Agee Software, Inc.

Setup form for Store Building Maintenance

Click Setup on the Main menu to open the Setup form. Enter your Company info. The ImportFolder is the path to XLS files to be imported into the database. Archive folder is where files are stored after importing. POSFolder is for Proof Of Service documents you have received from crews. ArchiveDB is where completed, paid work orders are stored. DISMsg is the standard message emailed to crews upon dispatch. The attached XLS contains the work orders. CMPMsg is the message body for wokr orders scheduled to be completed and CrewMsg is the body for an email of all work orders dispatched to a crew.

Click TblDoc to create an HTML data dictionary. It describes each field in the database. To see the contents (read-only) of any table in the system, select it in the Table combo and click View. Click Export to export the data viewed to Excel XLS, dBase/Clipper DBF, TXT, Excel CSV, Word/WordPad RTF or Access MDB. SBM format is formatted and requires Microsoft's free SBM Viewer. It is similar to PDF format. If you click Edit for a table, the form used to edit it will open.

Click Link to specify where the shared data tables are located. Backup lets you easily save the data tables database to a location you specify. By default, it names the file with today's date. Quit forces all the users out of the database within a couple minutes. Within a minute, all users screens will turn red and they will see a message you enter, such as Database is down for maintenance. Please try again at 3pm. Within another minute, the users who don't exit will be forced off the system. Any Super user can cancel the Quit and let users back into the system.

If users use Terminal Services to connect to the database from outside the local area network, use Task Manager and End Task on the msaccess.exe process for that user. It works better than the Quit feature for Terminal Server users.

Compact rebuilds indexes in tables and completely deletes records marked for deletion. If you make a lot of changes to the database, it is a good practice to Compact monthly. All users must be out of the database to Compact it. You can use the Quit feature to ensure this occurs.

The Combo form lets you edit simple tables that only have a couple fields and are commonly used in combo boxes. An example of this is Status on the Work Order form or District on the Store form. Those labels are blue. When you click on them, the Combo form opens to the record in the combo box so you can edit it or add a new value. The Sort field lets you control the order of values in the Combo. You can set Sort to a value like 1.75 to insert a record between sort value 1 and 2.

Some combos, like Status, show a link at the bottom of the form that lets you edit the Work Orders that have that Status.

The Data Integrity form is a framework for simple queries that lets you see records that may have incorrect data. There are lines that show what the query shows and how to fix the problems.

Calc counts the number of records returned by each query. It can take several minutes, so Calc1 returns the count of records for the current query.

Sel selects the records and opens the appropriate form so you can edit each record.

Export lets you export the records similar to the Table Export feature. .

View shows the records found by a query in read-only format.

Some queries have a Fix button that lets you automatically fix problems. It is generally a good idea to back up the database and View the records before using this feature.

SQL shows the raw SQL statement in a query so you can understand specifically what the query returns.

These queries allow users to enter data quickly without stopping to confirm information. They are easy to add, so encourage your users to identify areas where they have data entry problems and we can add a DI query to help them.

The Color form lets you set the color of all forms in the database to your company's colors. You can set the Super user colors to differ from the normal user colors. It is not hard to change this routine to let each user set his or her own form colors. The Test button lets you see the colors before saving.

The Check form lets you log checks you receive for Work Orders. Click the blue CheckNo link on the Work Order form or Check on the Setup form to open the Check form. The blue WO link at the bottom of the Check form shows the Work Orders that were paid by the check. You can Find by |CheckID|CheckDate|CheckNo|DepositID|Comment|SEL|. You can sort by CheckID, CheckDate, CheckNo, Amount, DepositID or SEL.

Click Deposit at the bottom of the form to open the Deposit form or click WO to edit the Work Orders for the check.

The Crew form contains contact info for the Crew leader. If you don't enter an email address, you can't automatically email dispatch and completion notices to the crew. You can set the crew to inactive to keep them from appearing in combos.

Links at the bottom of the form show Crew Service records, Stores served by the Crew and Work Orders assigned to the Crew. The ACK link changes the Status of all Work Orders from Dispatched (DIS) to Acknowledged (ACK) for the crew. This is handy if the crew calls to acknowledge a batch of work orders dispatched.

The Crew Service form lets you associate a crew with a specific service at a specific store. This association overrides the default crew assignment at the store. Using this, you can assign each service to the responsible crew and set the cost and price for the service.

The WO link at the bottom of the form shows Work Orders for the Service and Store assigned to that crew.

The Deposit form lets you log deposits as they are made. Find a deposit by |DepositID|Account|DepositDate|Comment|Sel| or click New. Enter a Deposit Date and select the Account they are deposited into. Click Check at the bottom of the form to see the Checks assigned to this DepositID.

If you enter a code like X or OPEN in the Comment field, you can use Find to simplify reconciling your accounts. Remove the code after the deposit is reconciled.

The Log form lets you schedule and track pending actions for each user. The user enters the ActionDate when the action was done. It is easy to create a ToDo report to show tasks assigned to each user.

The Service form tracks the Cost and Price for each service. If you check Track, the service is listed on the Dispatch exports and tracked throughout the process. If you don't check Track, it is considered and automatic process that is not tracked, only billed.

The Store form holds info about the store. If you don't assign a Crew, Work Orders won't be automatically dispatched to a crew. The CS link at the bottom of the form shows Crew Service records that are exceptions to the default crew assignment. The WO form shows Work Orders for that store.

Click User on the Setup form to open the User form. You must be a super user to add or delete users or change info about other users. Click New to add a new user. Enter the UserID that the user will enter when logging in. If you want to let the user add other users, click Super. You probably don't need more than one or two Super users per location. Enter the First and Last name into userName. Enter phone and email address if you like.

Enter the password and confirm it. IMPORTANT: After confirming the password, click the UserName field. Do not use the tab or enter key. When the Confirm Password AfterUpdate event is fired, the encrypted passwords on your C: drive are copied to the server and other users are informed that an update is available. This way, any authorized user can log into the database from any PC.

NOTE FOR SUPER USERS: Each user has SBM_.mdw in their c:\work\ folder. It is a copy of the 'official' z:\ageebk.mdw file on the server. To avoid a sharing violation when someone adds a user or changes a password, nobody should routinely use z:\ageebk.mdw to log into the database. When a user logs in to the database, it compares the dates of c:\work\sbm_.mdw and z:\ageebk.mdw. If c:\work\sbm_.mdw is older, it offers an update. You won't be able to add users or change passwords unless you have the current MDW file.

If you encounter problems, you can manually perform this MDW process by copying z:\ageebk.mdw to c:\work\sbm_.mdw, adding users, then copying your c:\work\sbm_.mdw back to z:\ageebk.mdw.


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