Tracking Code

Tracking codes are classifications for work requests that allow additional information about the request to be tracked. For example, tracking codes can differentiate between requests that originated from a maintenance request or a maintenance failure. The tracking code field appears on the Request Details page as a drop-down menu; a user can select one of the tracking code values defined on this page.

On the Logbook Configuration page, you can elect to show or hide the tracking code field and define whether a tracking code value is required for a work request to be closed.

To open the Tracking Code page:

  1. Open the Administration Menu page.

  2. Under the LOGBOOK ADMIN heading, click Tracking Code.

    The Admin – Tracking Code page opens. All defined tracking codes values are displayed, listed in order of Tab Order first, then chronologically by Last Update date.

ClosedCreate a Tracking Code

Adding a tracking code creates a new classification for work orders. To define a tracking code:

  1. Click the Add New link.

    The Add Tracking Code dialog box opens.

  2. In the Name field, enter a name for the tracking code.

  3. In the Tab Order field, enter a numeric value.

    The Tab Order indicates the position, in menus, where this value will be listed. Lower numbered values are displayed toward the top of the list. Values will the same tab order will be sorted alphabetically.

  4. In the Active field, select Yes to make this tracking code active.

    Inactive values remain in the system, but are not displayed to users.

  5. Click ADD.

    The tracking code is added to the system. The tracking code parameters are displayed, including the name of the user who added the tracking code and the date and time it was added.

ClosedEdit a Tracking Code

Tracking codes can be modified. For example, if you want to change the value that users see, you can modify the tracking code name. To edit a tracking code:

  1. Click the Edit link to the right of the tracking code you want to edit.

  2. Modify any of the following values:

    • Name – the value that users see
    • Tab Order – the position in which the tracking code will be displayed in drop-down menus
    • Active – Yes indicates that the tracking code is active (displayed to the user)

  3. Click UPDATE.

    The modified tracking code parameters, including the name of the user who edited them and the date and time when they were edited, are displayed.

ClosedDelete a Tracking Code

Tracking codes that have not been used can be deleted from the system. You cannot delete a tracking code if it has been used on a work request.

If a tracking code has been used but is no longer needed, you can edit it and make it inactive to prevent it from being displayed to users.

To delete a tracking code:

  1. Click the Edit link to the right of the tracking code you want to delete.

  2. Click the Delete link in the upper right corner of the dialog box.

    A dialog box opens asking you to confirm your choice.

  3. Click OK.

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