Find Request

To find requests:

1. Under Logbook, select Find Requests.

2. If you want to use a saved search, select a value in the Saved Search field.

   This drop down contains any searches you have created and saved as well as any global saved searches defined by the system administrator. You can use a saved search as-is, or select it and adjust the criteria before running it. For more information, see Saved Searches.

3. Specify any of the following criteria to define the set of requests you want to find:

   • Property – Click the Select link to find requests associated with a particular property.

     If a property is selected, the Region field is replaced by one or more location fields.

   • Region – Select a value to find requests associated with a particular region.

     If a property is selected, the Region field is replaced by one or more location fields.

   • Location – If a property is selected, additional location fields appear, allowing you to further define a location within the property.

     Location is highly configurable. Your system may display one or more of the following fields:

     • Space/Floor – Select a value to find requests associated with a particular space or floor. Some systems group spaces and floors together and some use separate space and floor values.

     • Zone – Select a value to find requests that are associated with a particular zone within the property.

     • Tower/Wing – Select a value to find requests that are associated with a particular tower or wing within the property.

     • Floor – Select a value to find requests associated with a particular floor within the property.

     • Space – Select a value to find requests associated with a particular space within the property. You cannot select a space until after you select a floor.

     • Sub-Space – Select a value to find requests associated with a particular subSpace within the property. You cannot select a subSpace until after you select a space.

   • Request ID – Specify a request ID to locate a request by either ID number or external work order number.

     If searching by external work order number you can specify the wildcard character ( % ). For example, specifying "26%" will locate all requests that have an external work order number starting with 26.

   • Search Text – Specify a value to find requests that have the specified text in their comments.

     This search is not case-sensitive. The search is done on the entire word or phrase entered, not on individual words. You can enter part of a word, for example, entering "us" will find both user and using.

   • Activity – Select a value to find requests associated with a particular activity group.

   • Type – Select a value to find requests associated with a particular request type. To search by multiple types, see step 3, Advanced Search Criteria.

   • Sub Type – Select a value to find requests associated with a particular request subType. This field appears only after a Type is selected.

   • Status – Select a value to find requests associated with a particular status. To search by multiple status values, see step 3, Advanced Search Criteria.

   • Priority – Select a value to find requests associated with a particular priority. To search by multiple priorities, see step 3, Advanced Search Criteria.

   • Company Name – Specify a value to find requests that have the specified text in the requestor's company name.

     This search is not case-sensitive. The search is done on the entire word or phrase entered, not on individual words. You can enter part of a word, for example, entering "ac" will find both Acme and Ace.

   • Requestor's Last Name – Specify a value to find requests that have the specified text in the requestor's name.

     This search is not case-sensitive. The search is done on the entire word or phrase entered, not on individual words. You can enter part of a word, for example, entering "jo" will find both Jones and Johnson.

   • User Group/Crew – Select a value to find requests assigned to a particular user group or crew.

   • Assigned To – Click the Select link to find requests assigned to a particular user.

   • Asset Class – Select a value to find requests associated with a particular asset class. To search by multiple asset classes, see step 3, Advanced Search Criteria.

   • Asset – Click the Select link to find requests associated with a particular asset.

     You can search for assets by asset name, asset number, asset barcode number, or the employee the asset is assigned to.

     If Healthcare Functionality is enabled, you can search for assets that are tied to properties other than the property the request has been created for. This accounts for "movable" assets, such as mobile ultrasound devices, which are used in multiple physical locations.

   • Date Range – Requested/Closed – Specify values to find requests made within a specific date range.

     You can specify an exact date range by selecting Custom in the Date Range field and then entering two date values. You can also specify a dynamic date range by selecting a value from the drop-down menu (for example, This Week, Last Year, or Next 90 Days) and the system will determine the appropriate date values. If you are creating a saved search, you should specify a dynamic date range. Click here for a definition of the date ranges.

   • Schedule ID -– Specify a Schedule ID number to locate all work orders that were generated from a particular schedule.

   • Search Filter – Select a value to find all requests, unscheduled requests only, scheduled only, project work only, standing work orders only, or maintenance project (parent/child) work orders only.

   • Failure Code – Select a value to find requests associated with a particular failure code.

   • Complete By Date – Specify two date values to find requests whose completion dates (as defined by SLA calculations) fall within the defined date range.

   • Requested Completion Date – Specify two date values to find requests whose requested completion dates fall within the defined date range.

   • Billable – Select a value to find all requests, billable requests only or non-billable requests only.

   • Customer PO#/Line# – Specify a value to find requests associated with a particular external customer purchase order number and optional purchase order line number.

4. To define advanced search criteria, click the Advanced Search Criteria link.

   The advanced search criteria displays list boxes that allow you to search for multiple values of Type, Status, Asset Class, and/or Priority. To select multiple values either SHIFT-Select multiple contiguous values, or CTRL-Select multiple individual values.

5. Once your search criteria are defined, click FIND.

   The total number of results appears above the results list. If more requests are found than can be displayed on the page at one time, the first 50 are displayed and Prev and Next links appear to allow you to scroll through the results.

   Several columns of data are displayed depending on whether the Show Details check box is selected. You can sort the list by clicking any of the column headings.

   If Show Details is turned off, the following information is displayed:

   • Date – Indicates the date and time when the work request was created.

   • ID – Displays the ID number of the work request as a link. Clicking this link opens the Request Details page.

   • Initiated By – Displays the name of the person making the request as a link. Clicking this link allows you to send an email to this user.

   • Property/Location – Indicates the property and any specified floor, space, and subSpace location within the property where the request was made.

   • Type/SubType – Indicates the Type and SubType of work to be performed for the request.

   • Crew – If Crews functionality is enabled, the name of the crew the request was assigned to is displayed.

   • Assigned To – Indicates the person to whom the request has been assigned, and, if applicable, the asset associated with the request. The asset appears as a link. Clicking this link opens the Asset Details page.

   • Status/Priority – Indicates the Status and Priority of the work request.

     The date/time will show the most recent time the work order request was updated; however, if a work request has been given a closed status, the date/time will indicate when the request was closed.

   • Project View - If Parent/Child Work Orders functionality is enabled, a Project View link is displayed, allowing you to view a work order's parent/child hierarchy.

   If the Show Details check box is selected, the following additional information is displayed:

   • Comments – Indicates the statement of work for the request.

   • Complete By – Indicates the complete by date associated with the work request.

     This value is typically the same as the SLA Complete By date, but it can be overwritten to be earlier or any date if there is no existing SLA Complete By. If there is no complete by date, then "NA" will be displayed. If the complete by date is in the past, a red square indicates that the request is overdue.

   • Respond By – Indicates the estimated SLA Response Date associated with the work request.

     If there is no estimated SLA Response Date, or if the request has already been responded to, the value will not appear. If the estimated SLA Response Date is in the past, a red square indicates that a response is overdue. See "Response Compliance based on Current Date/Time" within Admin - Logbook Configuration for additional information.

   • Procedure – If a procedure is associated with the request, the procedure name appears as a link. Clicking the link opens the procedure in a new window.

   • Attachment – If any attachments are associated with the request, they appear as links to the files. Clicking a link opens the attachment.

   • Asset – If an asset is associated with a request, the asset name link appears above the procedure instead of below the Assigned To user. Clicking this link opens the Asset Details page.

   • Labor Hours – Includes the estimated and actual labor hours associated with the request. Clicking the actual link opens the Work Order Financial page allowing you to enter labor hours.

   For each work order shown, you can +Watch or -Unwatch work orders from the search results list. On work orders you are currently watching, you can select whether you want to receive notifications.

   In addition to the search results, the following links are also displayed:

   • Print WOs – Click this link to print all of the displayed requests. If more than 150 requests are displayed, this link is not displayed and this option is unavailable.

   • Print Search Results – Click this link to generate a printable HTML page containing the list of requests returned in the results.

   • Excel – Click this link to generate a report, in Excel format, containing one row for each request returned in the search results.

If you use the same set of search criteria frequently, you can save the values as a saved search so you can reuse them later.

This feature may or may not be enabled for your installation.

Saved searches appear in the Saved Search drop-down menu. This list contains:

• Your Saved Searches – saved searches that you have created, named, and saved; only you can access your saved searches

• Global Saved Searches – saved searches created by the system administrator that can be accessed by all users

To save a search:

1. Define the search criteria.

   You can either define the criteria from scratch or select an existing saved search and modify the criteria.

   If you include Date Requested/Closed criteria in your search, you should select a dynamic date range (such as Next Month) instead of entering an exact date (such as 6/27/2014. This will prevent your saved search from becoming invalid once the exact dates have passed.

2. Click the Save As link.

   A dialog box opens allowing you to name the search.

3. In the Description field, enter a name for the saved search.

4. If you have system administrator rights, a Global field appears.

   Selecting Yes creates a saved search that is accessible by all users.

5. Click ADD.

   The search is saved and added to the Saved Search drop-down menu. Only you can access your personal saved searches.

Once you have selected a saved search, the following links are displayed:

• Save As – Clicking this link saves the displayed search criteria under a new name, creating a new saved search.

• Save – Clicking this link saves the displayed search criteria to the selected search, permanently modifying it.

• Edit – Clicking this link allows you to change the saved search's name and Global value, if applicable.

The Work Order Mass Update feature allows you to quickly and efficiently update multiple work orders at the same time. For example, if you have thirty work orders to reassign or close, you no longer have to open each work order individually to make the change; you can update them all at once.

This feature is particularly useful for installations that manage multiple properties and need to update many work orders on a regular basis, or when properties are being disposed of from a multi-property database and need to be inactivated.

This feature may or may not be enabled for your installation. In addition, you must have the appropriate security rights to use this feature. Contact your system administrator for more information.

When performing a mass update, all work order updating rules are enforced. For example, if a work order requires a closing comment or a failure code before being closed, the update will fail if these values are not specified.

To mass update work orders:

1. Use the search criteria to find the work orders you want to update.

2. In the results list, select the work orders you want to update.

   A work order is selected by clicking the check box to the right of it. Selecting the single check box at the top of the search results selects all work orders in the result list; clearing it clears all the check boxes. You can use the check box at the top of the list to select all work orders and then manually clear the ones you do not want to update.

   You can select work orders from multiple pages of search results, but you cannot select more than 50 work orders to update at one time.

3. Click Update.

   A dialog box opens indicating the number of work orders you will update.

4. Click Confirm Update.

   A dialog box opens allowing you to specify the fields you want to update.

5. Specify the values you want to update.

   • General Comments – Enter a value to update the work order comments. This value will be displayed in the Request History pane of each request and can be viewed by all users.

   • Internal Comments – Enter a value to update the requests with comments about the work in progress that can only be seen by users whose security profiles allow them to see internal comments. Typically, full users who are members of the property team can see internal comments and tenants or guest users cannot.

   • Notify Assigned To – Select this check box to send notification emails to the users the work orders are assigned to, to inform them of the changes made. If you change the Assigned To value, notifications will be sent to the new assignee.

   • Notify Requestor – Select this check box to send notification emails to the users who originally created the work orders to inform them of the changes made.

   • Crew - Select a value to reassign the work orders to a member of a crew.

     If you select a crew, you must still click the Assigned To Select link and select the member of the crew to reassign the work orders to. Only members of the selected crew will be available for reassignment. To clear the current crew from all of the selected work orders, select the Remove Crews check box. Then you can reassign the work orders to any user in the system.

   • Assigned To – Select a value to change who the work orders are assigned to.

   • Status – Select a value to change the status of the work orders.

     Note:

     Changing the status of a work order may trigger other actions by the system, depending on your configuration. For example, changing the status from Open to In Progress can trigger the entry of the SLA Response time.

     Closed – Selecting this status indicates that the work on the work order has been completed. You are required to enter a comment about the completion of work orders when changing their status to Closed. Depending on your system's configuration, you may be required to enter values for additional fields when closing work orders. If you do not enter Closed By or Date Closed values, the system defaults to the logged-in user and assigns the current date/time as the date closed.

     Entered In Error – Selecting this status closes the work orders, but causes them to be excluded from reports and SLA calculations. You may or may not need to enter a closing comment, depending on your system configuration.

   • Closed By – Select a value to indicate the name of the user who is closing the work orders. If you select a Closed status or enter a Date Closed value and do not enter a value in this field, the systems enters the logged-in user's name, by default. If you do not change the Status value to a Closed status, any value you specify is discarded when you click UPDATE.

   • Date/Time Closed – Enter values to indicate the date and time when the work orders were closed. If you do not enter a value and you select a Closed status, the current date and time is used. If you do not change the Status value to a Closed status, any date/time value you enter is discarded when you click UPDATE.

   • Billable – Select a value to indicate whether the work orders are billable or non-billable. If Billable is selected, the work orders cannot be closed unless labor, materials, or other costs have been specified on their Work Order Financial pages.

   • Failure Code – Select a value to indicate the cause of failure of the assets associated with the selected work orders. To clear the current failure codes from all of the selected work orders, select the Delete check box.

   • Statement of Work – Update the statement of work to display a new value in each work order's Statement of Work field. Changing the statement of work here does not modify the original work instructions displayed for the work orders.
     

6. Click UPDATE.

   The system makes the updates requested. A Results page opens indicating the number of work orders updated and the changes that were made. If any of the work orders fail to update, a failure reason is listed. You can click the Export to Excel link to export the contents of the results page to an Excel spreadsheet.