Criteria Library in Rules Manager

The Rules Manager shares access to the same Criteria Library that is available in Reports. The Criteria Library is available when creating Rule Criteria. Since Criteria Library records are most commonly created for reports, you may want to refer to the Reporter Guide for more information.

The Criteria Library options that are displayed on the left are those that have already been created for the type of rule being created. For example, a rule that triggers when a new work order is created would show records created for work order reports.

All users have the ability to select a record displayed in the Criteria Library and have it applied to the rule. In addition, the Criteria Library rule can be used as the starting point for the Rule Criteria, adding additional criteria as needed. While all users with access to the Rules Manager can edit and apply rule criteria, the remaining options on the page are subject to a series of Reporter rights (System > Reporter). Depending on your permissions, the following buttons display:

• Apply: This button, accessible to all users, is used to apply the currently highlighted criteria to the rule. Any criteria showing when the Apply button is selected will be applied to the rule.

• Save: This button is not applicable to the currently defined Rule Criteria that is displayed at the top. It is only applicable when another Criteria Library record is highlighted. Any user with permission to save report criteria can use the Save button to save changes made to selected Criteria Library records.

  Important!

  Saving a change to a Criteria Library record will change this record everywhere it is used, not just for the displayed rule.

• New: This button lets users with permission create a new Criteria Library record. The newly created record would be available to any user creating this type of report or rule. New records in the Criteria Library should only be created for criteria that are broadly used in your organization. Criteria should generally only be created for primary data (for example, Work Order, Assets). Criteria for a secondary file (such as Work Order Labor) could cause an error if it was run against a regular Work Order report or rule.

• Edit: This button lets users with permission edit the name of the Criteria Library record.

• Delete: This button lets users with permission delete a Criteria Library record.

Create a new Criteria Library record:

1. Select Tools > Rules Manager from the Main Menu.

   The Rules Manager window opens.

2. Select the rule you want to edit.

3. Click Edit.

   The Edit Rule window opens, defaulted to the Event tab.

4. Click the Criteria tab.

5. Click Edit.

   The Criteria Library window opens.

6. Click New.

   The New Criteria field opens.

7. Enter a name in the Criteria Name field.

   We suggest that you choose a name that provides users with information about the criteria content.

8. Click Save.

   The window closes.

9. Modify the desired criteria using options displayed on the right.

10. Click Save.

    The rule criteria record is saved.

The Criteria Library operates differently in the Rules Manager and the Reporter. In the Rules Manager, any change made to criteria is applied to the rule permanently.When Apply is clicked, the criteria for the rule is updated to whatever criteria was last defined in the Rule Criteria window.

In the Reporter, the Criteria Library can be used to alter the criteria in effect for a given running of the report. For example, a record from the Criteria Library options might be selected to run the report with that criteria just once, ensuring that the criteria normally used for the report is not changed.