System Administration (My Account)

Within eMaint, the user administrator has specific rights within the system that no other users can access. These are known as “Account Settings” or “Administrator System Settings”. A regular user with access to the Account Settings page will be able to see these links on the page but will be unable to click into them.

You can access this area of the system by clicking the link displaying your name at the top of the system tabs.

Once clicking that screen you will be able see all the Settings below on the left side of the screen:

1 - AccountSettings / ChangeYourSettings

This section allows changes to the user’s contact information. Password, address information, phone numbers, and email address for the logged-in user are maintained in this area. Any changes to the information will be saved once the Save Settings link is clicked. Click Return to Main Menu in the right-hand corner to cancel any changes.

On the left side of the screen, you have multiple options to change different settings within the system with only the administrator having the rights to access.

2 - GeneralSystemSettings

Sets the general system properties for your account.

• DateDisplayFormat - The way the system displays the dates in the system.

• DateEntryFormat - The way you would enter date values into the system.

• TimeZoneSetting - Choose time zone.

• SymbolCurrency - Symbol used for currency such as $, €, and £

• Useold-stylelookups - Turn on old lookup if having browser security issues.

• Defaultpasswordduration (days) - Creates default duration for all users in needing to reset their passwords.

• AllowDirectLaborChargestoAssets - Allows direct labor charges to assets.

• EnabledEditinPlace - Allows you to double click edit a record instead of clicking edit.

• SendEmailConfirmationWhennorecordsreturnedbyautomatedReport - For the reports that are setup to be sent automatically, an email will be sent even if the report doesn’t have any records (i.e. if the report is called “Open WOs” and there are no Open Work Orders in the system, you would still receive an email).

• PrintXFRXthroughABCpdf (donotuseunlessinstructedbysupport) - Very specific changes to reports. Usually keep this off.

• AccountCompanyName - Company name

• Address / Phone / Etc - Company address, phone number, and any additional information.

• CenterHTMLcontentwithintableswhenprinting - Centers tables using html editor fields.

• EnableLockoutforincorrectpasswordlogins? - Enables the ability to lockout users for typing an incorrect password too many times.

• NumberoffailuresrequiredforLockout - The number of failures required to activate the lockout.

• Lockoutmemorylength (minutes) - Amount of time between attempts before the lockout number resets.

• Lockoutduration (minutes) - Total length of time a user will be locked out of the system.

• NewMobile 2.0 Interface- Allows you to turn on or off eMaint Mobile 2.0.

3 - UserInterfaceSettings

The User Interface Settings allow you to use ElectronicSignatures when making any changes to data. This requires the user to enter in their password each time a change is made to a record may it be creating a new record, editing a record, or deleting a record. This is to help ensure that only users with the proper authorization can make changes to information. This setting is account wide and also includes the administrator.

The "SelectedRecordandTableFilterSynchronization" functionality in X4 allows you to go to previous or next records (using >> and << buttons on data record itself) according to how the table was set up last by the user. That means any table filter or table sort applied would be evaluated when the system decides of which record is considered to be next or prior the current one. This function also works if table is filtered for selectedrecordsonly or recentitemsonly or starreditemsonlyalong with any other custom filter/sort applied.

The DisableAnimations removes all the css transitions, like when you close the menu, open the sidebar, open pop-up boxes, etc. Removing animations can improve the speed for some devices.

The MaximizedTable/ RecordDisplay controls how records are displayed when you click on them from the list view. If turned on, when you click on a record, it will display on maximized mode. If turned off, when clicking on a record, it will open and display under the list.

The X4OnlyMode will switch your account from X3 to X4. Since this is a global setting, turning this option on will force all users in your account to use X4 from this point on.

4 - GeneralWorkOrderSettings

This section handles closed work order settings, print options and number sequence.

• Disableeditingofclosedworkorders? – Allows or prohibits the editing of closed work orders. This also prohibits anyone from adding charges to a closed work order. If you set this option to “Off”, you can still remove editing permissions, open or closed, from each user in the User Administration section.

• Allowadminusertoreopenworkorders? – Prohibits the administrator from reopening closed work orders.

• HTMLPrintoptiontodisplayRelatedCharges – When set to “On”, these options will print the work order charges table on the .PDF printout.

• CurrentSequentialWorkOrder # – This number sets the next work order number and then increases in increments of one.

• PayrateInformationAvailableinLaborChargePanel? - If this is disabled, the pay rate information displayed in the charges panel will be hidden.

• HideAddQuickPartsButtoninWorkOrderCharges? - If this is enabled, the Add Quick button will be hidden from users.

• DefaultNameandCategorytoAssigntoonNewLaborCharges? - If this is enabled, when the charge panel is first opened, the contact will be set to be the same as the Assign to contact. If this is disabled, when the charge panel first opens, the contact will be set to be the same as the contact associated with the user login of the user opening the charge panel.

• EnableMultipleWorkOrderstobeassignedtocontactsinScheduler? - Gives the ability within the scheduler to assign multiple work orders at a time for a single or multiple contact records.

5 - WorkOrderEmailSettings

This section configures the email settings during the work order process. Make your selection for each setting by clicking on the radio buttons.

NewWorkOrders – When set to Yes, the system sends an email to notify the person of a new work order.

ClosedWorkOrders – When set to Yes, the system sends an email to notify the person of a closed work order.

WorkOrderRequestNotifications – This section is split into two settings and works in conjunction with the 'Request Notification Group' field on the Contacts form.

• SendEmailToNotificationGroup – This will turn on the functionality for sending a notification, when a new request is submitted. On the contacts form, you'll find a logical (True/False) field called "Request Notification Group?" (If the field is not currently on the form, it can be added). When a request is created, any contact record that has this field set to True will receive an email notification at the email address they have listed. This is a great way to keep multiple people in the loop about new requests.

• Enable 'TakeOwnership' Link – This option depends on the “Send Email To Notification Group” setting which must be turned on to work. When set to “On” the email described above will contain a link for the recipient to “take ownership” of the work order. When clicked, the work order will be assigned to that person's contact record. Then another email will be sent containing a link that will close the work order.

Attachworkordertoemail - Allows an attachment of a work order to be included when receiving an email.

EmailSubjectFormat – Allows you to select the subject line of the emailed work orders in your system.

SenderName- Create a default sender name for when receiving eMails from eMaint.

Note: The 'PerformFor' and 'AssignTo' sectionsrefertothefieldsontheworkorderform. Thesefieldsmusthaveacontactwithavalidemailaddressorthesystemwillnotsendanemail.

6 - PMSettings

This section sets the global PM settings and PM email notifications.

The top row on this page allows you to set general PM settings.

• Place a check in the box next to “Disable Daily PM Generation & Email” if you would like to disable the automatic PM generation.

• In the 'File Type' box you can set the print format to PDF or HTML. If set to HTML, a Configure link will appear which will allow you to customize the header and footer of the print form.

• Place a check in the box next to “Send email when no PM's are Generated” to send an email to the admin when there are no PMs generated that day.

• You can set the PM generation time in the 'Produce PM's automatically every day at' section. Use the drop-down boxes to select the time, AM or PM, and the time zone.

The next four rows allow you to send generated PMs to the Administrator, the contacts designated in the 'Assign To' and 'Perform For' fields and any email address(es) in the 'Other Email Address' box .

The 'Send PM Summary and work orders to PM Field' section allows you to use a custom field on the PM form to send PMs to. Enter the field's description in the box provided. Be sure the email addresses on the PM form are valid.

The last setting, if checked, will automatically generate a meter-based PM when the meter exceeds the value in the 'Produce PM Every' field on the PM form.

Click on the SaveSettings button to save your changes. If you do not want to save any changes, click the Cancel button or the ReturntoMainMenu link.

7 - InventoryControlSettings

These settings contain an option to charge parts directly to an asset instead of creating a work order to charge out parts. When selected, this option will create a new link on the assets called PartsCharge.

These settings are also used to configure and manage multiple locations in a Multiple Locations environment.

InventoryMethod- States if the account is using a Standard, Lifo, or Fifo inventory method.

UseMultipleInventoryLocations - Allows the usage of multiple location inventories for parts. Once this is turned on, you cannot revert back to a single inventory location system.

Allowdirectpartchargestoasset- Allows part charges directly from the assets table.

Allowzero-quantityinventoryadjustment - Allows you to add a part adjustment for the qty of zero (e.g. amount  counted on the shelf matches the amount on hand)

DefaultEmailaddressforRe-OrderList - List of email addresses that receive an email once a part goes on the Re-Order list.

Auto-AllocateParts - Allows you to transfer PM parts to the parts requirements table when a PM generates into a work order.

CreateStockAllocationWarnings - Allows you to create a warning when stock parts are below defined levels.

Auto-CreateStockRequisitionsforAllocatedParts - Creates stock requisitions based on allocation parts as well as on hand inventory.

Includeallocatedquantityinthepartreorderlistcalculation - This setting allows the Re-Order list calculation to include allocated parts on work orders with the on hand and on order quantities.

AllowduplicaterelatedAssetsandParts - Allows the same part or asset to show up more than once on the asset parts cross reference related table.

InventoryLocations- Shows all the Inventory Locations in the account. If you are not using Multi-Location Inventories, the only location that will appear is MAIN.

InventoryAdjustmentDocumentTypes - This lists all the inventory adjustment types that are available when making an adjustment. You can add, delete, or edit records from this page.

• DocumentType -Keyfield name for the Adjustment type. Has to be 10 characters or less with no spaces or special characters ($, %, ^)

• Description - Description that you see on the adjustment type.

• DisplayOrder - The order that you see this data in.

8 - PurchasingandRequisitionSettings

This section allows for control of the requisitioning process for those eMaint clients who have the Requisition module. These settings do not affect the purchasing process for clients who do not use requisitioning.

DefaultApprovalGroupforStockReqs - A group needs to be chosen if you are planning to use the “Create Stock Requisitions” option. When going through the Stock Requisitioning process, the system will pull in all the items that are considered to be low on stock (Parts that have reached their reorder point). When those parts are pushed through and put into the “Stock Requisition Cart”, and then pushed into the next level for approval, the system will automatically grab the default approval group that you select here (with its own set of approvers).

DefaultAccount # forStockReqs - Allows you to specify an account number for stock requisitions if the parts do not have an account number already assigned in their detail records. If you have an account number on your parts already, the stock requisition account number will default to that part's account number.

DefaultUsertoNotifyforStockReqs - This is the person listed on both the Requisition and the PO forms as the user to notify when stock requisitions are made and received.

StockOrdersbelowOrderPoint - Allows you to choose whether you produce a stock reorder when the on-hand quantity reaches the order point or just when it is below the reorder point. Choosing “Yes” indicates stock orders should be generated only when the on-hand is below the order point. Choosing “No” indicates stock orders should be generated when the on-hand is equal to or below the reorder point.

AllReqlinesmustbeapproved - Setting this option to “Yes” will not allow the requisition to be processed until all lines are approved.

Limitsapprovalqueuetoapproverswithlimits > 0 - Setting it to “Yes”, will not show those people who do not have approval ability in any approval queue.

Allowrequisitiontobeself-approvedif $amountisundertherequisitioner'sapprovallimit means that the requestor can approve his own requisitions if the approval limits are set properly.

SpecialtyApproverGroup and Financial (emergency) ApproverGroup- Choose any approval group to be used in special circumstances and/or in case of emergencies. Before submitting a requisition for approval, there will be a button where you can select “More Approvers”. The approvers that you will see in this list are the approvers from the approval group that you select in these 2 areas. In the requisition submission screen, there are two sections with lists of approvers: Specialty Group and Emergency Group. Selecting any approver from these 2 lists will include this user in the approval queue.

RemoveDetailLinesfromRequisitionApprovalEmailNotification - When Requisitions are approved, an email notification will be sent to the requisitioner. If set to “True” the email will not contain the list of the parts that were approved.

SendPurchaseOrderEmailMessageasPlainText - Sends purchase order emails as regular text.

LimitReceivingQuantitytoOrderedQuantity - NoOverages - Cannot receive more than what was originally requested on the requisition.

Alloweditingofcostwhenre-orderingparts - Allow editing of part costs on the Re-Order point screen.

9 - ConditionMonitoring

The Condition Monitoring feature is not available for customers at the “Team” account level. For more information on eMaint CMMS plans (account levels), you can contact your Customer Success Manager or email services@emaint.com. This information is also available at http://www.emaint.com/cmms-pricing/#plans-pricing.

Provides the ability to change some of the settings that apply to condition monitoring.

Graphictouseonemailexceptionreport - Allows you to upload an image to use when receiving an email for a lower or upper bound reading exception.

Addfieldtogtotheexceptionemailreport - Adds the field log for the condition monitoring reading on the exception email.

10 - ExternalInterfaces

Lets you setup your Google Picasa information to upload photos from Picasa directly into eMaint.

PicasaUsername- Email address for the Picasa account.

PicasaPassword- Password for the Picasa account.

11. -Requester Settings

Allows you to set up what is visible to you users with requester accounts.

Go back to X4 will close this menu, and bring you back to X4