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learning center  >  PREVENTIVE MAINT JOBS  >  Adding a Job

Preventive Maintenance

Adding a Jobs

There are two options when creating the schedule for your jobs. Within the Schedule ribbon group are two buttons the Manage Schedule and Create Schedule button.  The Create Schedule button allows you to create the dates and times of when the job is to occur.  Once the schedule is created you can use the Manage Schedule button to make any necessary changes. 

The schedule pane lists all the dates and times of when the job is to occur.  You can create schedule entries here, however it is much easier to use the Create Schedule button.

Creating Basic Job Information

1.     Click the Orders/Troubles menu.

2.     In the Navigation pane, click Preventive Maintenance Jobs.

3.     There are two ways to create a new job:

·         Within the toolbar directly above the Navigation pane, click the drop-down arrow next to New. Select Preventive Maintenance Job.

·         Within the Actions pane, click the Add New General Task link.

4.   With either option the General – Preventive Maintenance Job window opens.  We will start with the General pane, complete the following fields, required fields are marked with an asterisk (*):

·         Preventive Maintenance Job Name – type in the name of the job

·         Preventive Maintenance Job Type * - click on the dropdown arrow to access a list of the job types you created, from the list click on the type to associate to the job. The type appears in the field.

·         Preventive Maintenance Job Description – type in the description of the job.  The information within this field will transfer over to the order or trouble once created. 

·         Preventive Maintenance Action – click on the dropdown arrow to access a list of the actions, you have the following options available:

·         Start Order or Trouble – select this option to have a work order or trouble ticket automatically created

·         Send Email – select this option to automatically send an email to the people listed in the Email pane

·         Both – select this option to create a work order or trouble ticket and send an email

·         None – select this option to not associate an action to the job.  This action is helpful so you can create the job and select the action in the future

5.   Once you have completed these fields it is a good idea to save your information before you continue.  Within the Actions ribbon group, click on the Save button. In the next few sections we will break out each action and the information you need to complete for the job. 

Start Order or Trouble

If you have selected the Start Order or Trouble action, your next step is to complete the fields within the Order Information pane.  The fields that you complete within this pane transfer over to the work order or trouble ticket upon completion. 

1.       Within the Order Template pane, complete the following information, required fields are marked with an asterisk (*):

·         Site * – click on the dropdown arrow to access a list of the sites, there are two columns of information.  The first column displays the site that you are assigning to the order.  The second column displays the path of the site, this includes all parents.  Find the site within the list and click to add the site name to the field.

·         WorkFlow Name * – click on the dropdown arrow to access a list of work flows, from the list find the work flow to associate to the job. Click on the work flow name to associate it to the order/trouble. 

·         Work Order Category - click the drop-down arrow to access a list of the work order categories created, from the list click on the work order category.

·         Building Name – click on the dropdown arrow to access a list of the buildings created in your database, from the list click on the building name to associate to the order/trouble

·         Switch Name – click on the dropdown arrow to access a list of the switches created in your database, from the list click on the switch to associate to the order/trouble

·         Organization Name - click the drop-down arrow to access a list and from the list, click on the name of the organization to associate to the order/trouble. The organization drop-down list displays the bottom-most organization first. After the ~~ the complete path to the selected organization displays. Each level of the organizational tree is separated by a >. Once you select an organization, the complete path populates within the field.

·         Subscriber Name - click the drop-down arrow to access a list and from the list, click on the name of the subscriber to associate with the order/trouble

·         Account Number - click the drop-down arrow to access a list and from the list click the account number to associate to the order/trouble. The list of accounts displays not only the account number but also the account type, one-time, recurring or call charges and organization

·         TCO - click the drop-down arrow to access a list of the TCO Groups within your database, from the list click on the group to associate to the order/trouble.   

·         Days to Due Date – type in the number of days until the job is due for completion

·         Contact Name – type in the contact name

·         Contact Phone – type in the contact phone number

·         Order Trouble Misc 1 – 30 – use these fields to enter in any additional information regarding the order/trouble.

2.   Once you have completed these fields it is a good idea to save your information before you continue.  Within the Actions ribbon group, click on the Save button. 

Send Email

If you have selected the email option, you will complete the information within the Email pane.  When the email is sent the description from the General pane is the email body and the preventive maintenance job name is the subject. 

1.       Within the Email pane complete the following fields for each person that you want to receive the emails, required fields are marked with an asterisk (*):

·         Contact Name * - type in the name of the person receiving the email

·         Email Address * - type in the email address of the person receiving the email

·         Contact Primary Number – type in the telephone number

·         Contact Alternate Number – type in the alternate telephone number, such as a cell phone

·         Preventive Maintenance Job Email Misc 1 – 5 – use these fields for any additional information about the recipient that you want to track

2.   Once you have completed these fields it is a good idea to save your information before you continue.  Within the Actions ribbon group, click on the Save button. 

Both

If you have selected the Both action, you will need to complete the required fields in the Order Template pane as well as the Email pane.  

History

1.     Click the Orders/Troubles menu.

2.     In the Navigation pane, click Preventive Maintenance Jobs.

3.     Depending on the amount of records you have within your database, the list may not readily populate. To populate the list, perform one of the following actions:

·         Within the search box, type any portion of the record and then click the magnifying glass.

·         Click the Show All button.

4.   The Preventive Maintenance Jobs list open, displaying all existing jobs. Double-click the job to view.

5.   The Preventive Maintenance Job window opens.

6.   Within the Show ribbon group, click the History button. The following read only information displays for each action performed on the job:

·         Action Name* – describes the completed action. For example, Add, Update, etc.

·         Custom Field Name – displays the field name of the modified information

·         Old Value – displays the old information

·         New Value – displays the new information

·         User Name -  displays the username of the person who completed the changes

·         Last Name/ First Name – displays the first and last name of the user who completed the action.

·         Activity Date* – displays the date the action was completed.

·         Source* – lists the computer’s IP address.

·         Work Order Number – displays the work order number for the order completed to make the changes, if applicable.

7.   Alternatively, you can click on the lower portion of the History button to access a menu, from the menu select Old History. The screen changes to display a list of all action taken on the job, to view more detail double click on the record.

A window opens with a more detailed description of the action. 

8.   Within the Action ribbon group, click the Close button to return to the job. 

 

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