Path: Organization > Entity / Identity
Entity records contain information and maintenance requirements for nonstructural components such as parking lots, sidewalks, grounds, benches, and fountains.
Entity items can be grouped, have scheduled planned maintenance, and can be connected to Work Orders. These nonstructural items are associated with a Facility.
As Work Order activity occurs, life-to-date (LTD) and year-to-date (YTD) accumulative information rolls up to the Cost Tab.
Once an Entity record is associated with other records in the software, it cannot be deleted. If the actual Entity is removed or destroyed, the record must be kept for referential and historical integrity. Clear the Active check box to flag the record as inactive. Inactive Entity items are not available in selection windows, and Work Orders cannot be written for them.
The Prevent Archival check box is available with the optional purchase Archive & Purge module. This gives you the option to prevent certain records from being archived. You can mark particular records as being ineligible for archiving. For example, fountains can last decades, and you want to track work orders and other records for their lifetime.
How to Add Entity Records
- Choose Add on the WebTMA toolbar.
- Enter a Tag #. This is a code used to identify the Entity.
- Enter a Name to further describe the Entity.
- Select a Facility Name to link to the Entity.
- Select a Type Description.
- Complete as many elective fields as possible.
- Go to the Repair Centers Tab and choose the affiliated Repair Centers.
- Select Save on the WebTMA toolbar.
NOTE: Mark the Space Permit check box if the Entity is in a restricted place and permission is required for access. If the Entity is difficult to find, add directions in the Location and Sub-Location fields in the - Section.
Popup Message
The Popup Message field is used to add a short (255 character) message about a record. The Popup Message then opens in a flyout on the Request or Work Order windows when the item or location is selected.
Use of the Popup Message field is not required. It is available to add quick reminders regarding anything unusual that concerns the item or location.
Messages written for any location record apply to all locations within that hierarchy; therefore, a message from the Facility record displays when the related Area is selected. If an item has a message and is associated with locations that also have messages, the Popup Message displays all the eligible location messages as well as the item message.
The Work Order and Request windows that include items or locations with Popup Messages display a blue pushpin icon to alert you to the presence of the messages. Click the pushpin to open a window that lists all relevant messages. In addition, it displays when you convert a Request to a Work Order or a Project Task to a Work Order.
Prevent Archival
If you use the optional Archive and Purge module, a mark in the Prevent Archive check box of the Prevent Archival Section allows you to designate a specific record as ineligible for being archived.
Want to Learn More?
Visit the WebTMA Help Page