New Work Order User Interface
A new conception of the Work Order module is now available from the Landing Page.
WebTMA created this version of the Work Order to include suggestions requested by clients, such as a query list of Work Orders rather than a random record. This query page is the first page seen when you follow the menu on the Landing Page (Path: Landing Page Menu > Transactions > Work Order > Records).
See the topics on the following pages for details about:
- Work Order from Menu on Landing Page
- Add New Work Order from Browse View
- Edit Existing Work Orders in New Interface
The new interface avoids moving as frequently between the Classic interface and the new interface. It also transitions away from the common TMA toolbar.
In addition, needed action icons are located near the information they affect to make it easier for you to intuit what you need to do. For example, you no longer need to go to a separate Action Menu because the icon for Fail PM is at the point where it is needed.
Currently, the default configuration respects anything Preference-based, but it cannot be changed. In the future, a Configuration Editor will allow you to make changes to match your processes.
Other features are being added and will be available in future releases.
Like the Quick Find field in the Classic version, the global Search field is available to search partial strings for Work Orders or other information as well. See Global Search Field below for details.
Work Order from Menu on Landing Page
Path: Landing Page Menu > Transactions > Work Order > Records
When you follow the menu path on the Landing Page, the module opens with a Query page that displays your choice of a query.
You have the option to set the Default Query, but you can also choose any query from the drop-down list.
Use the Plus button on this window to Add a new Work Order (see the next topic for details on adding Work Orders).
Click any Work Order number in the query to Edit or review the record. See Edit Existing Work Orders in New Interface below for more information.
You also have the option of viewing Work Orders in the Classic View by clicking the icon next to the Plus icon .
Add Work Order to New Interface from Browse View
Path: Landing Page Menu > Transactions > Work Order > Records – Click
Click the Plus sign at the upper right on the Query page to Create Work Order.
This opens a popup where initial information is entered and saved.
Scroll down this Create Work Order window to enter all needed information before you click the Create Work Order button at the bottom right.
Edit Existing Work Orders in New Interface
The Work Order record opens when you select any existing Work Order number from the Landing Page or the Browse window.
Use the icons at the right of the sections to do the following as well as other actions:
- View
- Send Email
- Post Cost
- Complete
- Assign Tasks
- Schedule Tasks
- Add Comments
The number of tabs at the top of the record has been reduced.
Note the buttons and other actions available for selection at the upper right. You can click the Acknowledgement button, the Print Button, or the Vertical Ellipsis for more options.
NOTE: When you use Copy and click OK on the following message, the window refreshes and displays the new copy ready to be edited. A quick way to verify is the Request Date.
Acknowledgement Icon Added to Landing Page - Active Tasks Tab
Path: Landing Page / Active Tasks Tab
Technicians have the option to use the new Acknowledge icon on the Landing Page to let others know they have received a Work Order.
Since not all Technicians use WebTMA mobile, this allows all Technicians to use the Acknowledge feature.
When clicked, a popup ‘Success’ reminder displays. In addition, the current date is added to the Work Order - Task Information section in the Acknowledged Date field. Once clicked, the icon is disabled to prevent multiple acknowledgements.
Note that this Acknowledgement is not dependent on the Notification and Escalation rules and any user can mark these lines as Acknowledged.
Global Search Field Added to New User Interface Pages
Path: Landing Page and other new User Interface windows
A new Search field has been added to the Menu bar for new User Interface pages.
The menu bar is now right-anchored.
Click this field or use the Crtl+K shortcut to open a popup window and enter at least three characters to search all records.
The panel at the right also includes your Favorites.
You can see this field on other windows built on the same framework as the Landing Page, such as:
- Bill of Materials
- Mass Import
- Browse Queries
Depending on the characters entered, the search returns both modules and individual records, such as Work Orders. Be sure to scroll down to see all results.
The Ctrl+F search that was available from the TMA Icon has been removed. Ctrl+F now opens the Browser Find option.
Source Field Now Available in SRP
Path: Admin > Form Attributes > Service Request Portal
The Service Request Portal (SRP) has a new Source field you can add to your forms.
Our clients want to identify their SRP requests using the terminology they create in Organization > Lookups > Sources.
Use of this field gives immediate information about the source.
Adding the new Source field to a Form saves both manual effort and extra clicks to see this information.
VOC - Requestor Email Search Enhancement on SRP Search Page
Path: Admin > Form Attributes > Service Request Portal
On the Service Request Portal (SRP) Search page, you now have the option to search by email alone - no Request # needed.
In addition to making the Request # optional, a new grid replaces the previous single-result redirect. The grid shows all requests tied to an email address.
The contents on the grid can be rearranged with filtering and sorting, similar to the Status page attributes.
Logged-in users see the results immediately if their email address matches the Request record.
Anonymous users enter their email address from the new Request Browse form to receive an email with a one-time link. When they click the link, they go to the page with all their requests. Note that this is required for anonymous users, but regular users can also use the form.
As long as the email address is on the original request both types of users see a list of all their requests.
This Voice of the Customer enhancement is a feature requested by Azusa Pacific University. We saw an opportunity to redevelop the page to be more user-friendly. WebTMA has evolved into the solution it is largely through great feedback and suggestions provided by our clients.
SRP Item Type Field Now Allows Restricted Values
Path: Admin > Form Attributes > Service Request Portal
When you build your Service Request Portal (SRP) Form, you can now control which values requestors see in the Item Type drop-down selection.
Rather than displaying all Item Types for your requestors, you can choose which values are applicable to requestors.
Click the gear icon to open the Edit Block Settings popup. Note that all available check boxes in the Available Options section are marked. This indicates that all options will be visible to the requestor.
If you want to limit the item types, clear the check box for any Item Type your user should not see.
Note: If all check boxes are cleared, the system views them as marked and will display all Item Types.
VOC - SRP Text Colors Enhanced
Path: Admin > Form Attributes > Service Request Portal
Themes for the Service Request Portal Forms have been enhanced to allow you to change the color of text in your request forms.
Previously, the Service Request Portal (SRP) theme editor in WebTMA had no options to change the font color for field labels and titles. If you used dark backgrounds, it was difficult to see.
New color and font settings have been added:
- Label Color – controls field label text color
- Text Color – controls general form text color
- Button Text Color – controls text within buttons
- Validation Color – controls validation/error message text color
- Label Font Size - can be set independently
- Logo Alignment - controls alignment
These settings apply across all form fields when the theme is selected, which gives you full control over text contrast and provides more WCAG compliance.
This Voice of the Customer enhancement is a feature requested by the University of Miami - Medical. We saw an opportunity to redevelop the page to be more user-friendly. WebTMA has evolved into the solution it is largely through great feedback and suggestions provided by our clients.
Acknowledgement Restrictions Removed on WO Action Menu
Path: Transactions > Work Order > Records – Action Menu
Use of the Acknowledge link on the Work Order window is available for use on all WOs. It is no longer restricted to Notification and Escalation settings.
Previously, the link was disabled unless it was tied to Notification and Escalation.
The constraint has been removed so all Work Orders can be acknowledged. If it is multi-task, you are asked if you want to acknowledge all. You have the choice to select the tasks you want to acknowledge.
Acknowledgement populates the Acknowledged By and Acknowledgement Date fields in the Task Section. The fields are read-only. For multi-task WOs, the information is completed in the same columns in the grid.
When all tasks are acknowledged, the Acknowledge link is disabled.
Note: You can continue to use the Require Acknowledgement check box on the Notification and Escalation window as before.
Label Change on Work Order Search Criteria
Path: Transactions > Work Order > Records
Criteria labels have been changed to accurately reflect the data used for the two options. It looks at the Task Completion Date vs. Work Order Close Date.
Previously, the drop-down showed:
- Open Work Orders
- Closed Work Orders
The new labels are:
- Open Work Order Tasks
- Closed Work Order Tasks
If you want to search for open or closed Work Orders, search Closed Date is empty or is not empty.
Virtual Facility (VF) Alarm Status Shown in Request Log
Path: Transactions > Request > Request Log
If you use Virtual Facility to monitor alarms, the Request Log window Action menu will include a Show Alarm Status link.
Click the link to open the Alarm Details flyout. This gives you the information needed about the alarm without leaving WebTMA.
Task Average Hours Action Enhanced
Path: Organization > Task > Records
You can now reset the Task Average Time if needed.
Previously, you could update the field manually; however, the field reverted to its former value the next day. This is due to the automated Task Average Time batch job that runs every 24 hours and recalculates the average time using all historical labor data.
The Average Time (hrs) field is now read-only.
A new Average Time Start Date field has been added immediately below the Average Time (hrs) field.
This new date field controls the calculation window. The date can be any time in the past. When a date is entered, the nightly batch job only considers closed Work Orders completed on or after that date rather than all historical data.
This ensures manual overrides are preserved while still allowing the system to continue automatic recalculations going forward.
If the field is empty, the batch calculates across all history as usual.
NOTE: The Recalculate Task Average Time found on the Client Info Action Menu also respects the manual start date — it only uses labor history after the most recent manual update timestamp.
Biomed Mass Import Now Accepts UDFs
Path: Admin > Mass Import
Add your UDF column to Biomed Template
Create Import and expand Additional Mappings
Locate UDF Field
Rename the UDF Field to match your Column Name
To increase the usability of User Defined Fields, you can add your own UDF columns to your Biomed Mass Import template.
Many Biomed clients have special requirements for fields specific to their organization. Using UDFs accommodates each Biomed client’s needs to search and generate reports.
When you download the Biomed Template, you need to add your own UDF column names to be available in the Additional Mappings section.
From Create Import in the application, the system auto-detects UDF columns.
Expand the Additional Mappings section to re-map columns to match your field name prior to import.
This feature will be added for other MWIs in the future.
Biomed and Equipment Mass Import Templates Enhanced
Path: Admin > Mass Import
Biomed Template
Equipment Template
A Regulatory Category column has been added to the Mass Import templates for Biomed Equipment and Equipment.
This column is found at the end of the columns in the template.
The Regulatory Category drop-down options are defined in Organization > Lookups > Regulatory Categories. These are matched during the import process.
If you are required to report to regulatory agencies, this field is used. You can quickly generate a list to give the agency when needed.
Mass Import Area # Column Changed
Path: Admin > Mass Import - Template
The Area # column in the Mass Import template for MWI (see list below), has been revised to validate the Area # only.
In the past, the validation looked for the Building Code-Area Number, i.e., the Location ID.
With this change, WebTMA only looks for the Area Number (no building code joined at the beginning).
The following templates are affected:
- Asset
- Biomed
- Equipment
- Tool
- Vehicle
- Utility Meter
PLEASE NOTE: If you reuse templates with the Location ID-style value for data updates, it will have validation errors. In addition, if you use something like an Excel formula to build entries for the Area # column, please adjust the formula to avoid validation errors.
VOC - Comments Added to Expense Ticket
Path: Transactions > Facility Scheduler > Expense Tickets
The Expense Tickets window has an added Comment Section and field.
Previously, we did not have a mechanism to record additional comments to Expense Tickets.
Now you can capture additional data about the expense. You can store information about why the expense was needed or other relevant data to better explain the expense.
This Voice of the Customer enhancement is a feature requested by Northern Arizona University. We saw an opportunity to redevelop the page to be more user-friendly. WebTMA has evolved into the solution it is largely through great feedback and suggestions provided by our clients.
VOC - Fuel & Oil Tickets Expose Time with the Ticket Date
Path: Transactions > Fuel & Oil
The Ticket Date field on the Fuel & Oil window now shows the Time as well as the Date.
Previously, the Ticket Date field only displayed the date.
This change allows you to see the time component to accurately track when fuel/oil transactions occurred especially when the information is imported from other systems like Gasboy.
If you use the Universal Interface, be sure to specify the Time component with the Date format.
This Voice of the Customer enhancement is a feature requested by Northern Arizona University. We saw an opportunity to redevelop the page to be more user-friendly. WebTMA has evolved into the solution it is largely through great feedback and suggestions provided by our clients.
Keys Record Serialized Keys Check Box Change
Path: Material > Key Management > Keys / Identity Tab
When a Key record is created and saved, the Serialized check box can be updated when no keys have been created.
Previously, once a Key record was saved, the check box could not be toggled on or off even though no keys were yet created.
Now the Serialized check box is only locked when keys have been created.
This gives you more flexibility when creating your key records.
Key Adjustment Filters for Key Holder and Key Ring
Path: Material > Key Management > Key Adjustments
When you add a Key Adjustment for Code 9 (Return Key) or Code 11 (Remove Key from Ring), the lists are filtered to apply to the selected Key Holder or Key Ring.
When you create a Code 9 – Return Key adjustment and select the Key Holder before you click the Key Code drop-down list, the system filters the list to show only keys assigned to that holder.
When you create a Code 11 – Remove Key from Key Ring adjustment and select the Key Ring before you click the Key Code drop-down list, the system filters the list to show only keys assigned to that key ring.
With this change we display only keys held by that key holder or on that key ring.