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Administration

Administration


The Administration section of the Navigation tab is where most of the system features can be found. What follows is a discussion of each section individually.



Change Your Settings / My Account

This is the area where the user's information and global system settings are held. You can also access this area with the My Account link located at the top right of most pages.

This screen contains two sections. The top portion shows the information for the user and the bottom portion shows global system settings. When making changes in any section, be sure to save the settings before leaving the page.

NOTE: This menu option is securable via the 'User Administration' feature. If enabled, a user will be able to change his password and contact information only. Regular users will not be able to change any of the Administrator settings.

Account Settings

This section allows changes to the user‟s contact information. Password, address information, phone numbers, and email address for the logged-in user are maintained in this area. Any changes to the information will be saved once the Save Settings link is clicked. Click Return to Main Menu in the right-hand corner to cancel any changes.

Administrator System Settings

This section is located in the lower portion of the Account Setting screen and can only be edited by the administrator. A regular user with access to the Account Settings page will be able to see these links on the page but will be unable to click into them.



General System Settings
Sets the general system properties for your account.



  • Date Display Properties is where you choose the format of the dates in your system.
  • The Symbol used for Currency Values will affect all of the areas where currency is displayed.
  • In general, there is no need to change the option for Use old-style lookups. For rare lookup problems, eMaint may advise you to turn this on.
  • Default password duration (days) is a security feature that allows the administrator to set a number of days after which the user password expires. The checkbox will override the password duration set in the individual users‟ password expiration (see page 7). Leaving the field set to zero means that the system will not force all users to change the password.
  • Allow Direct Labor Charges to Assets allows you skip the work order creation process to assign work to an asset. The system will create a blanket work order with a status of “K” for each asset, per year. Each time you use the Labor Charge link on the asset detail form, the system automatically updates the work order for you.
  • Enable Edit In Place allows you to make changes to fields without entering edit mode. When on a detail form, double-click the field you want to change, make your changes and click the check mark icon to save. Some fields are not available for Edit In Place.

User Interface Settings
The “User Interface Tab Manager” allows you to add, remove and rearrange the tabs. A user can customize his/her tabs without affecting other users.




The first box, “Available Tabs”, is the list of tabs available for placement. The second box, “Selected Tabs”, is a list of tabs that are currently being displayed. Move a selection by clicking on it and dragging it to the opposite box. You can also rearrange the order of the tabs by clicking on a selection and moving it to the desired location.

Note: The Home and Navigation tabs cannot be moved or removed.

When you are finished making changes, click the Save Settings button which is located on the Quick Bar.

General Work Order Settings
This section handles closed work order settings, print options and number sequence.

  • “Disable editing of closed work orders?” – Allows or prohibits the editing of closed work orders. This also prohibits anyone from adding charges to a closed work order. If you set this option to “Off”, you can still remove editing permissions, open or closed, from each user in the User Administration section.
  • “Allow admin user to reopen work orders?” – Prohibits the administrator from reopening closed work orders.
  • HTML Print options – When set to “On”, these options will print the appropriate related tables underneath the work order form when the table contains data. These options do not affect the PDF form.
  • Current Sequential Work Order # – This number sets the next work order number and then increases in increments of one.


To save changes, click the Save Settings button at the bottom of the page. To cancel the changes, click the Cancel button.

Work Order Email Settings
This section configures the email settings during the work order process. Make your selection for each setting by clicking on the radio buttons.



New Work Orders – When set to Yes, the system sends an email to notify the person of a new work order.
Closed Work Orders – When set to Yes, the system sends an email to notify the person of a closed work order.



Work Order Request Notifications – This section is split into two settings and works in conjunction with the 'Request Notification Group' field on the Contacts form.

  • “Send Email To Notification Group” – This will turn on the functionality for sending a notification, when a new request is submitted. On the contacts form, you'll find a logical (True/False) field called "Request Notification Group?" (If the field is not currently on the form, it can be added). When a request is created, any contact record that has this field set to True will receive an email notification at the email address they have listed. This is a great way to keep multiple people in the loop about new requests.
  • “Enable 'Take Ownership' Link” – This option depends on the “Send Email To Notification Group” setting which must be turned on to work. When set to “On” the email described above will contain a link for the recipient to “take ownership” of the work order. When clicked, the work order will be assigned to that person's contact record. Then another email will be sent containing a link that will close the work order.


Email Subject – Allows you to select the subject line of the emailed work orders in your system.

Click on the Save Settings button to save your changes to this section. Click the Return to Main Menu link or Cancel to cancel any changes before saving.

Note: The 'Perform For' and 'Assign To' sections refer to the fields on the work order form. These fields must have a contact with a valid email address or the system will not send an email.

PM Settings
This section sets the global PM settings and PM email notifications.




The top row on this page allows you to set general PM settings.

  • Place a check in the box next to “Disable Daily PM Generation&Email” if you would like to disable the automatic PM generation.
  • Place a check in the box next to “Send email when no PM's are Generated” to send an email to the admin when there are no PMs generated that day.
  • In the 'File Type' box you can set the print format to PDF or HTML. If set to HTML, a Configure link will appear which will allow you to customize the header and footer of the print form.
  • You can set the PM generation time in the 'Produce PM's automatically every day at' section. Use the drop-down boxes to select the time, AM or PM, and the time zone.

The next four rows allow you to send generated PMs to the Administrator, the contacts designated in the 'Assign To' and 'Perform For' fields and any email address(es) in the 'Other Email Address' box .

The 'Send PM Summary and work orders to PM Field' section allows you to use a custom field on the PM form to send PMs to. Enter the field's description in the box provided. Be sure the email addresses on the PM form are valid.

The last setting, if checked, will automatically generate a meter-based PM when the meter exceeds the value in the 'Produce PM Every' field on the PM form.

Click on the Save Settings button to save your changes. If you do not want to save any changes, click the Cancel button or the Return to Main Menu link.

Inventory Control Settings
These settings contain an option to charge parts directly to an asset instead of creating a work order to charge out parts. When selected, this option will create a new link on the assets called Parts Charge.

These settings are also used to configure and manage multiple locations in a Multiple Locations environment. (If you have this environment, refer to the manual for a detailed discussion of how to use this option.)

Purchasing and Requisition Settings
This section allows for control of the requisitioning process for those eMaint clients who have the Requisition module. These settings do not affect the purchasing process for clients who do not use requisitioning. (See the Requisitioning Manual for a complete discussion of the settings in this section.)

Add New Users


Under the Administration section, the Add New User link will begin the process of adding a new login user name to the system.
  • Enter the user's name into the fields provided. The remaining fields aren't necessary to create the new user, but if entered it will be available on that user's “Account Settings” screen for your reference.
  • If you are setting up a work requestor, click the arrow on the drop-down and select “Work Request Only.”
  • When you click the Add New User button, a screen will confirm the addition of the new user and provide you with the new login name and password.

The user will be added to the account and your company will be invoiced accordingly (if applicable). To configure the security settings and properties for the new user see the next topic, 'User Administration.'

User Administration

Each eMaint X3 user has his/her own set of privileges within the system. These privileges plus other properties are configured here. (See “Add New Users” above for details on creating new users in the system.)




Clicking the User Administration menu option displays a list of all users who currently exist. Click on the pencil icon next to the user account you wish to configure. A list of all the security settings will now display along with the user name, user login, and Change Password link for the user account being accessed.

User Profile Information




The top section of the page contains the profile information for this account. The 'User Account' field contains the user's name and the 'Account ID' field contains the user's login. You can change the values by typing the new information into the field(s) and clicking the Save button. If you change the Account ID, the system will check to see if the ID is unique. If the ID is not unique, the profile information will not be updated.

Change the password by clicking the Change Password link. This will open a separate window which shows the current password. Enter the new password in both fields then click the Change Password button to save the new password. Click the Cancel button to go back without saving.

If you would like this user to be forced to change his/her password after a certain number of days, enter that number in the 'Password duration (days)' field. This option can be overridden from the 'General System Settings' section. See page 8 for more information.

Changing the „Work Requestor Only‟ value will allow you to change a “Standard” user to a “Work Requestor Only” user, and vice versa, without needing to delete and re-create the user.

This last option allows you to use the current account as a permissions template and copy the rights to any other Standard account in your system. Click the drop-down menu to display the available users you can copy to, then click Save and Copy. The permission set will be copied over to the selected user's permissions.

Setting the Privileges/Rights




The list of security rights is divided into sections. The left-hand column (Menu Items) contains the items available on that user's Navigation Tab. Allowing the user to see an item on the menu does not always entitle that user to manipulate the features of that item. The permissions listed in the middle of the screen (Additional Options) provide precision control over specific menu items. Individual security functionalities typically control access rights to a menu item, adding a new record, editing a record and deleting a record. The right-hand column (Tabs) performs the same function as the left-hand column, except it applies to the version 10 tabs.

Example: Allow add and edit rights for work orders. First place a checkmark in front of the Work Order Center option in the “Menu Items” column (left) and/or the Work Orders option in the Tabs column (right) so the user has a link to work orders. Next, scroll to the Work Orders section in the Additional Options column (middle) and place a check in front of access file, add records, and edit records. This combination of security settings will give the user a link to work orders, allow access to the work order screen when the link is clicked, and allow user to add and to edit work records.

Place a check mark next to each security privilege you wish that user to have. Once satisfied with your selections, click the Save button to update the user‟s profile. A screen will appear informing you of the security update's success. You can then return to the list of users in the system to continue editing other user profiles. Repeat the process to change other users‟ accounts. When you are finished changing one or more user rights, click the Return to Main Menu link to exit User Administration.

Permission Explanation

In general, permissions are ranged in levels from the most basic, Access, to the most complete, deletion.

  • Access File - allows the user to view the records in that area of the system.
  • Add Records - allows the user to add new records in that area of the system.
  • Edit Records - allows the user to edit existing records in that area of the system.
  • Delete Records - allows the user to mark records for deletion in that area of the system.
  • Key Change - allows the user to change the Key Field ID for records in that area of the system (only available in Parts and Assets).

Permission Areas

  • Asset File controls what users will be allowed to do with Asset records.
  • Contacts controls what users will be allowed to do with Maintenance Contacts records.
  • Data Dictionary controls what users will be allowed to do with Data Dictionary records. This section of the system should be restricted to only those users who have System Administration training.
  • Form Layout controls whether a user has the permission to customize the forms within the system.
  • Form Options controls whether a user has permission to change the layout of list views in the system.
  • Maintenance Calendar controls the permissions to the Calendar.
  • Master Parts Listing (for those systems with a Master Parts file) controls whether users will be allowed to view that parts file.
  • Meter Readings controls what users will be allowed to do with Meter Readings.
  • Nameplate Info controls what users will be allowed to do with the Nameplate information on assets.
  • Nameplate Lists controls what users will be allowed to do with Nameplate List records located in the Data Center.
  • PM Assignments controls what users will be allowed to do with the 'Assignments' table located on the PM form. Your account must have the Time Card/Planner module installed for this option to function.
  • PM File controls what users will be allowed to do with the PM Schedules on assets.
  • PM Procedures controls what users will be allowed to do with PM Procedures located on the PM Schedules.
  • PM Tasks controls what users will be allowed to do with the PM Task File Listing records.
  • Parts File controls what users will be allowed to do with Inventory records.
  • Parts Information contains permissions for specific inventory functions: receiving and purchasing parts, making adjustments and key changes. ['Create/Modify Purchase Order' will give a user permission to modify the PO header information and also to create a purchase order from a part.]
  • Project File controls what users will be allowed to do in the Project Master File.
  • Purchase Order controls what users will be allowed to do in the PO Center.
  • Query Tool Master controls what users will be allowed to do within the query tools. Access will permit users to run reports existing reports only. 'Add' will permit a user the ability to add new reports the Query Builder. 'Edit' and 'Delete' permits the user to change and remove Public reports which are not marked as “read-only.” A user always has full control of his own reports.
  • Related Asset/PM Parts controls what users will be allowed to do with the Related Parts table found on the Asset and the PM schedules forms.
  • Request Manager controls the general options users will be allowed to do within the Request Manager. To allow for permissions to process the requests, additional permissions must be assigned under the Work Request Center permissions area (see below).
  • Suppliers controls what users will be allowed to do with the Item Suppliers table available on the Parts records.
  • System Filter controls
  • Time Card Settings controls what the user can do on the Time Card screen. These permissions can be ignored if the Time Card/Planner module is not installed.
  • WO Procedures controls what users will be allowed to do within the WO Procedures table available on work orders.
  • Work Order Assignments controls what users will be allowed to do with the Assignments table located on the Work Order form.
  • Work Order Center contains specific permissions for work order functions: closing and re-opening work and creating charges on work orders.
  • Work Order Request contains the permissions for processing work requests.
  • Work Order Types controls what users will be allowed to do with Work Order Type records.
  • Work Orders controls what users will be allowed to do with work orders.
  • Workflow Manager controls what users will be allowed to do with the Workflow manager.

Export Data

Exporting is the process of copying, packing, and sending data from the system to your computer. To export your data from the eMaint X3 system, click on Export Data.

Follow the instructions provided on screen to complete the export/download process.

  • Select the table(s) by placing a check mark next to the data table(.dbf) you wish to export.
  • Choose from three formats: Database table, Excel or Text.
  • To begin exporting click the Download Now button. This will start the FTP process for sending files to your PC.
  • When prompted select Save this file to disk, and choose the directory/folder on your PC where you want to save the data being sent.
  • The file(s) that were transmitted are stored within a ZIP file. Use your local PC's ZIP software to unzip the files.
  • The ZIP file is password protected. The password is the same password for the user who exported the data, in all capitol letters. If JOEUSER is exporting then JOEUSER's password will also be used as the password on the ZIP file.


NOTE: The exporting process may take some time to complete depending on the size of the data being sent to your local PC. Your login session may expire while you are waiting for the process to complete. Login again to continue working in the system.

Manage Data Dictionary

This utility allows direct access to the data dictionary table (system name datadict). This feature uses a list view and detail view like other areas of the system to access and manipulate records in the datadict table. This table holds the settings and attributes the system uses for displaying and working with data throughout the system. This table defines what tables exist, what fields exist within each table, and what indexes are defined on each table.

The datadict holds these definitions by containing individual records for each table, field, and index definition. Each record has fields, which are used to hold the system settings. Each field has its specific purpose as related to the particular record and record type to which it belongs. This feature is in place to allow system administrators with the understanding of the workings of the system to view and edit the system settings directly.

NOTE: Even the datadict table, fields, and indexes are stored within the datadict table itself. This dictionary is fundamental to the workings of the entire system. We urge you to use extreme caution if you must work in this area. If you are not sure about changing a particular field in the data dictionary, DO NOT change it. Any changes you make in the data dictionary will affect the way fields and forms function. Improper use can possibly break your system. Alter it with caution.

An interface with the datadict has been provided from within 'Customize Form.' Customizing the forms in the system is explained in detail later in this manual. It is advisable to use this method of customization rather than entering the data dictionary itself.

Remove Deleted Records

Removing records from the system is a two-step process. The first step is to use the delete links throughout the areas of the system to mark a record for deletion. At this point, the record has only been removed from the list view. The record can still be located and undeleted by using the Next and Previous links on a detail form to navigate to it and clicking the Un-Delete link at the top of the form.

The second step permanently removes the record from the system and uses the Remove Deleted Records link as a central location for this process. The screen displays all the tables of data that can hold marked records and the option to view and remove each table individually.

View a list of items by clicking the Magnifying Glass icon in the “View” column. This will open a window with a list of records that are marked for deletion. This is where you can review marked records before removing any data.

To remove the records, click the Trash Can icon. A confirmation window will appear to verify your choice. Clicking Ok will remove the records, clicking Cancel will return you to the records screen.

Note: Please be sure you are removing the proper records before continuing. This is a permanent process and cannot be recovered.

Customize My Own Page

You can personalize the Home tab by either using the HTML editor or by entering your own HTML code. It is recommended you use the Edit Content link on the Quick Bar of the Home tab instead of this menu option. The Edit Content link uses an easier HTML editor.

Click the Customize My Own Page link to access this feature. You can view the way the page looks and change it using the many tools available in the HTML editor. You can also view and edit the code directly by clicking the HTML button to switch views.

Please use caution if you make changes in this area using the HTML code source option.