CMMS Tech Tip: Tailor Work Order Data Fields To Your Needs

Challenge: Speeding up work order data entry processes

Are extraneous data fields in your work orders distracting your maintenance techs and slowing them down? Focusing on just the data you need helps ensure the right information gets collected. Mainsaver 12.9 introduces a solution by allowing the Mainsaver Administrator to customize work order management systems, removing unused columns and making fields required or read-only.

Solution: Customize work order data fields to your company’s unique requirements

In the latest release of Mainsaver, version 12.9, administrators can tailor their work order management system to fit their company’s unique needs. This customization extends to Table Views and Data Entry/Edit windows for Mainsaver Core and Connect.

This document will focus on the work order record in Mainsaver Core, but the same tools are available for most key records such as the asset, work request, PM, and materials records. By focusing Mainsaver on relevant data fields, you can streamline data entry across all your maintenance operations.

Methodology:

1. Customize the WORK ORDER DATA IN THE Table View

  • Turn on the ‘Enable Table View Column Setup’ switch in System Administration,
Select the Enable Table View Column Setup button
  •  Under the ‘Security and Settings’ menu, choose ‘Table View Column Setup’.  This option is also available under the green window ‘Program’ menu on all screens.
Select Table View Column Setup in Systems Administration
  • Custom views may be set up for all users, by user group, or for an individual user.  In the example below, we are removing many of the fields in the work order table view for all users.
  • Copy over all of the red (required) fields using the right arrow ‘>’.  Then choose the other fields you want in the work order table view and select them with the right-pointing ‘>’.  Do not check fields that are not relevant.
Choose the work order data fields you want visible in the table view from this screen
  • Uncheck the ‘Visible’ box for any required fields that do not need to be in the table view such as ‘Plant Number’.
  • Use the ‘Preview Order’ button to adjust the column layout and widths and the ‘Save Order’ to apply this order. 
  • Press ‘Save’ when all setup is done. 
  • In this case we have reduced the number of columns in the work order table view and query menu from 106 to 21.  The fields hidden in the table view are still available in the add and edit data windows.
The number of columns in the work order table view has been significantly reduced


2. Customize Work Order DATA IN Reports to Match

  • In the Work Order module, turn on the ‘Custom Table View’ option and add a new icon for ‘Table View Reporting’.
  • Individual users can further adjust their table views and make custom reports and exports using the ‘Table View Reporting’ icon next to the Query Selection Dropdown.
Customize the work order report view to match
  • Users can select individual columns from the left and copy them to the right-hand side with the ‘>’. 
  • Then select the columns on the right to be included on a report or export. 
  • Save the format for future use.
Screen shows options for work order data to be selected or deselected for table view reporting

An example of such a custom report is shown below.

A simplified work order report with extraneous data removed

 

3. Choose which work order data Should be Required, Invisible or Read-Only:

The Mainsaver Administrator can further customize the data entry and edit screens in Mainsaver to make individual columns required, invisible or read-only. 

  • In System Administration select the ‘Field Level Security (Column Configuration)’ option. 
  • This applies to Mainsaver Core while the option below it has similar controls for Mainsaver Connect Web and App.
In security and settings select field level security (column configuration)
Define the work order data you want in your column configuration

In each column configuration record the user will select:

  • Module – such as Work Order or Purchase Request
  • Column Name – Once the module is selected the list of individual fields is displayed.
  • Event – this requires some thought.  If left blank, the rule being entered will apply to all cases.
    • For example, the ‘Corrective Active’ field for a work order should not always be required because when the work order is being created, we do not know the corrective action. 
    • It would be better to make corrective action required on a ‘Complete’ or ‘Close’ event.
  • Status – force the column to be required, invisible or read-only.
  • Group Code – Force the rule for a group code.
    • For example, if we want to prevent the stockroom from editing the on-hand quantity in the Parts Master we might have the following two records, one for the Stock tab and one for the Location tab.
Shows two parts master fields - one with location - both set to read-only
  • Employee ID – Enforce the rule for only one employee.

 

Conclusion:

All configurations mentioned in this document are stored in the database and retained upon upgrade. Removing irrelevant data columns enhances the look and feel of Mainsaver while making fields required ensures that only relevant data is captured for workflow management and reporting.

This comprehensive customization is available not only for work orders in Mainsaver Core but also extends to asset, work request, PM, and material records, providing a tailored solution across various aspects of your maintenance operations. Customize your work order management system with Mainsaver 12.9 to boost efficiency and focus on what matters most to your maintenace operations.

Mainsaver Cloud

CMMS

Mainsaver Cloud is the new web-based SaaS version of our CMMS platform that’s easy to use and implement, accessible anywhere, and affordable for small and medium-sized businesses.

Mainsaver Core

EAM

Mainsaver Core offers comprehensive enterprise asset management capabilities in a customizable on-premise or web-based solution that meets the needs of the largest and most complex organizations.

Learn more about Mainsaver’s maintenance management solutions

Mainsaver Cloud

CMMS

Mainsaver Cloud is the new web-based SaaS version of our CMMS platform that’s easy to use and implement, accessible anywhere, and affordable for small and medium-sized businesses.

Mainsaver Core

EAM

Mainsaver Core offers comprehensive enterprise asset management capabilities in a customizable on-premise or web-based solution that meets the needs of the largest and most complex organizations.