Create and Edit Records

You can create and edit records from the SM Work Center. For example, when viewing service sites, you can create a new service site or edit an existing one.

To create a new record

1. In the Company drop-down, select the company you want to view.
2. If applicable, filter by Service Center and/or Division.
3. From the Menu pane, select the item for which to add a new record. For example, if adding a new service site, select Items > Call Center > Service Sites.. The grid will automatically display the data you selected.
4. Click the Create New Record icon () above the grid.
The appropriate form displays, allowing you to add a new record.
5. When you have finished adding the new record, close the form. You will be returned to the work center and the new record will display in the grid.

To edit an existing record

1. In the Company drop-down, select the company you want to view.

2. If applicable, filter by Service Center and/or Division.

3. From the Menu pane, select the item for which to add a new record. For example, if adding a new service site, select Items > Call Center > Service Sites. 
The grid will automatically display the data you selected.
4. Select the record you wish to edit in the grid.
5. Click the Edit Record icon () above the grid or double-click the record in the grid.
The appropriate form displays, allowing you to edit the selected record.
6. When you have finished editing the record, close the form. You will be returned to the work center and the grid will be updated with the new information.

• The Create New Record option is not available for Overdue Work Orders and Unscheduled Open Work items; however, the Edit Record option is available for all grid records.

Create Related Records

This feature allows you to create a new record based on an existing record. The new record will populate with information from the existing record to reduce data entry. For example, if you are viewing Customer records, you can select a customer and create a new service site.

To create a related record:

1. In the Company drop-down, select the company you want to view.
2. If applicable, filter by Service Center and/or Division.
3. From the Menu pane, select the record type (e.g. to add a service site for a customer, select Items > Call Center > Customers.
 The grid will automatically display the data you selected.
4. In the grid, select the record for which to add the related record.
5. Click the Create Related Record icon () above the grid.
The appropriate form displays, allowing you to add a new related record.
   Note: The icon will be titled differently, depending on the record type you select. For example, if you are viewing Customer records, the icon will be titled "Create Service Site". If you are viewing Overdue Work Order records, the icon will be titled "Create Trip".
6. When you have finished adding the record, close the form. You will be returned to the work center and the appropriate grid will be updated with the new information. For example, if you created a trip for an overdue work order, the new trip will display in the Scheduled Trips grid.

Perform Related Tasks

This feature allows you to perform specific tasks related to an existing record. For example, if you are viewing work order records (e.g. Items > Work Order Management > Work Orders.), related tasks include billing or closing a work order, billing multiple work orders, or opening the related customer or service site records.

To perform a related task:

1. In the Company drop-down, select the company you want to view.
2. If applicable, filter by Service Center and/or Division.
3. From the Menu pane, select the record type (e.g. Items > Work Order Management > Work Orders.
 The grid will automatically display the data you selected.
4. In the grid, select the record for which to perform a task.
5. Click the Tasks drop-down () above the grid.
6. From the drop-down menu, select the task to perform (e.g. if viewing work orders, you might select Bill Work Order). The appropriate form displays, allowing you to perform the selected task.
   Note: The options that display on the Task icon will vary depending on the type of record selected. For some record types (e.g. Customers and Service Sites), this option is not available.

View / Open Related Items

This feature allows you to view related items and/or attachments for an existing record. For example, if you are viewing service site records (e.g. Items > Call Center > Service Sites.) and you select a service site in the grid, the Related Items pane (far right) will display all of the Serviceable Items, Work Orders, Invoices, Open Trips, and Attachments associated with that service site. Double-clicking on any of the related items will open the related form (e.g. double-clicking on a serviceable item will open the SM Serviceable Items form, with focus on the selected item).

Add/Edit/View Attachments

This feature allows you to add, edit, and view attachments for existing records. The Attachments functionality works the same as it does at the form level except that you can attach documents directly to the grid record without opening the related form.

To add an attachment for a grid record

1. From the Items menu, select the record type (e.g. Items > Call Center > Customers). The Grid will display the data you selected.
2. In the grid, select the record for which you are adding or editing an attachment (document, image, or other file).
3. Click the Add/Edit Attachments button () above the grid.
The Attachments form displays.
4. Click Add. This opens the Attachment Detail form, allowing you to add a document, image, or other file to the selected record. For more information, see the Adding Documents.

To edit an existing attachment for a grid record

1. From the Items menu, select the record type (e.g. Items > Call Center > Customers). The Grid will display the data you selected.
2. In the grid, select the record for which you are editing an attachment.
3. Click the Add/Edit Attachments button () above the grid.
The Attachments form displays.
4. In the Attachments grid, select the attachment to edit.
5. Click Edit. This opens the Attachment Detail form, allowing you to edit the existing attachment details. For more information, see the Editing Documents.

To view an attachment for a grid record

1. From the Items menu, select the record type (e.g. Items > Call Center > Customers). The Grid will display the data you selected.
2. In the grid, select the record for which you are viewing an attachment (document, image, or other file).
3. Click the Add/Edit Attachments button () above the grid.
The Attachments form displays.
4. In the Attachments grid, select the attachment to view.
5. Click View. This opens the attachment in the appropriate viewer. For example, if the attachment is a PDF file, clicking View will open the Adobe Reader viewer.

Launch Reports

You can launch related reports while viewing records in the SM Work Center. For example if you are viewing work orders ( Items > Work Order Management > Work Orders) and would like to run the SM Work Order report, click the Reports icon () above the grid and select SM Work Orders from the reports menu. Then run the report as normal.

Using the Grids

The grid displayed in the center pane of the SM Work Center provides a list of records based on the filtering options (company, service center, and division) and the selected record type. There are several ways to manipulate and customize this grid to quickly locate information.

• Keyword Search - You can enter a keyword and the system will search all of the visible columns in the grid for items that contain the keyword. Columns that have been hidden will not be included in the search.
• Filter Bar - The Filter Bar allows you to filter the items in the grid by a specific column. Right click the mouse in the grid and select Filter Bar from the menu. This will add the filter bar to the top of the grid. You can then enter information in any of the filter columns to filter the data in the grid.

If you enter "Electrical" in the Filter Bar, it will search for items that begin with the keyword value (e.g. Electrical Supplies). However, you can use comparison operators (<, >, <>, =, >=, <=) or wildcards (% or *) to refine your search as necessary. For example, if you enter "%Electrical" in the Filter Bar, it will find any item that contains the word "Electrical". For more information about the Filter Bar functionality, see Working With Grids.

• Group Bar - The Group Bar allows you to group the items in the grid by column heading. For example, if you are viewing Billable Work Orders (Items > Work Order Management > Billable Work Orders), you can use it to group all of the work orders by service center. Just right click the mouse in the grid and select Group Bar from the menu that appears. Then drag the Service Center column to the Group Bar. All work order records will be grouped by their assigned service center.
• Export the grid to a file - You can export the records that display in the SM Work Center to a file - for example an MS Excel spreadsheet or PDF file. Right click in the grid and select Export Grid from the menu that appears. Click here for more information on exporting grids.

• Customize the columns - You can add or remove the columns that display on the grid. Click on a link below for more information.

Show a column

Right click in the grid, select Show Column from the menu, and then select the column that you would like to add to the grid.

Hide a column

Highlight a column, right click the mouse, and select Hide Column from the menu that appears. This will remove the column from the grid. If you would like to add the column back into the grid, use the Show Column option as described above.

Organizing Menu Items

The menu in the left hand portion of the PM Work Center can be customized. Changes to this menu will only affect how the menu displays on the SM Work Center for the current user account. If you have multiple SM Work Centers, only the selected SM Work Center will be affected by the changes.

• Rename Folders and Menu Items - You can change the title of a menu folder or item by either right-clicking the item and selecting Rename from the menu or by clicking the item to highlight it and then clicking it again to activate Edit mode. Once you change the name, move off the item to save the change.
• Drag and Drop Menu Items - You can drag and drop menu items into any folder in the menu. Left click on an item and hold down the left mouse button as you pull the item to the desired folder.
• Hide Menu Folders or Items - Highlight a menu item or folder, right click on it, and select Hide from the menu that appears. The selected folder or menu item will be removed from the menu.
• Show Hidden Menu Folders or Items - Right click in the menu panel and select Show from the menu. Select All to restore all menu items and folders that have been hidden, or use the menu options to locate the specific folders and items that you would like to display.