Administration

How to create or change entity states?

67 views 28 June, 2018 Valuekeep 0

The state flow for work orders and issues can be changed to be in line with the organization’s working method.

Create States

To create states, follow these steps:

  1. Select the Cooperative Operations | Administration | Entity States option;
  2. Click the “Create new record” button on the list;
  3. Enter the state key and the entity;
    1. The “Entity Tables” section of this article describes the relationship between entity names and their functionality.
  4. Enter the description for all available languages;
  5. Specify whether this is an initial or final state;
  6. Specify whether the state locks the entity for changes;
  7. Add the transitions from this state;
  8. Press the Create button.
States can only be created for WOs and issues. An initial state must be specified for every entity. The final state is not required but must be specified if there is only one. A state cannot be an initial and final state at the same time.

By default, entities are created in an initial state. If a state is specified as locked for changes, you are not able to change any field for entities in that state. The final state defines the end of the entity’s flow of states because there can be no more state transitions.

To enter the descriptions in other languages click the button with the language code (for example, “EN”) to the right of the field.

Edit States

To edit states, follow these steps:

  1. Select the Cooperative Operations | Administration | Entity States option;
  2. Edit a record from the list;
  3. Change the state’s configurations;
  4. Press the Update button.
All states allow you to setup a notification and whether the transition requires a reason. Only WO and issue states (except for “Pending”) allow you to change all fields.

Remove States

To remove states, follow these steps:

  1. Select the Cooperative Operations | Administration | Entity States option;
  2. Select the record from the list and click the “Delete current record” button on the list;
  3. Press the “Delete” button.
States can only be deleted for WOs and issues, except for “Pending” states. States already used in entities cannot be removed.

Maintenance Setup

For Issue and Work Order states you can specify additional maintenance configurations.

Issues

  • Start Down Time – if enabled, when an asset/location changes to this state, it initiates down time;
  • End Down Time – if enabled, when an asset/location changes to this state, its down time is terminated;
  • Change (WO) State to – if enabled, when WOs transition into this state, their state is changed to the selected state;
  • Create WO – list of states into which a WO can be created from an issue in that state;
  • Only Allow WkC Responsible – if enabled, only allows transitions into this state if the user is the person in charge of the Work Center;
  • Set SLA End Date – if enabled, sets the end date for the issue when it transitions into this state;
  • Canceled state – if enabled, sets issues in this state as canceled. For example, it automatically terminates down time periods;
  • Allow Change Remarks – if enabled, allows you to change issue remarks even if the state is locked for changes.

Work Orders

  • Start Down Time – when an asset/location changes to this state, it initiates down time;
  • End Down Time – when an asset/location changes to this state, its down time is terminated;
  • Allow Assignments – if enabled, WOs in this state allow you to assign tasks;
  • Allow Cost Report – if enabled, WOs in this state allow you to report costs;
  • Must Validate Tasks – if enabled, it becomes impossible to transition to the next state without validating all WO tasks;
  • Change (Issue) State to – when it transitions into this state, the associated issue is changed to the selected state;
  • Canceled state – if enabled, sets WO in this state as canceled. For example, it automatically terminates down time periods;
  • Allow Change Remarks – if enabled, allows you to change WO remarks even if the state is locked for changes.
  • Can Create From Event – if enabled, allows you to create WOs in this state from a preventive maintenance event;
  • Close Internal Requests – if enabled, when internal requests transition into this state they are closed and goods returns are performed;
  • Set SLA End Date – if enabled, sets the end date for the WO when it transitions into this state;
  • Only Allow WkC Responsible – if enabled, only allows transitions into this state if the user is the person in charge of the Work Center.

Entity Tables

Review the relationship between entity names and their functionality in the following table:

Entity Feature
CustomerContracts Customer Contracts
SupplierContracts Supplier Contracts
WarrantyContracts Warranty Contracts
InternalRequest Internal Requests
AssetShutdowns Asset Shutdowns
Issues Issues
LocationShutdowns Location Shutdowns
MaintenancePlans Maintenance Plans
PreventiveMaintenances Preventive Maintenance
WorkOrders Work Orders

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