emaint mx users guide

©2007 eMaint Enterprises LLC

1 eMaint Mobile MX

User Manual

eMaint Mobile MX User Manual

Table of Contents

Introduction ............................................................................................................................................. 2

System Requirements – Client PC ....................................................................................................... 2

System Requirements – Mobile Device ................................................................................................ 2

Installing eMaint Mobile MX ..................................................................................................................... 3

Icon Legend ............................................................................................................................................ 4

Setting up your User Information .......................................................................................................... 5

Work Order Management ........................................................................................................................ 6

Downloading Work Orders ................................................................................................................... 6

Managing Work Orders ........................................................................................................................ 7

Work Order Details .............................................................................................................................. 8

Closing Work Orders ......................................................................................................................... 10

Unscheduled Work ............................................................................................................................ 11

Creating/Editing Unscheduled Work ................................................................................................... 12

Clear Unscheduled Work ................................................................................................................... 14

Uploading Work Orders ..................................................................................................................... 15

Inventory Control ................................................................................................................................... 16

Issue Parts ........................................................................................................................................ 16

Returning Parts .................................................................................................................................. 17

Adjust Inventory ................................................................................................................................. 18

Add Parts .......................................................................................................................................... 19

Transaction List ................................................................................................................................. 20

Transaction List Detail ....................................................................................................................... 21

Upload Inventory Transactions ........................................................................................................... 22

Clear Inventory Transactions ............................................................................................................. 23


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Introduction

System Requirements – Client PC

A PC with an internet connection

Microsoft® Windows 2000 Service Pack 4, Windows Server 2003 SP1, Windows XP Media Center

Edition, Windows XP, or Windows XP Tablet PC Edition with Active Sync 4.2, Internet Explorer 6.0 (or

later), .NET Framework 2.0 (or later), and .NET Compact Framework 2.0 SP2 (or later)

-Or-

Microsoft® Windows Vista – All Editions, with Windows Mobile Device Center 6.0 or later (included with

Vista), Internet Explorer 7.0 or later, .NET Framework 2.0 (or later), and .NET Compact Framework 2.0

SP2 (or later)

Active Sync is available for free download here:

http://www.microsoft.com/windowsmobile/activesync/default.mspx

.NET Framework 2.0 is available for free download here:

http://www.microsoft.com/downloads/details.aspx?FamilyID=0856EACB-4362-4B0D-8EDD-

AAB15C5E04F5&displaylang=en

.NET Compact Framework 2.0 SP2 is available for free download here:

http://www.microsoft.com/downloads/details.aspx?FamilyID=aea55f2f-07b5-4a8c-8a44-

b4e1b196d5c0&DisplayLang=en

System Requirements – Mobile Device

Microsoft® Windows Mobile Version 2003 Second Edition or later

http://www.microsoft.com/windowsmobile/activesync/default.mspx

http://www.microsoft.com/downloads/details.aspx?FamilyID=0856EACB-4362-4B0D-8EDD-AAB15C5E04F5&displaylang=en

http://www.microsoft.com/downloads/details.aspx?FamilyID=0856EACB-4362-4B0D-8EDD-AAB15C5E04F5&displaylang=en

http://www.microsoft.com/downloads/details.aspx?FamilyID=aea55f2f-07b5-4a8c-8a44-b4e1b196d5c0&DisplayLang=en

http://www.microsoft.com/downloads/details.aspx?FamilyID=aea55f2f-07b5-4a8c-8a44-b4e1b196d5c0&DisplayLang=en


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User Manual

Installing eMaint Mobile MX

If you have not already done so, make sure that Active Sync (Windows 2000, Server 2003, XP) or

Windows Mobile Device Center (Windows Vista) is installed, then connect your device to the PC. Follow

any on screen prompts that may follow (consult your device’s documentation for further information).

If .NET Framework 2.0 and .NET 2.0 Compact Framework (or later) are not yet installed on the PC, do so

at this time. Refer to the documentation provided with .NET 2.0 for help with installation, or contact your

System Administrator.

Locate the setup.exe on the MX Mobile Installation CD and run the program.

In Windows 2000, Server 2003 and XP – The installation window will show a selection box with options to

install: eMaint MX, SQL mobile, SQL mobile ENU, and SQL mobile (replication). Leave each of these

options checked and click Install. Upon completion of each component, you will receive a message to

check the device for any additional install information.

In Windows Vista, you will be taken directly to the Application manager window

On the following screens you will be prompted to install each component (fig. 1a) and then check the

screen of the mobile device for additional steps (fig. 1b & 1c)

Fig. 1b

Fig. 1a

Fig. 1c


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User Manual

Icon Legend

Many icons are used to get around in eMaint MX. This list will help you get familiar with the icons and

their functions.

- Close – Closes the window and return to the previous page

- Create – Creates a new work order/transaction

- Delete – Deletes the work order/transaction

- Detail – Shows the details of the selected item

- Download – Downloads work orders

- Filter – Filters search criteria

- Go Back – Returns to the previous page

- Next – Next tab

- Preview – Checks with the online account for open work orders

- Previous – Last tab

- Save – Saves any changes to the form

- Show All – Shows all work orders without any filters

- Upload – Uploads work orders/transactions to the online account

- View Errors – Navigates directly to the Transaction List after uploading Inventory Transactions


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Setting up your User Information

With the mobile unit docked and connected to a computer

with an Internet Connection, select the eMaint MX icon

from the start menu. From the Main Screen, select the

File menu, then User Information.

On the following screen, you’ll need to fill out the

following information:

Account ID – This is your eMaint X3 User Name

Company – Your company’s name

User ID – This is your Maintenance Contact ID that is

associated with your work orders

User Name – Your name

Password – The password you use to access X3

URL – this should not change; the information in this field

is setup by eMaint

On the Proxy Settings tab, insert the proxy server

information (if any) needed to allow the device to access

the internet through your PC. You may need to obtain

this information from your IT department.

Click the button to save the changes, then the

button to return to the main menu.

The Main Menu will now show your Company Name

and the Assigned To will now read your full name.


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Work Order Management

Downloading Work Orders

On your mobile device, click the File menu, Data

Management, then the Download Work Orders menu

option. On this screen, you’ll be able to download any

work orders that have a status of O (Open). Use the

down-arrows to the right of each date field to display the

Date Chooser and select a date for each field.

After inserting the date range, click to display the

number of open work orders available for download.

The button will become available if there are work

orders available for download. Click and the work

orders will be downloaded to the handheld unit.


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User Manual

Managing Work Orders

To view downloaded work orders, return to the Main Menu and click the Work Orders menu, then Work

Order Management. If no work orders were downloaded, this menu option will not be available (gray).

You will be shown a screen with an Asset ID Filter field. This is an optional field which can be bypassed

by clicking the button. The displays all work orders from the last Work Order Download. If you

wish to filter the list by Asset, either scan the barcode of an Asset or enter it by hand, then click the

button. This will display the work orders for that Asset only.

The work order list displays the following information:

WO – The work order number

Asset – The asset’s description

Status – The status of the work order. O is for Open, H is for Closed (History)

If any of the fields aren’t long enough to view, you can adjust the field size by clicking the right side of the

column box and dragging it to the desired size. When the fields are longer than the screen width, a

horizontal scroll bar will appear allowing you to scroll left and right.

To view the detailed information of the work order, click the work order and click the button. To go

back to the Asset ID Filter screen, click the button.


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Work Order Details

The work order page shows the details of the work order across three tabs. Clicking the tabs at the

bottom will display its information. The and buttons will switch to the next and previous work order.

Work Overview – Contains the basic information about

the work order


WO Type – The type of WO. Some examples are

PM, Maintenance, Emergency, etc.

Comp. ID – The ID of the asset the work is being

performed on

Component – The description of the asset the

work is being performed on

Task Description – a brief description of the work

to be performed

Full Description – Contains the description of the work

order

Work description – The full description of the work

to be performed. If the description is longer than

the page, a vertical scroll bar will appear on the

right of the screen so you can scroll through the

page


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User Manual

Other Info – Contains extra information about the work

order

WO Date – The date and time the work order was

created

Route No – if the WO is a part of a route, the route

number will be displayed here

Customer – The name of the customer the work is

being performed for

Capacity - The capacity of the container if the

asset requires a (re)fill

Downtime – If a shutdown is required, this is the

approximate length of time the asset will be offline

The Other Info tab is the only part of the work order that

can be edited.

When finished, click the button to save the changes.

Clicking the button without saving first will void any

changes.


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Closing Work Orders

When you are ready to close a work order, click the button on the work order to display the Close Out

page. Your options on this page are:

Closing Date – The date the work order is closed.

The default value is the current date. You can edit

this field by clicking the down-arrow on the right of

the field and using the pop-up calendar to select

the new closing date.

Comments –This field is carried over from the

online account and can be edited and/or added to.

Closed – Click this check box if you want to mark

the work order as closed. A message on the work

order’s detail page will appear in red text stating the

Closed status. In addition, the Status will change to

H on the Work Order List screen.

Click the button to save any changes. A

confirmation box will appear to verify your selection.

Clicking Yes will save and exit, clicking No will exit

without saving and clicking Cancel will return you to

the Work Order Closeout screen without saving.

Click the button to return to the work order detail. The button does not save changes. Be sure to

click first or the changes will be lost.


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Unscheduled Work

The Unscheduled Work section is for creating work orders in the field. It is intended to record basic

information only and should be completed when uploaded to the account. From the Main Menu, click the

Work Orders menu, then the Unscheduled Work option.

The list display shows any work orders entered since the last upload. If the list is blank, either all the

unscheduled work orders have been successfully uploaded to the account or the unscheduled work

orders have been cleared by the File > Data Management > Clear Unscheduled Work option.

The Unscheduled Work list displays the following information:


Asset – The asset description

Status – The status of the work order. O is for Open, H is for Closed (History)

If any of the fields aren’t long enough to view, you can adjust the field size by clicking the right side of the

column box and dragging it to the desired size. When the fields are longer than the screen width, a

horizontal scroll bar will appear allowing you to scroll left and right.

To view the detailed information of the work order, click on the work order and click the button. To

create a new Unscheduled Work Order, click the button. To go back to the Main Menu screen, click

.


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Creating/Editing Unscheduled Work

To create a new unscheduled work order, click the button on the Unscheduled Work List. To edit an

existing entry, highlight the item and click the button.

The Unscheduled Work detail screen has the same fields as the Work Order detail screen. The

Unscheduled Work is split into three tabs, each with information pertaining to it. Clicking the tabs at the

bottom will display its information. The and buttons will switch to the next and previous

unscheduled work order.

Work Overview – Contains the basic information about

the unscheduled work order

WO – The work order number. This is the only

non-editable field. The number will be changed

during upload to avoid work ID conflicts.

WO Type – The type of WO. Some examples are

PM, Maintenance, Emergency, etc.

Comp. ID – The ID of the asset the work is being

performed on

Component – The description of the asset the

work is being performed on

Task Description – a brief description of the work

to be performed

Full Description – Contains the description of the work

order

Work description – The full description of the work

to be performed. If the description is longer than

the page, a vertical scroll bar will appear on the

right of the screen so you can scroll through the

page


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Other Info – Contains extra information about the work

order

WO Date – The date and time the work order was

created

Route No – if the WO is a part of a route, the route

number will be displayed here

Customer – The name of the customer the work is

being performed for

Capacity - The capacity of the container if the

asset requires a (re)fill

Downtime – If a shutdown is required, this is the

approximate length of time the asset will be offline

When you are finished creating or editing the work order,

click the button to save the changes. A confirmation

box will appear to verify your selection. Clicking Yes will

save and exit, clicking No will exit without saving and

clicking Cancel will return to the Parts Detail without

saving. If you click the button without clicking first,

any changes you’ve made will be lost.

If you wish to close the work order, you may do so at any time. Click the button to display the Close

Out screen for the Unscheduled Work order.

Closing Date – The date the work order is closed. The default value is the current date. You can edit this

field by clicking the down-arrow on the right of the field and using the pop-up calendar to select the new

closing date.

Comments – Enter any comments you may have.

Closed – Click this check box if you want to mark

the work order as closed. A message will appear

on the detail page stating the work order is closed.

In addition, the Status will change to H on the Work

Order List screen.

Click the button to save any changes. A

confirmation box will appear to verify your selection.

Clicking Yes will save and exit, clicking No will exit

without saving and clicking Cancel will return to the

Parts Detail without saving.

Click the button to return to the work order detail.

The button does not save changes. Be sure to

click first or the changes will be lost.


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Clear Unscheduled Work

The Clear Unscheduled Work option removes all

unscheduled work orders from eMaint MX permanently.

Go to File > Data Management > Clear Unscheduled

Work. A confirmation window will appear to verify your

choice. Click the OK button to delete the work orders.

Click the Cancel button to return to the Main Menu.


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Uploading Work Orders

Uploading work orders sends closed work orders to the X3 account and clears the mobile unit of open

work orders. To upload the work orders to your account, go to the File menu, Data Management and

click the Upload WO option. Use the Download WO option to retrieve open work orders.

On the Data Upload screen, the message at the top will summarize the number of Work Orders and

Unscheduled Work Orders to be uploaded. To upload, click the button. A confirmation screen will

appear to verify your selection. Clicking Yes will synchronize eMaint MX with your online account.

Clicking No will return you the Data Upload summary. Click the button to return to the Main Menu.

If there were no errors encountered during the

upload, a message will report the successful upload.

If there were any errors, the message will itemize

which items failed and the error message pertaining

to that item.

All work orders and unscheduled work orders,

regardless of its open or closed status, will be

uploaded to the account and removed from the

device. To retrieve the open work orders, use the

Download WO procedure found on page 5.


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Inventory Control

Issue Parts

To issue a parts charge to a work order, from the Main Menu select the Inventory menu, then Issue Parts.

The parts charge screen will automatically fill in your Contact ID.

There are two options for charging your part:

Work Order # - this will issue the parts charge to the work order you specify in the field below the

selection

Asset ID – this will charge the parts directly to the Asset ID that you specify in the field below the selection

If there’s an account number associated with the parts charge, enter it in to the Account # field.

Either scan the barcode of the part or enter the item number into the Item # field.

Input a quantity into the Quantity field by either typing it manually or using the up and down arrows.

Click the button, then click the button to return to the previous menu. Failing to click before

clicking will lose any changes you have made.


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Returning Parts

To return a parts charge from a work order, select the Inventory menu, then select Return Parts. The

Return Parts screen is very similar to the Issue Parts screen.

The Employee field will automatically fill in your Contact ID.

There are two options for charging a part:

Work Order # - this will return the parts charge to the work order you specify in the field below the

selection

Asset ID – this will return the parts directly from the Asset ID that you specify in the field below the

selection







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Adjust Inventory

To adjust a parts charge for a work order or asset, select the Inventory menu, then select the Adjust

Inventory option. This screen is very similar to the Issue Parts screen.

The Employee field will automatically fill in your Contact ID.

There are two options for charging a part:

Work Order # - this will adjust the parts charge to the work order you specify in the field below the

selection

Asset ID – this will adjust the parts charge directly to the Asset ID that you specify in the field below the

selection







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Add Parts

To add a part to the inventory, select the Inventory menu, then select Add Part.

Enter a unique part number in the Part # field.

You can enter a description in the Description field. It has a 32,767 character limit which allows for long

descriptions if necessary.

Use the Location field to specify where the part will be located in stock. This field can be left blank.

To enter the On Hand value, use the up and down arrows to increase and decrease the amount or

manually enter the value.




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Transaction List

To view a log of transactions, select Inventory, then Transactions List.

The Transactions List displays all previous and pending inventory transactions. When you use any of the

options in the Inventory menu, it will be logged here. This list corresponds with the Upload Inventory

Transactions menu option (see page 21). Items listed as True have been uploaded successfully. Items

listed as False are either pending transfer or failed to upload.

The column headers are:

UL – Upload status tells you if the upload was successful. Transactions that haven’t been uploaded will

be listed as False

Type – The type of transaction. Options are Add, Adjust, Issue and Return

Qty – The quantity of the part

Item – The part number of the item

WO – The work order number that the part corresponds to

Error – If the UL is listed as False due to an upload error, the error message will be displayed here

Any transactions listed as False will attempt to upload every time an inventory upload is performed. Once

successful, transactions will not be uploaded again.


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Transaction List Detail

Highlighting an item on the Transaction List and

selecting the button will display the details of the

part. If any uploads failed, this is where any

adjustments can be made to the part. When you are

finished, be sure to click the button or your

changes will not be saved.

If you wish to delete the transaction, click the

button. Deleting the transaction will remove it from the

transaction list and will not be synchronized when

uploading inventory transactions to the account.

If you want to go back to the Transaction List without

making changes, click the button.

When Clicking or , a confirmation screen will

verify your changes. Yes will save and exit, No will

exit without saving and Cancel will not save and return

to the part detail.


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Upload Inventory Transactions

To upload the inventory transactions to your online account, go to the File menu, Data Management and

click the Upload Inventory Transaction option.

On the Data Upload screen, the message at the top will summarize how many transactions in the

Transaction List will be uploaded and how many transactions have already been uploaded. To upload,

click the button. A confirmation screen will appear to verify your selection. Clicking Yes will

synchronize the handheld device with your online account. Clicking No will return you to the Data Upload

summary. Clicking the button will return you to the Main Menu.

If there were no errors encountered during the

upload, a message will report the successful upload.

The item’s UL will change to True in the Transactions

List.

If there were errors, the message will itemize which

items failed and the error message pertaining to that

item. The Transactions List will display the item as

False and the error will logged for future reference.

If you wish to view the errors, click the button to go

straight to the Transaction List.


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Clear Inventory Transactions

The Clear Inventory Transactions option removes all

transactions from eMaint MX that are pending upload.

Any transactions that have been uploaded previously

will not be effected. Go to File > Data Management >

Clear Inventory Transactions. A confirmation window

will appear to verify your choice. Click the OK button to

perform the deletion. Click the Cancel button to return

to the Main Menu.

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