.

In this example, we would most likely want to use an available UDF displayed on the Asset Details->User Defined Sub-Tab. To rename (label) the field and designate the appropriate lookup:

  • Click the field label for the field to be modified and the Popup Help Window for that field will display:

  • Click the Edit Button at the bottom of the dialog.

  • The page will refresh with the Field Label, Lookup Indicator and Help Text editable.
    • Specify a desired value for the field name/label and enter help text as appropriate.
    • To tie the field to a lookup table, ensure the “Lookup Table” indicator is checked:

  • Click the Apply Button to save your changes. The dialog will refresh with your changes showing.

  • Click the Close Button and the Help Popup will close, showing the new field label, along with a “lookup” control to the right of the field.

  • Click on the lookup control to bring forward the newly created lookup table. Use standard features to add values to the lookup as desired (click on NEW).

Connecting a UDF to a lookup table ensures that only valid entries can be made to the field, ensuring data integrity for reporting and other uses.

Report Features – 1 of 3

Have you ever wondered how to remove extra field prompts from the Report Criteria Dialog so that only the prompts that will be used in the report are displayed? Would you like to learn a bit more about creating custom expressions to perform calculations in report columns? Might you want to investigate sending reports out on a scheduled basis, ensuring they are only sent if certain criteria are met? These and other questions will be explored in this three part series on Report Features and Tips.

Report Criteria Configuration

The Report Criteria Dialog that displays each time you run a report displays a broad spectrum of logical field choices on which to filter your report data. The fields that are displayed can be “configured”, removing prompts that will not be used or adding prompts that are desired, but not displayed. For example, an open work order list for a particular shop might be configured to display simple prompts, allowing the user running the report to specify a date range and work order types:

Since modifying Report Criteria is an advanced feature, it is designed for System Administrators and is somewhat “hidden” in the interface. Accessing the feature also requires that the user be a member of an access group with permission to “Access Report Criteria Edit” (new permission in Version 5.0):

Let’s modify the Report Criteria on a sample Closed Work Order Report, removing some fields and adding a new field prompt for the “completed” date:

  • Open the Reporter, select the Work Order (Closed) Reports Folder and select the Closed Work Order List.
  • Select the Copy Option to create a test report that can be modified.
  • Enter a new “name” for your report so you easily find it after copying (e.g. Blog Test Report)
  • Click Apply, then find your new report on the Report List and Run it.
  • With the Report Criteria Dialog displayed, double click on the label at the top that says “Report Criteria“:

  • The “Manage Report Criteria Fields” Dialog will display.
  • Since we plan to add the “Complete” date, let’s first remove the Target Date prompt. Click on the WO.TargetDate field prompt in the Display Fields List in the middle of the dialog, and then click the Remove Arrow just to the left of the field:

  • Repeat this step to remove any additional field prompts you do not wish to display.
  • To add the “Complete” date field prompt, scroll to the WO.Complete field on the list in the left column and then click the right arrow to move it to the Display Fields List. The field will be placed at the bottom of the list, so you will not see it initially.

  • Scroll down to the end of the Display Fields List and select the WO.Complete field. Click the Page Up Arrow to the right of the Display Fields List several times, until the field is showing at the top of the list.

  • Click Apply to save your changes. Your modifications will not show on the Report Criteria Dialog until you exit the dialog and allow it to refresh.
  • Click Cancel to exit the dialog, and then select the report and Run it again. This time, your new field should show at the top of the list and any removed fields should no longer display.
  • As one last step, since we added a date field, we must “set” the default dropdown:
    • Change the dropdown to “is”
    • Change it back to “is within” and select a value from the date options on the right (such as Current Month).
    • Click the Save Criteria option and then click Apply to save your settings.

For more information on using this feature, refer to the “Custom Runtime Criteria” Tutorial in the CSP (Customer Service Portal).

Version 5.0 Release – Work Order Enhancements

A number of new features in Version 5.0 will enhance the flexibility and capabilities of the Work Order Module. In this blog topic we will summarize enhancements to the Work Order Report and Complete/Close Dialog, as well as the ability to create a follow up work order when tasks are marked as failed.

Customization Options on Work Order Report

Extensive preferences have been added to the Work Order Report to allow you to customize the appearance of the Printed Work Order. You have control over the display of numerous fields, including some that were not previously available, such as work order sub-status, asset address and additional details like model/serial #. You are also given more control over the display of fields, such as the indicators shown in the top section.


In the subsequent sections of the report, you now have more control over the columns that should display, as well as the report line height of the “fill in blank” lines. In addition, there are new options to include sections for approvals and signatures, as well as one to control the number of entry lines displayed for the Labor Report:


Enhanced Complete/Close Changes

A significantly faster and more flexible method for adding parts to the Enhanced Complete/Close Dialog is available. You can now search for material by entering any characters or numbers that exist in the Part ID or Name. MC will dynamically (and rapidly) display the records that correspond, narrowing the results as you enter more characters for the search.


In addition, you can now update the actual quantity for estimated material populated from a PM/Procedure and can even require that tasks are marked as complete (or failed) before a work order can be completed by a technician. Lastly, you can set the default value for the “Split Labor Hours” indicator for grouped work orders.


Follow Up Work Orders on Failed Tasks

There is also a new feature that allows you to create a follow up work order for failed tasks (or separate work orders for each failed task) from the Complete/Close Dialog. This feature is available for customers that use both the Standard and Enhanced Complete/Close Dialog. A new preference is available to set the default value for the control.


Next Week….

In next week’s blog previewing Version 5.0 features, we will take a peek at enhancements to the Purchase Order Module, including the ability to set approval requirements based on the amount of the purchase order.

Customizing Module Menu and Tabs

Customers often inquire about options to customize the MC Experience for their staff. This post will summarize some customization features that are available.

Module Menu

The Module Menu that is displayed when selecting the “Open Icon” from the toolbar (or selecting File->Open from the Menu Bar) can be customized to hide modules that are not being used. The Custom Menu can then be assigned to an Access Group so that members of that group have a more “filtered” view of available modules. For example, the following menu was made for a group of technicians, displaying only the modules accessed by those members:


Contact Customer Support if you are interested in creating custom menus for your organization. If you are comfortable with the conventions of Image Editing Software and HTML Code, a “Customizing the Module Menu” guide is available that provides instructions for customizing the menus yourself. Otherwise, services are available from support to assist in this regard.


Tab Manager

The Tab Manager, available from the Tools Menu (System Management->Tab Manager), allows you to customize the tabs that are available in each module. This feature is typically used to hide tabs that are not used by your organization, but can also be used to change the order of displayed tabs.

In the following example, the Tab Manager was used to disable the Group Tab in the Work Order Module:


This would result in the following tab display:


Customization Help

Refer to the System Administration Chapter of the User Guide for more information on the Customization Tools available:

Lightly Used Features – 2 of 3

In this second in the three part series on helpful features that are not often used in the system, we will show how you can edit the content of help text “on the fly”.

To access field level help, click on the blue label to the left of the field prompt. As your mouse hovers over the label, the text will turn red, indicating that you can click to obtain help information. Click on the label and a help window will appear.


You can modify the help text that is displayed to include information that is specific to your organization. On some fields, such as “Account”, there is no default help listed, allowing you to enter information about how the field is used at your organization. When you click on the field label, the Help Popup will display. To edit the help text, click on the Edit Button on the bottom of the dialog.

The popup will refresh with a text editing window, allowing you to enter your own text or customize any text that is displayed. Enter the desired text and click the Apply Button on the bottom of the dialog.


The editing window will disappear and the new help text will display as it will appear whenever a user clicks on the “Account” Label.


The help editing feature is especially useful when customizing user fields, as explanatory information on the use for the field can be provided. When you edit the help text for a user field, you are also given the opportunity to change the label for the field and indicate if the field should be connected to a lookup table.


Users with HTML experience can also embed HTML tags into the help text to support enhanced formatting (bold texts, colors, lists).


Tip: Refer to the User Guide for more information on editing help and customizing user fields.