WebTMA for Users Workshop Katrina McKire TMA Systems

WebTMA Workshop Target Audience New users to the WebTMA application IT users who wish to familiarize themselves with the WebTMA application

‘I Forgot My Password’ Link This function needs to be enabled from Admin > Client Info > Password tab. The link will not show if the ‘Show Forgot Password Link’ is not enabled. If you forget your login password, you can simply click on the ‘I forgot my password’ link in the login page Enter your Login ID & Client information then click on ‘Submit ‘ button to submit the request. A temporary password will be sent to the email address listed on your user’s record. If you do not have an email address, please contact your Administrator to reset password for you. Note!! The temporary password is only good for 5 minutes after you log in. Once you successfully log in with the temporary password, please reset your password. To reset password, go to File > Personal Info > click on Edit > reset your password then click Save to save the record.

‘I Forgot My Password’ Link A temporary password will be sent to the email address listed on your user’s record. If you do not have an email address, please contact your Administrator to reset password for you. Note!! The temporary password is only good for 5 minutes after you log in. Once you successfully log in with the temporary password, please reset your password. To reset password, go to File > Personal Info > click on Edit > reset your password then click Save to save the record.

Utilizing Help in WebTMA Help icon on the toolbar is context sensitive summary for the window. Search under the Help from the menu Help for WebTMA WebTMA online documentation looks different from desktop, but you have many ways to get help. In addition, by publishing on-line, WebTMA assures the text includes the most recent product enhancements. Help is available in three ways: Help icon Full Document Search Click the Help  icon on the toolbar to display a .pdf file. This window-related help is intended to give you a quick overview of the module and some basic how-to instructions to get started. For complete information about every Tab in a module including field definitions, go to Help > Help Page. This window displays a list of documents by subject. These are links to a .pdf file that can be saved, printed, or read on-line. Of particular interest to WebTMA System Administrators are the Application Setup and System Administrator Setup documents. If you have a particular subject you want to research, use Help > Search. This opens a separate Search window with a Search for help field. Type a character string in the field, and click the Find button. If your subject of interest was "PM Schedule," WebTMA returns a list of every help topic that contains the character string PM Schedule. Since WebTMA looks for exact matches to the text, you may need to experiment to get the results you want. Click a link in the list, and the topic displays in a browser window

Utilizing Tutorials in WebTMA The Tutorial section on the navigator pane is available throughout the application. These are short videos that can help you refresh your memory or learn about an unfamiliar window Click the link of your choice to play the tutorial in a separate window.

WebTMA Toolbar Home – takes you to MyPage Logout – logs you out of the WebTMA session Add – used to create new record Edit – used to edit/modify existing record Copy – Copy the current record. Helpful in creating similar records. Users can change minimal number of fields and Save the record Delete – Seldom used. Records related to others in the database can be made Inactive but not Deleted First – Previous – Next – Last – Used to scroll through records Search – Used to open a dialog box to look for a record by specific criteria Print – Used to send the record to the printer Help – Used for page-related help information Save – Required to save a record after Adding or Editing Cancel – Used with Add or Edit mode to avoid saving a record or changes

Navigation Bar and WebTMA Menu Navigator Pane The pane at the left side of the WebTMA window is a fast way to launch a window, to use additional functionality on the Action Menu, or to run short tutorial videos. Click the name of the related menu or feature to display a set of icons. Click the desired icon on the pane to launch the window. WebTMA Menu The WebTMA menu is located below the title bar at the top of all windows. It is similar to menus in other Microsoft Windows applications. The menu path to a window is referenced in the online help files as well as the WebTMA Help documents.

Action Menu Action menu is Context Sensitive Linked Documents Post Cost Last Modified Authorize Manual Routing Tracking Estimates Add Favorite Add Bookmark Tutorials Action Menu for the Work Order window. Action Menu contains many functions that were tabs or buttons on the 3.x windows. Some examples of Action Menu items are: Linked Documents, Last Modified, Authorize, Tracking, Estimates, Add a Favorite. These Action Menu items will change based on the window that is Active. Be sure to scroll down to see all items on the Action Menu for popular windows such as Work Order.

Utilizing the Fast Find feature in WebTMA Fast Find saves clicks and keystrokes when you know all or part of the record identifier The field is visible on windows that include a required, unique identifier such as a sequential record number or one-of-a-kind name Look for the Fast Find field on the Navigation pane above the Action Menu. You can recognize it by the  magnifying glass icon. Simply enter a character string that is applicable to a record's unique identifier, such as a work order number, and get immediate results. Fast Find saves clicks and keystrokes when you know all or part of the record identifier. The field is visible on windows that include a required, unique identifier such as a sequential record number or one-of-a-kind name, for example, PO number or building name. Typically, only one field is eligible for a Fast Find search. Hold your cursor over the field for a tool tip that lists the field or fields that can be searched. To use Fast Find: 1. Type a character string in the field. 2. Press Enter. If you enter a complete ID, WebTMA immediately opens the record. If you enter a partial character string, WebTMA returns a Fast Find popup window that lists all records that contain the character string anywhere within the ID. Locate the desired record on the Fast Find popup, and double-click the line to open the record.

Single Task Work Order Path: Transactions > Work Order > Single Task Work Order This window is very similar to the regular Work Order window. If your organization typically creates work orders for a single task, use the Single Task Work Order window. It is designed for faster data entry. The difference between this window and the regular Work Order window is a Task field rather than a task grid. All work orders can be viewed in this window, but for multi-task work, a link above the task section alerts you to “Zoom to Multi-Task Work Order". When you click the link, the regular Work Order window opens to display all tasks for the work order.

Work Order Path: Transactions > Work Order > Records In WebTMA, work orders are either Space-related or Item-related Work orders form the heart of WebTMA transactions. A work order can be created whenever you need to track work done, such as regular or preventive maintenance, special projects, or repairs caused by vandalism. If you include the following information on the Work Order window, it is also tracked on the Costs Tab of the related records (for example, building, equipment, floor, etc.): • labor costs • material costs • other charges • billing information In WebTMA, work orders are either • Space-related or • Item-related You select the focus of the work order. If you choose a location such as facility or building, the work order is space-related. If you select an item such as a piece of equipment, the work order is item-related. When you select an item, the associated location is added to the work order by default, but you can change this on the work order if an item is temporarily located in another place.

Work Order Browse Path: Transactions > Work Order > WO Browse You can review Work Orders from the Work Order Browse window Filtering Options: - Item Type - Work Order Type - Open or Closed Work Orders - Scheduled or Not Scheduled - Task - Department - Trade - Technician Save Criteria/Query – Load Query Use the Work Order Query window to select the criteria for filtering work orders for review. Create a query using any combination of the options shown on the window. Sample queries include: • all open and closed orders for a given time period • all work orders assigned to a particular technician • open orders for a single repair center for one day WO Browse Selection Options Use options in each section of the Selection window to expand or restrict your search using any of the parameters such as specific item, date or date range, technician, open and/or closed work orders, and priority. Use the buttons at the bottom of the window to generate a list of work orders or clear your selections and make new ones.

Quick Work Order Path: Transactions > Work Order > Quick Work Order The Quick Work Order window is used to create and save a basic work order. The intent is to reduce a dispatcher's workload by granting technicians or other personnel limited access to WebTMA so they can write simple work orders. For example, technicians who notice a problem in the field can write up a work order. The Save and Cancel buttons are the only functions available on the WebTMA toolbar when the Quick Work Order window opens. If the Work Order Type has the Require General Comments check box marked, the technician is required to record comments about the work. When the technician selects a completion date on the Quick Work Order window and attempts to save, WebTMA automatically opens the Work Order General Comment popup. The technician cannot complete the transaction until text is entered in the window and saved. Once the record is saved, many field labels are underscored to indicate you can click the link and view the related record.

Printing Work Orders Print from Work Order Window Print from WO Browse: Individual or List Two ways to print Work Orders You can print from the Work Order window or from WO Browse window. From WO Browse window, you can either print individual work orders (1 per page) or a list of work orders you selected (multiple Work Orders per page). Previously, a PRINT button at the bottom of the page accommodated printing. In version 5.0, the standard Print options are available using Print on the toolbar. Previously, a PRINT button at the bottom of the page accommodated printing. In version 5.0, the standard Print options are available using Print on the toolbar.

Quick Post Functions Path: Transactions > Quick Post You can post Labor, Part, and Other costs from this window to the same work order. Here you can post all costs to a work order from one window.

Time & Attendance Path: Transactions > Time Manager > Time & Attendance Time and Attendance allows you to find historical information regarding a Technician’s time worked for a given period of time. It allows you to review, edit, and add technicians’ time records. You can view individual labor lines based on the following: Time Type Start and End Date Work time, Non-Work Time (or both) Time and Attendance allows you to find historical information regarding a Technician’s time worked for a given period of time.

Scheduler Path: Transactions > Time Manager > Scheduler Use the scheduler to assign work orders to technicians for both current and future work. Select work orders you would like to schedule to the technician Select Technician Click on ‘Schedule’ button on the Action Menu to schedule the work orders to the technician you selected Review Other Records from Scheduler From the Scheduler window, you can open work order records and the technician's calendar in separate windows so the Scheduler window remains visible. To see the full work order, click the Work Order number in the upper pane. This is similar to other windows in WebTMA with underlined text that indicates linked records. When you click the work order number, WebTMA opens the Work Order window with the selected order displayed. The same is true for technicians listed in the lower right pane. Click the Name, and WebTMA opens the Technician Calendar window in the default Month view to show existing work orders assigned to the technician. Use the scheduler to assign work orders to technicians for both current and future work.

Review Assignments Path: Transactions > Time Manager > Review Assignments Use the Review Assignments function to change assignments when technicians call in sick, take vacation time, are called to different jobs, or when schedules change priority. The window operates in two phases: (1) Search for the assignments (2) Reassign the work This applies to open work orders only. Use the Review Assignments function to change assignments when technicians call in sick, take vacation time, are called to different jobs, or when schedules change priority.

Setting Up PMs in the Task Window Path: Organization > Task > Records A PM Scheduler window is not available from the Organization > Task toolbar. The setup for PM Schedules is now done by Task. Each task record has a PMs Tab where the schedules are established.

Setting Up Meter PMs in Vehicle Window Path: Organization > Vehicle > Records

Basic Reports – Report Manager Window Path: Reports > Report Manager Quick View View Reports – Pre-designed Reports Filter Reports by Name Copy Report Add to My Report Click the Quick View button to print the report without displaying the Print Format popup. When you open the Report Manager window, WebTMA lists all the available reports. You can filter the list of titles from this view using filtering selections of Starts With, Ends With, and Contains. If you know the general category of the report such as Management, Materials, and Setup, you can select a category in the tree list on the left to reduce the size of the list. To filter a list: 1. Type the character or character string in the first field. 2. Select one of the filtering criteria. As soon as you select the criteria, the list displays any report titles that meet your requirements. To see the full list of all reports, select No Filter. The My Report section is used to store a copy of the reports you use frequently. Reports that appear in this section do not alter the originals, the section is simply a way to assemble a few system and Adhoc reports for easy access.

Bookmark Feature in WebTMA The Add Bookmark link is available for windows that can be bookmarked. Path: File > Bookmarks The Bookmarks popup window gives you quick access to a specific record. When the bookmark is no longer needed, click the trash can icon to delete it. To remove all bookmarks at once, click the check box in the header, and click the Delete Selected button on the Bookmarks window The Add Bookmark link is available for windows that can be bookmarked. The link displays below the Add/Remove Favorite link. The link is useful for opening records that you use frequently. Click Add Bookmark to add the current record to your list of bookmarks. A Bookmark Entry popup window opens that allows you to add and save a short description of the bookmarked record. The description is not required; however, if you add one, the text displays in a tooltip when you view a list of bookmarks to open the record. To open a bookmarked record: 1. Click File > Bookmarks. 2. Scroll to locate the record. 3. (Optional) Move the cursor over the list to see the tooltip description. 4. Double-click a line to launch the bookmarked record. To remove obsolete Bookmarks, mark the check box at the left of a line and click the Delete Selected button on the Bookmarks window. Bookmarks Path: File > Bookmarks The Bookmarks popup window gives you quick access to a specific record. Line items on this popup are created from the desired record when you click the Add Bookmark link on the Action Menu. The line shows the [window name]:[item number], such as Project:446. Double-click the line to open Project #446. If you have added a description of the bookmark, you can move the cursor over the line to see your description before double-clicking. When the bookmark is no longer needed, click the trash can icon to delete it. To remove all bookmarks at once, click the check box in the header, and click the Delete Selected button on the Bookmarks window.

Thank you for attending the session! Questions & Suggestions? Contact us at support@tmasystems.com 1-800-228-8765 Go to www.tmasystems.net for Support / Videos / Listserv access Remember to fill out the evaluation form…. Have a great day!