Toolkit Functions

The Toolkit in this module provides these functions:

All Toolkit functions (marked * above) that update the entire filterset require the Work > Work Orders > Toolkit - Update Filterset permission.

How to Run a toolkit function

1. Find the work order to run the toolkit against or create a filter for the records that should be updated by a Filterset toolkit.
2. Click the button in the module toolbar. The following window will appear:

   

3. Highlight one of the toolkit functions and click  

   Calculate Per Asset WO Cost

   Change Crew for Filterset

   1. The following popup will appear:

      

   2. Select a crew.
   3. Click OK. The following will appear warning how many records will be updated by this.

      

   4. Click Yes to make the update occur.

   Change Lead Worker for Filterset

   1. The following popup will appear:

      

   2. Select a lead worker.
   3. Click OK. The following will appear warning how many records will be updated by this.

      

   4. Click Yes to make the update occur.

   Change Supervisor for Filterset

   1. The following popup will appear:

      

   2. Select a supervisor.
   3. Click OK. The following will appear warning how many records will be updated by this.

      

   4. Click Yes to make the update occur.

   Change WO status for Filterset

   1. The following popup will appear:

      

   2. Select a status.
   3. Click Select. The following will appear warning how many records will be updated by this.

      

   4. Click Yes to make the update occur.

   Close Work Order for Filterset

   1. The following popup will appear:

      

   2. Click Yes. The following popup will appear with Complete Work Order statuses to choose from:

      

   3. Choose a status and click Select. The following will appear asking for the work order Start and End Dates:

      

   4. Enter the Start and End Dates and click OK. The following will appear:

      

   5. Click Yes to make the update occur.

   Create Linked PO

   1. The Inventory > Purchase Order module will open to a new record.
   2. The PO Number and Work Order # are automatically filled out.
   3. Fill out the Date and Vendor ID fields. These are required
   4. Fill out other desired fields.
   5. Save and Close the record.

   Create Work Order from Template

   1. The following popup will appear:

      

   2. Select a template out of the list and click Select.
   3. A new work order will be created based on the template.

   Default Date Filter

   1. The following window will appear:

      

   2. Click the Enable checkbox at the top of dialog.
   3. Set a Date Range from today's date in the field. This filter will display all open Work Orders (those with a Status code of 950 or lower) with start dates within the indicated number of days from today's date.
   4. Indicate whether the filter should include open Work Orders with start dates before today's date.
   5. Click Save to enforce the changes. They will take effect when the module is relaunched.

   Locate on Address

   1. The following window will appear:

      

   2. Search for the work order in the list. The list can be sorted by Address, Street Post Bldg No, Street Direction, Street Prefix Type, Street Name, Street Type, Street Suffix, Work Order #, Status Text, Category Text, Main Task Text, Lead Worker Text, Assigned Crew Text, Problem Text, or Cause Text. Click on a column heading to sort the items in the list. An up or down arrow will appear indicating ascending or descending order. Click the heading again to change directions.
   3. Select the work order to look and and click Select. The module will open directly to that work order.

   Locate on Asset

   1. The following window will appear:

      

   2. Search for the work order in the list. The list can be sorted by System ID 1, System ID 2, Desc 1, Desc 2, Object Type, Work Order #, Status Text, Category Text, Main Task Text, Lead Worker Text, Assigned Crew Text, Problem Text, or Cause Text. Simply click on a column heading to sort the items in the list. An up or down arrow will appear indicating ascending or descending order. Click the heading again to change directions.
   3. Select the work order to look at and click Select. The module will open directly to that work order.

   Recalculate All Work Order Costs for Current Filter

   Warning! This is a time intensive Toolkit function that rolls up the costs from the resource all the way up to the main work order. This is different from the Recalculate Work Order Costs function as that function only updates the work order costs. It does not recalculate the resource costs and roll them up to the task as this option does.

   1. The following popup will appear with a progress bar:

      

   2. The progress bar will close when it is completed.

      Note: This toolkit is run automatically every night by the nightly processes.

   Recalculate Work Order Costs

   1. The following popup will appear with a progress bar:

      

   2. The progress bar will close when it is completed.

      Note: This Toolkit option will typically be used only when an error has caused work order costs to not calculate or when a data import did not properly update work order costs.

   Set WO Status to WO Canceled

   1. The work order status will immediately be changed to 951 WO Canceled.
   2. A record will be created in the Tracking grid that displays the date the status was change along with the name of the user that canceled the work.

   Error Examples

   Note: If costs are associated with the work order, the work order status cannot be set to canceled until the costs are removed. The user will receive the following prompt:

   

   Note: If any PMs are associated with the work order, the work order status cannot be set to canceled until the links to the PMs are deleted from the Related tab. The user will receive the following prompt:

   

   Note: If and Requests are associated with the work order, the work order status cannot be set to canceled until the links to the Request are deleted from the Requests/Tracking tab. The user will receive the following prompt:

   

   Update Task Units From Asset Grid

   1. The following window will appear:

      

      The progress bar will close once the update is complete.

   2. If the Asset Completion Dates in the Assets Tab match the Task End Date in the Work Order Tasks grid, the # of Units field in the Tasks record will be updated for the entire filtered set.

      Note: Before this will work the Categories need to be set up in Work Flow Setup to sum or count a field. For additional information on this process, consult the Work Flow Setup help guide.