Tag Archives: Reporter

Reporter Tutorials – 2 of 2

In this second blog post on the new Reporter Tutorials available in MC User Connect, we will highlight the Advanced and Pivot Report tutorials.

The Advanced tutorial highlights features available to those with a higher level of comfort with the MC Reporter:

A highlight from this tutorial includes the lesson on Custom Expressions explaining how to use a custom expression to perform a calculation, such as the number of days that a work order has been open. This lesson also includes a reference table of commonly used custom expressions:

The lesson on Custom Group Headers also provides a helpful tip regarding how to group report data by date aggregations, such as month or year:

The Pivot Report tutorial provides instructions on creating a special kind of summary report that allows for the aggregation of data along two dimensions, such as type and priority:

Pivot reports can also be used to present time periods in logical date aggregations (monthly, quarterly, etc.). The tutorial will teach you how to create a report such as the following, calculating actual labor hours worked in each month for work orders of a given priority:

The skills presented in the Reporter Tutorials will provide you with the expertise to extend the reporting capabilities of MC v6.0 at your organization. The Maintenance Connection Support Team looks forward to assisting you as you expand your skills with the Reporter!


Reporter Tutorials – 1 of 2

MC Reporter inquiries comprise the highest volume of inquiries received by our Support Team. To ensure our customers have the knowledge they need to use this powerful tool to its fullest, we have published a new set of Reporter Tutorials in MC User Connect. There are four tutorials available that will provide assistance to those new to using the Reporter, as well as those with more advanced knowledge and experience.

To access the new tutorials, go to MC User Connect, open the Library tab and select Reporter and Dashboard:

Scroll down to the Tutorials section, and the four available tutorials will be displayed:

Each tutorial is comprised of a series of lessons that can be followed sequentially. You can also use the available Table of Contents to jump directly to a specific topic. In this blog post, we will summarize the first two tutorials, Basic and Intermediate. In next week’s blog post, we will delve into the Advanced and Pivot Report tutorials.

The Basic tutorial provides step by step instructions for using the most common features available in the MC Reporter, building skills as the lessons progress. This tutorial is designed for those new to the MC Reporter, such as a staff member who has recently joined your department. The Basic tutorial provides a general overview of the MC Reporter, and then includes specific lessons as shown below:


The Intermediate tutorial highlights features used by customers who have mastered the basics of the MC Reporter. Have you ever wondered how to change the options that display in the Report Criteria dialog, or wished you could set up a report so that criteria can be changed on the fly from the Report Preview window? These skills and others are covered in the Intermediate tutorial:

Stay tuned next week for highlights from the Advanced and Pivot Report tutorials.

MC v6.0 – 4 of 6 – Reporter and Password Management

In this fourth post in the MC v6.0 series, we will highlight some Reporter enhancements, along with the new Password Management Feature.

Reporter Enhancements
The Report List has been enhanced with a “grid” style display, providing additional information to assist when searching for reports:

Report names are truncated to fit into the allowable space, with the full name and description available through a “tooltip”. On the left of the list is a grid, specifying the type of report. These columns can be sorted to quickly locate a particular type of report, such as one scheduled for distribution, or one with a locked setup:

On the far right of the list are columns that show the number of times each report has run (Run Count), as well as the date it was last run (Last Run). This allows for a better audit of report usage, and adds the ability to sort reports by “last run” to expedite locating frequently run reports.

Refer to the following sections of the Reporter Guide for information on additional new features available:

  • Retention of Multiple Selections made in Report Criteria: Report Criteria -> Defining Criteria -> Text Fields -> Connected to a Module Lookup
  • Specifying Days to Exclude Scheduled Reports: Report Setup -> Schedule Tab -> Email Sub-Tab
  • Sub Report Display Controls: Report Setup -> Sub-Reports Tab
  • Style Editor for Conditional Formatting: Report Setup -> Style/Format Tab -> Format Sub-Tabs->Style Editor

Password Management
The new Password Management Feature allows System Administrators to modify passwords on behalf of users. In addition, new settings are available to specify the desired level of security for password definition and whether users should be prompted to change their password after a specified number of days.

Note: Access to this feature is controlled through two new Access Group Permissions.

To edit a member’s password:

  1. Access the Password Management Tool (Tools -> Password Management…).
  2. Use the filter and search controls on the top of the dialog to locate the record to be updated.

  3. Click on the record to modify. The Edit Member Dialog will display, with the password field pre-selected for editing.

  4. To modify the password on behalf of the member, enter a new password in the first password prompt field. Passwords must meet the parameters defined for your organization on the Security Setting Tab. As a new value is entered, the strength of the password entered will be shown to the right of the field prompt.

    Password Strength Options are defined as follows:

  5. Confirm the new password by entering the same value into the second (confirm) password prompt. Until the values match, the following message will be displayed below the password prompts:

  6. If you would like the member to be prompted to change the assigned password upon next login, click the following indicator:

  7. When you are finished changing the password, click the Apply Button.

    Note: To cancel without changing the password, click Cancel.

You will be returned to the Password Management Members Page.

How do I get more info on Password Management?

  • MC User Connect Video: Tutorials and Docs -> Tutorials -> MC v6.0 -> Password Management
  • User Guide: System Administration->System Security->Password Management

Stay tuned next week for information on the new Message Center, and the enhancements to the Rules Manager for sending event based text messages and online alerts.

Lightly Used Feature – Open Smart Report from Email

Customers find that Scheduled Reports are an excellent method to provide recipients with valuable information, without the need to access the application and search for the desired data. Smart Email Reports take this capability a step further, providing access to additional data and capabilities through the use of defined smart elements.

With the Smart Email Feature, the report is sent with a Smart Mode Button. Clicking on this button prompts users to log in (if so specified), and then presents the report form in the Report Preview Window. Smart features defined on the report can then be used to access additional information, or even update records. Users only have access to the report form and defined “smart elements”; they will not have general access to system features or report setup.

Let’s take an example of a report sent out to supervisors each morning listing corrective work orders received on the previous date, with a smart popup to each work order to access more information if needed. If you would like to create a similar report to test this feature, refer to the first blog topic in the Smart Report Series for instructions.

To set up a report for “smart emailing”, open Report Setup and go the Schedule Tab:

  • On the default Email Sub-Tab, you can set up the distribution schedule like any other scheduled report. For our daily Corrective Work Order Report, the schedule might be defined as follows:

  • Click on the Smart Email Sub-Tab and check the indicator in the upper left that instructs the system to include an “Open Report in Smart Mode” Button on the report:

Note: The Smart Email Sub-Tab is accessible from both the Schedule and Smart Elements Tabs.

  • On the right side of this page, you can specify the type of login security you want in effect for the report. In most cases, this control is set to “No Automatic Login“, prompting users to enter their standard login credentials in order to access the report.

Note: Additional options are available to support automatic login using the user’s email address or allowing for a default user to be used. Refer to the User Guide for instructions on using these options.

To test this feature, we can manually email the report using the Email Button displayed in the Report Preview Window:

  • Run the smart report to be emailed so that it is presented in the Report Preview Window. Then click the Email Button.

  • The Email Report Dialog will display, prompting you to enter a recipient. You can enter your own email address in the “To Address” box to send the report to yourself for testing. You can also click to “To..” button to retrieve an address from the system (e.g., your labor record):

  • Click Apply when a recipient email address has been entered. You should receive a confirming message indicating that the report was successfully sent to the recipient.
  • To view the email from the perspective of someone not logged into the system, be sure to log out of the system first!

The email that is received might appear as follows, with the report content displayed in the body of the email, and the “Smart Mode” Button presented in the upper right corner:

  • Click the Open Report in Smart Mode Button:

  • If so defined in the report, you will be prompted to log into Maintenance Connection. Enter your standard login credentials.
  • The Report Preview Window will open displaying the report content.

Since the report was defined with a pop-up, note how individual rows can be selected to open the corresponding work order. This allows the recipient to drill down to additional data on any records as needed. Also note how the toolbar at the top is limited to only allow printing, exporting and refreshing of the report data. Options to modify Report Criteria and Setup are hidden.

  • Click the Log-Off Button in the upper right to observe how the report content is closed, ensuring the email link only provides access to the intended report content:

Stay tuned next week for a live update from the Checkpoint Training Seminar!

Smart Reports – 1 of 3

Did you know that Maintenance Connection Reports can include “smart” actions, allowing you to click on a row/column displayed in a report and open the respective record or a defined report? You can even use “smart” features to allow editing of report fields from within a report, or updates to status (e.g., Issue work orders). In this three part series on Smart Reports we will review each of these capabilities.

In this first blog in the series, we will demonstrate how to directly access the Workcenter tabs of a work order by clicking on an associated row listed in a “smart” report.

Tip: It would be a good idea to copy an “Open Work Order List” to use for testing out the features in this Blog Series. Consider naming the report: Smart Report Test.

  • Select and Run the report on which you will be setting up this feature (e.g., the copied “Smart Report Test”). When the report displays in the Report Preview Window, click on Setup to define your smart action:

  • Click on the Smart Elements Tab and turn Smart Mode “On”:

  • Select the Smart Actions Sub-Tab. From this sub-tab, we can specify the type of smart action to enable.

  • Select “Row (Single Smart Action per Row)” from the Smart Action Type Dropdown Control:

  • Additional fields will display to define the desired “action.” From the Smart Action Dropdown Control, ensure “Popup WorkCenter” is displayed.
  • In our example, we will allow the user viewing the report to open the work order listed. To enable this, scroll to the bottom of the Smart Action Field Value Dropdown Control and select “[WO]WO“:

  • In the Smart Action Tool Tip field, enter “Click here to open this work order“. Your page should appear as follows:

  • Click Apply when you are finished to view the “smart action” in the report.
  • Hover your mouse over a report row. Notice that the row becomes highlighted and the “tool tip” you specified is shown:

  • Click on a desired row. The Work Order WorkCenter should pop up, displaying the work order identified in the report:

Be sure to refer to the Reporter Guide for additional instructions. The Tips and Troubleshooting: Advanced Reporting Tips Section includes specific examples for connecting fields and rows to both WorkCenter Popups and Reports.