Operation and Maintenance 20.20

Operation and Maintenance

Changed handling of status sets for Work order and Incident (EMM-2817)

Work order status set changes (Request status set)

Previously the work order status set was set in System settings

This option has now been removed. Instead administrator can adjust the status set directly from the interface (NOTE same concept applies for incident status, task status etc).

The administrator can then activate/inactivate statuses, select color for them and select the order of the statuses. He can also translate the terms with special translations

For existing customers, of course part of the update to V20.20 is that they will not be affected by this change (same applies to Incident status change etc.). Therefore part of the update is to “translate” the existing selected status sets for each customer to this new data model, that is show the same statuses, with the same terminology and the same colors. Here below is an overview over the previous status sets

There are 3 categories introduced, Active, Finished and Cancelled. Status belonging to Active are those that are default selected in filter.

Incident status set changes

Incident status set has previously been defined as standard set with some small deviations for customers. It has now been standardized and the update to version 20.20 sets up those special cases in the update progress to the new standard data model (same possibilities as for work order status sets)

Import files from Email (EMM-2931)

Until now, two possibilities using email imports have been available in the system (setup as automatic services). Both are available for administrators from <Main module items>:

<Process work order and incident emails> which is used to create new incidents and handle email communications for work orders and incidents.

<Import emails to document stack> which is used for users that want to send documents (for instance service reports etc.) to the system do so called user stack and process them further there.

A third possibility has now been added, which now makes it possible to import emails and email attachments to all types of data that support registration of documents, for example:

• Projects, tasks, work orders (project folders), incidents

• Service contracts, purchase contracts, lease contracts

• All types of objects, sites, buildings, building components etc.

• Organisations, companies, employees etc

This is configured in the System configuration>System services>Document email import setup

The administrator creates a record for each data that should receive documents by defining following:

• Main module that the mails are supposed to be imported on in MainManager

• The subject prefix: Example LC, for lease contracts, that means that emails with following text in subjects are processed for lease contracts.

• Should the email itself be registered as a document and/or the attachments in the emails as separated documents

• The default document type/document subtype that the created documents should get

In the dropdown field “Mail box settings” the administrator must register information on how the emails should be handled and registered

To setup the automatic service the following action <Process documents from Email> should be added to automatic services (can of course also be run manually)

The format is then for example [LC:1234] where 1234 is the unique contract number (or the unique contract ID). The import then realizes that this is a lease contract the emails should be attached to.

The user that sends in the email has also an option to classify the document through the subject and decide on if attachments should be registered separately or not by following syntax.

Example:

• [LC:1234+DT1.DS2] The plus here says that the attachments should be registered as separate documents and the documents should get the classification Document type nr=DT1 and document subtype nr=DS2

• [LC:1234-DT1] The minus here says that the attachments should not be registered as separate documents and the documents should get the classification Document type nr=DT1 and no subtype

The process is following

The action runs through all emails in the defined mail inbox

• It first checks if the user sending the email is a registered user in the system (with exact same email as sender). If not found the message is deleted and the sender gets notification through email

• If user is found then system goes through all emails where [LC:***] is in the subject, other emails are ignored. If the subject does not have [**:**] in the subject the message is deleted and the sender gets notification through email

The system searches for the lease contract 1234 and if it finds it it continues, otherwise the sender get email that the contract is not found and the message is deleted

The system checks if the user has access to contract 1234 and if the user does not have access to it, the sender get email that the contract is not found and the message is deleted

If this is all passed the email message and/or attachments are registered and attached to the contract. The message is then deleted

Example of possible usages of this new functionality

• On project web, send documents, cc meeting notes, drawings etc. to project, a specific task or specific work order/project folder

• Send inspection reports to a defined site, building or technical system

• Send contract documents, meeting notes from meeting with customer to a lease contract

• …

Functionality so that documents from checkpoints in inspection are also linked to object (EMM-2747)

In standard checkpoints, task checkpoints and local checkpoints of type “Upload documents“ and “Upload single document“ it is now possible to select if the document is connected to the object and or location behind the checkpoint.

When these types of points are selected a selection called “Attach document“ appears.  There it is possible to select:

• Attach document to object

• Attach document to location

• Attach document to object and location

When a document is uploaded with one of these selections the document is connected to either the object or the location or both.

If checkpoint is marked to attach documents an information text appears that tells the type of connection

Bug fixes