The Facility Import from RecTrac program allows you to import Facility setup information from the RecTrac Facility Management module into the MainTrac module. This program can save you time and duplication of data entry. In addition, it ensures that you have facility match between RecTrac and MainTrac for work request processing purposes.
To Run the Facility Import from RecTrac
- Select the Facilities you wish to import. You can use the DataGrid, a Facility Range or both.
- In the Additional Criteria group, determine how you want to build your Facility Code in MainTrac by addressing the following fields First Field in Code, Second Field in Code, Third Field in Code, and Delimiter Between Fields. The entries in the Drop-down lists refer to refer to the Facility Class, Facility Location, and Facility Code as they appear in RecTrac.
For Example: You have seven (7) pavilions at Potter Park, and you want to import the RecTrac Pavilions record into MainTrac. You opt to use the default settings in these four fields.- In RecTrac, the Facility Class is "Pavilion," the Facility Location is "Potter Park," and the Facility Codes are "POTPARKPAV01 - POTPARKPAV07."
- The Delimiter option you select here is a colon (:).
- Upon running the Import, the MainTrac Facility Codes would be "Pavilion:Potter Park:PTPARKPAV01, "Pavilion:Potter Park:PTPARKPAV02," etc… to "Pavilion:Potter Park:PTPARKPAV07."
- Determine whether you wish to Assign Facility Class to MainTrac Category. When this option is selected, the RecTrac Facility Class becomes the MainTrac Facility Category. Facility Category is a mandatory field in the default RecTrac design, so selecting this option will save you time.
Note: The system will create Asset Category Codes on the fly in the event they do not already exist. Using the example above, if "Pavilion" were not an Asset Category Code in the MainTrac module, the system would create it on the fly upon running the import.
- Determine the Record Status(es) you wish to import: Active, Inactive, and/or Default.
- Click the Combo Box icon to select the Permission Code(s) you wish to assign to the Facilities you import. Multiple selection is allowed.
- Click Process when ready. The program runs on the AppServer. The Notification Center will alert you when the process is complete.
- Repeat these steps as needed to import additional Facilities, or exit back to the previous screen.
From the bottom of the screen…
Click Process when ready. The program runs on the AppServer. The Notification Center will alert you when the process is complete.
Click Default Settings to reset the screen parameters. Vermont Systems recommends clicking Default Settings whenever a program or report doesn't produce the expected results. Resetting a program to its default settings removes any unseen spaces and/or bad data in the fields.
Core Criteria
Facilities (FRFacility_ComboKey_DataGrid)
Highlight/select the Facilities you wish to export. By default, the DataGrid displays all facility codes in your database that you have Permission to see.
OR
Make no selections from the DataGrid and enable the Use Facility Range option and make selections.
Note: In instances where you have a DataGrid and corresponding Range a selection in one or the other (or both) is required. Selecting nothing from the DataGrid and nothing from the Range yields a blank report or process.
Click here for a full description of RecTrac DataGrids.
DeleteUse Facility Range (FRFacility_ComboKey_UseRange)
This field appears in numerous programs. Its functionality may vary.
Select this option to limit your selection to a range of facilities.
THEN
Enter the range of facility codes.
OR
Leave this option deselected to skip this check and make selections from the DataGrid if applicable.
- If there is a DataGrid for this program - In instances where you have a DataGrid and corresponding range a selection in one or the other (or both) is required. Selecting nothing from the DataGrid and nothing from the range yields a blank report or process.
- If there is not a DataGrid for this program - In instances where you do not have a DataGrid a selection here is not required. Leaving this option deselected skips this filter and results in all codes being included.
Begin Facility (FRFacility_ComboKey_Begin)
This field is applicable only if you opt to Use Facility Range.
Select the beginning and ending facility codes for their respective fields. Facilities within the range entered will be included in the process.
DeleteEnd Facility (FRFacility_ComboKey_End)
This field is applicable only if you opt to Use Facility Range.
Select the beginning and ending facility codes for their respective fields. Facility codes within the range entered will be included in the process.
DeleteFacility Wildcard (FRFacility_ComboKey_Equals)
Select a Facility to use as a base for a wildcard
OR
Enter all or part of a facility code in this field.
THEN
Select your WildCard Option for matching the data entered. Wildcarding is allowed in this field.
WildCard Option (FRFacility_ComboKey_Equals_Option)
Select your Wildcard Option for this process:
- Equals - The process will return a list of all records that equal the value entered. This must be an exact match. For Example: If this was a list of Family Members, entering 'Grace Somersby' would find 'Grace Somersby' because it is an exact match, but it would NOT find 'Grace J. Somersby' because it is not an exact match.
Note: When running Reports you can use a comma-delimited list (with no spaces) in the corresponding Wildcard field when your Wildcard Option is Equals. This applies to Reports only. For Example: Entering "48116 5851 88003" in a Zip Code Wildcard field on a Report and using the Equals Option would yield results from those three separate Zip Codes.
- Begins - The process will return a list of all records that begin with the value entered. Wildcarding asterisks/periods are not needed. For Example: If this was a list of Family Members entering 'Gr' would find all members whose name begins with 'Gr ' such as Grace Somersby but it would NOT find Ginny Weasley because her name begins with 'Gi.'
- Ends - The process will return a list of all records that end with the value entered. Wildcarding asterisks/periods are not needed. For Example: If this was a list of Family Members entering 'by' would find all members whose name ends with 'by ' such as Grace Somersby but it would NOT find Sam McGee because his name ends with 'ee.'
- Matches - The process will return a list of all records where a value match can be found. Wildcarding and asterisks/periods must be used. For Example: If this was a list of Family Members entering '*om*' (asterisks must be included) would find Grace Somersby and Tom Sawyer because "om" appears in both names but it would NOT find Felicity Lemon because "om" does not appear anywhere in her name.
Note: See also: RecTrac Wildcarding.
First Field In Code (MTFacilityImport_FirstField)
Note: Step-by-step instructions for running this program are in the Header Help. Click the "i" Information icon and scroll to the top of the page.
Expand the Drop-down list and select the option you wish to use for the first field in the MainTrac Facility Code. Your selection in these three (3) fields determine how you want to build the MainTrac Facility Code upon importing Facility records from RecTrac.
- Class - The RecTrac Facility Class.
- Location - The RecTrac Facility Location.
- Code - The RecTrac Facility Code.
For Example: You have seven (7) pavilions at Potter Park and you want to import the RecTrac Pavilions record into MainTrac. You opt to use the default settings in these fields.
- In RecTrac the Facility Class is "Pavilion the Facility Location is Potter Park and the Facility Codes are POTPARKPAV01 - POTPARKPAV07."
- The Delimiter is a colon (:).
- Upon running the Import the MainTrac Facility Codes would be "Pavilion:Potter Park:PTPARKPAV01 Pavilion:Potter Park:PTPARKPAV02, etc… to "Pavilion:Potter Park:PTPARKPAV07."
Note: A common preference is to use the RecTrac Facility Code as the MainTrac Facility Code. To accomplish this select "Code" as your First Option and select "None" for the 2nd and 3rd Options.
Second Field In Code (MTFacilityImport_SecondField)
Note: Step-by-step instructions for running this program are in the Header Help. Click the "i" Information icon and scroll to the top of the page.
Expand the Drop-down list and select the option you wish to use for the second field in the MainTrac Facility Code. Your selection in these three (3) fields determine how you want to build the MainTrac Facility Code upon importing Facility records from RecTrac.
- Class - The RecTrac Facility Class.
- Location - The RecTrac Facility Location.
- Code - The RecTrac Facility Code.
- None - This field will be skipped.
For Example: You have seven (7) pavilions at Potter Park and you want to import the RecTrac Pavilions record into MainTrac. You opt to use the default settings in these fields.
- In RecTrac the Facility Class is "Pavilion the Facility Location is Potter Park and the Facility Codes are POTPARKPAV01 - POTPARKPAV07."
- The Delimiter is a colon (:).
- Upon running the Import the MainTrac Facility Codes would be "Pavilion:Potter Park:PTPARKPAV01 Pavilion:Potter Park:PTPARKPAV02, etc… to "Pavilion:Potter Park:PTPARKPAV07."
Note: A common preference is to use the RecTrac Facility Code as the MainTrac Facility Code. To accomplish this select "Code" as your First Option and select "None" for the 2nd and 3rd Options.
Third Field In Code (MTFacilityImport_ThirdField)
Note: Step-by-step instructions for running this program are in the Header Help. Click the "i" Information icon and scroll to the top of the page.
Expand the Drop-down list and select the option you wish to use for the third field in the MainTrac Facility Code. Your selection in these three (3) fields determine how you want to build the MainTrac Facility Code upon importing Facility records from RecTrac.
- Class - The RecTrac Facility Class.
- Location - The RecTrac Facility Location.
- Code - The RecTrac Facility Code.
- None - This field will be skipped.
For Example: You have seven (7) pavilions at Potter Park and you want to import the RecTrac Pavilions record into MainTrac. You opt to use the default settings in these fields.
- In RecTrac the Facility Class is "Pavilion the Facility Location is Potter Park and the Facility Codes are POTPARKPAV01 - POTPARKPAV07."
- The Delimiter is a colon (:).
- Upon running the Import the MainTrac Facility Codes would be "Pavilion:Potter Park:PTPARKPAV01 Pavilion:Potter Park:PTPARKPAV02, etc… to "Pavilion:Potter Park:PTPARKPAV07."
Note: A common preference is to use the RecTrac Facility Code as the MainTrac Facility Code. To accomplish this select "Code" as your First Option and select "None" for the 2nd and 3rd Options.
Delimiter Between Fields (MTFacilityImport_FieldDelimiter)
Accept the default entry (a colon) or overwrite with another delimiter as desired. The character you enter in the field is used as the delimiter (the break) between the three (3) fields that comprise the MainTrac Facility Code. Common options include a colon (:), a dash (-) and an underscore (_). However, you can use any keyboard character (or multiple characters).
DeleteAssign Facility Class to MainTrac Category (MTFacilityImport_AssignCategory)
Select this option to have the RecTrac Facility Class used as the MainTrac Facility Category for the facilities being imported. Facility Category is a Mandatory field in the default RecTrac design so selecting this option will save you time.
De-select this option to skip it. Upon running the Import the mandatory Category field will be left blank. It will have to be addressed separately.
Note: The system will create Asset Category Codes on the fly in the event they do not already exist. Using the example above if "Pavilion" were not an Asset Category Code in the MainTrac module the system would create it on the fly upon running the import.
Record Status To Import (MTFacilityImport_StatusToImport)
Click the Combo Box icon to select the Record Status(es) you wish to import: Active, Inactive, and/or Default. Records within your Range and/or DataGrid with a status that matches your selection(s) in this field will be imported. Others will be skipped.
DeletePermissions (MTFacilityImport_Permissions)
Click the Combo Box icon to select the Permission Code(s) you wish to assign to the Facilities you import. Multiple selection is allowed.
Delete