Path: Organization > Repair Center > Records / Identity Tab
Similar to other administrative windows, you have the option to set Preferences for Repair Centers. Mark the applicable check boxes in the Preferences Section to set defaults for Work Orders related to the individual Repair Center.
Auto Print User
Select a User Name when you want to auto-print either converted Requests or PMs. The user ID gives the system information regarding the time zone to be applied. If you select a printer in the Default Printer or PM WO Printer fields, an entry in the Auto Print User field is required.
Check Dupe Work
When the Check Dupe Work check box is marked, WebTMA looks for existing open or closed Work Orders that include the same Task, the same Item, and the same Location. You can restrict the search for duplicates to open Work Orders only if you also mark the Open WO Only check box. The number of days to be checked is specified in the Dupe Check # Days field. For example, the number 7 in the field indicates that WebTMA looks back 7 days for similar Work Orders. See also Open WO Only to restrict the search for duplicate WOs to open WOs.
Close Task
Mark the Close Task check box if you want WebTMA to close the Task automatically, without a prompt, when all scheduled lines are closed.
Consolidate PM
If the Consolidate PM check box is marked, WebTMA consolidates PMs subject to certain rules. When selected, PM Tasks that are due, meet the rules for the same item, and fall within PM generation criteria are combined into a single Work Order with multiple Tasks.
If not selected, each Task generates separate Work Orders. More information about consolidated PMs is found in Preventive Maintenance topics.
Default Printer
Use the Default Printer field to indicate the path to the printer used by the Repair Center. If you complete the field, the Auto Print User field is required. Information in the Auto Print User field gives WebTMA information regarding the time zone to apply.
In large organizations, each Repair Center probably has its own printer to print Work Orders. You can specify the printer used for either Work Orders or Work Order Batch List.
Dupe Check # Days
When the Check Dupe Work check box is marked, WebTMA looks for existing open or closed Work Orders that include the same Task, the same Item, and the same Location. You can restrict the search for duplicates to open Work Orders only if you also mark the Open WO Only check box. The number of days to be checked is specified in the Dupe Check # Days field. For example, the number 7 in the field indicates that WebTMA looks back 7 days for similar Work Orders.
When the Check Dupe Work check box is selected, a value is required in the Dupe Check # Days field.
To limit the search for duplicates to open Work Orders, mark the Open WO Only check box.
Estimates Required
When the Estimates Required Preference is selected, users must create an estimate in order to complete a Work Order. This applies to every Work Order created for the Repair Center.
Exclude Auto Notify Technician for PM Work Orders
When the Exclude Auto Notify Technician for PM Work Orders is marked, this Repair Center's Technicians do not get an email notice for PM Work Orders scheduled from Batch Management.
Hide Work Order Area (Sq. Ft.)
When this option is selected, Sq. Ft. information is not displayed on the printed Work Order.
Hide WO Estimates
When this box is checked, information about estimated charges is not printed with the Work Order.
Mailbox Name
The email address entered in this field is the default address in the From field when automatic emails based on Repair Center are sent within WebTMA .
An override exists if the logged-in user has the Default From Email check box marked on their user Identity Tab (Admin > User Management > Records / Identity Tab). When the user has this option checked, the address in the From field defaults to the address for the logged-in user rather than the Mailbox Name.
If no address has been entered for the logged-in user or Mailbox Name, WebTMA checks the dispatcher’s email address and finally the client record. In the event no addresses are found in any of the options, the From field defaults to webtma@tmasystems.com.
Most WO Chargeable
Use this Repair Center Preference to make every Work Order chargeable by default. If the Repair Center bills or tracks costs of most Work Orders and applies them to other accounts, mark this check box.
Open WO Only
Mark the Open WO Only check box if you want WebTMA to restrict the search for duplicate Work Orders to Work Orders that remain open, i.e., make closed Work Orders ineligible for the duplicate Work Order search.
PM Week / PM Generation Fields
These two fields concern Preventive (or planned) Maintenance. WebTMA defines a PM Week as 5 days. If your business performs PM maintenance tasks on weekends, enter the number 7 in the PM Week field to tell the system it can generate a PM with a weekend (Saturday or Sunday) due date.
If your organization does not perform PMs on weekends, enter the number 5 in the PM Week field. When 5 is entered, all PMs with a Saturday due date generate for Friday. All PMs with a Sunday due date generate for Monday.
The PM Generation field sets the default for how many days in the future the system searches for and adds eligible PM Work Orders to the list when you generate PMs using Admin > Batch Management > Batch Jobs. The number can be changed when you generate PMs.
An example using 14 days: All PMs due in the next 14 calendar days are generated when you generate PMs.
Set a range between 14 and 21 days to allow Technicians sufficient time to complete their PMs and minimize the possibility of Work Orders remaining open for long periods of time.
PM WO Printer
Select a printer when you want to automatically print PM Work Orders for this Repair Center. Automatic PM printing has three requirements:
- a printer selected in this field
- a user selected in the adjacent Auto Print User field
- a mark in the Auto Print check box on the Batch Job Entry flyout found at Admin > Batch Management > Batch Jobs when you Add PM Generation
Position-Based Charge Rate
The Position-Based Charge Rate check box is used by WebTMA Plus clients that apply position-based rates to labor costs for the Repair Center. When Work Order costs are applied, position-based rates are checked to verify whether the rates in Lookups > Positions are eligible for application.
NOTE: If you mark this check box and later clear it, previously saved Work Orders with position-based rates calculated are not changed.
Populate WO Estimated Hours
If you want WebTMA to automatically complete the Estimated Hours field on the Work Order / Identity Tab, mark this check box.
For non-PM Work Orders, the hours are taken from the Labor Standard field in Tasks / Identity Tab.
For PM Work Orders, WebTMA first looks to the PM Schedule Entry flyout for the Est. Time. If this is not completed, the system looks to the Task window Labor Standard field.
Print Belt/Filter/Part
Mark the Print Belt/Filter/Part check box if you want WebTMA to print information about belts, filters, and parts needed for the Work Order. Note: If you mark the Print Detail check box, the Print Belt/Filter/Part check box is cleared. Only one of these two print options is accepted by the system.
Print Building Address
Mark this check box if you want the Building address (where work is to be performed) printed on the Work Order.
Make sure the address fields are populated on the Building record.
Print Detail
Mark the Print Detail check box if you want WebTMA to print the Work Order detail sheets automatically without a prompt. If you mark the Print Detail check box, the Print Belt/Filter/Part check box is cleared. Only on of these two print options is accepted by the system.
NOTE: The Biomed detail is printed not only when the Print Detail checkbox is marked but also if it is a Biomed item with at least one of the HIPAA checkboxes marked on the item’s record (Creates, Stores, and Transmits). Then, the Biomed detail prints even if the Print Detail box is unchecked.
Prompt for Print
Mark this check box if you want WebTMA to prompt users with a "Would you like to print this Work Order" query. The prompt appears whenever users from the Repair Center add or edit a Work Order record. The prompt applies to the Work Order window.
The check box also applies to the Requestor Logins. If the check box is marked and a requestor with access to the Repair Center selects the Repair Center on their Request, the requestor will receive a “Would you like to print this request" query. Selecting OK on the prompt is the only way to print a Request from the Requestor Login.
Suppress Right to Know Graphics
Check the Suppress Right to Know Graphics box if you do not want users from this Repair Center to see any of the 'Right to Know' warnings printed on copies of the Work Orders generated from the Work Order or WO Browse windows.
Time Zone
The setting in this field controls notification emails and is also used for batch jobs.
WO Authorization Required
If most of the Work Orders generated for the Repair Center need an authorization, mark this check box