Printing Maintenance Comments on RecTrac Maintenance Reports
RecTrac 3.1
To link Maintenance Comments to Activity and/or League Facility Reservations and have them appear on maintenance reports, Questions must be linked to the Activity Module and/or League Module in Module Management. By default, RecTrac is coded to accept up to three (3) "questions," the "answers" to which will print on standard maintenance reports, such as the standard VSI - Location Maintenance Schedule report.
The three (3) default types of "questions" that you may link are:
- Question Type = System Reservations, Field Type = VSI Function - Reservation Purpose - This question type creates a field that automatically populates maintenance reports with the Activity Code/Section Code and Section Short Description (or League Code and Short Description). No user input for the field is required. When the VSI - Function Reservation Purpose question is linked, the Activity Code/Section Code and Section Short Description (or League Code and Short Description) simply prints.
- Question Type = System Reservations, Field Type = VSI Function - Maintenance Comment Code - This question type creates a Drop-down list from which the user can select Maintenance Comment Codes. When a Comment Code is selected, the system will print the Comment Code text on maintenance reports.
- Question Type = System Reservations, Field Type = VSI Function - Maintenance Comments - This question creates a Text Box in which the user can enter free-form comments. Whatever the user enters will print on maintenance reports.
The following will walk you through the steps required to print RecTrac default Maintenance Comments on the standard VSI - Location Maintenance Schedule. All file paths and screen/tab locations in this document refer to file paths and screen/tab locations as they appear in the standard, default Vermont Systems Design. Your setup and Design may vary.
Notes: Field types other than the three (3) default types may be linked and they will create applicable fields on this screen, but the "answers" to those questions will not print on reports unless a custom field for the question is added to the report on which you wish them to print. The setup process works as outlined below. Your Question Type will be System Reservation. Your Field Type will be whatever you choose. Once the Field Type is chosen, you must create a matching field on your report output template to have the information print. This document does not discuss custom report setup.
The following examples use the Activity Module. The process works the same way for Leagues. Simply use the League Module as needed.
- In RecTrac, go to Management Ribbon • System Management • Fee/Rule/Question Management Group • Module Management.
- Highlight/select the AR/Activity Enrollments module and click Change.
- Click the Questions tab.
- Click Link Individual Question.
- Highlight/select the first Question you want to link and click Select. You will be returned to the Activity Module Update screen • Questions tab.
- The Question Type you select must be System Reservation.
- The Field Type must be one of the following:
- VSI Function - Reservation Purpose
- VSI Function - Maintenance Comment Code
- VSI Function - Maintenance Comment
Note: If you do not have the System Reservation type Questions listed above, click Add and create them. For further instruction on creating questions, refer to RecTrac Questions Overview.
- Repeat Step 5 as needed to Select the remaining questions you wish to link to your System Reservations screen. Your Questions tab should look something like the following
Click Image to Enlarge
- When you have your desired questions, click Save at the bottom of the DataGrid and Exit Module Management.
- To preview the questions, go to Section Management (Management Ribbon • Activity Management • Section Management).
- Highlight/select a Section and click Reserve Facility. You will continue to the System Reservations screen, where you should see something like the following:
Click Image to Enlarge
- Notes regarding the field types created as a result of adding Questions to the Activity Module:
- Question fields appear for every section because the Questions are linked at the Activity Module level.
- If you opted to include a VSI Function - Reservation Purpose question, no user input is required when creating the reservations. The system will link the Activity Code/Section Code and Section Short Description to the reservation, and it will print on maintenance reports.
- If you opted to include a VSI Function - Maintenance Comment Code question, expand the Drop-down list and select the Code you wish to link to the reservation. The code and its text will print on maintenance reports.
- Comment Codes are maintained in Comment Code Management Code Type = Maintenance Comment Code.
- Maintenance Comment Codes entered at the Section level Activity Management will print in lieu of any Maintenance Comment Codes selected here.
- If you opted to include a VSI Function - Maintenance Comments question, enter free-form comments as desired. Whatever you enter will be linked to the reservation and will print on maintenance reports.
- Maintenance Comments entered at the Section level Activity Management will print in lieu of any Maintenance Comments entered in the Text Box on this screen
- Reserve Facilities as you normally would.
- To run the standard VSI - Location Maintenance Schedule report:
- Go to Reporting Ribbon • All Reports • Facility Reservation Report and click Select.
- Expand the Drop-down list for Output Template and select VSI - Location Maintenance Schedule report.
- Set your other report parameters and click Process. The report will include your Maintenance Comments as determined by the questions you added.
If you have further questions regarding the steps outlined here, please contact Vermont Systems Customer Service by phone at 887-883-8757 or generate a Support Case through the Customer portal of the Vermont Systems website using your Customer ID and password.