Logbook Configuration Options

The Logbook Configuration Options page allow an administrators to configure general settings for the Logbook module. Several of the fields are specific to the initial setup of the system and cannot be changed after configuration, only users with super administrative rights can access these options.

To open the Logbook Configuration Options page:

Open the Administration Menu page.
Under the LOGBOOK ADMIN heading, click Configuration Options.

Logbook Settings

The Logbook Settings pane allows you to establish settings that affect how users create and update work requests. To establish Logbook settings:

In the Automatic Priority Enabled field, select a value.

This value is set to No by default and is rarely modified. When set to Yes, the request priority value is determined based on configuration rules instead of being set by the user creating the request. The automatic priority is not displayed when creating a request and cannot be changed through request reclassification.

Note:
Once a request has been created, this value can be changed from Yes to No (thereby disabling the automatic priority selection) but cannot be changed from No to Yes. For more information, see SLA Est Response/Completion.

Setting this value to Yes controls the following functionality:
- Enables the ability to add Priority Lists at the space level (which will take precedence over the property priority list)
- Enables the ability to set the priority based on Origination Code
- Disables the ability to set a request Complete By date
In the Company Doing Work Function Enabled field, select a value.

This value controls whether the system displays the Vendor field on the Work Order Financial page for Material and Other cost items. The default value is No and is typically not modified. Users that have Accounts Payable enabled will always have the vendor displayed.
In the Department Show/Hide field, select a value.

This value controls whether the Department field is displayed on the Create Request page. If set to Hide, users cannot specify a department value when creating a request.
In the Require Cost Code Prior to Close field, select a value.

This value controls whether a cost code must be entered on the Request Details page in the Miscellaneous fields section before a work request can be closed. If set to Yes, an error message appears if a user attempts to close a request without entering a cost code. The default value is No.
In the Display Select Box Threshold field, select a value.

This value controls whether Property fields and Company fields are displayed as a drop-down menus or as a Select links that open a selection dialog box. When the number of properties or companies in the system is greater than or equal to the specified threshold value, a Select link is displayed instead of a drop-down menu. Specifying a value of 0 (Always) causes a Select link to be displayed at all times, regardless of the number of properties/companies. This value controls the selector on these pages:
In the Require Comments on Reclass field, select a value.

This value controls whether a comments must be entered on the Reclassify Work Order page before any other reclassification updates can be made. If set to Yes, an error message appears if a user attempts to enter updates without entering comments. The default value is No.
In the Adv Reassign Enabled field, select a value.

This value controls whether the Advanced Reassign feature is enabled for the installation. If enabled, users with the appropriate security rights will see an Adv Reassign link displayed next to the Assigned To field on the Request Details page. Clicking this link opens a dialog box allowing the user to select a user name from a list of suggested reassignment users.
In the Show/Hide Requested Completion Date field, select a value.

This value controls whether the Requested Completion date field is displayed on the Create Request and Request Details pages.
In the Allow Saved Searches field, select a value.

This value controls whether search criteria defined on the Find Request page can be saved and reused. If enabled, users will be allowed to create and edit saved searches they define and use global saved searches defined by the system administrator. The default value is No.
In the Tracking Code Show/Hide field, select a value.

This value controls whether the Tracking Code field is displayed on the Request Details page. The default value is Hide.
In the Refresh My Requests Page field, select a value.

This value controls whether the content of the My Requests page refreshes automatically. If set to Yes, the page will refresh every 8 minutes. This setting is primarily used for call centers who need to see readily updated information on the My Requests page. The default value is No.
In the Crew Required field, select a value.

This value controls whether a work request must include a crew assignment on the Create Request page. If set to Yes, a work request cannot be created unless a crew is assigned. This value is only displayed if the optional Crews functionality is enabled. The default value is No.
In the Location Filter Type on Company Selector field, select a value.

This value controls how Company selector dialog boxes are filtered. If set to Region, users can filter companies by regions; if set to Property, users can filter companies by properties.
In the Emergency Escalation field, select a value.

This value controls whether the Emergency Escalation functionality, which establishes a notification chain for unaddressed work requests, is enabled for this installation. The default value is No. If this value is set to Yes, the Emergency Escalation menu option is displayed on the Administration Menu page under Logbook Administration to configure emergency escalation functionality.
In the Advanced Search Show/Hide field, select a value.

This value controls whether the Advanced Search Criteria link is displayed on the Find Request and the Advanced Report Criteria link is displayed on the Run Reports page. Clicking these links allows users to search using multiple values of Type, Status, Asset Class, and/or Priority using SHIFT-Select or CTRL-Select. The default value is Show; Hide disables advanced searching
In the Process Requestor Email Function Enabled field, select a value.

This value controls whether the user who created the request is allowed to update the Request History with a comment by replying to an email generated by the system. If set to Yes, the system will allow updates. If set to No, the system will disallow the update.
In the Email CC Show/Hide field, select a value.

This value controls whether the Email CC field is displayed on the Create Request page. If set to Hide, users cannot specify additional email addresses to receive notifications when work requests are updated; only the Requestor will receive email notifications. The default value is Hide.
In the Require Failure Code Prior to Close field, select a value.

This value controls whether a failure code must be entered on either the Work Order Financial page or the Request Details page before a work request can be closed. If set to Yes, an error message appears if a user attempts to close a request without entering a failure code. The default value is No.
In the Waiver Information Show/Hide field, select a value.

This value controls whether the Waiver and Waiver Comments fields are displayed in the Miscellaneous Fields pane on the Request Details page. If set to Hide, users cannot specify Waiver information. For more information about the use of waivers, see Waiver Information. The default value is Hide.
In the User Select Threshold field, select a value.

This value controls whether the Assigned To and Closed By fields on the Request Details and Workloading pages are displayed as drop-down menus or as Select links that open a user selection dialog box. When the number of users in the system is greater than or equal to the specified threshold value, Select links are displayed instead of drop-down menus. Specifying a value of 0 (Always) causes a Select link to be displayed at all times, regardless of the number of users. The default threshold value is 400.
In the Workloading Records (User Select) field, select a value.

This value controls whether the Crews/Assigned To field in the Daily Schedule Search Results on the Workloading page is displayed with a Select link when the number of users in the system is greater than or equal to the specified threshold value. Selecting a value of 0 ensures that a Select link is always displayed.

This value applies only to the column displayed in the search results for the Daily Schedule. It does not apply to the Assigned To field displayed in the main Schedule Workloading search criteria pane.
In the Svc Provider to Invoice field, select a value.

This value is used to control whether the Svc Provider to Invoice field is displayed in the Update Request pane of the Request Details page, and, if displayed, to set the default value. Select Hide to hide this field. Select Show - Yes Default to display the field and set the default value to Yes. Select Show - No Default to display the fieldand set the default value to No.
In the Required when Work Complete for Integrated Requests field, select a value.

This value controls whether users are required to select a value from the Svc Provider to Invoice field on the Request Details page when marking a work request complete for all requests that are integrated with an external system.
In the Customer PO Line# field, select a value.

This value controls whether or not the Customer PO field on a work request has an accompanying field for the PO line item number. Select Yes to display the line number field.
In the Require Tracking Code Prior to Close field, select a value.

This value controls whether a tracking code must be entered on the Request Details page before a work request can be closed. If set to Yes, an error message appears if a user attempts to close a request without entering a tracking code. The default value is No.
In the Use Mass Update field, select a value.

This option is only displayed if the Mass Update Requests functionality has been enabled for the installation.

This value controls whether the Work Order Mass Update functionality is enabled for this installation. If enabled, users must be granted Mass Update security rights to perform mass updates.
In the Require SubSpace on Create field, select a value.

This value controls whether users are required to select a sub-space, in addition to a space, when creating new work orders on the Create Request page. If set to Yes, the Sub Space field is displayed as a required field if there are sub-spaces defined for the selected space. If no sub-spaces are defined for the selected space, the Sub Space field is not required.
In the Default Hierarchy field, select a value.

This value controls whether a property’s default Floor and Space values are automatically specified on the Create Request page when creating a new work request. The default system behavior is for these fields to be automatically populated when a property is selected, so the default value is Yes. Set this value to No to force users to manually select a space and floor when creating a work request.
In the Allow WO Closure with open PO or Shopping Cart field, select a value.

This value controls whether users can close a work order with open purchase orders and/or shopping carts associated with it. If set to Yes, upon closing a work order with open POs and/or shopping carts, a notification appears asking you to confirm that you want to continue with the closure despite the open items. If set to No, the system does not allow you to close a work order with open POs and/or shopping carts. Attempting to do so results in a notification about the open items and the need to close them before closing the work order.

Create Request Guest User Settings

This pane allows you to establish settings that affect how guest users create work requests. Settings established in this pane affect named and unnamed guests only, not full users. To these settings:

In the Room/Cube Required field, select a value.

This value controls whether a room/cube value must be entered on the Create Request page before a work request can be created. If set to Yes, an error message appears if a guest attempts to create a request without entering a room/cube value. The default value is No.
In the Department Required field, select a value.

This value controls whether a department value must be entered on the Create Request page before a work request can be created. If set to Yes, an error message appears if a guest attempts to create a request without entering a department value. The default value is No.

If this value is set to Yes, the Department Show/Hide value in the Logbook Settings pane of this page must also be set to Yes.
In the Priority Show/Hide field, select a value.

This value controls whether the Priority field is displayed on the Create Request page. If set to Hide, users cannot specify a priority when work requests are updated. The work request will be assigned either the default priority (if one is established) or the first value in the priority list if there is no default priority. The default value is Hide.

If the Automated Priority Enabled setting in the Logbook Settings pane of this page is set to Yes, this setting is ignored.

Create Request Full User Settings

This pane allows you to establish settings that affect how full users create work requests. Settings established in this pane affect full users only, not named and unnamed guests. To establish these settings:

In the Notify Requestor Show/Hide field, select a value.

This value controls whether the Notify Requestor check box is displayed on the Create Request page. If set to Hide, users cannot elect to notify the person who requested the work order when work requests are created. In a self-service environment, the user entering the request is typically the requestor, so this value does not apply. The default value is set during system configuration.
In the Department Required field, select a value.

This value controls whether a department value must be entered on the Create Request page before a work request can be created. If set to Yes, an error message appears if a user attempts to create a request without entering a department value. The default value is No.

If this value is set to Yes, the Department Show/Hide value in the Logbook Settings pane of this page must also be set to Yes.
In the Ext. Cost Center Enabled field, select a value.

This value controls whether the External Cost Center field is displayed on the Create Request page. If set to Hide, users cannot specify an external cost center when work requests are created.
In the Ext. Cost Center Required field, select a value.

This value controls whether an external cost center value must be entered on the Create Request page before a work request can be created. If set to Yes, an error message appears if a user attempts to create a request without entering an external cost center value. The default value is set to No.

If this value is set to Yes, the Ext. Cost Center Enabled must also be set to Yes.

Parent/Child Relation Settings

This pane allows you to establish settings that affect parent/child work request relationships. This pane is only displayed if the Maintenance Projects functionality is enabled. To establish these settings:

In the Allow Charges and Estimates to Parent WOs field, select a value.

This value controls where in the parent/child hierarchy work request charges (labor costs, material costs, and other costs) and estimates values (labor estimates, materials estimates, and other estimates) can be entered.

Work Order Estimates functionality must be enabled for this value to control estimate entry for parent/child work orders.
- Allow on all WOs – Selecting this value allows charges/estimates to be entered on any work request in the parent/child hierarchy.
- Do not allows on Top Level WOs – Selecting this value allows charges/estimates to be entered on any child request, but not on the top-level parent request if the parent has the Top Level WO value set to Yes. On Top Level work requests, the Add Labor, Add Material, Add Other Cost buttons and the Totals Summary pane are not displayed. Only costs/estimates that roll up from child work orders are displayed.
  
  This setting does not apply to work requests that have the Top Level WO value set to No, even if they are serving as the top level parent.
- Allow on bottom-level WOs only – Selecting this value allows charges/estimates to only be entered on work requests that are on the bottommost child level of the parent/child hierarchy.
In the Limit the number of generations allowed field, select a value.

This value controls the number of generations or levels of parent/child work requests that can be created. If set to Single Generation, a parent can have one or more child requests, but those child requests cannot have child requests beneath them. If set to Multiple Generations, each level of the parent/child hierarchy can have additional levels of children beneath it.
In the Maintenance Project "type" is inherited from Parent WOs field, select a value.

This value controls whether the maintenance project type will be inherited by child work requests. If set to Yes, all children of a work request that has the Maintenance Project flag set to Yes will also have this flag set to Yes.
In the Maintenance Project "location" is inherited from Parent WOs field, select a value.

This value controls whether child work orders created by clicking the Create Child button on the Request Details page will automatically inherit the location information from the parent work order. If set to Yes, the entire parent location, including the property, tower/wing, floor, space, and subSpace (corresponding to the portions of the location hierarchy currently in use), are copied to the child work order, by default. If set to No, the default location for the property is used. Inherited location values can be modified on the child work order, if needed.

Request Details Page Settings

This pane allows you to establish settings that affect how information is displayed on the Request Details page. To establish these settings:

In the CC/BCC Notifications for Repeat Requests field, select a value.

This value controls whether email notifications are sent to CC'd and BCC'd personnel (as set up in the notification rules) when a new work request is created using the REPEAT function. This value is set to Yes by default and is rarely modified. Setting this value to No reduces the number of emails users receive when multiple requests are associated for one large task (for example, moving requests).
In the Display Created By Info on Request Details field, select a value.

This value controls whether information about the user who created a request appears on the Request Details page in addition to information about the requestor. If set to Yes, the Created By, Created By Email, and Created By Phone fields are displayed. In a self-service environment, the requestor and the created by user are typically the same person.
In the Display External Invoice Amount field, select a value.

This value controls whether the external invoice amount, a non-editable field that indicates any external invoice amount as defined by an external system, is displayed on the Request Details page.

Work Order Financial Page Settings

This pane allows you to establish settings that affect how users enter information on the Work Order Financial page for work requests. To establish these settings:

In the Labor Required field, select a value.

This value controls whether users are required to enter labor hours before closing a request. If set to Yes, an error message appears if a user attempts to close a request without entering labor costs. The default value is No. The individual permission to Always close without Labor Costs overrides this setting.
In the Default Labor Minute Increment field, select a value.

This value determines the increment (in minutes) between the time values that are displayed as Time Started and Time Finished. If this value is set to 1, the drop-down menus are replaced with two entry fields for hours and minutes This value is typically set to 15 (minutes).

If you set this value to 1, you must set the Hour Entry Increment to 0.
In the Hour Entry Increment field, select a value.

This value ensures that the time values specified in the Time Started and Time Finished fields are of a certain hour increment (for example, restricted to 1/2 hour values such as 12:00 or 12:30, not 12:20). You can select any of the following values:
- 0 – no restrictions on time entries
- .25 – time entries are restricted to 15 minute increments, for example, 12:00, 12:15, 12:30
- .50 – time entries are restricted to 30 minute intervals, for example, 12:00, 12:30, 1:00
  
  Note:
  This value is tied to the Default Labor Minute Increment value. To specify an Hour Entry Increment value, you must set the Default Labor Minute Increment value to 15. To set the Default Labor Minute Increment value to 1 (to use field time entry instead of drop-down menu time entry) you must set the Hour Entry Increment value to 0.
  
  This value is also tied to the Hours field when entering labor costs. Users must enter values that align with the specified increment.
In the Material Tax Rate Enabled field, select a value.

This value controls whether values users enter the Tax field are treated as a tax rate or a tax value when adding a material item. If set to Yes, a value entered in the Tax field is treated as a tax rate on the item that is converted to a percentage (for example, entering 5 adds a 5% tax). If set to No, a value entered in the Tax field is treated as a tax value (for example, entering 5 adds $5.00 tax).
In the Other Tax Rate Enabled field, select a value.

This value controls whether values users enter the Tax field are treated as a tax rate or a tax value when adding an other cost item. If set to Yes, the value is treated as a tax rate on the item that is converted to a percentage (for example, entering 5 adds a 5% tax). If set to No, the value is treated as a tax value (for example, entering 5 adds $5.00 tax)
In the Labor Time Started/Labor Time Finished Required field, select a value.

This value controls whether users are required to enter Time Started and Time Finished values when entering a labor cost entry. If set to No, an Hours field is displayed where users can enter a total a number of hours worked instead of entering a start time and finish time. Any value entered must comply with the Hour Entry Increment value. If set to Yes, the Hours field is not displayed.
In the Billable Cost Required field, select a value.

This value controls whether a billable work request must have a dollar value (from labor, material or other costs) associated with it before the request can be closed. If set to Yes, an error message appears if a user attempts to close a request without entering any cost value.
In the WO Closing Comments Required field, select a value.

This value controls whether a user must enter a closing comment on a work request before it can be closed. If set to Yes, an error message appears if a user attempts to close a request without entering comments. This value is not enforced with closed request processed from external systems.
In the WO Signature Show/Hide field, select a value.

This value determines whether to enable the ability to apply an electronic signature to a work request. The default value is Hide and is rarely modified.
In the Default NTE Amount field, select a value.

This value sets the default Not To Exceed amount for a work request and is used when reporting. This value is numeric and corresponds to the default currency. This value is not enforced when entering work order costs and is typically set to 0. This setting does not affect scheduled work orders.
In the Other Cost Description Requiredfield, select a value.

This value controls whether a user must enter a description of other costs.
In the Display Markup Breakdown field, select a value.

If set to Yes, markup costs are split out and displayed as separate values on the Work Order Financial page for material, labor, and other costs. If set to No, markup costs are automatically rolled in to the cost of materials, labor and other costs. The markup percentages can be set up on a per-property basis, on the Property Accounts page.
(NPFA Only) In the Override Inventory Markup Setting with Billing Type field, select a value.

This value controls whether the markup setting defined for an inventory item in the Inventory module (using the Ignore Markup and Markup % settings) should be overridden with the markup percentage defined for the billing type selected in the Accounts pane of the work order containing the item.

If set to Yes, the inventory markup settings are ignored and the billing type markup is used to calculate the cost of the item. If set to No, the inventory settings are used to calculate the cost of the item.

This setting is only used to calculate markup for items added to a work request. It does not affect the markup calculations for inventory transactions.

Work Order Approvals

This pane allows you to establish a setting that affects how work order approvals are managed. This pane is only displayed if Work Order Approvals are enabled on the Approval Configuration Options page.

To establish this setting:

In the Allow WO Self-Approval field, select a value.

Select Yes to allow users to add themselves as approvers to work orders they have created. The default behavior of the system is to allow work order self-approval. This setting allows administrators to disable this functionality.

Work Order Estimate Page Settings

This pane allows you to establish settings that affect how users enter information on the Work Order Estimates page. This pane is only displayed if the Work Order Estimates functionality is enabled. To establish these settings:

In the Material Tax Rate Enabled field, select a value.

This value determines whether tax values entered for material items are treated as a tax rate or a tax value. If set to Yes, entered tax values are treated as a tax rate, therefore, entering 7 will add a 7% tax. If set to No, entered tax values are treated as a flat tax, therefore, entering 7 will add a $7 tax.
In the Other Tax Rate Enabled field, select a value.

This value determines whether tax values entered for other items are treated as a tax rate or a tax value. If set to Yes, entered tax values are treated as a tax rate, therefore, entering 7 will add a 7% tax. If set to No, entered tax values are treated as a flat tax, therefore, entering 7 will add a $7 tax.

SLA Settings

This pane allows you to establish settings that are tied to Service Level Agreements. For additional information, see Service Level Agreements. To establish SLA settings:

In the Calc SLA Using On Hold field, select a value.

This value controls whether work requests that have a status of On Hold are included or excluded from SLA calculations. If set to Yes, an On Hold request is included in SLA calculations, but the SLA time is increased by the length of business time during which the request was put on hold. If set to No, an On Hold request is excluded from the SLA calculation entirely. Regardless of this setting, all On Hold requests are excluded from SLA reports. For more information, see SLA On Hold.
In the SLA Calculation is field, select a value.

This value controls whether SLA calculations are non-contiguous or contiguous. The default value is contiguous.
- Non-Contiguous – When set to non-contiguous, SLA calculations can be made across a time frame that contains non-contiguous hours (split among multiple days). The start time for SLA calculations will be at the first available hour after the work request is entered, even if there is not enough time to complete the work on the current day.
- Contiguous – When set to contiguous, if there are not enough work hours in the current day for the work to be completed, SLA calculations begin on the next business day. This provides more flexibility for personnel when requests are entered at the end of the day.
In the Response Time Based on Labor field, select a value.

This value controls whether the SLA response time value is determined by labor entries or status changes. If set to No, the actual response time will be based on the initial status change. If set to Yes, the actual response time will be based on the earliest labor entry.
In the Completion Time Based on Labor field, select a value.

This value controls whether the SLA completion time value is determined by labor entries or status changes. If set to No, the actual response time will be based on status change/close date and time. If set to Yes, the completion time will be based on the latest labor entry.
In the Response Compliance based on Current Date/Time field, select a value.

This value controls whether requests that have not been responded to are displayed on the Asset dashboard as Pending or Overdue:
- Show as Pending – This value causes requests that have not been responded to to display as Pending. This setting is often used with systems that manage response time based on labor, not on status changes.
- Show as Overdue – This value causes requests that have not been responded to to display as Overdue if the estimated response date has passed or Pending if the estimated response date has yet to occur.
If Response Time Based on Labor is set to Yes this value should be set to Show as Pending to prevent inaccurate Overdue values occurring since labor entries are not set until a work request is closed.
In the Completion Compliance based on Current Date/Time field, select a value.

This value controls how requests that have not been completed are displayed on the Asset dashboard, either as Pending or Overdue:
- Show as Pending – This value causes requests that have not been completed to display as Pending. This setting is often used with systems that manage response time based on labor, not on status changes.
- Show as Overdue – This value causes requests that have not been completed to display as Overdue if the estimated completion date has passed or Pending if the estimated completed date has yet to occur.
If Completion Time Based on Labor is set to Yes this value should be set to Show as Pending to prevent inaccurate Overdue values occurring since labor entries are not set until a work request is closed.
In the Include WO's where Complete Date <= Scheduled Date field, select a value.

This value controls whether requests where the completed date occurs before the scheduled date are included or excluded from SLA reports. If set to No, these requests are excluded.

COI Settings

COI Settings turn on validation that prevents work requests from being assigned to a user whose Certificate of Insurance (COI) has expired. The COI Expiration Date is stored as a user setting whose value is established through an external data feed from a third-party system. This value is not same as the COI expiration date that can be set for a company.

To establish COI settings:

In the Validate COI Expiration Date field, select a value.

This value controls whether COI Expiration Date validation is enabled. By default, this field is set to Disabled and should not be changed unless you are using a third-party data feed to set users' COI Expiration Date values. If set to Enabled – Assigned To, validation is turned on and the remaining fields are enabled. When enabled, the COI expiration date can be viewed (but not edited) on the Edit User page.
In the Auto-assign WO to field, select a value.

This value allows you to select the user that requests should be automatically reassigned to when an attempt is made to assign a request to a user whose COI is expired. The work request must be saved for the new assignment to take effect.
In the Custom Interface Warning Message field, select a value.

This value allows you to enter a custom error message to appear when an attempt is made to assign a request to a user whose COI is expired.

Logbook Configuration Options

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