The Create Work Orders from Reservations program allows you to generate (and auto-approve, if desired) Work Requests from Facility Reservations made in RecTrac. Additionally, the program checks for cancelled Facility Reservations and automatically sets a Work Order's Status to 'Rejected' in the event a cancellation is found.
It is important that you are consistent with your use of Work Orders created by this program and the due dates and times you enter. MainTrac will NOT recognize duplicates if you accidentally overlap times and import a record that has already been imported. For this reason, VSI recommends that you document the date and time entries whenever you import from RecTrac to avoid work request duplication.
Required File Maintenace
For this program to work, the following conditions must be met:
- Maintenance Comment Codes must be created in RecTrac. This is done in Comment Code Management. Type = Facility Maintenace.
Note: If you link a Photo to your Facility Maintenance Comment Code, then that photo will get linked to any Work Orders that are generated as a result of the Comment Code being used in a reservation. The image will be copied to the Photos DataGrid in Work Order Update.
- The Maintenance Comment Code(s) in RecTrac must be linked to an associated Task in the MainTrac module. This can be done in Task Code Management among other places.
- Facilities in RecTrac must be linked to a Maintenance Comment Code. This is done by linking a Question to the Facility (anywhere in Facility Hierarchy). Question Type = VSI Function - Maintenance Comment Code.
- The RecTrac Facility must be linked to a MainTrac Facility. This can be done in MainTrac Facility Update.
To Run the Create Work Orders from Reservations Program
- Make Reservations in RecTrac as you normally do.
- In the standard VSI Design, go to Management Ribbon • MainTrac Management • Work Order Management group • Work Order Management. Click Create Work Orders from Reservations.
- Enter a Beginning and Ending Date range, as well as a Beginning and Ending Time range (if desired). The Date and Time range fields key off the Reservation Date/Time (i.e. the Date and Time on which the reservation will take place) and not the Booking Date.
- Click the Combo Box icon for Reservation Types to Include and make your selection(s), or leave the field at "(0) Selected" to skip the Reservation Type check. This list contains the means by which Facility Reservations can be made in RecTrac.
- Click the Combo Box icon for Facility Maintenance Codes to Include and make your selection(s), or leave the field at "(0) Selected" to skip the Facility Maintenance Code check. This list contains the list of your Facility Maintenance Comment Codes.
- Click the Picklist icons for Category Code and Project Code, if desired. These will be appended to your Work Order upon Processing this program.
- Determine whether you wish to set the Work Order Status to 'Approved' automatically.
- Click Process when ready. The program runs on the AppServer. The Notification Center will alert you when the process completes.
Note: As a byproduct of the Process, the program checks for cancelled Facility Reservations and automatically sets a Work Order's Status to 'Rejected' in the event a cancellation is found.
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 completes.
Click Schedule to have this process run at regular intervals. You will continue to the Schedule Generator screen.
MTWorkRequestFromRecTrac_Tab1
Begin Date (MTWorkRequestFromRecTrac_BeginDate)
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 your Beginning and Ending Date range.
THEN
Take appropriate action in the right-hand column to specify the actual dates you wish to select. The Date range fields key off the Reservation Date/Time (i.e. the Date and Time on which the reservation will take place) and not the Booking Date. Upon Processing the Work Order's Open Date will be the day on which you run this program. The Work Order's Due Date and Time will be the Reservation Date and Time.
If you are running this program manually it is always safe to use Actual Date for these fields and your date range will be whatever you enter.
DeleteEnd Date (MTWorkRequestFromRecTrac_EndDate)
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 your Beginning and Ending Date range.
THEN
Take appropriate action in the right-hand column to specify the actual dates you wish to select. The Date range fields key off the Reservation Date/Time (i.e. the Date and Time on which the reservation will take place) and not the Booking Date. Upon Processing the Work Order's Open Date will be the day on which you run this program. The Work Order's Due Date and Time will be the Reservation Date and Time.
If you are running this program manually it is always safe to use Actual Date for these fields and your date range will be whatever you enter.
snippets/rpt_date_selection_help>DeleteBegin Time (MTWorkRequestFromRecTrac_BeginTime)
Click the Clock icon and select your Beginning and Ending Time range. The Time range fields key off the Reservation Date/Time (i.e. the Date and Time on which the reservation will take place) and not the Booking Date.
Optionally you can leave these fields blank to skip the Beginning/Ending Time check.
Upon Processing, the Work Order's Due Date and Time will be the Reservation Date and Time.
DeleteEnd Time (MTWorkRequestFromRecTrac_EndTime)
Click the Clock icon and select your Beginning and Ending Time range. The Time range fields key off the Reservation Date/Time (i.e. the Date and Time on which the reservation will take place) and not the Booking Date.
Optionally you can leave these fields blank to skip the Beginning/Ending Time check.
Upon Processing, the Work Order's Due Date and Time will be the Reservation Date and Time.
DeleteReservation Types To Include (MTWorkRequestFromRecTrac_IncludeTypes)
Click the Combo Box icon and make your selection(s), or leave the field at (0) Selected" to skip the Reservation Type check. This list contains the means by which Facility Reservations can be made in RecTrac.
DeleteFacility Maintenance Codes To Include (MTWorkRequestFromRecTrac_IncludeCodes)
Click the Combo Box icon and make your selection(s), or leave the field at (0) Selected" to skip the Facility Maintenance Code check. This list contains the list of your Facility Maintenance Comment Codes.
Comment Codes are maintained in Comment Code Management. Type = Facility Maintenance.
DeleteCategory Code (MTWorkRequestFromRecTrac_CategoryCode)
Click the Picklist icon and select a Work Order Category Code, if desired. The Code you select will be appended to your Work Order upon Processing this program.
Work Order Category Codes are maintained in Work Order Category Management.
DeleteProject Code (MTWorkRequestFromRecTrac_ProjectCode)
Click the Picklist icon and select a Project Code, if desired. The Code you select will be appended to your Work Order upon Processing this program.
Project Codes are maintained in System Code Management. Type = Project.
DeleteAutomatic Approval For Work Orders From Reservations (MTWorkRequestFromRecTrac_AutoApprove)
Select this option to have the system set the Work Order Status to 'Approved' automatically upon creation.
Leave this option de-selected to have the system set the Work Order Status to 'New' automatically upon creation.
Delete