Release Notes On-Premise November 2024

Next PM Date Added to Batch PM Update Window

A new option, Next PM Date, has been added to the Batch PM Update window.

Path: Admin > Batch PM Update

This addition makes it easy to mass update multiple PM schedules when a client needs to shift a batch to a different date. 

Select the lines to change, choose the Mass Update button, and use the new field, Next PM Date, where you can change the date. 

This change also helps with Load Balancing your PMs.

This is a Voice of The Customer Enhancement. We would like to thank American Airlines, Tarian Group, and Johnson Controls for submitting this enhancement suggestion. WebTMA has evolved into the solution it is largely through great feedback and suggestions provided by our clients.

New PM Load Balancing Reports

The PM Load Balance Report in WebTMA Report Manager is available to give you a view of your Preventive Maintenance program schedule throughout the year.

Using this report helps you ensure you have the correct amount of staffing to address PM work orders.

The projected hours are based on the estimated hours on the PM Schedule. Optional Report criteria is by Repair Center Name. Chart in the report provides a bar chart of work order counts that will generate in that month and the number of man-hours needed to complete based on estimated time. A further breakdown of PM work orders by Priority and Trade are listed in the grids.

Additional PM Load Reports are available from Reports > Report Manager, select All > PM.

This is a Voice of The Customer Enhancement. We would like to thank CKS for submitting this enhancement suggestion. WebTMA has evolved into the solution it is largely through great feedback and suggestions provided by our clients.

Biomed Make/Model Linked to Mass Import Tool

The Biomed Mass Import Template now fully supports Make/Model and Check-In Task functionality. The Make/Model features make it easy to default information for new Biomed equipment based on standards set at the Make/Model level (i.e., PM Schedule, manufacturer information, etc.).  This is particularly helpful when you have multiple Biomed assets of the same make and model.

For example, if you purchase a quantity of identical defibrillators, you can establish the PM Schedule in Make/Model and assign it when you import the new item information. Subsequent purchases of that same make/model can be imported and automatically receive the same PM Schedule. If changes are needed to the PM Schedule, you can update the Make/Model record, and the change is reflected on all records associated with that Make/Model.

The process can also generate a Check-in Task from the Make/Model if it exists. If it is not part of a Make/Model record, the system looks to the Repair Center for the Check-in Task. If none is found, no Check-in Task is generated.

If you want PM schedules to be created for the Make/Model Biomed items being added, the following columns need to be present and valid. If any are not valid or not populated, the item is added but no PM Schedules are associated.

• The application will look up the Biomed Make/Model based on Make Name, Device Type, Manufacturer and Model #.
• Base PM Date
• Trade (This is an optional value in the import. If Make/Model PM schedule does not have a Trade, the Trade from the template is used.)
• Repair Center

Check Results Available for Technician Login

Path: Work Order > Records

When Technicians log in to WebTMA using the Technician role, the Work Order window Action Menu now includes Check Results. This grants the logged-in Technician access to Task Check Lists.

Technicians can record work done using the Check List. It provides an easy way to document their work.

New OHA Fields Available in On-Hand Adjustments Report Form

Path: Reports > Report Writer

The new optional fields included on the On-hand Adjustment Entry flyout can be included in your Report Writer reports. 

The fields labeled Option Field 1, Option Field 2, etc. are available for selection from the Add Criteria drop-down list.

New Optional Fields for On-Hand Adjustment

Path: Materials > On-Hand Adjustments

You now have the option to add as many as four different text fields to the On-Hand Adjustment Entry window to capture additional information about the inventory adjustment transaction (such as additional detail on why it is being made).

The fields are hidden by default.

The fields are labeled Option Field 1, Option Field 2, etc. as illustrated at left but can be renamed using Text Management (Admin > Text Management). These fields are alpha-numeric with a limit of 255 characters.

Since these fields may not be needed by all users, they are hidden by default. You can go to System Form Attributes to make one or more fields Visible.

Path: Admin > Form Attributes > System Form Attributes (OnHandAdjustment – On-Hand Adjustment Entry)

Space Management Reject Pending Update Added

Space Management Comparison Table (Drawing to DB)

Using the Space Management - CAD integration (the Auto-CAD add-on), you can view and export drawing updates for Room Numbers and SQF to a staging table in WebTMA.

You now have the option to reject the imported data before committing the changes to the WebTMA database

The drawing changes made are:

• Add a new room in the drawing (WebTMA can create a new Area record)
• Remove an existing room in the drawing (WebTMA can inactivate the record)
• Change square footage for an Area in the drawing (WebTMA can update the SQF for the Area record)

After the drawing updates are exported to WebTMA, they remain in a staging area for approval before committing the changes to the database.

Path: Admin > CAD Import

From the CAD Import window, authorized users can either:

• Import the new information to the database by clicking Import Areas on the Action menu
• Reject the pending changes by clicking Reject Import on the Action menu to remove the transaction

If an export was made in error, the pending transaction record is deleted, and no changes are made to WebTMA Area records in the database.

Request Log Security Enhancement

Path: Admin > User Management > Records / Window Access

Path: Admin > User Management > Groups / Window Access

To tighten security on the Request Log page, new rules have been established. These changes ensure that the rules are enforced on both system windows and custom windows.

WebTMA looks at the user or group Window Access and applies the following rules.

As an example, to use the Accept button, a user or group must be granted Edit on the Request Log window and Add on the Work Order window.

Signature Detail for Lines in Key Adjustment Forms

Path: Reports > Report Writer / Identity Tab

When you create a new report in Report Writer, the Report Criteria drop-down list now includes two Signature selections.

This applies when you use the Signature feature for applicable windows.

On the Key Adjustment Form, the Signature criteria pulls Signatures for the Header, i.e., one signature for several lines.

The Signature Detail selection pulls signatures for individual lines.

Including signatures in a report may be needed to display the physical signature captured, for example when issuing or returning keys. The report provides a physical document for the key holder to retain

Key Holder History Tab Enhanced

Path: Material > Key Management > Key Holders / History Tab

The Key Ring column on the Key Holders / History Tab now displays the Key Ring Tag #.

Previously, this column showed the Key Ring Description.

Contract Window Offer # field Now Editable

Path: Organization > Contract > Records

To allow more flexibility, the Offer # field on the Contract window can be edited even after a Contract is awarded.

WebTMA removed the restriction to assist clients who need to make modifications to the field. The Offer # can now be adjusted after the fact.

Pending Charges Review/Dispute Location Enhanced

Path: Accounting > Post Charges > Pending Charges Review/Dispute

The Location column on the Pending Charges Review/Dispute window now shows the Location ID.

Previously, this column displayed the Location Description.

Criteria Added to Entity Window Selection

Path: Organization > Entity 

A new criteria field selection is available on the drop-down selection list for the Entity window using Advanced Find (Show the Search Panel).

You can now choose Repair Center Code when making your criteria selections.

Preference Label Change - Landing Page

Path: Admin > User Management > Records / Preferences

Path: Admin > User Management > Groups / Preferences

When it was first introduced, the Landing Page was identified in Preferences as Use New UI/UX.

The label has been changed. To grant user or group access to the Landing Page, look for Landing Page in User or Group Preferences Tab.

Trade No Longer a Required Field for Master Check

Path: Organization > Task > Master Check

Clients who use the Create Corrective WO option on the Master Check window and who also use the Client Info / Preference to Force a Trade for Each Task, were unable to change the Trade on the corrective Work Order.

This has been resolved by removing Trade as a required field on the Master Check window.

In addition, the Trade from the current WO is copied to the new WO that’s being generated. This applies if the field is not populated. If populated, the system will use Trade selected.

New Columns on Work Order Task Grid

Path: Transactions > Work Order > Records / Identity Tab

Multi-task Work Orders now include two new columns in the Task Information Section. The new columns added to the grid are Resolution and Failure Code.

These new columns give you at-a-glance information about Tasks that have failed as well as how they were resolved.

The feature helps ensure that a Failure Code has been entered, which is useful when closing and completing WOs.

WO Part Request Enhancements Added to WO Action Menu

Path: Transactions > Work Order > Records / Action Menu

Adding Requested Parts to an existing Work Order has been simplified. Just select Add Requested Part on the WO Action Menu to open the Part Request Entry flyout with one click. When selecting the Part, you can also choose the Warehouse where the Part is stocked.

With the desired Work Order in View mode, click Add Requested Part on the Action Menu. The system automatically enables Edit mode, moves to the Schedule Tab, and opens the Part Requested Entry flyout ready for you to request needed Parts.

These enhancements provide easier navigation when requesting a Part and allow you to select the Warehouse where the Part is located.

Vendor/Manufacturer/Contractor Mass Import Now Available

Path: Admin > Mass Import / Templates

A Vendor Template has been added to the Mass Import list of Templates.

You can import Manufacturers, Contractors, and Vendors using this Template, which can be useful in several ways. For example, when you build a new distribution center or add another campus. In some cases, our clients have separate Departments like Facilities and Housing. If these are merged, you can import data from one Department to another. 

It is also a good way to update existing information such as addresses and contacts. 

The Mass Import module is available for System Administrators to import new data or update existing data

Project Module API Endpoints Added

Project API endpoints are now available to integrate with your external project managements systems. the endpoints include Projects, Project Tasks, and Project Types. This will allow you to create, update and monitor project records in WebTMA from an external system thus reducing or eliminating repetitive data entry

You have endpoints for Get, Put, Patch, Delete, and Post.

These new APIs are fully described in our Swagger documentation.

Keys Module API Endpoints Expanded

We have enhanced our suite of APIs by including several new Key-related API endpoints.

The windows included in this release are: Key Adjustments*, Keys, Lock, and Key Holders.

The list of Key-related APIs includes the following:

• Key
• Key Access
• KeyAdjWorkOrderTask
• KeyAdjustment
• KeyAdjustmentDetail
• KeyAdjustmentSignature
• KeyAuthorizer
• KeyHolder
• HeyHolderKeyRing
• KeyHolderKeyRingKey
• KeyInstanceSerialNumber
• KeyTransactionSignature

The new Keys and Key Holder APIs are fully documented in our Swagger documentation.

*Note: Key Adjustments are a ledgered system, that is, they do not set data. Rather they are a log of activity on that key; therefore, Swagger does not have Patch or Put.

Criteria Added to Requestor Window Selections

Path: Admin > User Management > Requestors

Additional criteria field selections are now available on the drop-down selection list for the User Management > Requestor window using Advanced Find (Show the Search Panel).

Look for Requestor Type and Title to facilitate your search.

Criteria Added to Contract Window Selections

Path: Organization > Contract > Records

A new criteria field selection is available on the drop-down selection list for the Contract window using Advanced Find (Show the Search Panel).

Look for Contract Type to facilitate your search.