Tag Archives: Rules Manager

MC v6.0 Customer Survey Feedback


We published a survey in November encouraging our customers to provide feedback as to the MC v6.0 features they found most beneficial. As can be seen from the following chart, the new feature to link multiple assets to a work order “on demand” (directly from the Work Order Tasks page) was the most popular, with 44.7% of respondents indicating that it was especially beneficial:

 

 

Custom Work Order Filters and Enhancements to the Rules Manager were a close second, with 42.1% of survey respondents voting for these features. If you haven’t had an opportunity to explore these features, be sure to check out the helpful tutorials available in MC User Connect.

The tutorials for the first two features can be accessed from the first option listed on the Library Tab, Work Orders and Service Requester:

A tutorial to better understand the features available with the Enhanced Rules Manager can be found in the section labeled Notification and Rules Manager.

 

Be sure to review these videos for a valuable “hands on” demonstration of how to make the most of these new features. If you would like further information on any of the new MC v6.0 features, feel free to contact Maintenance Connection Support.

MC v6.0 – 5 of 6 – Message Center and Rules Manager


This post in the MC v6.0 series will explore the new Message Center and Chat Features, along with numerous enhancements to the Rules Manager.

Rules Manager and Alerts

The Rules Manager now supports a broader array of event actions, including alerts, internal notifications and text messages. The interface now includes a new Actions Tab that allows you to specify the intended action(s) for each rule. As shown in the example below, single rules can now be defined to have multiple event actions:

The Rules Manager Dialog has also been enhanced to support these changes, displaying Action Icons and allowing filtering by both Event and Action.

The new Notification Action allows you to send members online alert notifications that popup in the lower right of their screen. You can configure the format, content and “sound” of the alert, and can even specify a Click Action to occur if the user clicks on the alert.



Message Center and Chat

The new Message Center provides a medium for enhanced interaction and communication between system members with access to the MRO/TWC (Service Requesters do not have access). This feature integrates with the Rules Manager, allowing event notifications to be received within the application (in addition to, or instead of an external email application). Members of access groups with permission to use the Message Center will see a new icon displayed on the main toolbar, indicating the number of unread messages.

Tip: Remember, new features such as the Message Center are disabled by default during the upgrade to minimize disruption to your business process. Contact your System Administrator for assistance with enabling the feature.

The Message Center displays an Inbox, showing system generated messages initiated by the Rules Manager, as well as manually composed messages sent between members.



In addition to providing a centralized source for system alerts and notifications, the Message Center includes a feature to chat with accessible online members. A sidebar is shown at the left of the Message Center, listing all members with access to the feature and letting you know which members are online and available to chat. Clicking the Chat option for an Online Member opens a chat window and sends the member an alert requesting the chat.

You simply enter a chat message and click “Send“, and the message will be sent to the Chat Window of the specified member. You can then proceed to carry on a chat dialog.



How do I get more info on the Message Center and enhanced Rules Manager?

  • MC User Connect Videos: Tutorials and Docs -> Tutorials -> MC v6.0
    • Rules Manager
    • Alert Features
    • Message Center
  • User Guide: System Administration->Rules Manager
  • User Guide: Additional Features->Message Center and Chat



Stay tuned for next week’s final blog on v6.0, highlighting some general User Interface Enhancements that were incorporated into the release.

Lightly Used Features – 1 of 3 – Notification Email History


In this three part series on Lightly Used Features, we will take a peek at some capabilities that are sometimes overlooked in Maintenance Connection. Or, as MC Support would say, features that elicit the “Oh – I didn’t know we could do that” response! This week’s blog will cover the ability to view email notification history on a work order. In the next two topics in the series, we will cover how to connect a User Defined Field (UDF) to a custom lookup and how to create pre-defined “comments” to add to the labor report or task completion comments.

Notification Email History

Customers use the Rules Manager to set up automated notifications for a variety of circumstances. Notifications are triggered based on the occurrence of an “event”, such as a new work order request, work order assignment, or work order completion. What many customers do not realize, however, is that MC maintains a history of these notifications that can be viewed from the perspective of the work order.

For example, let’s say you have set up a rule to notify the individual initiating the request when work has been completed. To verify what notifications have been sent, you can just open the work order and access the Work Order History Tab. The Work Order Event History will display a record indicating when a notification email was sent:

Clicking on this record brings forward a dialog displaying the email content and recipients:

Since notification emails are dynamically generated behind the scene, it is quite helpful to have this visual verification of the content that was sent.

Rules Manager – 3 of 3


In this final blog post about the Rules Manager, we will share the benefits of using Assignment Rules to automate work order assignments. As you know, there are many methods in MC to trigger automatic assignments. For example, you can link technicians to assets or locations to ensure they are assigned to any work order created for the given asset. Or, you can list a technician as “Estimated Labor” on a procedure so that the individual will be assigned to all work orders generated for that procedure. Assignment Rules, which allow you to apply criteria to the assignment, extend this capability in a couple of valuable ways:

 

First, you can use Rule Criteria to limit the circumstances under which the assignment is made. So, rather than assign John Doe to all work orders generated for a particular location (building, for example), you might specify that this assignment only be made for corrective work orders, or work orders of a particular priority.

Second, using Assignment Rules, you can consolidate auto-assignments for individuals into a single rule, making it easier to modify that assignment at a later date. For example, rather than list a particular technician as “Estimated Labor” on ten different procedures, you could have a single rule that ensured auto-assignment whenever a work order was generated for any of those procedures. Should you have a staffing change and need to modify the assignment, you need only access the single rule and change the individual assigned.

Let’s create a rule for a school district to auto-assign all service requests for two schools:

  1. Select Tools->Rules Manager from the Menu Bar. You will automatically be placed on the Assignment Rules Tab.
  2. Click the New Button at the bottom of the dialog. The New Auto-Assignment Rule Dialog will display, prompting you to name the rule.
  3. Enter a name that helps to identify the rule, such as the following:

     

     

  4. Enter a “1” in the prompt for Rule Order. This field can be used to control the order that similar rules will be executed to ensure that the higher priority rule is honored.
  5. Click on the Edit Button to narrow down the circumstances under which the assignment should be made. In our example, we would want to specify the schools and indicate that the assignment should only be made for requested work orders (Non-PM Generated). Click Apply when you are finished specifying criteria. The defined criteria will be displayed:

     

     

  6. Click on the Labor Assignments Tab to specify the individual (or contractor) to be assigned.
  • Click the New Button and use the Labor Lookup to indicate the correct individual or contractor.
  • Enter a Priority for this assignment (1 for our example). If there will be multiple assignments, the priority field is used to determine the order in which assignments will be made.
  • Click the Apply Button and the new assignment will be displayed:

 

Click Save when you are finished. The new rule will be listed and will execute next time a service request is issued for the specified buildings (schools).

 

Rules Manager – 2 of 3


In addition to sending email notifications upon completion of a specified “event,” Notification Rules can be enhanced with two valuable features: Attached Reports and SQL Script Execution.

Attached Reports

To provide recipients with additional information of value, reports can be attached to the email. As an example, let’s create a Notification Rule that lets the originator of a service request know that the work was complete, attaching the Work Order Report to provide additional information about the request:

  • Select Tools->Rules Manager from the Menu Bar.
  • Select the Notification Rules Tab and click the New Button at the bottom of the dialog. The New Auto-Email Rule Dialog will display, prompting you to select an event.
  • Scroll down to the Work Order Events and select “EVENT: Work Order Status Change to COMPLETE”

  • Click the Save Button and you will be returned to the Notifications Rules Tab with your new rule displayed on the list.
  • Click on the new rule to select it, and then click on the Edit Button. The Edit Auto-Email Rule Dialog will display.
  • Click on the Associated Recipients Tab to specify the recipient. Check inside the “Requester” box to indicate that the individual originating the request should receive the notification:

  • Click on the Attachments Tab to specify the report that should be attached to the email.
    • Select the Work Orders (No Grouping) Report.
    • Leave the Set Criteria Using Control to “Event Record”, signifying that the report should include only the completed work order triggering this event.
    • To display the report contents in the body of the email, leave the “Display first Report in Email Body” indicator checked. It should be noted that when this indicator is checked, the report content displays instead of the content defined in the Message Tabs.

  • Click Save when you are finished. The generated email might appear as follows:

 

SQL Script Execution – Advanced Tab

The Advanced Tab of the Rules Manager can also be used to define SQL scripts that execute database commands upon completion of the event. Common examples include the creation of a new work order based on a work order failure, or the automated update of field values upon occurrence of a particular event. For more information about using this feature, contact MC Support.