January 2024 – PRIME ISITE LTD

The maintenance and Asset category tree views have been reviewed so that it is easier to navigate. The category trees can now be set with a configuration key on how the tree is required to look upon accessing them. These can now be controlled so that they are either expanded or collapsed. The sort order during set up will now also be reflected in the main view

Category tree configuration key

The new key is accessed by an admin user via Tools > Site Admin > Content > Configurations.

The new key is controlled by the user defining when the tree would collapse. E.g if a value of 30 is entered, then if the tree Parent /child relationship list is greater than 30, the list would collapse. Otherwise, if below the value, then the full list will be presented expanded in the view.

Category Tree Views

Views presented to user. Left view is when the list is lower than the value set and the right view is when the list value is greater than the what is set in the configuration key. This is for both main and mobile sites

Sort order in Classification set up

There was an issue whereby the user was not able to sort the list when setting up the category tree in sys admin > Classifications. This has now been resolved and the list in sys admin now reflects what is seen in the main frontend view for both main and mobile sites

UDF – Allow selection of Icons from range

With the correct Admin permissions, the user is now able to manage the icons against UDF fields from the range available from the available range

Access the UDF option in Admin

Tools > Site Admin > Content > UDF

User will navigate to the record where they want to manage the icon changes

When the Property UDF screen is presented, the user will expand the relevant area they want to manage the icon. They will have a new button to select the appropriate icon from the selection presented

Once the changes are saved, the new icon will be displayed on the user view screen

Applying Contacts and Organisations when creating from Create buttons

When a user now creates an Organisation or Contact via the Create buttons on a record, the detail created now auto populates rather than the user having to access the record in question and select the required

Filtering on Mobile Summary screen

Mobile user now has a filter option on the Summary screen, that allows them to filter the work assigned to them via; Property, Maintenance type, Dates and be able to select a sort order.

Photo Gallery widget enhancements

The photo gallery widget now has a message to inform users if there are no photos uploaded against that record

When a user uploads a photo to the documents tab (which will then be seen on the Photos tab), they have the ability to right click the image to get options to either set as main image of the record or to add to show in the photo widget

Quick Links for saved Filters

To make it easier for users to view saved filters on the search screens, an additional tab has been introduced for the user to quickly access and view saved filters. This function works in conjunction with the global filter function

This new tab can be seen as shown in the below screenshot

An example of how this displays is to create a filter in the global option, and then save in the normal way.

This filter can now be saved

If the user now looks at the new feature on the Quick Views on the lefthand side of the search screen, they will see that the saved filter is listed. All they need to do is to select the filter they want to quick view at which point it will be presented

Increase characters on Asset Description field

Inconsistent character limit on the Asset name field and the description field has been converted to a text box on Asset record

below shows the fields now can hold more details

Admin – Validate Formula for Formula Field in UDF’s

On the UDF setup, there is now the ability to add a formula format so that it can validate the calculation

Added Financial Fields to column selector on Work Order Search view

Finance Fields have now been included within the Column Selector lists on Work Order Search screen. These will also be available to select from when setting up widget headers

Added Manager Field missing from column selector on Property record

The manager field has now been included within the column selector list and the Add widget source selector dropdowns on Property record

Locations and Space tabs on Property Record

An additional Locations tab has been introduced called Location and space, this tab is controlled by allowing users permissions to see it. The Location space tab is used where client requires to import Property space data (area values) to show separately from actual locations within a property such as rooms, floors etc

FAL Setting for Location Space Tab

Tools > Site Admin > Power Menu > Functional Security > Property

There are two options Location Simple Tab and Locations Tab. The Locations and Space tab is controlled by the Locations Simple Tab option. The Locations Tab is the main option to control the standard Locations Tab

Tabs on Property Record

Below shows the Tabs when available

Add Regular expression validation on UDF fields

So that we can further enhance populated fields accuracy, we have introduced the ability to add a REGEX Pattern validation field to the UDF creation. This field will allow users to state the correct format the field is required to be

Task Asset Moves

New functionality has been developed within the Task module to allow our clients to manage requests for Asset moves and to progress them through an approval process.

New FAL options in Task module

In order to control what user can manage the Asset Move functions, the following options have been added to the Task module FAL settings

Need to ensure that user has access to Mailing groups so that they can manage the subscription groups for the workflows

Add Asset Rejection Reason codes

User requires to add Asset Reason codes within Site Admin > Dropdowns > Task> Asset Move Rejection Reason

Process to set up Asset Move approvals

Setting up the Mailing Groups

In order for the Asset move process to work, the following is required to be set up, first from ‘Manage Subscriptions’ menu set up the groups so you can add the users who will be required to approve at each stage. Then by ticking the relevant group from Mailing Groups and then selecting ‘Edit’ add the members for that group by searching their contact record in the Manage Members section. Once all members have been added, then save that group and move onto the next until all groups have members added to them.

Asset Move Workflow Admin Screen

From this new screen within Task record, The user needs to create the approval process groups so that the correct groups are assigned relevant to the type of move, the budget and threshold values of the asset

When +ADD NEW RECORD button is selected, the following screen is presented. From here working left to right, select and populate the relevant items

Select the Asset Change Type
Tick if budgeted
Select Cost Type
Enter Threshold Cost value for approval
Select Cost Operator for Threshold
This is a multi-select dropdown list. User will need to select the sequence the approval process will go through. Note: It is important that these MUST be selected in the order at which they need to assign at each stage of the approval is process
Select Update button to confirm entries

When all the Move types have been populated, the screen will look as shown below

Creating a Asset Change Requests from Task record

Asset Change Request – Transfer

From the Task record menu, select Create a Task option. From the Type field, select the ‘Asset Movement’ option. Then from the ‘Move Change Type’ field, select the ‘Transfer’ option. The screen presented will be as follows:

Asset Change Request – Sell

For the Asset Sale request, the screen changes so that the New Related Property and Location fields are not visible

Asset Change Request – Disposal

For the Asset Disposal request, the screen changes so that the New Related Property and Location fields are not visible

Asset Change Request – Storage

For the Asset Storage request, the screen changes so that the New Related Property and Location fields are not visible

Process a Change end to End via the workflow

Move Change Form fields

The following fields are populated when requesting a move change request

a. Task Name

b. Type (Asset Move)

c. Record ID

d. Due date

e. Move change type ( Transfer, Sale, Disposal, Storage)

f. Justification for move request

g. Related Property (Where asset is moving from)

h. Location (If applicable)

i. Associated asset

j. External Asset Reference (Auto populates if config key set and using UDF field on Asset record)

k. Asset Net Book Value (Auto populates if config key set from Asset record selected)

l. Additional Cost (Manually populated if incurred)

m. Total Cost (auto calculates)

n. Details Additional Costs (Description for additional costs)

o. New Related Property (Destination property. Not visible if Disposal or Storage types)

p. New Location (Destination location. Not visible if Disposal or Storage types)

q. Assigned Organisation

r. Assigned Contact

s. Additional Comments (Security controlled as to who can see and populate)

Completing a move change request task

Upon creating a move change request, the requestor is required to progress through the approval process

In order to process a change end to end via the workflow, you first have to select the create task button from the dropdown. On the Create Task form as below the Type dropdown field needs to be populated with 'Asset Movement' after which the 'Move Change Type' dropdown needs to be populated with the appropriate move type, as outlined above. Then, mandatory fields such as 'Task Name', 'Record ID', 'Due Date' and 'Description/Justification'.

When filling out mandatory fields 'Related Property' (as well as 'Location' if applicable) and Associated Asset the 'External Asset Reference' and 'Asset Net Book Value' fields will automatically populate based on Asset selected. The workflow may be dependent on the value input into the 'Additional Cost' field, determining the number of approvers.

Below shows the underlined fields which should auto-populate.

From the navigation menu, select the Create Task option

From the create Task screen that is displayed, populate the relevant fields, according to the move type selected

Add justification details for the request, the current location, the asset to move, is move requested budgeted (Y/N) and the cost details

To complete Asset Move task creation a user should add details, select the destination property under 'New Related Property' (as well as 'New Location' if applicable), select the assigned organisation and contact, and add any additional comments before pressing the blue 'Create' button.

Once the Asset Movement task is created a user will get a confirmation and should be taken to the Task screen. This task screen will then show the status as 'Pending' ready to be submitted for review.

Submitting a move change request

The task can be submitted by navigating to the action menu bar on the top right and selecting the tick icon, likewise it can get rejected by pressing the icon to the right, as shown below.

Upon submitting the task will change status to 'Awaiting Approval' - ready for the user in the first line of approval to review and approve or reject the task.

The user acting as the first line of approval can find this Task by navigating to the Home screen and then to the 'Upcoming Task' widget. There they will be able to click into the blue Task hyperlink in order to review the details and accept or reject the Asset Movement.

After reviewing the details the user will be able to approve the task with the tick item or reject the task with the icon directly to the right.

If an approver decides to reject the Task they will be presented with a pop-up prompting to provide a reason for rejection from a dropdown and requesting commentary via a text field.

If an approver decides to reject the Asset Movement the user who raised the task will then be notified as well as the asset manager.

Reject notification

If approved, the following is the Approval notification sent to next approver

Once the approver reviews the task and either approves or rejects it, the action menu will change for this user as below:

As it moves along the workflow to the next approver, the next user assigned will again be able to follow the same process via accessing the Task through their Upcoming Tasks' widget on their Homepage screen.

The 'Assigned To' will reflect the new Approver, e.g. ‘Approval Group 1’, 'Approval Group 2', etc. As shown in the screenshots below:

The same process will follow for any subsequent approvers, until the Task is accepted by all. Once the task is accepted by the final approver, the status will change to 'Completed', as shown below:

Over Due Approval Task Notifications

The system will send out notifications to user when a move task is over due

Viewing Tasks in the process

Tasks in the process can be viewed from the following widgets on the Home screen. Any that are assigned to the individual user will appear in these widgets as well as getting notifications. They will be able to review and action from these screens by selecting the record and then taking appropriate actions from the main record in view

Tracker Dashboard

New tabs have been added to the Planned Maintenance Tracker dashboard. These are ‘Asset Groups with no Assets’, ‘PPMs oddly matched to a Supplier’ and Missing Occurrences’. User is also able to select which Asset Categories they want to exclude from the search

There is a Weekly Total’s Notification email, that is sent to all contacts that are set up in the Tracker Dashboard Weekly Notification Recipients within Subscription > Manage Subscriptions and updating the Mailing Group with the recipients the notifications need to be sent to

New Configurations Keys

There’s a new config key entitled TrackerDashboardAssetInactiveStatuses which is a comma separated list of Asset statuses. Assets with these statues are filtered out of the Tracker Dashboard data. Currently it defaults to Non-live status.

A second config key entitled TrackerDashboardRegionUDF stores the name of the Property Region UDF field. It is set to blank by default. The Supplier Region Mismatch Tab is only visible when the field config key is populated.

Other Configuration keys that control the tracker dashboard outputs

For these two keys, the admin user will define the categories they want to exclude and the Property statuses they want to include in order to filter the outputs on the tabs

Property Summary Page

Internal Admin function has been created to allow a summary page to be created on the Property record. This will be further enhanced in the future to allow the creation on other record types

FAL Settings

Configuration Key – Show Summary Page (Property)

A new configuration key has been created so that we can switch on or off the summary page. To show tab, then the key needs to be set to ‘true’

New Admin menu to manage Summary Page

A new admin menu has been introduced so that internally admin users can manage the summary page content. This is accessed via

Tools > Site Admin > Content > Summary Page JSON

Managing the JSON

When the new menu the user will select the type (Property) and the following screen is presented to the user

Summary Page JSON Management content

From this page, the user is able to select the field name types from the list so that they capture the correct format. They can then select insert to place into the work area, then select copy button so that they can then add to the correct format in the relevant part of the code sequence

available fields list Record Type JSON code – Update/change as required Field formats selected from list can be inserted here and then copied into the main JSON code below This code will be sectioned to replicate the sections on the summary page the front end user will see

Summary Page view on the Property record Page

Once the user has configured the requirements on the admin JSON menu, the output of the configuration can be seen by the front end user as shown below

Printing the Summary Page

There is a print option to print the summary page, but this is a set format, so if additional fields are added to sections, then only the set 6 lines will show on the print. As this summary page is not meant to be interactive, we have limited the print option

Create Task Workflows

This functionality has been developed for internal admin use so that we are able to add workflows to Task types within the Task record.

Admin menu access

Access is via the following path - Tools > Site Admin > Content > Task Workflow Admin

Task Workflow Admin screen

The following screen is displayed and the user will see which Task types have a workflow assigned to it. Note: Any that state ‘System Defined’ are already hard coded. Any new that are created will have the opportunity to edit and select the workflow types available (currently basic Accept/Reject). This will then apply the basic workflow process icons to the Task type when created

WorkFlow Notifications when Service Requests are created

There is an introduction of a Configuration key to enable notification emails to be sent out to creators with the confirmed reference number

Configuration Key

Tools> Site Admin> Content > Configuration – (needs to be set to true as its false by default)

Permits To Work (PTW) - Main site

Where a permit is required to safeguard engineers and customers at the site they are working at, there is a requirement to prompt and upload permits to work against the work order. These permits are then discussed with the client when onsite to inform them of the work that is going to be carried out and what Health and Safety precautions and possible any other authorities that may be required to be informed such as Fire service if the Fire Alarm is going to be switched off whilst Hot Works are being carried out so that the fire alarm is not triggered

FAL Setting

The following FAL setting has been introduced so that the Permit to Work prompts are visible to the user via the workflow process

When will the Permit To Work (PTW) Prompt appear (Main site)

When a work order is assigned to an user, the PTW prompt will appear after the user has approved that they are going to carry out the work. If they hover over the icon as shown below

The user will be presented with the following pop up prompt. They would need to select the appropriate permit type that relates to the work they are going to carry out and to add a comment as to what action they have taken to inform the client of any Health & Safety precautions that may need to be adhered to to carry out the works.

Permit To Work Document not uploaded

The user will also be required to upload the PTW to the Permits Document on the documents tab of the work order, otherwise the work flow will not allow the user to start work process after completing the Risk Assessment (RA is dependant on client process as not all carry out RA)

Note: Not all works require a permit. In these cases, the user would select ‘Permit not required’

If no PTW document is uploaded, then the user will see the following message on the work order. They will also not have the relevant icons to progress to start the workorder until a document is uploaded

Upload a Permit to work document

From the documents tab, the user will upload the document, select the Permit Documents folder and then select the ‘Upload’ button

The user will then be presented with the Upload document prompt. The user will then select the Upload Documents button and navigate to where the PTW document is stored. They will then populate all the relevant fields they require on the prompt and the select ‘Add’ button to upload

Once PTW document has been uploaded, it will be seen within the Permits folder

Note: Once the PTW document has been uploaded, the user is required to refresh their screen so that the work flow process icons update to allow them to progress to Start Work

By selecting the ‘Start Work’ option, the user can now carry out the works to complete the work order using the normal process through to work done

Permits to work process – Mobile

Once user has approved that they are going to carry out the work assigned to them on the mobile device, they will require to go through the PTW document with the client in order to allow them to progress through the rest of the work flow to complete the work. Once the user and the client have discussed the permit and has approved that work can commence, the user will need to ensure to upload the PTW document as follows otherwise the system will not allow them to process the work on the device as there is a check to ensure a PTW document has been uploaded to the relevant PTW folder against the work order. A reminder alert will be displayed at the point of carrying out the Risk Assessment process

Uploading the Permit to Work Document

Name the PTW file to upload, then select ‘Upload Selected File’ button. If successfully uploaded, user will get a confirmation prompt, select ‘OK’. Select the back option at bottom of screen. Screen now shows the uploaded PTW file against the Work Order

If the user now navigates back to the work order details, you will see that the Permits icon now shows there is 1 attachment (The number in the bottom left corner of icon). The user would then just carry on with the process by carrying out the Risk Assessment process to progress the work order

Work that does not require a Permit

Where work does not require a permit, the user would select ‘No Permit Required’ option then there is no requirement to follow the permit document upload process. The system will just bypass and go to the Risk assessment process.

QR/Barcode scanning and functionality

Functionality has be developed within the mobile solution to give users the ability to scan a QR / Barcode to either search for an Asset or to be able to add a NOT FOUND code to an asset. The development also includes the ability for the QR codes to be printed via the client nominated printing device.

Configuration settings for asset QR/Barcode

In order for the text to appear on the label when printed, there has been an introduction of some config keys

Tools> Site Admin> Content> Configurations

To include text on the label, the following config key requires a value adding of the text you want to see as shown in below example

Note: to get the label to wrap onto a new line the following was inserted against the Config key

Company <BR> Name

To see the reference ID of the asset, which could be one of these fields, RecordRef or RecordID or a UDF field dependant on client requirement/use, the following config key is managed

Searching an Asset via scanning a QR/Barcode

The mobile functionality now has the ability to scan QR/Barcodes when searching for an asset. Users profiles can be set to view, edit/manage details and to add new assets dependent on the users role. The user has the ability to filter the output by also selecting the Property and Location, so a more specific list is presented

Managing asset records

Asset View/Edit options on mobile

User is able to view/Edit an asset if they have the permissions to do so in their role. Once they have searched for the asset, they would select one of the buttons presented against the assets

Asset Edit

Selecting the Edit option, presents the user with an editable form where they are able to make changes/update the current asset record details

Asset View

If the Asset View button is selected, then the user is presented with the following screen which will show all the current details. From here the user is able to Edit, Upload an Asset Image and Print the QR Code

How to Print QR Code – From Asset Record

To print the QR code associated to the Asset Record, the user would select the ‘Print QR Code ‘ option. The QR code and details are then presented. Depending on the clients printing options, the relevant print prompt will be shown where they would select the printing format and printer selection

Note: Printing id dependant on the printer being used by the user and which needs to be on the same network

Upload an Asset Image

To upload an asset image, the user will select the Upload Asset Image’ option. After selecting the image/photo and naming the image, the user will select ‘Upload the selected File’, at which point the image will be associated to the asset record

Managing scanned QR/Barcodes

The functionality will alert the user if an unknown barcode has been scanned and they will have the opportunity to add this new code to an existing asset or to create and add a new asset and associate the scanned code to it. This all depends on the permission access the user has for their role

The user will access via the menu Assets via the menu option at the bottom of the screen. They will then navigate through the menu via asset. From there they will be presented with the search option. By selecting the ‘Scan’ option, the camera function will be invoked. The user will then scan the QR/barcode in question

When the QR/barcode is recognised by the camera scan, the following message will be received if the code is not found against an existing asset record. The user then has three options to progress as the code is temporarily stored.

1. Create New, 2. Close and search for an existing asset record to add the code to, or close and do nothing

Create a new asset from NOT FOUND scanned QR/Barcode

If the user selects Create New option, then they will be presented with the following prompt. If the user selects ‘Yes’ then the details of the scanned code will be used to populate the ‘Asset Tag’ field of the asset blank form presented. Once all details have been populated, the user will then ‘Save’ the record thus adding a new asset to the system

Note: If No is selected, then the user has the blank form to populate and has the ability to manually add the details

Adding QR/Barcode to Asset Tag field on an existing Asset record

The user is NOT able to add the NOT FOUND code to an existing asset, therefore the user after the NOT FOUND prompt, would just close the prompt by selecting the ‘X’, then searching for an existing asset using the search option, then select the Edit option for the record and then select the Scan Asset Tag option. User then scans the code and the code is populated. Record can then be saved

Creating SR’s from asset record (Mobile)

Users with permission are able to create Service Requests from an asset record on the mobile function

Adding an SR to an asset record

Firstly, a user would navigate and search for the asset where the service request is required to be raised from. They user has the ability to search for an asset by scanning a code and then they would View the record to allow them to create a request from

From the ‘Create SR’ Option, the user is prompted to confirm they want to create an SR, at the point of confirming, they are presented with a blank SR form to complete and then save

Created SR from asset

Once the SR is saved, the user is presented with a view screen, so that they are able to make any changes that they identify before submitting

User Reviewing SR created by them

There is now a menu available ‘ My Service Requests’ that will show the SRs created against asset by the user. The list will show all the SRs created and the user will have the ability to view only as these are all submitted requests

Snagging

iSite now has new functionality in order for users to be able to create Snags against projects. The user has the ability to create one-to-one or one-to-many snag requests both in the main site and mobile functions. These will be created as work orders of a type of snag and these will all be linked to a Service request for monitoring purposes.

New FAL settings for Snags on Projects record

Settings introduced for access to creating and viewing Snags on Projects

These are accessed via Tools> Site Admin> Power Menu> Functional Security> Projects menu option

Settings for access to Adding Preferred Suppliers for Snags on Projects

Users have the ability to assign preferred suppliers to automatically assign a nominated supplier when creating a snag of a particular type

Settings for access to Snag Tab on Projects record

The following is the setting to allow access to the Snag Tab

How to add a Snag Preferred supplier to a Project record

If there is a requirement to set up auto assign of preferred suppliers when creating a snag on a project, this is actioned from the Preferred supplier widget on the Project record

User selects the +ADD button. From the prompt presented, the user will select the following to set the Preferred supplier for each combination required for Priorities, who to assign the work to (either Internal or External resources), the categories they apply to, if the work order is to auto generate or not by setting the toggle accordingly and finally Saving the requirement. This could have multiple settings for the varying category/Priority options

Example Preferred Supplier setting once saved. These can be edited using the Edit button as and when required

How to create a snag from a Project record (Main site)

User has the ability to create a snag from a Project by accessing the More Options menu, where they will with permissions select the Create Snag for this Project option. The system will then prompt the user to confirm that they want to carryout this action

Work Order view when snag is Generated

When the work order is generated, the user will see that the following fields have been pre-populated to reference the Work order relates to a Snag

Property related to the Project
Related Project reflects the Project the snag was created from
Work Order Type is set to a type of ‘Snag’

Defining Snag Type

The user can define what the snag work relates to by selecting a Snag Type from the dropdown list

The user would also populate all the relevant/mandatory fields required on the work order before selecting the Create button

Summary Description
Detailed Description
Category
Priority
Supplier /Engineer (If known)

When creating a snag workorder, an associated service request is created in the background and the reference number of the workorder is inherited by the Service request. The user will then be presented with a Select Service Request dialogue box so that they can link to an existing SR to assign the snag work order to, or they can select to create a new record. This is how they would create a 1 to 1 or a 1 to many record. If linking to a existing record, then the user would select the relevant SR and then select the Link to Service Request button. To create multiples, the user would follow the same process, but link each creation to the same Service Request

Reviewing Snags

The user is able to view created snags via the Service Requests, Work Orders and via Projects

Viewing Snags via Service Requests

The user can search for snags via the ‘Search Service Requests’ menu option. They can filter the screen presented to look for a Service Request type of ‘Self Serve (Snag)

Searching Snags via Work Orders

The user is able to search for Snags via the Search Work Order option. The user will need to filter the work order search view screen to show a work type = Snag

Searching for Snags via Projects

The user also has the ability to see snags associated to Projects from the Search projects record via the Snags Tab

Processing a Snag Work Order

Once the snag work orders have been created, they follow the same process to complete as per the work order completion process

Mobile – Processing a Snag

Users now have the ability to add Snags on the mobile device if they have been given the correct access permissions

To populate the snag details;

1.Select the category of the snag issue

2. The user logging the snag auto populates

3. With Geo Tagging, the nearest properties are displayed for the user to select from

4. The related Projects linked to the Property are displayed for the user to select from

5. If snag is at a particular location, this is selected here

6. If there is an asset that this snag is referring to, it can be selected from the list presented

7. User is required to give a Short Description of snag

8. Detailed description to be entered of the snag

9, A priority can be selected if required

10. If an estimated cost is known, this is entered here

11. Optional to select a Maintenance Type

12. Mandatory to select a snag type from the list

13.If known supplier who will be assigned to snag, this is entered here

14.If a known engineer is to carryout this work, they are assigned here (If supplier, then this can be left blank)

Saving a Snag

When form has been completed, then there are options to ‘Save’ or ‘Save & New’. Save creates a new snag work order record

SAVE Option

When save is selected, then the user is presented with options to Create a New Service Request, or to link the snag to an existing Service Request. User is presented with the following screen. User then selects the ‘Create New Service Request’ button as they are creating a single snag

Save & New Option

If the user requires multiple snags, then the user is presented with a different screen, but this time they would select the relevant Service Request to link to from the list by clicking the select button next to the required SR and then select the ‘Link to the Selected Service Request’ button.