User Management Preferences Tab - WebTMA 7

Time Format (12h/24h)

Click the arrow to select 12-hour (AM/PM) or 24-hour as the format when time is displayed.

Time Zone

Select the time zone for the entire organization. In the database, all date-time fields on records created by Users are stored as GMT (Greenwich Mean Time). The application checks three hierarchy levels: User, Client Info, and default (U.S. Central Time zone). A time zone set for a User record has priority over the Client Info time zone.

Date Format

Select date format reflected in the application from the options available: dd.MM.yyyy; dd/MM/yyyy; MM/dd/yyyy; or yyyy/MM/dd.

Location Hierarchy Start At

Click the down arrow in this field to set the highest level in the location hierarchy for your organization.

Default New Queries to Private

Grant to make a custom query Private by default. This setting restricts a custom query to the person who created it and reduces the list of named queries. By limiting queries to Private, you reduce the query list available to general users. A shorter list also allows individuals to find their personal queries more easily. In conjunction with this option, you can mark the Admin > User Management > Records / Preferences Tab to grant Create Private Queries Only. When Granted, users cannot change the Private radio button when they create queries.

Free Form Status

Grant to allow Users to add unrestricted text to the Status field in various windows.

Hide Online Help

Mark this check box to remove the Help icon from the WebTMA toolbar. Other online help options from the Help menu remain available.

Dispatcher Email

Add an e-mail address to the field if you want request responses sent from a particular e-mail address. The address in this field is used as the "From" address when Request Log work requests are accepted or rejected.

Work Week Start

By default, WebTMA uses Sunday as the first day of the week for search and report results. If your organization uses a different first day of the week, select it here. The setting affects results when you search against This Week, Last Week, and Next Week.

Fiscal Year

Starting Month of Fiscal Year

Click the down arrow in this field to set the month your organization's fiscal year begins. This affects the year-to-date (YTD) calculations found on all Cost Tabs as well as the Vendors / Identity Tab–Vendor Section (Purchases YTD) and the Part / Identity Tab–Calculations Section (Used YTD and Received YTD). For YTD calculations, the WebTMA servers use U.S. Central Time zone to determine the date. YTD is calculated from the beginning of the designated month. If no month is designated, WebTMA uses January as the starting month.

Format Keyword

Use this field to determine the Fiscal Year date format. Click the down arrow and select a term.
Ey (lower case y) fiscal year ending year with century (2023)
EY (upper case Y) fiscal year ending year without century (23)
Sy (lower case y) fiscal year starting year with century (2022)
SY (upper case Y) fiscal year starting year without century (22)
YB Year Begin date using date format preference (07/01/2023)
YE Year End using date format preference (06/30/2022)

Fiscal Year Format

Type text for fiscal year display. Be sure to use the proper format, such as 'Fiscal <YB>-<YE>'.

Login

Allow URL Login Access

Grant if you have a special class of users who do not need to log in to WebTMA. When Granted, requestors use a special URL, which does not require a Login ID or Password. If this Preference is Denied, all WebTMA users must have a valid Login ID and Password for successful login.

Disable Location-based URL Login

Grant to disable the Generate Request URL link on the Action Menu found with location windows (Facility, Building, Floor, and Area). This blocks use of the Simple Service Request function.

Allow New SSO User Access

Grant this Preference to allow users that do not exist in WebTMA to connect if their SSO credentials are accepted. If Denied, only Users that already exist in WebTMA can log in. If Granted, unknown users are connected using rules for the Role selected in the Admin > User Management > Default SSO User Settings window. Rules are established for these roles in the Groups window.

Work Order

Add Task Description to Action Requested

Grant this Preference to populate the Work Order Request field with the Task description.

Auto Status when Add Work Order to Deferment Queue

If you use the optional Capital Planning module, select a Value to be used when you click the Add to Deferment Queue on the Work Order Action menu.

Auto Status when Cancel Work Order

Select a Value to be used if the Cancel WO link on the Action menu is used.

Auto Status when Close a Work Order

If Update WO Status on Create/Completion/Finish is turned on and a Value is selected, it is inserted in the Status field by default when the Work Order is closed. Selections are created in Organization > Lookups > Status.

Auto Status when Create a Work Order

If Update WO Status on Create/Completion/Finish is turned on and a selection is made, it is inserted in the Status field by default when the Work Order is created. Selections are created in Organization > Lookups > Status.

Auto Status when Create a Work Order by Project Task

If Update WO Status on Create/Completion/Finish is turned on and a Value is selected, it is inserted in theStatus field by default when the Project Work Order is created. Selections are created in Organization > Lookups > Status.

Auto Status when Finish a Work Order

If Update WO Status on Create/Completion/Finish is turned on and a Value is selected, it is inserted in the Status field by default when the Work Order is finished. Selections are created in Organization > Lookups > Status.

Auto Status when Reopen a Work Order

If Update WO Status on Create/Completion/Finish is turned on and a Value is selected, it is inserted in the Work Order Status field by default when the Work Order is reopened. Selections are created in Organization > Lookups > Status.

Do Not Allow PMs to Slide

Grant to prevent a 'slide' in the date on PMs when performed after the due date. For example, if PMs are not allowed to slide and a monthly PM is performed a week late, the next PM is scheduled for three weeks in the future rather than four weeks. This does not apply to floating, fixed day, or 5 day work week PMs.

Do Not Print Work Order if Not Authorized

Grant if you want to prevent Users from printing Work Orders until the work is authorized.

Enforce Work Order RC for Task Code RC

Grant to use the Repair Center that applies to the Work Order rather than the Repair Center associated with the Task Code.

Filter Item by Location

Grant to restrict the item selection list (Equipment, Vehicle, Asset, Group, Tool, Entity, Biomed, IT Equipment) to items located in or linked directly to the location. This applies to Work Orders. When the item is selected first, the location can be changed without removing the selected item from the field, only from the drop-down list.

Force a Trade for Each Task

Require that each Task on a Work Order have a Trade.

Print PM Task Sheet on Separate Page

Grant this option to automatically print the PM Task Sheet with the Work Order on a separate page. This applies to all print formats.

Require All Master Checks to be Processed Before Closing/Finishing Work Order

Grant this option to assure that the master check list is completed before closing a Work Order. If this Preference is Granted, a Work Order cannot be saved with a Completion or Finish date unless all master check list items have been documented on the Work Order.

Show Bar Code

Grant to have bar codes print on the Work Order.

Update WO Status on Create/Completion/Finish Grant to populate the Work Order Status field when you create a Work Order or when a Closed or Finish date is entered in the Closed Date or Finish Date fields. See the seven Auto Status... options above to set the defaults for the Status field when this option is turned on.

Task Sheet

Prompt to Include PM Task Sheets When Present

Select one of the options to prompt users to include the completed Task Sheet results in the text field on the Results Tab for PM Work Orders. You have the option of these reminders: Include task sheets for all WO in results, Include task sheets for PM only WO in results, or No task sheet in WO results.

Prompt Task Sheet When Close Date is Populated

Grant to prompt for the Task Sheet when the Close Date is populated.

Prompt Task Sheet When Finish Date is Populated

Grant to prompt for the Task Sheet when the Finish Date is populated.

Approval Routing

Approval Routing System

Mark this check box if you plan to use the Approval Routing feature. If you want to specify a URL, go to the Miscellaneous Section and enter the link for Custom Authorization Link.

Modern Approval Routing Execution

Grant if you also want to use the enhanced Approval Routing System that enables multiple criteria selection. If you want to specify a URL, go to the Miscellaneous Section below and enter the link for Custom Authorization Link.

Materials Management

Allow Distributions to Completed Work Orders

If Granted, existing purchase distributions can remain open on closed Work Orders and all Work Orders (both open and closed) display in the Distribution Entry flyout selection list from the Purchase Order window. If Denied or Not Determined, closed Work Orders do no display in the selection list.

Allow Purchase Order Invoicing

When this preference is Granted, the Invoicing feature can be used on a PO-by-PO basis.

Default PO Type Used for Recorders

Select the type of Purchase Order used by default when generating reorders for supplies or parts.

Filter Parts by Repair Center when adding PO/PR Line

Grant to display a check box on the Purchase Order Entry flyout or the Purchase Requisition Entry flyout. When you click the Add Purchase Order Line link on the Purchase Order window or the Add Item link on the Purchase Requisitions window a check box labeled Filter part by repair center displays and is checked by default. Unless Granted, the check box is not available on the flyout.

Include Freight in Unit Cost

Grant if you always want to include freight charges in the unit cost of an item. The freight charge is applied to the average cost of a Part to calculate a new average cost.
WebTMA calculates the average quantity including freight using this formula:
(existing value + incoming value)/ (existing qty + incoming qty)
The following example shows how the new average cost is calculated:
Part 1 has average cost of $10, current qty 10
Received order for Part 1 with freight cost of $10 and qty 2
Existing value ($10 * 10 = $100)
Incoming value (2 * $10 + $10 freight = $30)
New Average cost (100 + 30) / (10 + 2) = $10.84
In WebTMA Plus using the Invoicing module, freight cost is applied when the invoice is matched. In the Base Module or if Invoicing is not used, the freight is applied during receiving.

Include Pass Thru Tax in Unit Cost

Grant if you include the pass-through tax in unit costs. The tax is applied to the average cost of a Part to calculate a new average cost. The following formula is used:
(existing value + incoming value)/ (existing qty + incoming qty)
The following example shows how the new average cost is calculated:
Part 1 has average cost of $10, current qty 10
Received order for Part 1 with 10% pass-thru tax and qty 2
Existing value ($10 * 10 = $100)
Incoming value ((2 * 10) + (2 * 10 * 10%) / 100 = $22)
New Average cost (100 + 22) / (10 + 2) = $10.17
In WebTMA Plus, using the Invoicing module, tax is applied when the invoice is matched. In Base Module or if Invoicing is not used, the tax is applied during receiving.
For P-Cards, pass-through tax is applied when the P-Card transaction is reconciled.

Maximum Reorder Value that Should be Auto-Approved

If you use the Materials module of WebTMA, certain items can be ordered automatically. A dollar amount in this field prevents the system from sending an automatic reorder that exceeds this value.

Prevent Duplicate Supplier

Grant to prevent the same supplier from being listed multiple times on the Supplier Tab of the Part record. Use caution when applying this option. In most cases, there are legitimate reasons to list the vendor more than once.

Require Full Distribution to Work Order

When all items on all Purchase Requisitions must be distributed to Work Orders, grant this Preference.

Require Signature on Material Transactions

Grant if you want the Signature flyout to open automatically when creating records for those modules that allow a Signature.

Signature Pad Type

Select the type of signature device you use. Browser uses the built-in window in WebTMA, and the mouse serves as a stylus. Topaz accommodates some external signature units made by Topaz Systems. This applies to both the Material Management and Keys modules.

SKU Pricing for Issuing WO/SO

Grant if you want the Unit Cost field on the Material Request Entry flyout or the Sales Order Entry flyout to default to the standard cost for the SKU when the Part is associated with a Warehouse. If Denied, the field defaults to the Part cost.

SKU Pricing for PO

Grant if you want the Unit Cost field on the Purchase Order Entry flyout to default to the standard cost for the SKU when the Part is associated with a Warehouse. If the Part is not affiliated with a Warehouse or if the Preference is Denied, the field defaults to the last purchase price for the part. NOTE: The Parts / Locations Tab Average Price column is updated only if this Preference is Granted, i.e., the Average Price column is populated and reportable only when this Preference is Granted.
This also applies when you add line items to the Quick Post Cost window and the Quick Post Material window.

Project Management

Include PO Cost in Project Cost Rollup

When granted, the total actual cost of POs is included in the Project / Costs & Budgeting Tab cost rollups.

Service Request

Default Request Portal Form

Select the form used as the default in the Request Portal.

Report Writer

Default Request Portal Form

Select .PDF, HTML or Image. The default is .PDF. Individual users can override the global setting. The .PDF option is also the user default.

Default Print Size

Select the default size paper in your printer such as A4 or 8-1/2 x 11.

Facility Resource Scheduler

Filter Event Resource by Rentability

Grant this option if you want to limit resources used for an Event to those that are marked as rentable.

General Inspections

Create General Inspection to Item

This relates to the Create Inspection to Item check box on the Organization > General Inspections > Inspection Form / Identity Tab. When Granted in Client Info / Preferences, the related check box on new records created from Inspection Form is automatically checked. If not checked in Preferences, the Inspection Form can be marked on new records, but it is not checked by default.
Regardless of whether the check box is marked in Client Info / Preferences, the related check box on the Inspection Form / Identity Tab can be checked or cleared by the user for new Inspection Form records.

Display Location on Inspection Form/Sheet

Grant this Preference to add a new column on the General Inspections > Inspection Form / Layout Tab for each Inspection item. The Location column includes the following: Facility Name, Building Name, Floor Code, and Area Unit ID. These Location details also display in parenthesis on the Inspection Sheet.

Require all Inspection Checks to be Done before Closing/Finishing Work Order

Grant this option if you want all Inspection checks to be completed before a Work Order can be closed. When this option is Granted, a Work Order cannot be closed from any window (Work Order or Quick Post) until all Inspections are marked.

Custodial for Service Providers

Average Custodial Hourly Charge Rate

This option is applied to estimate reports. It represents the average rate a client is charged for an hour's worth of custodial work..

Custodial Metric Measurement

Grant if the organization uses metric measurements rather than USCS.

ECRI

ECRI Organization ID

Enter the Organization ID assigned by ECRI as part of the credentials needed to access ECRI web services.

ECRI Password

Enter the Password assigned by ECRI as part of the credentials needed to access ECRI web services.

ECRI User Name

Enter the User Name assigned by ECRI as part of the credentials needed to access ECRI web services.

Custodial

Average Custodial Hourly Charge Rate

This option is applied to estimate reports. It represents the average rate a client is charged for an hour's worth of custodial work.

Custodian Weekly Hours

Enter the number of hours you expect most custodians will work.

GIS

ArcGIS Online Password

Enter your online password assigned by ArcGIS.

ArcGIS Online Username

Enter your online user name assigned by ArcGIS.

Default Base Map

If you use the optional GIS module, select the map you want to see by default when you look at maps from GIS and Map View.

ESRI GIS

Default Map

Select the map that is typically used when you use the optional WebTMA GIS module with Esri data.

GIS Geocode Service URL

Enter the URL.

GIS Geocode Server URL

Enter the URL.

Training

If you use the optional Training module, this field applies.

Training Email Lookahead Days

Add the number of days in advance to send scheduling notification.

Advanced Accounting

These two Preferences apply to the Advanced Accounting function in the WebTMA Plus version only and concern requestor review of billing.

Custom Dispute Link

When WebTMA notifies end users via email that charges are ready for review/dispute, this setting determines where to direct the end users.

Enable Pending Charges Dispute

Grant if you wish to allow specific users to review/dispute billing charges before posting.

Advanced HR

Advanced HR options are available with WebTMA Plus only.

Filter Time Type by Work Group

Grant to filter available Time Types for Technicians to the Time Types assigned to their Work Group.

WebTMA Plus - Invoicing

Accounts Payable Invoice

If you allow invoicing for accounts payable, select Granted and grant any of the related Preferences that apply (Project Requisition Invoice, Utility Bill Invoice, and/or Work Order Invoice).

Accounts Receivable Invoice

If you allow invoicing for accounts receivable, grant this Preference and any of the related Preferences that apply (AR Utility Bill, AR WO Invoice, Expense Ticket Invoice, Fuel and Oil Invoice, Project Requisitions Invoice, Rental Invoice, Sales Order Invoice, Utility Bill Invoice, and/or Work Order Invoice).

StarRez Integration

StarRez Project Type

Select your StarRez project type from the drop-down list. This must be done prior to starting the service.

StarRez Request Type

Select the StarRez request type from the drop-down. This must be done prior to starting the service.

Custom Authorization Link

This URL is used with Approval Routing.

Multi-Currency

Multi-Currency Active

Grant to allow conversion of values from one currency to another.

Functional Currency

Select the currency you use primarily. The selections are available once you create currency records from Accounting > Currency

Reporting Currency

Select the currency you want to show in reports. The selections are available once you create currency.

Remove or Modify Exchange Rates

If you use exchange rates, grant to allow them to be changed.

Session Timeout (Minutes)

NOTE: WebTMA 7 session timeouts are for your security. Unless users are actively working in the application for long periods, a short timeout setting is advisable.

Your System Administrator has the option to set the amount of time WebTMA 7 is active before it times out. The settings in minutes can be as short as 10 minutes up to 120 minutes. The default is 60 minutes.

If a user is inactive and within 1-2 minutes of the end of their session, a warning message says, "You are about to be logged out due to inactivity. Press OK to stay logged in." Select OK on the message box to renew the session.