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Accruent 8 Administrator's Guide

Company Administration - Part I

General Info, Schedule/Binder Templates, Parts/Inventory,Milestone Timelines, User-Defined fields, Archiving,

Maintenance Tasks, and E-mail Notifications

Updated for 8.5

Accruent, LLC 10801-2 N. MoPac Expressway, Suite 400, Austin, TX 78759 www.accruent.com

Updates 6

Accruent 8 Overview 7

The System Administrator Dashboard 8

Guide Overview 10

Company Administration 11

Manage Company 14

Edit Company Information 15

Set/Edit Alert Submittal/Escalation Days 19

Set/Edit Password Requirements 21

Manage Schedule Templates 23

Create, Change, or Delete a Standard Schedule Template (Including Tasks and Task Groups) 24

Edit Task Group Details 27

Assign Task Group(s) to a Standard Schedule Template 28

Special Project Schedule Template (Including Tasks and Task Groups) 34

Edit Task Group Details 37

Assign Task Group(s) to a Special Project Schedule Template 38

Activate or Deactivate a Schedule Template 43

Copy a Schedule Template 45

Manage Milestone Timeline 47

Milestone Timeline 49

Deactivate or Activate a Milestone Timeline 59

Manage Binder Templates 60

Create/Add, Edit, or Delete Binder Templates/Documents 61

Accruent Confidential and Proprietary, Copyright © 2015 Page | 2

Accruent Suite Administrator's Guide - Company Administration Part I

Add Document from the Binder-Template Document List 64

Activate or De-activate a Binder Template 66

Manage Parts and Inventory 67

Create, Edit, or Delete Equipment Categories 68

Enter or Edit Parts/Inventory 69

Parts Package 71

Add, Edit, or Delete a Vendor 76

Upload, Download, Edit, or Delete Vendor Documents 82

Add or Edit a Part 83

Manage Tasks Custom-Email Notification 86

Manage Defined Fields 87

Create, Edit, or Delete a User-Defined Field 89

Activate or De-activate a User-Defined Field 91

Create or Edit a Client Dropdown Menu 93

Tiered Drop-down Menu 96

Manage States and Provinces 106

Add a County 107

Maintenance Tasks 108

View Geocode Entities and Competitors 109

Run Schedule-Date Adjustments 110

Configure LDAP for Import of Users Into the Accruent Suite 112

Import LDAP Users 115

Manage Field Audits 116



Upload Forms, In Bulk 119

Manage Audit Tables 121

Manage Archiving 126

Create Archive Jobs 127

Schedule Archive Job 128

Add or Modify Archive Rules 129

Update Scheduled Archive Jobs 131

View Archive Job Status 132

Manage Caches 134

Transfer Configuration Objects from One Environment to Another 135

Appendix A: Associate a Single Task to Multiple Tasks 144

Appendix B: How to Read a Project Schedule 150

Appendix C: User-Defined Fields 155

Appendix D: Tiered Drop-down Menus 158

Appendix E: Add Contact or Member Pane 161

Appendix F: Custom-Email-Notification Fields 163

Appendix G: Additional Information on Configuration Transfers 188



Accruent Confidential and Proprietary, Copyright © 2015.

This material contains confidential information that is proprietary to, and the property of, Accruent, LLC.Any unauthorized use, duplication or disclosure of this material, in whole or in part, is prohibited.

No part of this publication may be reproduced, recorded, or stored in a retrieval system or transmitted inany form or by any means—whether electronic, mechanical, photographic, or otherwise—without the writ-ten permission of Accruent, LLC.

Thematerial in this manual is subject to change without notice and is provided “AS IS”.


Updates

Updates for this guide include new instructions for the bulk form upload procedure.

Lease Administration is now supported on Internet Explorer 11. The remaining Accruent Suite applic-ations are supported on Internet Explorer version 9.



Accruent 8 Overview

Accruent 8 is a Web-enabled, end-to-end, real estate ERP (enterprise resource planning) suite that letsretailers manage their assets—in one place, in real time.

Namely, retailers can:

l Manage site selection, design and construction, and facility maintenance.

l Centralize all documents, schedules, and issues.

l Use built-in reporting tools to create and analyze asset data.



The System Administrator Dashboard

System Administrator Dashboard

The System Administrator Dashboard is where you manage:

l Company (i.e., general information, templates, milestones, dictionary, forms, custom lists,panels, form flows, workflows, grids, parts/ inventory, tasks’ custom email notification,budget administration, user-defined fields, leasemanagement [i.e., lease sets and critical-issue types/questions]— and maintenance tasks [i.e., entities/competitors geocoding,schedule-date adjustments, LDAP import configuration, LDAP-user import, bulk-formuploads, field-audit and audit-table management, checking the environment [to see what’srunning], cachemanagement, and configuration-object transfer between environments])

l Program

l Member

l Project

l Folder

l Prototype

l Dashboard

l Lease

…administration information, as well as user-defined fields.

For more information about items on the System Administrator Dashboard, see the following to:



l Manage company administration information (see "Accruent Administrator’s Guide[s]:Company Administration [Parts I, II, III, and IV]").

Note: Company information is the first information you should enter/ configure.

l Manage program information (see "Accruent Administrator’s Guide: Program Admin-istration").

l Managemember information (see "Accruent Administrator’s Guide: Member Admin-istration").

l Manage project information (see "Accruent Administrator’s Guide: Project Admin-istration").

l Manage folder information (see "Accruent Administrator’s Guide: Folder Administration").

l Manage prototype information (see "Accruent Administrator’s Guide: Prototype Admin-istration").

l Manage dashboard information (see "Accruent Administrator’s Guide: Dashboard Admin-istration").

l Manage lease information (see "Accruent Administrator’s Guide[s]: Lease Administration[Parts I and II]")

For general information about:

l The Accruent Suite

l Its configuration elements/drivers

l Requested documents/deliverables

l The administrator’s responsibilities

l Accruent’s Entity Set-up Wizard

l System administration reports

…see "Accruent Administrator’s Guide: General Information, the Entity Set-up Wizard, and SystemAdministration Reports."



Guide Overview

This guide includes the following information:

Accruent 8 states a brief description of the Accruent Suite.

The System Administration Dashboard shows themain components of the system administrator dash-board and lists the various administrative functions for managing the following information:

l Company

l Program

l Member

l Project

l Folder

l Prototype

l Dashboard

l Lease

…administration information and user-defined fields.

Company Administration, Part I - States the administrative procedures for configuring and managingcompany information, schedule templates, milestone timelines, binder templates, parts and inventory,custom e-mail notifications for project schedule tasks, and maintenance tasks (including viewing geo-code entities and competitors; adjusting project schedule dates; configuring the LDAP import; import-ing LDAP users; uploading forms in bulk; managing archiving; managing field audits, audit tables, andcaches; and transferring configuration objects between environs).

IMPORTANT TIP!

If you are viewing this document in Adobe Acrobat or Adobe Reader: When you click on a cross-ref-erence (red linked number and word) to navigate to a referenced page, click the Back arrow (in the topAdobe toolbar or at the bottom of the screen next to the Adobe document page numbers) to return tothe page you were previously viewing.



Company Administration

Company Administration section of the System Administrator Dashboard

In the Company Administration section of the dashboard, you can enter:

l General company information

l Budget-administration, and lease-management, information

l Associated user-defined fields

…and set up:

l Schedule/task templates

l Themilestone timeline

l Binder templates

l Forms (sometimes called “issues”)

l Custom lists



l Panels

l Formflows and workflows

l Parts-and-inventory information

l A custom-email notification for project-schedule tasks

…as well as perform maintenance tasks, such as:

l View geocode entities and competitors.

l Run schedule-date adjustments.

l Configure the LDAP import.

l Import LDAP users.

l Manage field audits.

l Upload forms, in bulk.

l Manage audit tables.

l Check environment.

l Manage caches.

l Transfer configuration objects between environs (e.g., from “test” to “production”)

Select from the following options to:

l Manage general company information

l Manage schedule templates

l Manage themilestone timeline

l Manage binder templates

l Manage parts and inventory

l Manage tasks’ custom-email notification

l Manage user-defined fields

l Managemaintenance tasks

To manage forms (i.e., issues), custom lists, and panels: See the Accruent Administrator’s Guide: Com-pany Administration – Part II.



To manage form flows and workflows: See the Accruent Administrator’s Guide: Company Admin-istration – Part III.

To manage budget administration and/or leasemanagement: See the Accruent Administrator’s Guide:Company Administration – Part IV.



Manage Company

Through theManage Company link, you can manage general company information, set up “alert” sub-mittals and escalations, and set up user-password requirements.

To manage company information, select from the following options:

l Edit company information (including license information).

l Set up or edit “alert” submittals/escalations.

l Set up or edit password requirements.



Edit Company Information

To edit company information:

1. Click theManage Company link in the Company Administration section on the dashboard.TheManage Company page appears.

The Manage Company page

2. Enter the login firm name, street address, zip code, city, and phone number in the appro-priate text boxes.

Note: Regarding the Login firm name, basically, it’s the same as the company’s name.In the Accruent Suite, almost everything—including database objects— is defined withinthe context of a firm name (technically, defined as “Namespace” in the database)—and aclient installation will have various features enabled/disabled (by Accruent’s Pro-fessional Services representatives) based on the firm name.

3. Click the State, Country and Preferred Language arrows, and select the applicable inform-ation (e.g., TX, USA, English).

4. Click the Fiscal Year End textbox, calendar icon, or arrow. A calendar appears.

5. Select the appropriate fiscal year-end date (e.g., December 31, 2008). (Click the << or >>arrows to navigate backwards or forwards).

6. To set a default security type for all document folders in the application: Click theDefaultFolder Security Type arrow, and select the appropriate setting (e.g., Read Only).

Security Types/Descriptions:



l None (Themost restrictive of the settings.) No users will be able to access anydocument folders.

l Read-Only (Less restrictive than None, but more restrictive than Download.)Users will only be able to view the documents in all document folders.

l Download (Less restrictive than None and Read-Only, but more restrictive thanUpload/Download.)Users will be able to view, and download documents from,all document folders.

l Upload/Download (The least restrictive setting.)Users will be able to view doc-uments from all folders, download them, and upload them (if edited) back tothe folders.

l DEFAULT If <DEFAULT> is selected for all document folders in the application,the folders actually default to whatever is individually selected for them inFolder Administration. That is — instead of having the same security type for alldocument folders — in Folder Administration, you can select a security type foreach folder.

Important Note:

If Default is chosen in the Default Folder Security Typemenu in Company Admin-istration…

…and is also indicated for any folder’s user class in Folder Administration…

…then the security type for the user class will actually default to themostrestrictive setting in the system, which is None.

Therefore, if a particular user class cannot access documents in a folder—and itshould be able to (that is, if None is NOT selected in Folder Administration)—then be sure that Default is NOT indicated in both places.

ADDITIONAL NOTES:



Excluding the <DEFAULT> security type, if you choose None, Read-Only, Down-load or Upload/Download in Company Administration, the setting will apply forALL document folders in the application.

However, you can go to Folder Administration and change each folder’s settingto something else. (See “Set Folder Security Settings” in the Accruent Admin-istrator’s Guide: Folder Administration.)

7. To ensure that users with Upload/Download security rights can check out/in documentsand forms: Click the Yes radio button under Utilize Document/ Form Check In/Check Out.

8. In the Recent News text box, enter any news you want to convey. (The information will dis-play on users’ dashboards.)

9. In the License Info section, click the Edit License Information link. An information paneappears.

License information:

a. Click the appropriate License Display button to indicate if the license inform-ation should display.

b. Click the appropriateDisplay License Info? radio button to indicate if theinformation should display every time a user logs in or only upon the firstlog-in.

c. Click the either/both Flush When checkboxes to indicate that the licenseagreement will re-appear upon log-in:

l If the user changes his/her password.

l If the license agreement is modified.

d. If appropriate, click the checkbox Indicate if the license text (entered per step



9.e., below) contains HTML tags.

e. If desired: Enter the appropriate text in the License Text textbox (e.g., This isintended for “Best Practices” use only.)―and click the Preview button to pre-view the license information.

10. Click theUpdate button on theManage Company page to save the information (or exit thepage to cancel).



Set/Edit Alert Submittal/Escalation Days

To manage how the application will handle various “alerts”:

Note: Alerts appear in theMy Alerts section of a user’s dashboard.


2. Click theManage Alerts link. TheManage Alerts page appears.

Manage Alerts page

3. For each type of alert listed:

a. In the first textbox: Enter the number of past-due days to send the alert if anassignee has not taken care of an item/task when due.

b. In the second textbox: Enter the number of past-due days to escalate the alertto a senior individual if the assignee has still not taken care of an item/taskwhen due.

c. Click the appropriate Email Issue Alerts radio button to indicate if you also wishto send an email to the assignee regarding the alert(s).



d. Click theUpdate button on theManage Alerts page to save the information (orexit the page to cancel).



Set/Edit Password Requirements

To enter or edit password requirements for all Accruent users:


2. Click theManage Password Policy link. TheManage Password Policy page appears.

a. Click theMinimum Password Length checkbox, then enter theminimum num-ber (e.g., 10) of characters allowed for a password.

b. Check theDays Until Password Expires checkbox, then enter the number ofdays (e.g., 60) in which passwords expire.

c. For thosemember accounts that are to be exempt from the password-expir-ation policy, select the individuals’ names from the Passwords Expires: textbox,and click the arrow to move them to the Passwords Do Not Expire: text-box.

d. To prevent a user from using recent expired passwords, click the Cannot ReuseRecent Passwords checkbox, then enter the number (e.g., 2) of previous pass-words that users cannot reuse.



For instance, if a user's password is welcome1, then (later on) welcome2, and(later on) welcome3, then he/she is prompted to change it again, and:

l The Cannot Reuse Recent Passwords box is checked.

l There is a 2 in the textbox.

… then the system won't allow use of “welcome2” or “welcome3” but will allowwelcome1.

3. To prohibit certain password patterns (e.g., “.*[a-z].*”), enter them in the Prohibited Pass-word Patterns textbox (separated by commas, if more than one).

This is a client-defined, structured English field that the client’s IT team shouldprovide/enter. For instance:

l .* .* is any number of characters, followed by a lower-case letter, followed byany number of characters (e.g. BLUeLARK, SKIP2mYLU).

l * * denotes any number of characters, followed by a capital letter or a number,followed by any number of characters (e.g. penCil4u, SKIP2mYLU).

l * denotes a number, followed by any number of characters (e.g. 4thQTR,8CHICKS).

l * denotes any number of characters, followed by a number (e.g., Iloveu2,DoUlvME2).

l * denotes beginning with a number, followed by any number of characters, andending with a number (e.g., 4mymom2, 2GIVEME5).

l * * denotes starting or ending with a number (e.g., 6greenPEAS, todayWE8).

4. To require certain password patterns (e.g., “.*[A-Z0-9].*”), enter them in the Required Pass-word Patterns textbox (separated by commas, if more than one).

5. Click theUpdate button on theManage Password Policy page to save the information (orexit the tab to cancel).



Manage Schedule Templates

Schedule templates display standard and/or special tasks needed to open new stores or maintain exist-ing ones. When ready to create a project schedule, users need only choose the templatemost con-ducive to their business process. Choosing a template appends a corresponding project schedule to aproject, with appropriate project-schedule tasks automatically listed.

Schedules are calculated by calendar days, not business days. After users apply a schedule template totheir projects, they may edit or delete any tasks.

Important! Project scheduling is tied to the server clock. If you decide to link the system (server,not desktop) clock to something else—or decide to reset it for some purpose—project-scheduledates are impacted at the task level. Once this occurs, there is no way to restore those task datesother than restoring a back-up database, causing loss of all data back to that point in time.

To manage schedule templates, select from the following options:

l Create, change, or delete a standard project-schedule template—including tasks and taskgroups.

l Create, change, or delete a special project schedule template—including tasks and taskgroups.

l Copy a schedule template.

l De-activate (or activate) a project—or special project—schedule template.



Create, Change, or Delete a Standard Schedule Template (IncludingTasks and Task Groups)

Note: To create, change, edit, or delete a schedule template (including tasks and task groups) for aspecial project (i.e., a consolidated project [painting of facility buildings, annual re-landscaping ofvarious external facilities; parking lot repavements for various facilities), see Create, Change, orDelete a Special Project Template.

To create, change, or delete a standard schedule template, including its schedule tasks and taskgroups:

1. Click theManage Schedule Templates link in the Company Administration section of thedashboard. The Schedule Templates page appears.

Schedule Templates page

Note: IfAllow Special Projects? functionality is not turned on for the application, then the Sched-ule Templates page will not include any special project options.

To manage standard schedule templates, select from the following options:

l Create a standard schedule template

l Edit the name/description of a standard schedule template

l Assign task group(s) to a standard schedule template



l Edit task-group details

l Create tasks for a particular group

l Edit a task

l Delete a task from a particular group

l Delete a task group from a standard schedule template

l Delete a standard schedule template

Create a Standard Schedule Template

To create a standard schedule template:

1. Click the Add Standard Schedule button at the bottom of the Schedule Templates page.The Add Task Template pane appears.

Add Task Template pane

2. Enter the template name (e.g., Documentation Plan) and description (e.g., Required pro-cess/steps).

3. Click the Add button on the Add Task Template pane to save the information (or the win-dow’s to close without saving). The name of the new template now appears on theSchedule Templates page (along with a message that a task template was successfullyadded).

The Documentation Plan template was added to the Schedule Templates page

Edit the Name and/or Description of a Standard Schedule Template

To edit the name and/description of a standard schedule template (e.g., Documentation Plan):



1. Click its edit link on the Schedule Templates page. The Edit Task Template pane appears.

Edit Task Template pane

2. Edit any information, then click theUpdate button to save the information ((or the win-

dow’s to close without saving).

The edited name (e.g., Documentation Schedule) now appears on the Schedule Templatespage (along with a message that a task template was successfully updated).

Documentation Plan is changed to Documentation Schedule



Edit Task Group Details

For root/sub-groups, you can: Change the group name, add more—or delete—group members, andchange the email/alert notification details.

To do so:

1. Click the name of the group (e.g., Site Qualification and Due Diligence) on the TemplateDetails page.

The Edit Task Group pane appears.

The Edit Task Group pane for the Design group

2. Edit any information.

3. Click theUpdate button on the Edit Task Group pane to save the information (or Cancel, toexit without saving). The Template Details page reappears with a Successfully Updated TaskGroupmessage.



Assign Task Group(s) to a Standard Schedule Template

You can assign root groups—and sub-groups—to a standard schedule template.


l Assign a root group

l Assign a sub-group

To assign a root task group to a standard schedule template:

1. On the Schedule Templates page: Click the name of the template (e.g., Site Qualificationand Due Diligence) to which you want to add a root task group.

The Template Details page appears.

The Template Details page for the Site Qualification and Due Diligence Schedule

2. Click the Add Root Group link. (You might have to scroll down to find it.) The Add TaskGroup pane appears.



Add Task Group pane

3. In theName textbox, enter the name of the root task group.

4. In the Assignee Auto-Assignment section, you can assign task-group members:

l By all job titles in the application; OR

l By job titles only listed in the application’s organization charts

a. If by:

l All job titles: Click the By Job Title radio button.

l Job titles only listed in the application’s organizationcharts: Click the By Job Title at Org Chart Level radiobutton;, then click the arrow, and select either:

l All, to pull up job titles from all org-chart levels

l Region, to pull up job titles from org-chart regionallevels

l Sub-Region, to pull up job titles from org-chart sub-region levels

l Market, to pull up job titles from org-chart market



levels

The Job Title textbox auto-populates with the appro-priate information.

b. Select the applicable job titles (e.g., Architect) from the Job Titletextbox. (To select individual titles, simultaneously press the Ctrlkey on your keyboard; or—for consecutive titles—the Shift key.)

c. Click the button to move them to the Auto-Assign by Job Titlestextbox. (To remove names, highlight them in the Auto-Assign byJob Titles pane, then click the to move them back to the JobTitle pane.)

5. In theNotification Details section of the Add Task Group pane, you can send post-com-pletion task notifications to individuals. To do so:

Click the + sign next to Notification Details. The pane expands.



Notification Details section

a. Click theNotifications AFTER task completes checkbox.

b. To select the notification’s recipients:

1. Click either the:

l The by Job Title, by Member, OR by User Classradio button.

…OR…

l The by Org Chart level radio button:

…then click the arrow, and select All, Region, orSub-Region. The Job Title, User Class,Member,orOrg Level textbox auto-populates with theappropriate information.

2. Select the specific job titles, user classes, members, OR org-level individuals to receive the notifications.

3. Click the button to move them to theNotification Mem-bers level textbox. (To remove entries, highlight them in theNotification Members level pane, then click the tomove them back to the Job Title, User Class,Member, orOrg Level pane.)

6. To send a custom-email notification ―or a regular notification ― to these individuals whenall tasks for this group are completed:

l For a custom-email notification:

a. Click the Customize Task Completion Email Notification checkbox.

b. Click the Customize button. The Edit Email Notification paneappears.



Edit Email Notification pane

c. Enter the appropriate information within the brackets in the Sub-ject and Body of themessage.

d. Click theUpdate button.

l To send a regular notification: Enter themessage in theNotification Messagetextbox.



7. Enter any comments in the Comments textbox.

8. Click the Add button on the Add Task Group pane to save all information (or Dismiss, toexit without saving). The Template Details page reappears, displaying the name of the rootgroup and the job titles of the group members (along with a message that a task group wassuccessfully added).

9. Then, either:

l See “Create Tasks for Particular Group” to add the root-group’s tasks.

l See below to add a sub-group to a root group.

l Follow steps 2-8 to add more root groups.

To assign a sub-group to a standard schedule template:

1. Click the ><Add Group link for the appropriate root group.

The Add Task Group pane appears.

2. Follow the same instructions as stated in steps 3-7 for assigning a root task group.

The Template Details page reappears, displaying the name of the sub-group and the jobtitles of the sub-group members (along with a message that a task group was successfullyadded).

Note: As you add sub-groups to a root group, they display in alphabetical order underthe root group (on the Template Details page).



Special Project Schedule Template (Including Tasks and Task Groups)

General Information

Special projects are activities conducted for various entities within a single program (e.g., painting offacility buildings, annual re-landscaping of various external facilities; parking-lot repavements). In otherwords, a “consolidated” project for various facilities.

Since special projects involve various entities, a special project schedule has two types of tasks:

l Special project tasks – Are tasks specific to the special project (e.g., “Sign Letter of Agree-ment.”). Cannot be pushed to entities and can only have special project tasks (not entitytasks)—within that same special project—as predecessors.

l Entity tasks – Is a regular task (e.g., “Approve and sign landscaping completion.”) that canbe pushed to related entities. Also, can have special project tasks, and other entity tasksfrom the same entity―as predecessors.

Procedures

To create, change, or delete a special project schedule template, including its tasks and task groups:

1. Click theManage Schedule Templates link in the Company Administration section of thedashboard. The Schedule Templates pageappears.

2. Select from the following options to:

l Create a special project schedule template

l Edit the name/description of a special project schedule template

l Assign task group(s) to a special project schedule template

l Edit task-group details

l Create tasks for a special project group

l Edit a special project task

l Delete a task from a special project group

l Delete a task group from a special project schedule template

l Delete a special project schedule template

Create a Special Project Schedule Template

To create a special project schedule template:



1. Click the Add Special Project button at the bottom of the Schedule Templates page. TheAdd Task Template pane appears.

Add Task Template pane

2. Enter the template name (e.g., Special Project – Store Remodel) and description.

3. Click the Add button to save the information (or the window’s to close without saving).The name of the new template now appears on the Schedule Templates page (along with amessage that a task template was successfully added).

The Special Project – Store Remodel template was added to the Schedule Templates page

Edit the Name and/or Description of a Special Project Schedule Template

To edit the name and/description of a special project schedule template (e.g., Special Project – StoreRemodel):

1. Click its edit link on the Schedule Templates page. The Edit Task Template pane appears.

Edit Task Template pane

2. Edit any information, then click theUpdate button to save the information ((or the



window’s to close without saving).

The edited name (e.g., Special Project – Store Remodel) now appears on the Schedule Tem-plates page (along with a message that a task template was successfully updated).

Special Project – Store Remodel was changed to Special Project – Retail Store Remodel



Edit Task Group Details

For special project root/sub-groups, you can change the group name, add more—or delete—groupmembers, and change the email/alert notification details.

To do so:

1. On the Schedule Templates page: Click the name of the relevant template (e.g., Special Pro-ject –Store Remodel). The Template Details page appears.

Template Details page

2. Click the name of the relevant group (e.g., SP – Store Remodel) . The Edit Task Group paneappears.

The Edit Task Group pane for the SP – Store Remodel group

3. Edit any information. (Follow steps 3-6 under “Assign Task Groups to a Special ProjectSchedule Template.”)

4. Click the Add button on the Edit Task Group pane to save the information (or Dismiss, toexit without saving).



Assign Task Group(s) to a Special Project Schedule Template

You can assign root groups—and sub-groups—to a special project schedule template.

To assign a root task group to a special project schedule template:

1. On the Schedule Templates page: Click the name of the relevant template (e.g., Special Pro-ject –Store Remodel).

The Template Details page appears.

The Template Details tab for the Special Project –Store Remodel

2. Click the Add Root Group link. The Add Task Group pane appears.

Add Task Group pane

3. In theName textbox, enter the name of the root task group (e.g., SP – Store Remodel).



Note: The name of the root-task group for a special project should correspond with thespecial project name. Then, when this special project schedule template is chosen―andits tasks are pushed to the project’s related entities―the name of this special projectroot group will be auto-created on the project schedule and will contain the names ofthe related entities’ groups and tasks.

4. In the Assignee Auto-Assignment section:

The Assignee Auto-Assignment section

5. …follow the same instructions as stated in step 4 under “Assign Task Groups to a StandardSchedule Template”.

6. In theNotification Details section of the Add Task Group pane—to send a notification toany individuals when the task is completed: Click the + sign next to Notification Details.

The pane expands.



Notification Details pane

a. To select the individuals to whom the notification will be sent: Follow thesame instructions as stated in steps 5.a. through 5.b.

b. To send a custom-email notification―or a regular notification―to these indi-viduals when all tasks for this group are completed:

l For the custom email: Follow the same instructions stated instep 8 (under “Create Tasks for a Particular Group”). (Assigneeswill access the alert through theGet Notification Alerts link[under My Alerts] on their dashboards.)



l For the regular notification: Enter themessage in theNoti-fication Message textbox.

7. Enter any comments in the Comments textbox.

8. Click the Add button on the Add Task Group pane to save all information (or Dismiss, toexit without saving).

The Template Details page reappears, displaying the name of the special project rootgroup (e.g., SP – Store Remodel) and the job titles of the group members (along with a mes-sage that a task group was successfully added).

The SP – Store Remodel (root) group was added to the Special Project – Store Remodel schedule template

9. Either:

l See “Create Tasks for Particular Special Project Group” to add the root-group’stasks.

l See steps 10-11, below, to add a sub-group to a root group.

l Follow steps 2-7 to add more special project root groups.

To assign a sub-group to a special project schedule template:

10. Click the <Add Group> link for the appropriate root group (e.g., SP – Store Remodel).



The Add Task Group pane appears in a separate window.

11. Follow the same instructions as stated in steps 3-7. The Template Details page reappears,displaying the name of the sub-group (e.g., SP – Store Remodel Implementation) and thejob titles of the sub-group members (along with a message that a task group was suc-cessfully added).

The SP – Store Remodel Implementation sub-group was added to the SP – Store Remodel (root) group



Activate or Deactivate a Schedule Template

To activate or de-activate a schedule template (including special project schedule templates):


2. Click the Activate/Deactivate link. The page refreshes to showActivate and Deactivateradio buttons by each template name.

Activate/Deactivate page

Activate a Schedule Template

To activate a schedule template:

l If you’ve just added the template, then its Active radio button is already checked.

OR...

l the template is de-activated, and you want to re-activate it:

1. Locate the template name.

2. Click its Active button.

3. Click theUpdate Active Status button at the bottom of the page.

The schedule template is re-activated.

Deactivate a Schedule Template

To de-activate a schedule template:

1. Locate the template name.

2. Click its Inactive radio button.



3. Click theUpdate Active Status button.

The template is now de-activated.



Copy a Schedule Template

To copy a schedule template (including those for special projects).


Schedule Templates page

2. Click the copy link of the relevant schedule template. The Copy Task Template paneappears.

3. Enter the name and description of the newly copied template.

4. Click the Copy button. The Schedule Templates pane reappears with the name of thecopied template (along with a message that a task template was successfully added)...

The Boutique Remodel schedule was copied from the Store Remodel schedule

…and clicking the template name reveals the Template Details pane with the same taskgroups and tasks as on the original schedule.

To edit or delete any groups/tasks:



l If a standard project schedule: See “Create, Edit, or Delete a Standard Project Schedule(Including Tasks and Task Groups).”

l If a special project schedule: “Create, Edit, or Delete a Special- Project Schedule (IncludingTasks and Task Groups).”



Manage Milestone Timeline

Themilestone timeline displays themost important tasks identified for a site or project. (The timelinedisplays on Project—and Site—tabs in the application.)

To fit the needs of a particular site or project, you can createmultiple milestone timelines. Becausesome sites/projects may share common tasks, the idea is to create one/some that include commontasks. Then, that milestone timeline (template) can be chosen for its relevant sites/projects.

For example, in the ABC program (below), the Bay Area site, Houston project, and Facility Remodel pro-ject have common tasks (Deal-Sheet Confirmation, LOI Completion, and Grand Opening), as well astheir own different tasks.

Note: Themilestone timeline appears on a program’s Site and Project page—specifically on theSummary page, in the Key Dates section.

Themilestone timeline (as displayed on a project/site Summary tab)

Regarding milestone dates:

l The blue dates are baseline dates from a Site or Project schedule (see its Schedule sub-tab).

l A bold black datemeans a task was completed on time.

l A bold green date mean a task was completed ahead of schedule.



l A bold red date means a task was completed behind schedule.

l A red Italic date means a task is incomplete and behind schedule.

To managemilestone timelines, select from the following options:

l Create, edit, or adjust (i.e., change the display order of the tasks) a milestone timeline

l De-activate or activate a milestone timeline



Milestone Timeline

Milestone timelines display on a program’s Site and Project pages—specifically, a site’s and project’sSummary page. You can createmultiple milestone timelines to fit the needs of individual sites/projects.

To create, edit, or adjust themilestone timeline:

1. Click theManage Milestone Timeline link in the Company Administration section of thedashboard. The Timeline Templates page appears.

Timeline Templates page

Create a Milestone Timeline

To create a milestone timeline:

1. Click the Add button on the Timeline Templates page (see above). The Add ProcessTimeline Template pane appears.

Add Process Timeline Template pane

2. Enter themilestone-timeline template name (e.g., New Location) and description (e.g., Mile-stone timeline for a new location).

3. Click the Add button.

The newmilestone-timeline template appears on the Timeline Templates page (along witha message that a template was successfully added).



The New Location milestone-timeline template was added to the Timeline Templates page

4. To add milestone-timeline items to the template:

a. Click its name (e.g., New Location).

The Timeline Details page appears.

Timeline Details page

b. To add the first item, click the Add button. The Add Item pane appears.

Add Item pane

c. In theMilestone Title textbox, enter the title of the first milestone-timelineitem (e.g., Site Consideration).

d. In theDefault Task Name textbox, enter a task name for (e.g., Evaluate Pre-liminary Site), or description of (e.g., Preliminary Site Evaluation) of themile-stone item.

e. Click the Phase arrow, and select the affiliated phase (e.g., Site Development)for themilestone item.

f. In the Status Before Milestone Completed textbox, enter the status thatshould exist (e.g., Pre-Committee) prior to completion of themilestone item.

g. In the Status After Milestone Completed textbox, enter the status that should



exist (e.g., Pre-Committee) after completion of themilestone item.

h. Uncheck the Summary Item checkbox (is checked by default) ONLY if you donot want this milestone item (e.g., Preliminary Site Evaluation) to remain on theprogram’s Site/Summary and Project/Summary pages once the phase youhave chosen in step 4.e. is complete.

Note: If the checkbox is checked, themilestone timeline item (Site Con-sideration) will remain in themilestone timeline after its phase (Site Devel-opment) is completed.

i. In the Project Percent Complete textbox, enter the how far you believe the pro-ject (e.g., 5%) should be complete when this milestone occurs.

j. Click the Position arrow, and select First for this first milestone item.

Note: This milestone item will appear in the first position of themilestonetimeline. For subsequent milestone items, the Positionmenu will display allpre-existing items, in which you can choose where to place newmilestoneitems.

k. Click the Add button on the Add Item pane to save the information (or the win-dow’s to close without saving). Themilestone item (e.g., Site Consideration)



now appears on the Process Milestone Timeline page (along with a messagethat an item was successfully added).

Site Consideration was added to the New Location milestone timeline

5. Repeat steps 1-4 to enter additional milestone items (as shown below).

Milestone items on the Timeline Details page

6. To assign a milestone timeline to a site or project:

1. Click the appropriate Site or Project page, then click the Assign Milestone Template link intheMilestone Timeline section of the page.

The Associate Timeline Template pane appears.



Associate Milestone Template pane

2. Click the radio button of the appropriatemilestone timeline (e.g., New Store), then click theUpdate button. The pane refreshes, with a message that the timeline was successfullyassigned.

3. Click the Close button. The Site or Project page refreshes to display the chosen timeline.



Note: The items shown in themilestone timeline are those that were checked toappear in the entity’s summary.

Edit a Milestone Timeline

To edit themilestone-timeline name/description, or details, see below.

Edit a Milestone Timeline – Name and/or Description

To edit the name and/or description of a milestone timeline:

1. Click its edit link on the Timeline Details pane. The Edit Process Timeline Template paneappears.



Edit Process Timeline Template pane

2. Edit the name and/or description.

3. Click theUpdate button. The Timeline Templates page appears with the edited inform-ation (along with a message indicating that a template was updated).

New Location was changed to New Store

Edit a Milestone Timeline – Details

To edit the:

l Title

l Default task name

l Pre- or post-completion status

l Phase condition, and/or

l Summary-page view

l Estimated project-completion percent

…of a milestone-timeline item (e.g., Deal Sheet):

1. Click its relevant template name (e.g., New Store) on the Timeline Templates page. TheTimeline Details page appears.

2. Click the edit link of the relevant item (e.g., Lease to Landlord).

The Edit Item pane appears.



Edit Item pane

3. Edit any information. (Follow the same instructions as stated in steps 4.c through 4.j. of"Create a Milestone Timeline".)

4. Click theUpdate button.

The Timeline Details page reappears with the edited information (along with a messageindicating that an item was successfully updated.)

The title is changed from Lease to Landlord to Final Lease to Landlord

Change the Display Order of an Item on a Milestone Timeline

To change the order of an item displayed on themilestone timeline:



Permit Receipts appears after Construction Start

1. On the Timeline Details page: Click the or arrow of the item you want to re-position(e.g., Permit Receipts).

Permit Receipts appears after Construction Start

The item moves up (or down) by one position (and a message indicates an item was suc-cessfully moved).

Permit Receipts appears before Construction Start

2. Continue to click the or arrow until the item is positioned where you want it. Themile-stone timeline on a program’s Site and Project pages displays the new order.



In the Milestone Timeline section, the Permit Receipts now displays over Construction Start



Deactivate or Activate a Milestone Timeline

To deactivate (or activate) a milestone timeline:

1. Click theManage Milestone Timeline link in the Company Administration section of thedashboard. The Timeline Templates page appears.

2. Click the Activate/Deactivate link.

3. Click the Inactive button (to deactivate)— or the Active button (to activate) a milestonetimeline.

4. Click theUpdate Active Status button. (The pane refreshes with the saved condition).



Manage Binder Templates

A binder template is a bundled group of related documents which can be converted into an AdobeReader (.pdf) file to be viewed by Accruent Suite members.

To manage binder templates, select from the following options:

l Create/add or edit a binder template—or add, edit, or re-position binder-template doc-uments.

l Add, edit, or delete a binder-template document.

l De-activate (or activate) binder template.



Create/Add, Edit, or Delete Binder Templates/Documents

To create/add, edit, or delete binder templates/documents:

1. Click theManage Binder Templates link in the Company Administration section of thedashboard. The Binder Templates page appears.

Note: You will be adding the names of the documents, which serve as a guide for whenusers actually store the documents into the binder.

Create a Binder Template

To create a binder template:

1. On the Binder Templates page: Click the Add button. The Add Binder Template paneappears.

2. In the Template Name textbox, enter the name of the template (e.g., New-Purchase Tem-plate).

3. Click the Add button to save the information (or the window’s to close without saving).The binder-template name now appears on the Binder Templates page (along with a mes-sage that a binder template was successfully added).

4. Continue to add more binder templates, as needed.

Edit the Name of a Binder Template

To edit the name of a binder template (e.g., New-Purchase Template):

1. Click its edit link on the Binder Templates page. The Edit Binder Template pane appears.

2. Edit the name, then click theUpdate button. The edited name (e.g., New-Store Template)now appears on the Binder Template page (along with a message indicating a binder tem-plate was successfully updated).



Add Document Name to Binder Template

Note: You are just adding the names of the documents (from the binder-template list) to a bindertemplate, which serve as a guide for when users actually store documents into the binder whenthey pull up the template.

To add the names of documents to a binder template (e.g., New Purchase Template):

1. Click its edit document content(s) link on the Binder Templates page. The Binder Docu-ment Contents page appears.

2. Click the Add button on the Binder Document Contents page. The Add Binder Documentpane appears.

3. Click theDocument Content Name arrow and select the name of the document you wantto add.

Note: If you don’t see the binder-template document you want, you must add it to theapplication. To do so: Click the gray ellipsis box.

The binder-template document list appears.

4. Click the Is Required radio button to indicate if the document is required for the binder tem-plate (i.e., before the user can generate the template for his/her use).

5. Click the Add button. The name of the document now appears on the Binder DocumentContents page (along with a message that a document was successfully added to thebinder template).

6. Follow steps 2. through 5. to continue to add the names of other relevant documents tothe binder template.

Reposition a Document in a Binder Template

On the Binder Document Contents page (see above):

1. Click the Select Binder Template arrow, and select the template (e.g., New-Store Template)you want to access (if not already displayed).

2. Click the Submit button. The documents for the binder you selected, appear on the BinderDocument Contents page.

3. Click the link or arrow of the item you want to re-position (e.g., Deal Proforma).



The item moves up (or down) by one position.

4. Continue to click the link or arrow until the item is positioned where you want it.



Add Document from the Binder-Template Document List

Note: You are adding (editing/deleting) the names of documents to/on/from the binder-templatedocument list, not to the actual binder. The names serve as a guide (to users) as to what documentsto store in the template (that is, when he/she generates a binder template for an entity)

To add, edit, or delete a document to/from the binder-template document list:

1. Click theManage Binder Templates link in the Company Administration section of thedashboard. The Binder Templates page appears.

2. Click the Binder Document Contents link (see above).

Add a Document Name to the Binder Template Document List

To add a document name to the binder-template document list:

1. Click the Add button on the Binder Document Contents page. The Add Binder Documentspane appears.

2. Click the gray ellipsis box next to theDocument Content Name dropdown menu. Thebinder-template document list appears.

3. Click the Add button on the binder-template document list (see above). The Add Item paneappears.

4. Enter the name (e.g., Survey) and description (e.g., Market opinion) of the binder-templatedocument, then click the Add button. The document name (e.g., Survey) now appears onthe Document Namemenu textbox of the Add Binder Document pane, and clicking thegray ellipsis box reveals the new name on the list.

Edit Document Information on the Binder Template Document List

To edit the name and/or description of a document (e.g., Survey)—or change its Required status fromYes to No (or vice versa; see next page)—in the binder-template document list:

1. Click its edit link on the Binder Document Contents page. The Edit Binder Document paneappears.

2. To:

l Change its Is Required status from Yes to No (or vice versa): Check (or un-check)the checkbox. Click theUpdate button. The document’s new Is Required statusappears on the Binder Document Contents page.

l Change its name and/or description: Click the gray ellipsis box next to the



Document Content Name textbox. The binder-template document list appears.Click the edit link of relevant the document. The Edit Item pane appears.

3. Edit the name and/or (enter or edit the) description, then click theUpdate button. The EditBinder pane re-appears, and if you click the gray ellipsis box next to theDocument ContentName textbox, the list re-appears with the edited name and/or description).

4. Click theUpdate button on the Edit Binder Document pane. The edited name (if any) nowappears on the Binder Document Contents page (along with a message that a documentwas successfully updated).

Delete a Document Name from the Binder Template Document List

To delete a document name from the binder-template document list:

1. On the Binder Document Contents page: Click the Add button. The Add Binder Docu-ments pane appears.

2. Click the gray ellipsis box next to theDocument Name textbox; then―in the list thatappears―click the delete link of the document (e.g., Market Audit) you want to delete (andat the prompt, click the Yes button to confirm the deletion).

Note: If the document name is already listed in a binder template, then you will receivethe following system message. Click theDismiss button to cancel the deletion.

The document list reappears without the name of the document (along with a messagethat the item was successfully deleted).



Activate or De-activate a Binder Template

To activate or de-activate a binder template:

1. Click theManage Binder Templates link in the Company Administration section of the dash-board. The Binder Templates page appears.

2. Click the Activate/Deactivate link. A list of all binder templates appears.

Activate a Binder Template

To activate a binder template:

l If you’ve just added the template, then its Active radio button is already checked.

...OR...

l the binder template is de-activated, and you want to re-activate it:

1. Locate the template name. (The Inactive radio button is checked.)

2. Click the template’s Active radio button, then click theUpdate Active Status button at thebottom of the page. The binder template is re-activated.

De-Activate a Binder Template

To de-activate a binder template (New-Store Template):

1. Locate the template name, and click its Inactive radio button.

2. Click theUpdate Active Status button on the page. The template is now de-activated.



Manage Parts and Inventory

Through theManage Parts & Inventory link , you can:

l Create, edit, or delete equipment categories.

l Keep track ofmiscellaneous parts and inventory.

l Create parts packages.

To manage parts and inventory, select one of the following options:

l Create, edit, or delete equipment categories

l Enter or edit parts/inventory information

l Create, edit, or delete a parts package



Create, Edit, or Delete Equipment Categories

To create, edit, or delete equipment categories:

1. Click theManage Parts and Inventory link in the Company Administration section of thedashboard, then click the Equipment Categories link.

Create an Equipment Category

To create an equipment category:

1. Click the Add button on the Equipment Categories page. The Add Item pane appears.

2. Enter the name (e.g., Plumbing) and description (e.g., Plumbing fixtures), then click the Addbutton. The category appears on the Equipment Categories page (along with a message thatan item was successfully added).

Edit an Equipment Category

To edit the name and/or description of an equipment category (e.g., Plumbing):

1. Click its edit button on the Equipment Categories page. The Edit Item pane appears.

2. Edit any information, then click theUpdate button. The edited name and/or description(e.g., Plumbing equipment) appears on the Equipment Categories page (along with messageindicating that an item was successfully updated).

Delete an Equipment Category

To delete an equipment category: Click its delete button on the Equipment Categories page, and at theprompt, click the Yes button to confirm the deletion).

Note: If the category type was selected for a part displayed on theManage Parts page (click thepart’s + sign to view the category type under Part Used For), then you will receive the following sys-tem message. Click theDismiss button to cancel the deletion.

The Equipment Categories page refreshes without the name of the category (along with a messagethat an item was successfully deleted).



Enter or Edit Parts/Inventory

To enter or edit parts/inventory information:

1. Click theManage Parts and Inventory link in the Company Administration section of thedashboard

2. Click theManage Parts link.

Enter a Part and Its Inventory Information

To enter a part and its inventory information:

1. Click the Add button on theManage Parts page (see above). The Add Part pane appears.

2. Enter the part name (e.g., Water Heater), model number (e.g., GA 00-789), cost (e.g.,$7,500), and manufacturer (e.g., General Gas) in the appropriate textboxes.

3. Click the Vendor arrow, and select the vendor (e.g., General Contractors R Us) from whomthe part was purchased.

Note: If you don’t see the vendor you want, you must add it to the application. To doso: Click the gray ellipsis box.

The employer/vendor list appears.

4. In theWarranty period in days textbox, enter the number of days (e.g., 1,825 days [fiveyears]) the part is under warranty.

5. In the Inventory section (as applicable): Enter the quantity on hand (e.g., 1), the quantityon order (e.g., 0), the par level, and the order to level in the appropriate textboxes.

6. In the Part used for section:

a. Highlight the equipment category (e.g., Plumbing) that the part is affiliatedwith.

b. Click the arrow to move the category to the Selected Equipment Categoriestextbox.

7. Click the Add button on the Add Part pane. The part name and affiliated information nowappear on theManage Parts page.

Note: To see all of the information for a part, click its plus (+) sign. The entry expands to reveal theinformation



Edit Parts/Inventory Information

To edit a part name or information:

1. Click its edit link on theManage Parts page.

Note: If the list is long, and you don’t see the part name, enter the part name (or par-tial name, e.g., heater) in the Search textbox at the right side of theManage Parts page,then click the button.

The Edit Part pane appears.

2. Edit any information (follow steps 2. through 6 under “Enter a Part and Its Inventory Inform-ation”), click theUpdate button. TheManage Parts page refreshes, displaying any editedinformation.

3. Click the + sign to reveal additional information.



Parts Package

Note: Parts packages are vendor-specific. That is, the selected vendor of the package (and all of theparts placed within that package) should be (and come) from the same vendor.

You can create or delete a custom parts package, including adding or deleting any parts. To do so:

1. Click theManage Parts and Inventory link in the Company Administration section of thedashboard, then click theManage Parts Packages link.

Create a Parts Package

To create a parts package:

1. Click the Add button on theManage Parts Package page. The Add Package pane appears.

2. Enter the name of the parts package (e.g., Plumbing Fixtures).

3. Click the Vendor arrow, and select the vendor (e.g., General Contractors R Us) from whomthe part was purchased.

Note: If you don’t see the vendor you want, you must add it to the application. To doso: Click the gray ellipsis box.


l To: Add a vendor to the list, see step 3.a through 3.i under “Add a Vendor".

l Edit a vendor’s information, see steps 3. through 5 under “Edit a Vendor’sInformation".

l Delete a vendor from the list, see step 3. under “Delete a Vendor".

4. Click the Part arrow, and select a part (e.g., Cafeteria Water Heater) to add to the package.

Note: All of the parts you select for the package should be from the same vendor youchose for the package. To see a part’s associated vendor, click the gray ellipsis box nextto the Part textbox. A parts list appears with the information (in the Vendor column).

However:

If you don’t see the part you want (in the Part dropdown menu) you must add it to theapplication. To do so: Click the gray ellipsis box next to the Part textbox, then click the



Add button on the parts list that appears. (For instructions, follow steps 1. through 3.[under “Add a Part to a Parts List].)

5. In theQty textbox, enter the number of parts (e.g., 1) being added to the package.

6. Click the add link next to theQty textbox.

The part is added to the package.

Heavy-duty cable guards is added to the Safety package

7. As necessary, repeat steps 4-6 to continue adding parts to the package—then click theUpdate button on the Add Package pane.

Bathroom Water Heater and Bathroom Sink are added to the Plumbing Fixtures package

The name of the new package (e.g., Plumbing Fixtures) appears on theManage Parts Pack-age page.

Note: To see the parts included in a package, click its plus (+) sign. The entry expands to reveal theinformation

Add a Part to a Parts Package

To add a part to a parts package:



1. Click the edit link of the package, on theManage Parts Package page. The Edit Packagepane appears.

Edit Package pane

2. To add a part to the package: Follow steps 4-6, under “Create a Parts Package".

3. Click theUpdate button on the Edit Package pane—then on theManage Parts Packagepage, click the + sign next to the package to see the part(s) you’ve added.

Edit Part Information

To edit the information of a particular part:

1. Click the edit link of the relevant package on theManage Parts Package page. The EditPackage pane (see above) appears.

2. Click the edit link of the applicable part (e.g., Bathroom Sink).

Another pane appears.

3. To change the quantity: Enter a new quantity in theQty textbox; then, click theUpdate but-



ton on the Edit Part pane, on the Part/Qty pane (see above), then on the Edit Packagepane.

Delete a Part from a Parts Package

To delete a part from a parts package:

1. Click the edit link of the package, on theManage Parts Package page. The Edit Packagepane appears.

Edit Package pane

2. Click the delete button of the part(s) (e.g., Cafeteria Water Heater) you want to delete.(They will no longer appear.)

Panel-mount alarms was deleted

3. Click theUpdate button. TheManage Parts Package page refreshes with a message indic-ating that the (highlighted) package you deleted a part (or parts) from was successfullyupdated, and if you click the sign next to the name of the package, the entry expands toshow its remaining parts.

Delete a Parts Package

Note: You must delete the parts within the package before you can delete the package.



To delete a parts package (e.g., Plumbing Fixtures):

1. Click its edit link on theManage Parts Package page.

The Edit Package pane appears.

Edit Package pane

2. Click the delete link of each part, then click theUpdate button.

TheManage Parts Package page refreshes to display that the package (e.g., Plumbing Fix-tures) was successfully updated.

3. Click the delete link of the package (and at the prompt, click the Yes button to confirm thedeletion). TheManage Parts Package page refreshes to display that the package (e.g.,Plumbing Fixtures) was successfully deleted.



Add, Edit, or Delete a Vendor

To add, edit, or delete a vendor:

1. Click theManage Parts and Inventory link in the Company Administration section of thedashboard. TheManage Parts page appears.

2. Click the Add button on theManage Parts page. The Add Part pane appears (in a separatewindow).

Add a Vendor

To add a vendor:

1. Click the Add button on the Add Part pane.

2. Click the gray ellipsis box next to the Vendor dropdown menu.


Employer/vendor list

3. Click the Add button.

The Add Employer pane appears.



Add Employer pane

a. Enter the vendor’s name (e.g., Westinghouse), federal tax ID number (e.g., 24-7890567), full address (including zip code; 610Main St., Los Angeles, 90000), andphone/fax numbers (e.g., 310-555-1234, 310-555-1111) in the appropriate text-boxes.

b. Click the Country and State arrow, and make the appropriate selections (e.g.,USA, CA).

c. In the Contact Type section: Select the appropriate contact type (e.g., Vendor)in the Available textbox; then click the arrow to move the selection to theSelected textbox. (To remove, highlight the selection, then click the to moveit back to the Available textbox.)

d. Click the Company Type arrow, and select the appropriate company type (e.g.,Vendor).

The Trade Type dropdown menu, the A/P Vendor number, and Insurance Expir-ation Date textboxes, appear.



e. Click the Trade Type arrow, and select the vendor’s trade (e.g., Electrical).

f. Click the arrow to move it to the Selected pane.

Electrical was selected as the trade type

g. Enter the vendor’s accounts-payable number (e.g., 111-7890) in the A/PVendor# textbox.

4. Enter (or click the calendar icon to add) the vendor’s insurance expiration date (e.g.,5/27/2010).



5. Click the Add button on the Add Employer pane. The vendor’s name (e.g., Westinghouse)appears in the Vendormenu textbox...

...and if you click the gray ellipsis box, the vendor’s name appears in the employer/vendorlist.

Westinghouse was added to the list of employers/vendors

Note: To see all of the information for a vendor, click its plus (+) sign. The list expands toreveal the information.



Westinghouse’s information

Edit a Vendor’s Information

To edit a vendor’s information (e.g., Westinghouse):




3. Click the vendor’s edit link on the employer/vendor list. The Edit Employer pane appears.The Edit Employer pane appears.

Edit Employer pane

4. Edit any information (follow steps 3a-3h under “Add a Vendor”, then click theUpdate but-ton.

5. Click the (+) sign next to the vendor’s name on the employer/vendor list. The updatedinformation appears.



The area code for Westinghouse was changed from 310 to 323

Delete a Vendor

To delete a vendor (e.g., Westinghouse):




3. Click the vendor’s delete link on the list of employers/vendors (and at the prompt, click theYes button to confirm the deletion).

Note: If the name of the vendor is listed in the Vendor Name column of theManageParts page—or if a parts package was created with this vendor (see “Create, Edit, orDelete a Parts Package” )—then you will receive the following system message. Click theDismiss button to cancel the deletion.

The employer/vendor list reappears without the name of the vendor (along with a messagethat the item was successfully deleted).



Upload, Download, Edit, or Delete Vendor Documents

To upload, download, edit, or delete vendor documents:

1. Click theManage Parts and Inventory link in the Company Administration section of thedashboard. TheManage Parts page appears.

2. Click the Add button on theManage Parts page. The Add Part pane appears (in a separatewindow).

3. To:

l Upload vendor documents.

l Download vendor documents.

l Edit vendor documents.

l Upload a new version of a vendor document.

l Delete vendor documents.

...see the individual procedures in “Upload, Download, Edit, or Delete Vendor Documents”procedure in the Accruent Administrator’s Guide: Member Administration.



Add or Edit a Part

To add/edit a part to/on the parts list:

1. Click theManage Parts and Inventory link in the Company Administration section of thedashboard, then click theManage Parts Package page.

2. Click the Add button. The Add Package pane appears (in a separate window).

3. Click the gray ellipsis box next to the Parts dropdown menu.

The parts list appears.

Add a Part to the Parts List

To add a part to the parts list:

1. Click the Add button. The Add Part pane appears.

Add Part pane

2. Follow steps 2-6 under “Enter a Part and Its Inventory Information” (which is under Enter,Edit, or Delete a Part and/or Add, Edit, of Delete a Vendor or Vendor Trade”).

3. Click the Add button on the Add Part pane. The part name (e.g., Kitchen sink) now appearsin the Part dropdown menu, and clicking the gray ellipsis box next to the Partmenu revealsthe new name on the list.



Note: To see all of the information for a part, click its plus (+) sign. The list expands toreveal the information.

Information for Kitchen sink

Edit Part/Inventory Information

To edit a part name or its information (e.g., Kitchen sink):

1. Click its edit link on the parts list. The Edit Part pane appears.

Edit Part pane

2. Edit any information (for instructions, see steps 2. through 6 [under “Enter a Part and ItsInventory Information”]).

3. Click theUpdate button on the Edit Part pane. The updated information appears on theparts list.



The on-hand quantity of Kitchen sink was changed from 1 to 2



Manage Tasks Custom-Email Notification

Regarding project-schedule tasks, you can create/edit a customized email notification sent to selectedindividuals when a task is completed on a project schedule. To do so, see the procedure below.

Manage Tasks Custom-Email Notification

To create/edit the default template for the custom-email notification for completed tasks:

1. Click theManage Email Notification link in the Company Administration section of the dash-board. TheManage Email Notification page appears.

2. Click the edit link. The Edit Email Notification pane appears.

3. To:

l Delete any fields: Highlight (the unbracketed and bracketed information) andclick the keyboard’s Delete key.

l Add new fields: See “Appendix E: Custom-Email-Notification Fields”



Manage Defined Fields

Company Administration user defined fields on the System Administrator Dashboard

There are a number of custom (i.e., user defined) fields and dropdown menus that you can create, edit,or delete. They are:

l Plan Status

l Planning Component Status

l Planning Component Type

l Risk Score

l Planning Market

l Market Area

l Market Demographic

l Market Type

l Vertical Industry

l Trade Type

l Deal Type

l Construction Type

l Grid Category

l Client Drop Downs

l Tiered Drop Downs



l Manage State/Province

l Manage County

To manage defined fields, choose from the following options:

l Create, edit, or delete a user-defined field

l Deactivate (or activate) a user-defined field

l Create, edit, or delete a client (i.e., user-defined) dropdown menu

l Create, edit, or delete a tiered dropdown menu

l Add or edit a country’s state/province information

l Add a county



Create, Edit, or Delete a User-Defined Field

Create a Field

To create a user-defined field:

1. In the Company Administration section of the System Administrator dashboard: Click thelink of the field you want to create.

Fields

l Change-Department Name

l Change Package Type

l Change-Source Type

l Change Type

l Discipline Type

l Location Code

l Market Area


l Market Type

l Vertical Industry

l Trade Type

l Deal Type

l Construction Type

The appropriate field tab appears.

2. Click the Add button. The Add Item pane appears.

3. Enter the name (e.g., Acct.) and description (e.g., Accounting) of the field, then click the Addbutton. The new field now appears on the page (along with a message that an item was suc-cessfully added).

Edit a Field

To edit a user-defined field:



1. Click its edit link on the field page. The Edit Item pane appears.

Edit Item pane


The edited field appears on the page (along with a message that an item was successfullyupdated).

Delete a Field

To delete a user-defined field (e.g., Constr.): Click its delete link on the field page(and at the prompt,click the Yes button to confirm the deletion).

Note: If the field is in use, you will receive the following system message telling you the field cannotbe deleted. Click theDismiss button to cancel the deletion.

The page refreshes without the field (along with a message that an item was successfully deleted).



Activate or De-activate a User-Defined Field

To activate or de-activate a user-defined field:

1. In the Company Administration section of the system administrator dashboard, underManage Defined Fields: Click the link of the relevant field. The appropriate field pageappears.

l Change-Department Name

l Change-Package Type

l Change-Source Type

l Change Type

l Discipline

l Location Type

l Market Area


l Market Type

l Vertical Industry

l Trade Type

l Deal Type

l Construction Type

2. Click the Activate/Deactivate link. A list of all fields appears.

Activate a User-Defined Field

To activate a user-defined field:

l If you’ve just added the field (e.g., Design & Planning) , then its Active radio button isalready checked.

l If the field is de-activated, and you want to re-activate it:

1. Locate the field name. (The Inactive radio button is checked.)

2. Click the field’s Active radio button, then click theUpdate Active Status button at the



bottom of the page. The field is re-activated.

De-Activate a User-Defined Field

To de-activate a user-defined field (e.g., Design & Planning):

1. Locate the field name, and click its Inactive radio button.

2. Click theUpdate Active Status button on the page. The field is now de-activated.



Create or Edit a Client Dropdown Menu

To create or edit a client (i.e., user-defined) dropdown menu:

1. In the Company Administration section of the system administrator dashboard: Click theClient Drop Downs link.TheManage Custom Dropdown page appears.

Create a Client (User-Defined) Dropdown Menu

To create a client (user-defined) dropdown menu:

1. Click the Add button. The Add Custom Dropdown pane appears.

Add Custom Dropdown pane

2. Enter the name of themenu (e.g., Browser) in the Custom Code Table Name textbox.

3. In the List for Dropdown section:

a. Enter the name of the first menu item (e.g., Internet) and description (e.g., 4.0)in the appropriate textboxes.

b. Click the add link to add the first menu item.



c. Continue to add additional menu items, as necessary.

4. Enter a description (e.g., Internet environ) in theDescription textbox.

5. Click the Add button on the Add Custom Dropdown pane. The dropdown-menu nameappears on theManage Custom Dropdown page (along with a message that a customdropdown was successfully added).

Edit a Client (User-Defined) Menu

When editing a client (user-defined)menu, you can change the name and/or description―or add, edit,or delete a dropdown item, To do so:

1. Click its edit link on the page. The Edit Custom Dropdown pane appears.

Edit Custom Dropdown pane

2. To:

l Change the name and/or description: Do so in the appropriate textboxes.

l Add another dropdown item (see “Create a Menu”).

l To edit a dropdown item (e.g., Internet Explorer):

a. Click its edit link. Another pane appears.

b. Change the name or description, then click theUpdate button.



The Edit Custom Dropdown pane reappears with the edited inform-ation.

l Delete a menu item by clicking its delete link.

3. Click theUpdate button. TheManage Custom Dropdown page refreshes with the editedinformation (along with a message that a custom dropdown was successfully updated).



Tiered Drop-down Menu

Note: Before you perform this procedure, see “Appendix D: Tiered Drop-down Menus” for thedescription and purpose of a tiered drop-down menu.

To create, edit, or delete a tiered drop-down menu:

1. In the Company Administration section of the system administrator dashboard: Click theTiered Drop Downs link. TheManage Tiered Drop-Downs page appears.

Manage Tiered Drop-downs page

2. To mange tiered drop-down menus, choose from the following options:

l Create a tiered drop-down menu

l Set (or clear) default values for a tiered drop-down menu

l Edit a tiered drop-down menu

l Delete a tiered drop-down menu

Create a Tiered Drop-down Menu

To create a tiered drop-down menu:



1. Click the Add button. The Add Tiered Drop-down pane appears.

Add Tiered Drop-down pane

2. Enter the drop-down-menu name (e.g., Repair Type) and description (e.g., Type of repairs) inthe appropriate text boxes.

3. Under Drop-down Designer:

a. Click the enter value text box (it activates)...



Activating the enter value text box

...then enter a first-level value (e.g., Heating/Cooling).

Heating/Cooling added as a first-level value

b. Click the Set and Move Next arrow next to the enter value text box.

Another text box appears below.

New text box appears

c. Enter another first-level value (e.g., Lighting).

Adding Lighting as the another first-level value

4. As necessary, repeat steps 3b and 3c to add more first-level values (e.g., Locks, Signs).



Added two more first-level values: Locks and Signs

Note: If you wish, you can click the Save button—any time during the procedure—tosave what you’ve done so far, and continue.

5. Then, to add child values to any first-level entry (i.e., Heating/Cooling):

a. Click the field to activate it, then click its Add Child Drop-down icon.

Clicking the Add Child Drop-down icon

A second-level text box appears.

b. Enter a child value (e.g., Cooling).

Adding Cooling as a second-level value for Heating/Cooling

Click its Set and Move Next arrow, and another text box appears below it, toenter another child value (e.g., Heating).



Adding Heating as another second-level value

6. As necessary, repeat steps 5a and 5b to add more second-level (i.e., child) values.

7. Then, to add child values to any second-level entry (e.g., Cooling):

a. Click its Add Child Drop-down icon.

A text box appears.

b. Enter a third-level value (e.g., Not Working).

Adding Not Working as a third-level value

8. As necessary, repeat steps 7a and 7b to add more third-level (i.e., child) values.

9. As necessary, continue adding menu entries.

Note: You can add as many first-level menu entries as necessary, but each entry can onlygo down up to nine levels (for a maximum of 10). (See the table in “Appendix D: TieredDrop-down Menus”.)

To preview a linked menu entry (e.g., Heating/Cooling, Signs):

1. Click theDrop-down Preview arrow at the bottom of the pane. All of the first-levelvalues appear.



All of the first-level values (Heating/Cooling, Lighting, Locks, Signs) appear in the Drop-down Pre-

view menu

2. Click one of the values (e.g., Heating/Cooling).

It reveals a second linked menu that, upon clicking its <SELECT> drop-down arrow,reveals its second-level values (e.g., Cooling and Heating).

Second-level values for Heating/Cooling

3. Click one of the values (e.g., Cooling).

It reveals a third linked menu that, upon clicking its <SELECT> drop-down arrow,reveals its third-level values (e.g., Leaking, Not Working Well, Not Working).

Third-level values for Cooling

4. When done adding all menu entries, click the Save and Close button at the bottomof the Add Tiered Drop-down pane.

The newmenu appears on theManaged Tiered Drop-downs page.

The new Repair Type menu appears on the Manage Tiered Drop-downs page

Set or Clear Default Values for a Tiered Drop-down Menu

You can set a parent or child value as the “default” (i.e., the value that will auto-display when themenuis shown/selected. Then, if a form has a tiered drop-down menu, the parent and/or child value will



display by default (although the user can select another value if he/she chooses).

To set default values for a tiered drop-down menu on the Add (or Edit) Tiered Drop-down pane:

1. Click the sign of a parent value (i.e., Heating/Cooling). It expands to reveal its child values (e.g.,Cooling, Heating).

2. Click the text box of the relevant child value (e.g., Cooling).

Its icons appear; click its Set Default icon.

Clicking the Set Default icon makes Leaking the default value

Note: When you set a default value, the Set Default icon changes to Clear Default.

To clear the setting, click the (now) Clear Default icon.

Clearing the default setting from the Cooling value

3. Click the Save button at the bottom of the pane (the pane refreshes), then navigate down tothe field. It now displays as highlighted (in light green) to indicate it as a “default” value.

4. To continue down to set other child values, click the appropriate signs, and set the relevantdefault values.

5. To preview the default values in themenu:

a. Click theDrop-down Preview arrow, and select the relevant parent value. Itsdefault child value auto-appears in the next menu.

b. Click the <SELECT> arrow in the next drop-down menu, and select the next child



value's menu you want to preview.

c. Continue to click the <SELECT> arrow in the next menu (that appears), andselect themenu item whose child items you want to preview.

Previewing child items of Heating/Cooling > Cooling

Edit a Tiered Drop-down Menu

To edit a tiered drop-down menu on theManage Tiered Drop-downs page:

1. Click its edit link.

2. The Edit Tiered Drop-down pane appears, in which you can:

a. edit a particular value

b. add more values at the same level

c. add a “child drop-down” value

d. delete a value

1. To:

l Edit a particular value:

a. Click the relevant value (e.g.. Heating/Cooling).

Its icons appear.

b. Click its edit icon.

Its text box activates.

c. Enter the new value (e.g., HVAC).

d. Press Enter to exit the text box.

(The next value {Lighting] highlights in case you want to also editit.)

e. Click Save and Close to exit.



l Add additional values at the same level:

a. If adding to a first-level value: Click the empty value text box (itactivates), enter the value, then click its Set and Move Next toset the value and exit the text box. (Repeat as necessary.)

b. If adding a value at any level besides the first: Navigate down byclicking the sign of the applicable level(s) (to reveal their lowerlevels of information), then follow the above instruction.

c. Click Save and Close to exit.

l Add a “child drop-down” value:

a. If adding to a first-level value: Click the relevant value.

Its icons appear.

b. Click its Add Child Drop-down icon.

c. If adding a value at any level besides the first: Click the appro-priate level’s sign (to reveal lower levels of information).

Click the enter value text box (it activates), enter the new value,then press Enter (on your keyboard) to exit the text box.

l Delete any value:

Note: If you delete a “parent” value (i.e., those with + signs, such as Heat-ing/Cooling, Lighting), its child values will also be deleted.

a. Click the relevant value.

Its icons appear.

(Or, If necessary, click the appropriate level’s sign [to reveal lowerlevels of information], then click the relevant value).

b. Click theDelete icon of the relevant value. It no longer appears inthe list.

c. Click Save and Close to save the changes.

Delete a Tiered Drop-down Menu

To delete a tiered drop-down menu:



1. Click its delete link on theManage Tiered Drop-down page.

2. At the prompt, click Yes to confirm the deletion (orNo to cancel).

3. Themenu no longer appears on theManage Tiered Drop-downs page.



Manage States and Provinces

To add a state/province:

1. Click theManage State/Province link in theManaged Defined Fields section of the systemadministrator’s dashboard. TheManage State/Province pageappears.

Note: You must add the country (if necessary) before you can add its state/province.

Add a Country

To add a country to Accruent Suite:

1. Click the Add Country button at the bottom of theManage/State Province page. The AddCountry/State/Province pane appears.

2. In the appropriate textboxes: Enter the country’s and state’s two- or three-letter code (e.g.,NZ, NZL [for New Zealand]); CAN [for Canterbury]).

Note: If you decide to use codes instead of actual names, enter their two- or three-let-ter ISO 3166 codes, as shown above.

3. Click the Add button. TheManage State/Province page reappears with the new countryand state/province codes (along with a Successfully added message).

Add a State or Province

To add a state or province:

1. Click the Add State button at the bottom of theManage State/Province page. The AddCountry/State/Province pane appears.

2. Click the Country dropdown arrow, and select the relevant country (NZL [New Zealand]).

3. In the State textbox, enter the code (or name) of the state or province (GIS [Gisbourne]).

4. Click the Add button. TheManage State/Province page appears with the new state orprovince (along with a Successfully addedmessage).



Add a County

To add a county:

1. Click theManage County link in theManaged Defined Fields section of the system-admin-istrator’s dashboard. TheManage County pageappears.

2. Click the Add button. The Add County pane appears.

3. Enter the name of the county (e.g., San Bernardino) in the County Name textbox.

4. Click the Country dropdown arrow, and select the relevant country (e.g., USA).

5. Click the State dropdown arrow, and select the relevant state (e.g., CA).

6. Click the Add button. TheManage County page reappears with the new county (along with aSuccessfully added…message).



Maintenance Tasks

Maintenance Tasks with Manage Panels and Configuration Transfer

Through theMaintenance Tasks section in the Company Administration section of the system, youcan:



l Configure LDAP for import of users into the Accruent Suite.





l Manage archiving

l Manage caches

l Transfer configuration objects between environs (e.g., from “test” to “production”).

To perform maintenance tasks, select from the following options:



l Configure LDAP for import of users into the Accruent Suite.





l Manage archiving.

l Manage caches.

l Transfer configuration objects from one environment to another.



View Geocode Entities and Competitors

Via the Geocode entities and competitors link:

l Your entire portfolio is revealed.

l AWeb service across all sites, projects, and facilities is created.

To view geocode entities and competitors:

Click the Geocode entities and competitors link in theMaintenance Tasks section of the system admin-istrator dashboard.

AMy Portfolio-type page appears, displaying all applicable sites, projects, facilities, and prototypes.

A latitude/longitude is returned to each valid address in the system.



Run Schedule-Date Adjustments

General Information

Running schedule-date adjustments simulates what normally happens (at midnight) with Projected pro-ject-schedule dates when you enter a particular “reference” date .

Note: To elaborate on the above statement—as a back-up measure, to keep project- scheduletasks up-to-date and accurate, a nightly process runs (after midnight), accessing all In Process andNot Begun tasks and adjusting their Projected start and end dates appropriately. That is, the nightlyupdatemakes sure the projected start or end date is not in the past.

As part of the Accruent implementation process, this procedure is only to be run as a time- compresseddress-rehearsal of the business processes that will be adopted during a go-live conference-room pilot.

Specifically, it looks at:

l The current date (which will change to the next day’s date, since the process is run justafter midnight).

l All tasks statused as Not Begun or In Process

… and, based on a “reference date”, determines if the projected start and/or end dates of thosetasks—on all schedules— still make sense or need to be adjusted.

For instance, if you reference 1/17/2010, then the system reacts as though the date has just changedto 1/17/2010, compares the projected start and/or ends dates of Not Begun and In Process tasks, andadjusts them accordingly. That is, the start dates will change to the reference date (1/17/2010), andtheir end dates will progress accordingly (based on the tasks’ duration and slack times).

WARNING!

The procedure is for testing purposes only and should only be run in NON-production environments. Itwill affect all project-schedule tasks in Accruent Suite, and there is no “Undo” option.

Procedure

WARNING! See the warning in “General Information” BEFORE performing this procedure.

1. Click the Run Schedule-Date Adjustment link underMaintenance Tasks in the CompanyAdministration section of the system-administrator dashboard. The Refresh Schedulesunder the firm <Firm Name> pane appears.

2. Enter (as seen above or click the calendar icons to add) the reference date (e.g., 1/17/2010).

3. If necessary: Click the Process tasks marked to start IN-PROCESS checkbox to indicate iftasks to be statused as IN PROCESS as soon as their predecessor tasks are completed, are



also to be processed.

4. Click theOK button.

The pane refreshes, indicating that schedule information is being refreshed, then, that it’scomplete.



Configure LDAP for Import of Users Into the Accruent Suite

General Information

LDAP (Light-Weight Directory Access Protocol) is a networking protocol is used to query and modify dir-ectory services running over TCP/IP. For the purposes of this guide, LDAP is used for specifically query-ing directory services for “user group” security.

User accounts will be flagged as either LDAP accounts or not. When users are prompted to enter theirlogin credentials, authentication will occur against LDAP; and their non-sensitive information (includingtheir first/last names, email, phone, and username; but excluding their passwords) will be synchronizedwith the Accruent suite. If a user account is not an LDAP account, then account authentication willoccur against Windows integrated security (i.e., Single-Application Sign-On [SSO]).

If SSO is enabled, then the OS will verify your credentials against either the LDAP directory or the applic-ation if LDAP is not enabled. If SSO is not enabled, then no credentials are sent; and the user will see thelogin screen, and the credentials submitted will either be authenticated against LDAP or the applicationif LDAP is not enabled.

For LDAP-flagged accounts:

One or more identified, configurable groups (excluding their role information/ membership) will beauto-synchronized into the Accruent Suite. The specific fields to be synchronized (and disabled/hiddenin the Accruent Suite) are:

l LDAP ID

l Active/Inactive flag

l First and last names

l Email address

l LDAP username

l Phone number

If any LDAP user accounts have to be imported, auto-synchronization must be disabled and, instead,the Accruent administrator must manually enter a unique LDAP ID for each user account, as well ascheck the Is LDAP Member checkbox on their Add Member panes.

For any Accruent Suite accounts copied into a C/S application as part of an import or synchronization,they will be inactive by default until the Accruent administrator grants them application-access per-missions and sets their status to Active.

Procedure

To configure the LDAP, to import users into the Accruent Suite:



1. Click the LDAP Import Configuration link under Maintenance Tasks in the Company Admin-istration section of the system administrator dashboard. The LDAP Administration paneappears. It is divided into three sections: LDAP Server Configuration, Synchronization Prop-erties, Default Values, and Field-NameMapping.

2. In the LDAP Server Configuration section:

a. Click the Enabled/Yes button to allow user accounts (in the Accruent Suite) tobe checked for authenticity by an LDAP server rather than Accruent’s. If it is dis-abled, Accruent only allows Accruent Suite user-account access to the system.With it enabled, Accruent LDAP accounts are allowed).

b. In the Server Name textbox, enter the name of the LDAP server (e.g.,LDAP://<Company Name>.com) that the Accruent Suite will use to verify users’logon (credentials)—and synchronization—against/with.

c. In theGroups to Synchronize textbox: Enter the group(s) of users (e.g.,Products, PMO, Services, Procurement, Marketing) that will be synchronizedbetween the Accruent suite and the LDAP server.

3. In the Synchronization Properties section:

a. In theURL textbox: Enter the Accruent Suite page (e.g.,http://10.10.12.212:8080/syn.jsp) that will be called for synchronization.

b. In theUsername textbox: Enter the Accruent Suite user name (e.g., LDAPSyn-chronizationUser) that will be used for synchronization

c. In theUser Password textbox: Enter the user’s synchronization password.

d. In the Firm textbox, enter the firm number (e.g., 2448; or name) used for syn-chronization.

4. In the appropriate textboxes of theDefault Values section:

...enter the default job function (e.g., Project Management, System Administration), jobtitle (e.g., Project Manager, System Administrator), and role (e.g., Team Member) to beused for new LDAP users. (Find them on the Add/Edit Member panes. [See “Appendix E:‘Add Contact/Member’ Pane” ].)

5. In the appropriate textboxes of the Field-NameMapping section, enter the:

l The LDAP-server first- and last-name field names (e.g., givenname, lastname) inthe LDAP server, for mapping to Accruent first-/last-name fields during syn-chronization.

l The LDAP-server phone-number field name (e.g., telephonenumber), for



mapping to the Accruent suite phone-number field.

l The LDAP-server email field name (e.g., mail), for mapping to the Accruent suiteemail field name.

l The LDAP-server login-name field name (e.g., sameaccountname), for mappingto the Accruent suite login- field name.

6. Click theUpdate button to save the information and exit.

7. Now...to import the LDAP users into the Accruent Suite: Click the Import LDAP Users linkunder Maintenance Tasks In the Company Administration section of the system admin-istrator dashboard. The following import information appears (i.e., the top section showsall newly added users, and the bottom section shows all updated users).

8. Click theManage Members and Contacts link in theMember Administration section ofthe system-administrator dashboard. TheManage Members/Contacts page appears.

9. For each newly imported LDAP user:

a. Click his/her edit link. The Edit Member pane appears.

b. Ensure/select the user’s appropriate job title, job function, and proposed role(s).

c. Uncheck the Is LDAP Member checkbox.

Note: You must uncheck the Is LDAP Member checkbox so the user canproperly log into the Accruent Suite via an Accruent Suite user name andappropriate domain-account password.


11. To activate the user:

a. Click the Activate/Deactivate link, and then click his/her Active button.

b. Click theUpdate Active Status button. Themember’s name nowappears with an Active status on the Activate/ Deactivate page.

c. Click theManage Members/Contacts page. The individual’s name nowappears on theManage Members/Contacts page.



Import LDAP Users

To import the LDAP users into the Accruent Suite: Follow the same instructions stated in steps 7-9under “Configure LDAP for Import of Users into the Accruent Suite”.



Manage Field Audits

General Information

Via this procedure—which affects forms, custom fields, and dropdown-menu fields, you can choosefields that, when changed, audited are:

l Entity Name

l Change Type (Insert, Update, Delete)

Note: Most inserts and updates are captured immediately but some elements (suchas dropdown fields) are captured nightly (that is, to preserve system performance, thechange in the dropdown’s foreign key [FK] is captured immediately, but the dropdownvalue is captured nightly).

l Field NameOld Value and NewValue

l Modified By

l Modified Date

Note: Not all fields in Accruent Suite are auditable; but a quick way to see if a field is auditable is tocheck for it in the Reports query tool.

Also, you needn’t audit budget fields. The Budget tab has its own auditing, via the “View a BudgetLine-Item Transaction Summary” procedure in the Accruent User Guide: Accruent Applications and“Across-the-Suite” Procedures – Part II.

Try to keep the number of fields to be audited between 15 and 20 (for themore fields selected foraudit [say, 50 vs. 500]—and the longer they are to be audited[say , 2 years vs. 5 years]—themorethe performance will be affected [i.e., slowed down]).

There is a new BOBJ report, Field-Level Audit Log, that has a variety of prompts that will help userssearch for particular data.

Procedures

Audit Fields

To audit fields:

1. Click theManage Fields link in theMaintenance Tasks section of the system-administrator’sdashboard.

TheManage Report-Group Available Fields page appears.



2. To select the fields to be audited:

a. Click the Standard Fields or Custom Fields radio button at the top of thepage. (The page refreshes accordingly).

b. Click the (+) sign of the relevant group name (e.g., Center Summary Inform-ation; the row expands, revealing its field groups [e.g., Competitors, GeneralSummary Information]), then click the sign of the relevant field group (e.g.,Competitor). Its row expands, revealing its fields (Distance, CompetitorName,ComptrFacilitySqFt).

c. For the field(s) you want to audit: Click its Audit checkbox, then—in the # ofMonths textbox—enter the number ofmonths you want this field to beaudited.

Note: The number you enter in the # of Months textbox denotes how farback of audited field information will be stored in the audit table—NOThow long the field will be audited.

HOWEVER…

If you uncheck a field’s Audit checkbox later on:

Then, the field will no longer be audited.

Its # of Month textbox will gray out (i.e., become inactive), but the numberwill still display, remaining as a history as to how long the field was indic-ated to be audited.

3. To audit more fields: Repeat steps 2b-2c.

4. When done: Click theUpdate button at the bottom of the page to save the information andexit.

De-activate or Activate Fields

To dectivate (or activate, if deactivated) a field:

1. Click theManage Fields link in theMaintenance Tasks section of the system-administrator’sdashboard. TheManage Report-Group Available Fields page appears.

2. Click the Activate/Deactivate link.

3. Click the Standard Fields or Custom Fields button at the top of the page. (It refreshes accord-ingly.)

4. Click the sign of the relevant group name (e.g., Center Summary Information; the row



expands, revealing the applicable field groups [e.g., Competitors, General Summary Inform-ation]), then click the (+) sign of the relevant field group (e.g., Competitors). Its row expands,revealing its fields.

5. As appropriate, click the Active or Inactive radio buttons of the relevant fields (e.g., Distance,CompetitorName, CmptrFacilitySqFt).

6. To deactivate or activatemore fields: Repeat steps 3-5.

7. When done: Click theUpdate Status button at the bottom of the page to save the inform-ation and exit.



Upload Forms, In Bulk

To perform a bulk upload of forms to the Accruent Suite, follow these steps:

1. Click the Bulk Form Upload link in theMaintenance Tasks section of the system admin-istrator’s dashboard. The Bulk Form Uploadwindow appears.

Bulk Form Upload windpw

2. Click the All Forms dropdown arrow, and select the form layout (for example, Issue) youwant to download, fill in, then upload across multiple entities.

3. To show only the entities you want, use the Column filters to enter a keyword (for example,site) under Project Entity name: click Project Entity Name and, when the dropdown menuexpands, click the Filters check box and enter text in the search field.

The window refreshes, displaying the results.

4. To download the Accruent Form Upload macro: Click theDownload Macro button. You willsee a confirmation message; click Yes to continue (orNo to cancel). The File Downloadwin-dow appears.

5. Click theOpen button (or Save, to save the file locally and open later). TheMicrosoft OfficeExcel Security Noticewindow appears.

6. Click Enable Macros. TheMicrosoft Excel application appears.

7. From the Bulk Form Uploadwindow, click the check boxes of the entities for which you willbe uploading forms (or click under Select All to select all entities)



Selecting all entities for which to upload the Issue form

8. When you have selected the entities, click theDownload Form button. You will see a con-firmation message; click Yes to continue (orNo to cancel). The File Downloadwindowappears, asking if you want to open or save the form.

The File Download window for the Issue form

9. Click theOpen button. The form opens in Microsoft Excel (with all fields displaying ascolumns)

The Issue form downloaded to Microsoft Excel (for upload to two sites)

10. For any/all noted entities, fill out form details. (To remove any entity, delete its row.)

Note: You must click Enable Editing before you can enter any information.

Note: In Boolean and check box fields, enter True (for Yes) or False (for No). In the 8.0 ver-sion of Accruent Suite, some fields (custom, math and drop-down menus among them)are unsupported by the upload macro, so you can leave them blank. In a future version ofthe suite, only supported fields (i.e., columns) will display on the spreadsheet upon down-load.

11. Finally, to upload the prepared forms to the entities in Accruent Suite, click the Bulk Updatebutton.



Manage Audit Tables

General Information

The purpose of the audit-management procedures are to facilitatememory problems and ensure thatwhen the Accruent Suite loads audit information, it only loads what it needs. Also, there will be a built-in—and on by default—mechanism for controlling the size of the audit tables by deleting old inform-ation in the tables. (Information is not archived; data archiving must be handled by the customer.)

The audit will run once a week, preferably on the week-end, after-hours (low usage). If audit works (i.e.,a window that states Audit management started successful on <(current date> at <current time>), then:

l Entries older than x number of days will be purged, unless one has a designation of 0 (thosewill not be purged).

l If maximum number of indicated rows is exceeded, oldest entries will be deleted until num-ber of rows equals themaximum specified, unless one has a designation of 0 (those will notbe purged).

If there’s an error, then you will see Audit management failed to start. Please check the audit man-agement log file for errors.

Procedures

The audit-management procedures ensure that when Accruent Suite loads audit information, it onlyloads table data that is needed, not an entire table’s data and/or information that is not used. To con-figure:

1. Click theManage Audit Tables link in theMaintenance Tasks section of the system admin-istrator’s dashboard. TheManage Audit Tables page appears.

2. To:

l Set up audit management configuration

l Run audit management

Set Up Audit Management Configuration: General Information FIRST, select(under Table Status) the relevant tables that will share the same configuration.(Refresh the page to seemost current values.)

fnd_tbl_audit_log — This table is consumed by the BOBJ universe and exposedas the object Audit Log. The design of this object doesn’t make it obvious that itpulls audit information only from fnd_tbl_audit_log.

LX_BudgetLineItemAuditData— is consumed by the application when a userclicks on the name of a line item in the budget. This action launches a dialog



that shows a history of form layouts that impacted the budget. However, thisinformation is not consumed by the BOBJ universe.

Budget line-item audit

l LX_DocumentAuditData— is consumed the application when the user clicks onthe Audit History button on an entity’s Documents > Summary page.

Document audit

LX_LeaseAudit — (Data is not consumed by the application of by the BOBJ universe.)

LX_MemberAuditData— is consumed by the application to enforce password policy (e.g.,can’t reuse last five passwords you used).

LX_ProjectEntityAudit — (Data is not consumed by the application of by the BOBJ uni-verse.)

LX_RentLetterAudit — (Data is not consumed by the application of by the BOBJ universe.)



THEN (under Configuration), set up the configuration. Afterwards, select and set up anyother/ remaining tables.

Configuration

Set Up Audit Management Configuration: Procedure

To set up the audit management configuration:

1. Under Table Status in theManaged column: Check the checkboxes of the appropriatetables (e.g. LX_DocumentAudit, LX_Lease Audit, LX_Member Audit, LX_Pro-jectEntityAudit, LX_RentLetter Audit).

Note: The Table Status grid shows table names, their current number of rows, andthe oldest entries in those tables.

2. Under Configuration:

a. Click the True or False radio button to indicate if the function is to be turnedon or off. (It will be on, by default; however, customer may turn off if doingdata archiving.)

Note: If you click the True radio button…

…the Enable to run Audit Managementwarning icon disappears, and theRun Audit Management button activates.



b. Enter themaximum number of rows allowed in any audit table.

Note: You can only enter positive numbers; a 0 indicates that there is nomaximum number of rows. (If you enter 0, then [not used] will display nextto the textbox.)

Note: The default value for the AccruentConfig.xml should be onemillion(i.e., 1000000).

c. Enter the number of days in which entries older than this number will bedeleted.

Note: You can only enter positive numbers; a 0 indicates that thereshould not be any purging based on the age of entries. (If you enter 0,then [not used] will display next to the textbox.)

Note: The default value for the AccruentConfig.xml should be zero (i.e.,0).

d. Click the day-of-the-week dropdown arrow, and select the day (e.g., Sunday)that the function should run.

Note: The default value for the AccruentConfig.xml should be Sunday.

e. Enter the time of day (in 24-hour [hh:mm] format; e.g., 03:00) that the func-tion should run.

Note: hh is the value between 0 and 24; mm is a value between 0 and 59.

Note: The default value for the AccruentConfig.xml should be 03:00.

3. Repeat steps 1 and 2 to select and configure any other/remaining tables.

Run Audit Management

To run audit management: Click the Run Audit Management button on theManage Audit Tables page.



The page refreshes, and one of the following messages appears:

l Audit management started successful on <current date> at <current time>.

l Audit management failed to start. Please check the audit management log file for errors.

If audit successfully runs, the system will record the following:

l Indication that the run began; and the date and time.

l Indication ifMaxNumberofRows checkbox was check; and if so: Current value, current num-ber of rows (per selected table), number of rows deleted (per selected table), if it exceedsthemaximum value.

l Indication if OlderThanXDays checkbox was checked; and if so: Current value, oldest datefor rows (in each selected table), and number of rows deleted (per selected table), so thatno rows older than X number of day s remain in the table.



Manage Archiving

Note: MANAGE ARCHIVING IS NEW AS OF ACCRUENT 8.2MR1.

In Manage Archiving, you can:

l Create and configure scheduled archiving jobs for specific archive objects.

l Modify, disable, and enable existing archiving jobs.

l View the job status and history for completed and scheduled archiving jobs.

Note: Forms that have budget impact will NOT be archived.

Before you set up archiving, consider the following:

l Any form that impacts a budget will NOT be archived.

l If a Vendor is assigned to an entity through existing forms, that Vendor will lose access tothat entity when all the forms associating the Vendor to the entity are archived.

l If the form is involved in a workflow and the workflow’s status is not Finished Successfullyor Aborted, the form will NOT be archived. Forms belonging to the same tree as the formwith workflow constraints will also NOT be archived.

l Before you create an archive job, review the status of all workflows; for any with a statusother than Finished Successfully or Aborted you will want to abort those workflows if youwant them archived. (For example, if a workflow is completed with errors, you may want toabort that workflow so the forms in the archival tree linked to the workflowwill bearchived.)

l Once a form is archived, it will only be accessible through Business Objects Reports.

Note: As of Accruent 8.2MR1, forms are the only objects currently available to be archived. Infuture releases, other object types will also be included in this functionality.



Create Archive Jobs

ClickManage Archiving under theMaintenance Tasks section of the system-administrator dashboard.TheManage Archiving page will appear.

Manage Archiving displays a list of scheduled archive jobs, along with information for the Name, LastRun Date, and Archive Item Type, and whether the job is disabled/enabled. (Newly created archive jobsare set as enabled – Disabled=false – by default.)

To create a scheduled archive job:

1. Click the Add Archive Scheduled Job link in the upper left-hand side corner. TheSelect Archive Object Type dialog will open.

2. Use the dropdown menu to select the archive object type (e.g., Forms), then entertheName and Description for this archive job and click OK.

Your archive job will now appear on theManage Archiving page.

The archive job is now ready for scheduling.



Schedule Archive Job

From theManage Archiving page:

1. Click the appropriate link under Name for the archive job (or the Edit icon) on theMan-age Archiving page. TheManage Archiving Job Info page will open.

2. Set the schedule for your archive job by updating the Job Schedule, Start Time, andMax Job Time fields. Use the Current Server Time to choose a time in the future foryour job to run.

Archive jobs can be scheduled to run:

l Daily (choose a start time; use 24-hour format when selecting thehour; e.g., select 03 for 3 AM, but select 15 for 3 PM)

l Weekly (on single or multiple days of the week at a designatedtime; you must select at least one day)

l Monthly (choose a date; e.g., 15 = the 15th of every month)

l Yearly (during single or multiple months of the year at a des-ignated time; you must select at least onemonth)

l On a specified date (use the calendar tool or enter the date inMM/DD/YYYY format; e.g., 12/05/2012).

3. Enter themaximum job time (the number of hours an archive job can last) for yourarchive job.

Important! If you select Monthly, and choose a date that does not occur in allmonths (30, 31), no archive job will run in thosemonths; e.g., if you set yourmonthly scheduled date as the 31st of every month, the system will not run thatarchive job in February, April, June, September, or November.

TheDate field will now display the next scheduled date and time for your archive job.

Continued on next page

Click Update to enter your changes and refresh the page. Notice the Next Run



Add or Modify Archive Rules

Archive rules are specific criteria, defined by you, which archive jobs must follow. Archive jobs with norules set will not run.

Rules can be set for:

l Form Created Date fields

l Form Closed Date fields

l Form fields containing custom date information (e.g., Form Opened Date, Form Due Date)

l Form fields containing custom dropdown information (note that this does not includetiered dropdowns).

To add or modify an archive rule:

1. Click Add Archive Rule. The Select Form Type dialog will open.

2. Select the form type you wish to archive from the dropdown list and click OK. This will openthe Field Rules page.

3. To apply rules to a field, click the + sign to the left of the field name.

There are two types of fields for which you can set rules: Custom Dropdown and Date.Depending on the field you select, you will see one of two windows for setting rules.

Setting Custom Dropdown Field Rules

When setting a rule for a Custom Dropdown form field, you can choose one or more values from thatdropdown field.

To set rules for Custom Dropdown Fields:

1. Select items in Available Values and click the >> button to move them to Selected Values.Use the << button to remove items from Selected Values back to Available Values.

2. Click OK to save your settings, or Cancel to go back to the Field Rules page.

Setting Date Field Rules

When setting a rule for Date form fields, you can set the value as:

l Date (choose a specific date with the calendar tool)

l Offset value in months (enter the number ofmonths)

l Offset value in days (enter the number of days)



To set rules for Date Fields:

1. Click the appropriate radio button to choose a cut-off date.

2. Click OK to save the settings, or Cancel to go back to the Field Rules page.



Update Scheduled Archive Jobs

To update schedule information or rule sets for your scheduled archive job, you can follow the sameprocedure you used to set the original job information.

Change Schedules/Modify Rule Sets

1. Click the appropriate link underName for the archive job (or the Edit icon) on theManageArchiving page. TheManage Archiving Job Info page will open.

2. Follow the steps in Schedule Archive Job or Add Archive Job Rules to make updates.

3. Click Update to save the changes, or click theManage Archiving link to cancel.

Disable/Re-enable Archive Jobs

1. To disable your archive job, open theManage Archiving Job Info page and select theDisabled checkbox.

2. To re-enable the job, open theManage Archiving Job Info page and clear theDis-abled checkbox.

3. Click Update to save the changes, or click theManage Archiving link to cancel.



View Archive Job Status

1. To view the status of past and current archive jobs, click the View icon to the left of the jobname. The Job History for that item will open.

2. For the job you selected, you will see the following information:

Status:

l In Progress (job is currently processing)

l Successful (no errors during job execution)

l Partially Successful (exceptions occurred, but some of the items were suc-cessfully processed)

l Failed (entire job failed)

l Service Failed (a service interruption on the system occurred during the job)

Note: If the job status is “Service Failed,” the interrupted job will resume onthe next repeatable instance (e.g., if a weekly job scheduled for Friday at 7PM experienced a service interruption, it will wait in the queue until the nextFriday at 7 PM).

l Date Run – Date and time the batch was run

l Number of Records Processed – Total number of items included in the rule(s)set for this job, i.e., evaluated by the system to see if they meet archive criteria

l Number of Records Having Budget Impact – Items excluded from archiving dueto budget impact

l Number of Records Not Meeting Rules – Items excluded from archiving due tonot meeting user-defined archive rules conditions

l Number of Errors – Items that met criteria but the system failed to archivebecause some error or exception occurred (this does not include items notmeeting archive rules or workflow rules)

l Number of Records Archived – Total number of successfully archived items

l Number of Records Not Meeting WF Rules – Items excluded from archiving fornot having acceptable workflow status, i.e., any workflow status other than Fin-ished Successfully or Aborted



3. Click the View icon to drill down into the layers of job history, including batch item dataand batch item data logs.



Manage Caches

Important! This procedure should only be performed by a server administrator.

In managing caches, you can:

l Configure default cache settings for all Accruent Suite objects (i.e., sites, facilities, projects,budgets, etc.), then refine that configuration by individually setting properties for eachobject.

l See how to deploy Accruent Suite in a web farm (i.e. in more than one front-end webserver going against the same back-end database).

To do so:

1. Click theManage Caching link in theMaintenance Tasks section of the system administrator’sdashboard. The Cache Configuration tab appears.


l Configure the cache(s)

l Distribute (or edit) the cache configuration(s)



Transfer Configuration Objects from One Environment to Another

Note: Presently, this procedure is only supported on an SQL database (and will be supported byOracle at a later release).

General Information

Via this procedure, you can transfer configuration objects (e.g., templates, forms, layouts, etc.) fromone environment to another (i.e., from a “test/ development” environment to a “production” envir-onment). However, to do so: The action must be initiated from System B, after proper authentication(i.e., the source system’s database-server name, database login, password, and firm name).

Once initiated, the user is prompted for the source system’s:

l Valid RPM database server

l Valid RPM database-server login and password

Then, you can create a “transfer batch” (by picking the objects to be transferred) and check all inform-ation before transferring. In addition, a log file is created (per batch), and configuration-transfer errorsand rollbacks are recorded for your referral.

Regarding this process, the following is to be assumed:

l If copying between two environments, both environs are 8.0 versions (is importantbecause 7.2.1 or earlier procedures have different table structures).

l The SOURCE and TARGET databases are accessible to each other over the network(although, don’t have to be on same DB servers, or inside one LAN or domain). So, need toenable remote connections to SOURCE server, and provide its IP address or server name,user, and password for SQL authentication of a user with administrative rights (data can befound at Accruent\config\Accruent\Accruent\AccruentConfig.xml file, in the<DEFAULTDSN> tag of the SOURCE application server [the same parameters that Accruentsuite is using to connect to its database on the SOURCE server]). Also: To choose properobjects, you need to provide Accruent-suite-login firm name of the SOURCE application(generally, should be the same for SOURCE and TARGET servers, but it’s possible they couldbe different).

l Both DBs already have custom fields in the copied object, the fields have the same namesin both DBs (which should be provided if XML import is done on both environs); and theycannot be overridden or excluded if the objects being copied are using these custom fields.

In addition:



l If forms to be copied have custom lists/dropdowns, they don’t need to be created in theTARGET DB, since they will be copied over with the forms. However, if the custom list-s/dropdowns (with the same names) are already in the TARGET DB:

l Custom lists in the TARGET DB will be updated with any new elements from the SOURCEDB’s custom lists. But—custom dropdowns in the TARGET DB will not be updated with anynew elements from the SOURCE DB’s custom dropdowns If only the custom list-s/dropdowns are to be copied:

l Custom lists with the same names in the TARGET DB will be updated with any new elementsfrom the SOURCE DB’s custom lists.

l But—custom dropdowns with the same names in the TARGET DB will not be updated withany new elements from the SOURCE DB’s custom dropdowns.

For more information, such as:

l Objects available for transfer, and the order in which they will be transferred

l What a typical log file might look like.

l More information about configuration-transfer errors and rollbacks.

…see “Appendix G: Additional Information on Configuration-Object Transfers.”

Procedures

You can view currently scheduled batches or schedule a new batch of information to transfer. To do so:

1. Click the Configure Transfer Tool link underMaintenance Tasks under Company Admin-istration on the system administrator’s dashboard. The Select Activity pane appears.

2. Select from the following options to:

l View currently scheduled batches

l Schedule a new batch

View Currently Scheduled Batches

To view currently scheduled batches, click the appropriate button on the Select Activity pane (above).The Currently Scheduled Batches pane appears, stating batch names, scheduled dates and times, and



status.

Schedule a New Batch

To schedule a new batch of configuration objects to be transferred:

1. Click the Schedule New Batch button on the Select Activity pane. The Source Databaseinformation pane appears.

2. Enter the SOURCE-database: Name, server name, login, password, and firm ID in the appro-priate textboxes.

Note: If you receive an Invalid connection parameters message, then please have yourAccruent Suite database (NOT system) administrator grant you the following per-missions to the configuration-transfer tool: ALTER ANY LINKED SERVER and ALTER ANYLOGIN.

3. Click theNext button. The Create Transfer Batch Information pane appears, auto-dis-playing the batch name (in numerical format, but you can change it).

4. Click theNext button. The Select Items to be added to batch <Name> pane appears.

Select Items to be added to batch <Name> pane

a. Click the left Select Configuration Type button. The pane refreshes to reveal thetypes of configuration objects you can transfer.

Note: For the list of objects eligible for transfer, and (if selected) the orderof their transfer—as well as the order that their individual elements are trans-ferred—see “Appendix G: Additional Information on Configuration-ObjectTransfers”. (Only active items in the SOURCE system are eligible for transfer.)

b. Select a configuration-object type (e.g., Custom Lists).



The pane refreshes, revealing a variety of the configuration type (custom lists)you selected.

c. Select the objects you want to transfer (e.g., Common Area Specified, CON-PunchList Entrance, …Minute Clinic, …Photo Lab). (Press the Ctrl key to selectindividual objects and Ctrl > SHIFT to select consecutive objects.)

d. Click the >> to move the objects to the Items to be Transferred textbox.



e. To add more object types (e.g., schedule templates, tiered dropdowns, etc.) tothe batch, repeat steps 4b-4d.



Adding tiered dropdowns to the batch

The batched items to be transferred include custom lists, schedule templates, and tiered

dropdowns

Note: If you select more than one configuration type to add to the batch, the listing inthe Items to be Transferred textbox can then get quite long. To see the individual objecttypes you plan to transfer: Click the Select Configuration Type dropdown under Itemsto be Transferred, and select one of the types (e.g., Custom Lists). The textbox refreshesto display only that configuration type.



Displaying only custom lists

Displaying only schedule templates

Displaying only tiered dropdowns

5. Click the Batch Complete button. The Schedule Batch Transfer pane appears.

1. Edit the batch name, if you wish.

2. Click either the:

l First radio button to transfer the batch immediately.

…or the…



l Second radio button to transfer it on a particular date (and time).

3. If need be, enter the email addresses of those who need or want to be notified. (If morethan one, separate by a comma.)

6. Click the Schedule Batch button.

The pane refreshes, indicating that the batch was successfully transferred.

7. To view the performed batch (and any other transferred batches), click the Click here to“View Currently Scheduled Batches” link.

The Currently Scheduled Batches pane appears.



NOTE: If any one’s address was added (as shown in step 5c on pg. " If need be, enter the emailaddresses of those who need or want to be notified. (If more than one, separate by a comma.)"), toreceive an email notification, the email appears as follows in his/her inbox.

Email indicating recently scheduled batch of configuration objects

At the bottom of the email: The batch-transfer log’s URL (or path to the log file] will point the user towhere the regular and detailed logs reside. (To see examples of these logs, see “Appendix G: AdditionalInformation on Configuration Transfers” on pg. 1.)



Appendix A: Associate a Single Task to Multiple Tasks

To understand the information in this appendix, be sure to first read “Appendix B: How to Read a Pro-ject Schedule.” As needed, for certain project-schedule tasks, you can associate a particular task to mul-tiple predecessor tasks.

For a special project project schedule, only Entity tasks (as opposed to Special Project tasks) can havepredecessor tasks. (See “Create, Change, or Delete a Special-Project Schedule Template [Including itsTasks and Task Groups] .)

For instance, one situation in which you would do this is based on the scenario below, regarding theproject manager’s Review and Approve task.

Project Manager

Task 7: Review andapprove

Design Group

Task 1: Pick site

Task 2: Create blue-prints

Construction Group

Task 3: Dig dirt

Task 4: Build store

Facilities Group

Task 6: Fixture store

Executive Group

Task 8: Grand Open-ing

Based on the above scenario, the project manager should review and approve the:

l Pick site (that is, review and approve the final picked site before the blueprints are created)

l Create blueprints (review and approve the blueprints, before the dirt is dug)

l Build store (review and approve completed major/minor construction, via a walkthroughbefore the store is fixtured)



l Fixture store (review and approve the furnished store, via a final walkthrough before thegrand opening)

When you create the tasks for a project schedule, you can have them begin:

l A certain number of days after the project schedule’s start date; OR

l A certain number of days after the completion of a previous task

However, regarding the second bullet, one caveat is:

Once you associate a particular predecessor task with another task, you cannot associate that pre-decessor task again. You can only use it once.

To further explain...In the project schedule below, there is an N:N (i.e., one to one) relationshipbetween most of the tasks.

This project schedule shows N:N (i.e., one-to-one) relationships between tasks

That is:

l Pick site is the only predecessor task for Create blueprints (i.e., blueprints won’t be createduntil a site is chosen.)



l Create blueprints is the only predecessor task for Dig dirt (i.e., dirt will not be dug until blue-prints are created and finalized).

l Dig dirt is the only predecessor task for Build store (i.e., store will not begin to be built untildirt is dug and foundation is created).



l Build store is the only predecessor task for Fixture store (i.e., store will not begin to be builtuntil dirt is dug and foundation is created).

Now...to add an N:M (i.e., one-to-many) task to that same project schedule—namely, the project man-ager’s Review and approve task:

Project Manager

Task 7: Review andapprove

Design Group

Task 1: Pick site

Task 2: Create blue-prints

Construction Group

Task 3: Dig dirt

Task 4: Build store

Facilities Group

Task 6: Fixture store

Executive Group

Task 8: Grand Open-ing

...you CANNOT associate it to any of its predecessor tasks as follows:



The Predecessor Tasks radio button should NOT be checked for the Review and approve task

...because:

l The Pick site task is already the predecessor task for Create blueprints.

l The Create blueprints task is already the predecessor task for Dig dirt.

l The Dig dirt task is already the predecessor task for Build store.

l The Build Store task is already the predecessor task for Fixture store.

Note: See the project schedule to see the N:N (i.e., one-to-one) relationships of thesetasks.

Instead (as shown below), you must:

l Have the Pick site, Create blueprints, Dig dirt, and Build Store tasks begin a certain numberof days after the project schedule’s start date (instead of after its previous task).

l Then, make then predecessor tasks of only the Review and approve task (as shown below).



This project schedule shows an N:M (i.e., one-to-many) predecessor relationship betweenthe Review and approve task and the Pick site, Create blueprints, Sign lease, and Fixturestore tasks. Since these tasks are in an N:M relationship with the Review and approve task,they cannot be predecessors for any other task.



Appendix B: How to Read a Project Schedule

The New-Location project schedule

To view the details of a project schedule (e.g., New-Location Schedule), click its link on the ScheduleTemplates page. The Template Details page appears (as shown above), displaying the schedule’sdetails.

l The name of the schedule (e.g., New-Location Schedule) is displayed in the blue portion ofthe Template Details page.

The selected template is the New-Location Schedule template.

l The first group indicated on the New-Location schedule is the Design group, comprised ofthe civil engineer, environmental consultant, architect and, the national design manager.The group has 51 days to accomplish its tasks, which are to begin one day after the sched-ule start date.



Note: A user assigns a start date for a schedule when he/she assigns the schedule’stemplate to a project. (See the Schedule for the Building Test 1.1 project, below.)

l The first task for the Design group is to pick a site. Those assigned to the task are the archi-tect and the business development manager. This task should begin one day after theschedule start date, and the group is given five days to accomplish this first task.

l The second task for the Design group is to create blueprints. The architect is assigned tothis task, which should begin two days after (called “lag time”) the 5th day of the first task(i.e., Pick Site). The architect is given 45 days to do this second task.

l (The (7) indicates that the second task begins on the seventh day of the schedule. Since thefirst task begins one day after the schedule start date and lasts five days [which equals sixdays], the second task begins on the 7th day of the schedule.)

l The Duration of 51 days = The Pick site duration of 5 days, the Create blueprints duration of45 days, and the fact that the Pick site task begins 1 day after the project-schedule startdate. So 1 + 5 + 45 = 51 days (from the project-schedule start date) for the Design group tocomplete its tasks.

l The second group is the Construction group, made up of the building architect, civil engin-eer, the area manager, and the construction manager. It has 128 days to accomplish itstasks, which begin 56 days after the schedule start date.



l The first task for the Construction group is to dig dirt. This task is assigned to a general con-tractor and an external construction manager. The task should begin on the 56th day of theschedule— five days after (called “lag time”) the Design team’s second task (i.e., Create blue-prints)—and the group has three days to accomplish its first task.

l The second task for the Construction group is to build the store. This task is assigned to thebuilding architect, civil engineer, construction manager, and an environmental con-sultant—and should begin on the 59th day of the schedule—one day after (called “lagtime”) the 3rd day of the first task—and the group has 15 days to accomplish this secondtask.

l The third group is the Possession group, made up of Utilities reps (Water, Phone, and Elec-tricity), the electrical engineer, legal rep, environmental consultant, Facilities project engin-eer, the Development purchasing manager, and the Corporate Facilities manager.



l The Possession group has 40 days to accomplish its tasks, which begin 200 days after theschedule start date.

l The first task for the Possession group is to sign the lease. This task is assigned to the Cor-porate Facilities manager and should take place 200 days after the schedule start date. Themanager has 30 days to accomplish its first task.

l The second task for the Possession group is to place the required fixtures in the store. Thistask is assigned to the electrical engineer, general contractor, and the Facilities project man-ager—and should begin on the 230th day of the schedule—one day (called “lag time”) afterthe lease is signed—and the group has 10 days to accomplish this second task.

l The fourth group is ExecutiveManagement, made up of the site-development director,new-store-openings consultant, business development manager, Corporate Facilities man-ager, and the director of Design & Development.



l ExecutiveManagement’s task is to handle the grand opening, which is a one-day affair thatshould occur 225 days after the schedule start date.



Appendix C: User-Defined Fields

For your review, below are screen shots of user-defined field/cause/dropdown page as described in“Create, Edit, or Delete a User-Defined Field.”

Change-Department Name page

Change-Package Type page

Change-Source Type page

Change Type page

Discipline Type page



Location Type page

Market Area page

Market Type page

Trade Type page



Deal Type page

Construction Type page

Market Demographics page

Vertical Industry page

Manage Custom Dropdown page



Appendix D: Tiered Drop-down Menus

Tiered drop-down menu

Creating a tiered dropdown menu field

Tiered drop-down menus are custom, user-defined menus that users can add to form layouts. In addi-tion, they:

l Are reportable

l Are available for dashboards

l Depending on subject matter, may have up to ten levels of information.

See “Create, Edit, or Delete Tiered Drop-down Menus.”

When added to a form layout, they appear as follows …



Adding a tiered drop-down menu (i.e., Problem) to the Work Order layout

The “tiered” Problem drop-down menu field on a preview of the Work Order layout

Then, when appearing on the actual form, only the first linked drop-down menu appears…



The “tiered” Problem drop-down menu on the actual Work Order form

…until a user makes a selection.

Selecting the primary problem (Electricity)

Then, the second linked menu appears (displaying entries directly related to the first selection).

Electricity problem; bulb(s) need replacing

As shown above, the Electricity entry on the Problem menu is made up of two levels of information butcan go up to a maximum of ten (as shown in the Signs menu entry).



Appendix E: Add Contact or Member Pane

Use the Job Title and Job Function dropdown menus—and the Roles listing—(all on the AddContact/Member pane, below) for entering the relevant information in the Default Values section ofthe LDAP Administration pane.

Add Contact (/Member) pane

(Information about the Add Contact/Member pane can be found in the “Add a NewMember orContact” procedure in the Accruent Administrator’s Guide: Member Administration.)



Appendix F: Custom-Email-Notification Fields

The tables in this appendix show various fields that you can add to the email notification for tasks (see“Manage Tasks’ Custom-Email Notification”).

When adding fields to the email, you need to include the field name― and the field’s table-associatedname, in curly brackets ― as shown below.

From DataGroup:

Field Name Field’s Table-AssociatedName

Schedules

Baseline End Date

1st Notification

Alert when Task Com-pletes

{OriginalEndDate}

{EnableForDashboard }

{DaysBeforeDueDate1}

Schedules – Ori-ginal

Original Assignee(s)

Original Slack

{AssigneeIDs_Original}

{ActualBufferDays_Ori-ginal}

Milestones Percent Complete

Resources

{PercentComplete}

{AssigneeIDs}

What data-group fields do you want to see?

l Schedule

l Schedule – Original

l Milestones

l Budget

l Summary Information

l Program Summary Information

l Forms

l Form Flowpage

l Documents page

l Equipment /Assets



l Company Items page

l Center Summary Information

Data Group: Schedule

Sub-Data Group Name Field Name Field’s Table-AssociatedName

Name Name {TaskName}

Duration Duration {Duration}

Baseline End Date Baseline End Date {OriginalEndDate}

Task Status Task Status {CodeTaskStatusID}

Percent Complete Percent Complete {PercentComplete}

Resources Resources {AssigneeIDs}

Comments Comments {Description}

Baseline Start Date Baseline Start Date {OriginalStartDate}

Projected /Actual StartDate

Projected/Actual Start Date {ActualStartDate}

Projected/Actual EndDate

Projected/Actual End Date {ActualEndDate}

Actual End Date Actual End Date {TskDone_ActualEndDate}

Projected End Date Projected End Date {TskNotDone_Actu-alEndDate}

Baseline with Pro-jected/Actual End Date

Baseline with Pro-jected/Actual End Date

{TskBAndA_NoAc-cessorConversion}

Projected EndDate/Complete

Projected End Date/Com-plete

{TskNotDoneCompleted_NoAccessorConversion}

Security Fields



Email when Task Completes {EnableForEMail}

Alert when Task Completes {EnableForDashboard}

Email Message EMailMessage}

Notification Fields

1st Notification {DaysBeforeDueDate1}

2nd Notification {DaysBeforeDueDate2}

Days After Due Date {DaysAfterDueDate}

Days On Change Due Date {DaysOnChangeDueDate}

Notification Members BeforeTask Completes

{BeforeNotifeeTypeList}

Notification Members AfterTask Completes

{AfterNotifeeTypeList}

Notification Members OnChange Of Task Details

{OnChangeNotifeeTypeList}

Slack Slack {ActualBufferDays}

Is Final Task in CriticalPath?

Is Final Task in Critical Path? {IsLastTask}

Zero Duration (sameday)

Zero Duration (same day) {IsZeroDurationTask}

Baseline Duration Baseline Duration {OriginalDuration}

Data Group: Schedule - Original

Sub-Data Group Name Field Name Field’s Table-Associated Name

Name – Original Name {TaskName_Original}



Duration 0 Original Original Duration {Duration_Original}

Baseline End Date - Ori-ginal

Original Baseline EndDate

{OriginalEndDate_Original}

Task Status – Original Original Task Status {CodeTaskStatusID_Original}

Percent Complete – Ori-ginal

Original Percent Com-plete

{PercentComplete_Original}

Resources - Original Original Assignee(s) {AssigneeIDs_Original}

Comments – Original Original Comments {Description_Original}

Baseline Start Date – Ori-ginal

Original Start Date {OriginalStartDate_Original}

Projected/Actual StartDate – Original

Original Pro-jected/Actual Start Date

{ActuralStartDate_Original}

Projected/Actual EndDate Original

Original Pro-jected/Actual End Date

{ActualEndDate_Original}

Baseline with Pro-jected/Actual End Date –Original

Original BaselineWithProjected/Actual EndDate

{TaskBAndA_NoAc-cessorConversion_Original}

Projected End Date/Com-plete Original

Original Projected EndDate/Complete – Ori-ginal

{TaskNotDoneCompleted_NoAccessorConversion_Ori-ginal}

Slack – Original Original Slack {ActualBufferDays_Original}

Is Final Task in CriticalPath? – Original

Is Final Task on Original {IsLastTask_Original}

Zero Duration (same day)– Original

Original Zero Duration {IsZeroDurationTask_Orginal}

Data Group: Milestones



Sub-Data GroupName

Field Name Field’s Table-Associated Name

Baseline End Date Baseline End Date {OriginalEndDate}

Percent Complete Percent Complete {PercentComplete}

Resources Resources {AssigneeIDs}



{ActualEndDate}



{TskNotDoneCompleted_NoAc-cessorConversion}

Data Group: Budget

Sub-Data Group Name Field Name Field’s Table-AssociatedName

Code Code {ClientBudgetItemID}

Name Name {BudgetName}

Preliminary ($) Preliminary ($) {BudgetColumn0}

Baseline ($) Baseline ($) {BudgetColumn1}

Committed Cost to Date($)


{BudgetColumn2}

Variance1 ($) Variance1 ($) {BudgetColumn3}

Forecasted Cost ($) Forecasted Cost ($) {BudgetColumn4}

Revised ($) Revised ($) {BudgetColumn5}

Actual Cost ($) Actual Cost ($) {BudgetColumn6}

Variance2 ($) Variance2 ($) {BudgetColumn7}



Estimate ($) Estimate ($) {BudgetColumn8}

Final ($) Final ($) {BudgetColumn9}

Balance To Complete ($) Balance To Complete ($) {BudgetColumn10}

Total at Project Com-pletion ($)


{BudgetColumn11}

Summary Information

Baseline Budget ($) {SummaryBudgetColumn1}

Forecasted Cost ($) {SummaryBudgetColumn4}

Variance 1 ($) {SummaryBudgetColumn3}


{SummaryBudgetColumn2}

Cost to Date ($) {SummaryBudgetColumn6}

Balance To Complete ($) {SummaryBudgetColumn10}

Estimate ($) {SummaryBudgetColumn8}

Final ($) {SummaryBudgetColumn9}


{SummaryBudgetColumn11}

Preliminary ($) {SummaryBudgetColumn0}

Revised ($) {SummaryBudgetColumn5}

Variance 2 ($) {SummaryBudgetColumn7}

Data Group: Summary Information



Sub-Data GroupName


General Summary Information

Notes {ProjectDescription}

Program {ProgramID}

Prototype {PrototypeID}

Center Name {CenterName}

Entity Name {ProjectName}

Store Number {ClientStoreID}

Entity ID {ProjectEntityID}

Trade Area {TradeArea}

Market Type {CodeMarketTypeID}

Market Area {CodeMarketAreaID}

Region {RegionID}

Region1 {RootRegionID}

Region2 {SubRegionID}

Street Address 1 {StreetAddress1}


State {StateProvinceCountryID}

City, State {CityStateProvinceCountry}

City {City}

Country {Country}



County {JurisdictionID}

Zip {Zip}

Phone {Phone}

Project Type {CodeProjectTypeID}

Third Party Ware-house

{ThirdPartyWarehouse}

Distribution Center {DistributionCenterID}

Cross Street 1 {CrossStreet1}


Latitude {LatitudeDegrees}

Longitude {LongitudeDegrees}

Facility Sq. Ft. {FacilitySquareFeet}

Sales Floor Sq. Ft. {SalesFloorSquareFeet}

Parcel Sq. Ft. {ParcelSquareFeet}

Parcel Acreage {ParcelAcreage}

Frontage {Frontage}

Depth {Depth}

Project Status {CurrentPhaseStatus}

Baseline end date {BaselineEndDate}

Is Dead? {IsDead}

Is Inactive? {Inactive}

Expected Delivery {ExpectedDeliveryYearQ}



Qtr/Yr

Estimated DeliveryMonth

{ExpectedDeliveryMonthInt}

Estimated DeliveryYear

{ExpectedDeliveryYearInt}

RE Planner Open Date {SlotEndDate}

Last Years AnnualSales

{LastYearsAnnualSales}

Construction Type {CodeConstructionTypeID}

Deal Type {CodeDealTypeID}

Open year {OpenYear}

Street Address {StreetAddress}

Full Address {FullAddress}

Competitors

Name {CompetitorName}

Anchor? {IsAnchorStore }

Distance {Distance}

Street Address 1 {Street Address 1}

Street Address 2 {Street Address 2}

City {City}


Zip {Zip}

Cross Street 1 {Cross Street 1}



Cross Street 2 {Cross Street 2}

Square Feet {ComptrFacilitySquare Feet}

Last Year Annual Sales {LastYearSales}

Management

Manager Name {PEMgr_MemberID}

Manager Title {PEMgr_CodeJobTitleID}

User Class {PEMgr_CodeUserClassID}

Job Function {PEMgr_CodeJobFunc-tionID}

Employer {PEMgr_EmployerID}

Membership

Member Name {MemberID}

Job Title {CodeJobTitleID}

User Class {CodeUserClassID}

Job Function {CodeJobFunctionID}

Employer {EmployerID}

Data Group: Program Summary Information

Sub-Data GroupName


Program Summary Information

Name {ProgramName}



Revenue perweek

{RevenuePerWeek}

Fiscal year end {FiscalYearEnd}

Street address 1 {StreetAddress1}

Street address 2 {StreetAddress2}

City {City}


Zip {Zip}

Program Descrip-tion

{ProgramDescription}

Program Management

Manager Name {PEMgr_MemberID}

Manager Title {PEMgr_CodeJobTitleID}

User Class {PEMgr_CodeUser-ClassID}

Data Group: Forms

Sub-Data GroupName


All

Title {Subject}

Description {Body}

Cause {CodeChangeReasonID}



Created Date {CreatedDate}

Due Date {DueDate}

Followup {DueDateConv}

Closed Date {ClosedDate}

Private Issue? {IsPrivate}

Is Critical? {IsCritical}

Assignee(s) / Man-ager(s)

{ManagerMemberIDs}

Assignee(s) {AssignedToMemberIDs}

Type {CodeIssueTypeID}

Location {CodeLocationID}

Discipline {CodeDisciplineID}

Method Of Contact {CodeMethodOfContactID}

Contacted Person {PersonContactedID}

Number {SequenceNumber}

Creator {InitiatedByMemberID}

# Replies {NumberOfResponses}

Last Reply {LastResponseDate}

Action Comment {ActionComment}

Is Closed? {IsClosed}

Documents {DocumentIDList}

Equipment List {EquipmentIDList}



Payee {PayeeID}

Associated Task {TaskIDList}

Part List {PartNumberIDList}

Part Order List {PartOrderList}

Prior Issue {PriorIssueID}

Form ID {IssueID}

Invoice Number {PONumber}

Attention Email To: {AttentionEmailTo}

Parts Used

Equipment {MaintenanceResponsibilityID}

Part # {ModelNumber}

Quantity {Quantity}

Part Name {PartID}

Part Cost {CostPerPart}

Hours Labor {NumberHoursLabor}

Serial # {SerialNumber}

Total Cost {TotalCost}

Parts Ordered

Part # {ModelNumber}

Vendor {VendorID}

Equipment Cat-egory

{CodeMaintenanceCategoryID}



Part Name {PartID}

Status {CodePartOrderStatusID}

Need by Date {NeedByDate}

Receipt Date {ReceivedDate}

Quantity Ordered {QuantityOrdered}

Quantity Received {QuantityReceived}

Notes {Notes}

Form Values


Order Status {CodeOrderStatusID}


Type {CodeIssueTypeID}

Form Number {SequenceNumber}

Creator {InitiatedByMemberID}

# Replies {NumberOfResponses}

Last Reply {LastResponseDate}

Prior Issue {PriorIssueID}

Data Group: Form Flow

Sub-DataGroup Name


Form-Flow Step (All)



WF Assignee Due Date {DueDateAssignees}

WF Approver Due Date {DueDateApprovers}

WF Assignee(s) {AssigneeMemberIDList}

WF Approver(s) {ApproverMemberIDList}

WF Notify List {NotifeeMemberIDList}

Submit For Approval ByMember Name

{SubmitForApprovalByMemberName}

Prior Submit By MemberName

{PriorSubmitByMemberName}

Step Number {StepNumber}

Priority {Priority}

Start Date {StartDate}

Submit For Approval Date {SubmitForApprovalDate}

Prior Submit For ApprovalDate

{PriorSubmitForApprovalDate}

Duration Days Assignees {DurationDaysAssignees}

Duration Days Approvers {DurationDaysApprovers}

Complete Date {CompleteDate}

Read Only? {IsReadOnly}

Re Do? {IsReDo}

Step Name {WorkFlowStepName}

Associated Task Name {TaskName}

Days Until Alert Approvers {DaysUntilAlertApprovers}



Days Until Alert Assignees {DaysUntilAlertAssignees}

Days Until Warn Approvers {DaysUntilWarnApprovers}

Days Until Warn Assignees {DaysUntilWarnAssignees}

EMail Alert Approvers {EMailAlertApprovers}

EMail Alert Assignees {EMailAlertAssignees}

Email Message {EMailMessage}

Enable For Dashboard {EnableForDashboard}

Enable For Email {EnableForEMail}

Is Notify Closed? {IsNotifyClosed}

Is Completed? {IsCompleted}

Is Form Step {IsFormStep}

Form-Flow Step Approver (All)

Approver Name {MemberName}

Action Taken Date {ActionTakenDate}

Prior Action Taken Date {PriorActionTakenDate}

Action Comment {ActionComment}

Prior Action Comment {PriorActionComment}

Has Taken Action? {HasTakenAction}

Has Approved? {HasApproved}

Email Sent Status {EMailSentStatus}

Notify Acknowledged Status {NotifyAcknowledgedStatus}



Prior WF Step Action ID {PriorWFTemplateStepActionID}

WF Step Action ID {WorkFlowTemplateStepActionID}

WF Step Action Name {WorkFlowTemplateStepActionName}

Form-Flow Step Assignee (All)

Assignee Name {MemberName}

Email Sent Status {EMailSentStatus}

Notify Acknowledged Status {NotifyAcknowledgedStatus}

Step Member Responsibility {StepMemberResponsibility}

Form-Flow Summary Info (All)

Status {CodeWorkFlowStatusID}


Number of Days Open {NumberOfDaysOpen}

Name {WorkFlowName}


Is Completed? {IsCompleted}

Form Flow

Formflow Template {WorkFlowTemplateID}

Formflow Template Step {WorkFlowTemplateStepID}

Data Group: Documents

Sub-Data GroupName




General Information

Description {Description}

File Type {CodeDocumentTypeID}

Author {Author}

Released? {ReadyForRelease}

File Name {BaseName}

Version {Version}

Audit History

Datestamp {AuditDate}

Member {ActionByID}

Action {CodeDocumentActionID}

Data Group: Equipment/Assets

Sub-Data GroupName

Field Name Table-Association Name

General Information

Equipment Category {CodeMaintenanceCategoryID}

Equipment Name {MaintenanceResponsibilityName}

Lease Section {LeaseSection}

Maintenance ResponsibleParty

{CodeMaintenancePartyID}

Repair Responsible Party {CodeRepairPartyID}



Replacement ResponsibleParty

{CodeReplacementPartyID}

Maintenance ResponsiblePerson

{MaintenanceResponsiblePersonID}

Repair Responsible Person {RepairResponsiblePersonID}

Replacement ResponsiblePerson

{ReplacementResponsiblePersonID}

Maintenance Remedy Time {MaintenanceMaximumRemedyDays}

Repair Remedy Time {RepairMaximumRemedyDays}

Replacement Remedy Time {ReplacementMaximumRemedyDays}

Maintenance RemedyAllowed

{CodeMaintenanceRemedyID}

Repair Remedy Allowed {CodeRepairRemedyID}

Replacement RemedyAllowed

{CodeReplacementRemedyID}

Comments {Description}

PM Frequency {CodePMFrequencyUnitID}}

Asset serial # {AssetSerialNumber}

Model # {ModelNumber}

Primary Vendor {PrimaryVendorID}

Secondary Vendor {SecondaryVendorID}

Warranty Vendor {WarrantyVendorID}

Warranty Begin Date {WarrantyBeginDate}



Warranty End Date {WarrantyEndDate}

Warranty Comments {WarrantyComments}

Data Group: Company Items

Sub-Data GroupName


Parts

Part Name {PartName}

Cost {Cost}

Quantity On Order {QuantityOnOrder}

Par Level {ParLevel}

Order To Level {OrderToLevel}

Quantity On Hand {QuantityOnHand}

Model Number {ModelNumber}

Manufacturer {Manufacturer}

Vendor Name {VendorName}

Warranty Period InDays

{WarrantyPeriodInDays}

Employers

Employer Name {EmployerName }






City {City}

Zip {Zip}

Phone {Phone}

Fax {Fax}

Is Vendor? {IsVendor}

FederalTaxID {FederalTaxID}

Contacts

First Name {FirstName}

Middle Name {MiddleName}

Last Name {LastName}




City {City}

Zip {Zip}

Phone {Phone}

Phone Extension {PhoneExtension}

Fax {Fax}

Mobile Number {MobileNumber}

Email {EMail1}



Other Email {EMail2}

Wireless Email {WirelessEMail}

Website {WebSite}

Bill Rate 1 {BillRate1}

Bill Rate 2 {BillRate2}


Employer {EmployerID}

Job Title {CodeJobTitleID}

Job Function {CodeJobFunctionID}

Jurisdiction {JurisdictionID}

Custom Code Fields

Field Name {CustomCodeFieldName}


Data Group: Center Summary Information

Sub-Data GroupName


General Summary Information

Notes {Description}

Center Name {CenterName}

Trade Area {TradeArea}}

Market Type {CodeMarketTypeID}



Market Area {CodeMarketAreaID}

Region {RegionID}




City, State {CityStateProvinceCountry}

City {City}

County {JurisdictionID}

Zip {Zip

Phone {Phone}



Latitude {LatitudeDegrees}

Longitude {LongitudeDegrees}

Facility Sq. Ft. {FacilitySquareFeet}

Street Address {StreetAddress}

Full Address {FullAddress}

MSA {MSA}

SD Region {SDRegion}

Year Built {YearBuilt}

Hours of Operation {HoursOfOperation}



# of Levels {Levels}

Enclosed Center? {isEnclosed}

# of parking spaces {parkingSpaces}

Center has outparcels? {isOutparcels}

Nearest CompetingCenter

{NearestCompetingCenter}

Expansion Planned? {isExpansionPlanned}

Renovation Planned? {isRenovationPlanned}

Last Renovated Date {lastRenovatedDate}

Center GLA(sqft) {GLA}

Center GLA excludinganchors

{GLAExcludingAnchors}

Total stores in center {numberOfStores}

Mall Rating {codeMallRating}

Center Type {codeCenterTypeID}

ULI Center Type {ULICenterType}

Food Court? {isFoodCourt}

Expansion Plan Date {expansionPlanDate}

Renovation Plan Date {renovationPlanDate}

Center Sales/sqft {salesPerSquareFoot}

Occupancy Percentage {occupancyPercent}

Space currently avail-able?

{isSpaceAvailable}



Landlord / Owner {landlordID}

Property Manager {propertyManagerID}

Leasing Agent {leasingAgentID}

Mall Manager {mallManagerID}

Marketing Director {marketingDirectorID}

Developer {developerID}

Competitors

Name {CompetitorName}

Distance {Distance}

Square Feet {ComptrFacilitySqFt}



Appendix G: Additional Information on Configuration Transfers

To:

l See objects eligible for transfer, and the order in which they (and their elements) will be trans-ferred, see “below.

l See an example of a configuration-transfer log, see pg. "Configuration Transfer Log File".

l See information about configuration-transfer errors and rollbacks, see pg. "Configuration Trans-

fer Errors and Rollbacks".

Transfer Objects: Eligibility, Rank, and Rules

The table below shows the particular Accruent objects eligible for transfer, the order in which each istransferred, and their entailing rules.

TransferRank

Transfer Object Transfer Rules

1 Custom Dropdowns(Including “Tiered”)

See if the custom dropodownexists in the DESTINATION system(Source.CustomDropdown =Destination.CustomDropdown).See if the tiered dropdown existsin the DESTINATION system(Source.TieredDropdown = Destin-ation.TieredDropdown).

n If so: Just make a note inthe log file (“Custom Drop-down [Custom-DropdownName] Already Exists inDESTINATION. Anychanges to values inDESTINATIONCustomDropdown need to becompleted manually inthe DESTINATION sys-tem.”)

n If not: Create it/them, andpopulate with all of the



SOURCE’s values.

2 Job Titles See if it/they exists in theDESTINATION system (Source. JobTitle Name = Destination. Job TitleName).

n If so: Update the attribute(description).

n If not: Create it/them.

3 Milestone Templates See if it/they exists in theDESTINATION system (Source.TimelineTemplateName = Destin-ation. TimelineTemplateName).

n If so: Update the attrib-utes (description, inact-ive). Also, drop andcreate all timeline details.

n If not: Create timeline tem-plate(s) and timelinedetails.

4 Schedule Templates See if it/they exists in theDESTINATION system (Source.Schedule.TemplateName = Destin-ation. Schedule.TemplateName).

n If so: Update the attrib-utes (description, inact-ive). Also, drop andcreate all schedule tasksin DESTINATION.

n If not: Create scheduletemplate(s) and tasks inDESTINATION.

5 Budget Templates Access SOURCE budget templateto:



n See if all budget-templatecolumns are inDESTINATION system.

If so: Update attributes.

If not: Create.

n See if all budget-templatecategories are inDESTINATION system.


If not: Create

n See if all budget-templatesub-categories are inDESTINATION system.


If not: Create.

n See if all budget-templateline items are inDESTINATION system.


If not: Create.

n See if budget template isin DESTINATION system.

If so: Drop and recreate it.

If not: Re-create.

6 Custom Lists Assess SOURCE system to see itthe custom list has any customdropdowns.

n If so: Follow process fortransferring custom drop-downs.



Assess DESTINATION system tosee if it/they already exist(Source.Custom List Name =Destination.Custom List Name)

n If so:

n UpdatedescriptioninDESTINATI-ON, andmake sureeach field intheSOURCEcustom listexists in theDESTINATI-ON customlist.

n If fieldexists: Makea note in thelog file (“Cus-tom-list field[FieldName]alreadyexists inDESTINATI-ON. Anychanges tovalues in theDESTINATI-ON custom-list fieldneed to becompleted



manually inDESTINATI-ON.”)

n If field doesnot exist:Create field(s) in theDESTINATI-ON system

n If not:

n Create thecustom list,and eachcustom-listfield, in theDESTINATI-ON system.

Drop all custom-list layouts in theDESTINATION system; and createnew layouts (per the SOURCE sys-tem).

7 Forms and Form Fields

8 Form Layouts

Themessage states “No Parent Form[s] available for <Name of Form>”

Trans-fer Rank

TransferObject

Transfer Rules



9 Job Func-tions

See if they exist in the DESTINATION system (Source.JobFunc-tion.Name = Destination.JobFunction.Name)

n If so: Update attribute (description).

n If not: Create.

10 SecuritySettings

See if user classes are in DESTINATION system (Source.Us-reClass.Name = Destination.userClass.Name)

n If so: Update attribute (description). Also: UpdateDESTINATION-system security settings (i.e., PageAccess, Actions, and Field Security line items). Forthose that don’t exist, do not add or update.

n If not: Then, create user classes. Also: UpdateDESTINATION-system security settings (i.e., PageAccess, Actions, and Field Security line items). Forthose that don’t exist, do not add or update.

11 Workflow (To be provided later)

12 Employers (To be provided later)

13 Members (To be provided later)

14 FolderTemplates

(To be provided later)

15 CustomFields

(To be provided later)

Dropdowns That Will Not Be Transferred with CTT

The following dropdowns will not be transferred from source to target environment when using CTTtools:

Entity and Location

l Prototype

l Programs



l Regions (NOTE: If the same Region (name) is found in the target environment it will be used inpanel configuration on the target environment)

Person

l Members

l Persons

l Employers

l Attorneys

l Brokers

l All Vendors

l Vendors with valid insurance

l Landlord

l Property Manager

l Owner

Lease

l Equipment

All the above will have to be configured manually in the target environment after using CTT to transferpanels.

Configuration Transfer Log File

Upon each batch’s transfer, a regular log file (CCT_Log_[BatchName].[datetime].log) is created, thattracks the process.

Note: Amore detailed log is also generated. (See the second bullet on the next page.)

The file is in destination system’s log directory, in a CTT Logs folder (i.e., C:\Accruent\Log\CTT Logs).

The log is a text file, with following header information:

l Configuration Transfer Batch [batch name] initiated on YYYY-DD-MM HH:MM:SS

l SOURCE environment: [Source Server Name/Database Name]

l DESTINATION environment: [Destination URL]

l List of Items to be Transferred: [List of Configuration Objects]



…and shows log information, as follows:

Initiating transfer of [Object1]…

…[Insert or Update] [Object 1].[Element.1] [Complete or FAILED]





(etc.)

Transfer of [Object 1] [Complete or FAILED]

Initiating transfer of [Object2]…

(etc.)

Transfer of Configuration Batch [batch name] ended on YYYY-DD-MM HH:MM:SS

Configuration Transfer Errors and Rollbacks

During batch transfer, one or more elements of a configuration object may not transfer. If so, then:

l The failure will be recorded in the log file.l Changes for all elements (of a particular object) transferred up to that point will be rolled back.l Each roll-backed element will be recorded.l Then, the next configuration object will be transferred.

HOWEVER, for forms: The entire transfer (forms and their elements [i.e., their layouts]) will be rolledback if:

l Elements in a math field; and/or

l Particular Custom or Snapshot form fields; and/or

l Layout “header “fields

…cannot be found in the DESTINATION system.

Note: For an explanation/types ofmath, custom, “snapshot”, and/or “header fields, see “CreateForm Fields” (part of the “Create, Edit, or Delete Form Fields”) in the Accruent Administrator’sGuide: Company Administration – Part II.



For clients to diagnose the source of the problem when a rollback occurs, they will need to review thelog files. (Every time a batch file is created, two log files are generated: The regular log file and a detailedlog file.)

The regular log file might look like:

Configuration Transfer Batch TESTBATCH1 initiated on 2010-03-16 20:30:15

SOURCE environment: <Database Server Name/Database Name>

DESTINATION environment: http://destination.accruent.com\accruent\login.jsp

List of Items to be Transferred:

Form: testform

Form: anothertestform

Schdule: testschedule

Initiating transfer of Form: testform…

…Insert of testform.newfield Complete

…Insert of testform.newdatefield Complete

…Update of testform.currencyfield FAILED

…Rollback of testform.newfield Complete

…Rolback of testform.newdatefield Complete

Transfer of Form: testform FAILED

Initiating transfer of Form: anothertestform…

…Insert of anothertestform.newfield Complete

…Insert of anothertestform.newdatefield Complete

…Update of anothertestform.currencyfield Complete

…Update of anothertestform.layout1 Complete

Transfer of Form: anothertestform Complete

Initiating of FormLayout: testform

…Drop and Create of testform layout1 Complete

…Drop and Create of testform layout2 Complete

Transfer of FormLayout: testform Complete



Initiating of FormLayout: anothertestform

…Drop and Create of anothertestform layout1 Complete

…Drop and Create of anothertestform layout2 FAILED

Transfer of FormLayout: testform FAILED

Initiating transfer of Schedule: testschedule…

…Update of testschedule Complete

Transfer of Schedule: testschedule Complete

Transfer of Configuration Batch TESTBATCH1 ended on 2010-03-16 21:00:25

The detailed log file might look like:

n 2010-06-01 09:27:13,769 INFO : Initiating transfer of Forms and Form Layouts: RFI -Request for Information....

n 2010-06-01 09:27:15.637 INFO : ....Insert of RFI - Request for Information Completen 2010-06-01 09:27:15.653 INFO : ....Insert of Report Group.RFI - Request for Information

Completen 2010-06-01 09:27:15.750 INFO : ....Insert of RFI - Request for Inform-

ation.Field.Comments Completen 2010-06-01 09:27:15.767 INFO : ....Insert of RFI - Request for Information.Field.Attach

Documents Completen 2010-06-01 09:27:15.770 INFO : ....Insert of RFI - Request for Information.Field.Title Com-

pleten 2010-06-01 09:27:16.743 INFO : ....Insert of RFI_Contents Completen 2010-06-01 09:27:16.767 INFO : ....Insert of RFI_Contents.Field.Date Sent Completen 2010-06-01 09:27:16.793 INFO : ....Insert of RFI_Contents.Table.LX_CLXT_205_TBL

Completen 2010-06-01 09:27:16.953 INFO : ....Insert of RFI_Contents.Table.LX_CLXT_205_

TBL.Field.Date Sent Completen 2010-06-01 09:27:17.010 INFO : ....Insert of RFI_Contents.Table.LX_CLXT_205_

TBL.Column.Date_Sent_205 Completen 2010-06-01 09:27:17.033 INFO : ....Insert of RFI Category Completen 2010-06-01 09:27:17.073 INFO : ....Insert of RFI Category.Fields.Site Completen 2010-06-01 09:27:17.080 INFO : ....Insert of RFI Category.Fields.Building Completen 2010-06-01 09:27:17.083 INFO : ....Insert of RFI Category.Fields.Development Completen 2010-06-01 09:27:17.103 INFO : ....Insert of RFI_Contents.Field.Category Completen 2010-06-01 09:27:17.480 INFO : ....Insert of RFI_Contents.Table.LX_CLXT_205_

TBL.Field.Category Complete



n 2010-06-01 09:27:17.480 INFO : ....Insert of RFI_Contents.Table.LX_CLXT_205_TBL.Column.Category_205_FK_CustomCodeField Complete

n 2010-06-01 09:27:17.487 INFO : ....Insert of RFI_Contents.Table.LX_CLXT_205_TBL.Column.Category_205_FK_CustomCodeField.Foreign Key Constraint.[Lx_FK_T_205_C_2 Complete

n 2010-06-01 09:27:17.493 INFO : ....Insert of RFI_Contents.Field.Issue Completen 2010-06-01 09:27:17.493 INFO : ....Insert of RFI_Contents.Table.LX_CLXT_205_

TBL.Field.Issue Completen 2010-06-01 09:27:17.493 INFO : ....Insert of RFI_Contents.Table.LX_CLXT_205_

TBL.Column.Issue_205 Completen 2010-06-01 09:27:17.507 INFO : ....Insert of RFI_Contents.Field.Returned Date Com-

pleten 2010-06-01 09:27:17.507 INFO : ....Insert of RFI_Contents.Table.LX_CLXT_205_

TBL.Field.Returned Date Completen 2010-06-01 09:27:17.507 INFO : ....Insert of RFI_Contents.Table.LX_CLXT_205_

TBL.Column.Returned_Date_205 Completen 2010-06-01 09:27:17.517 INFO : ....Insert of RFI_Contents.Field.Response Completen 2010-06-01 09:27:17.520 INFO : ....Insert of RFI_Contents.Table.LX_CLXT_205_

TBL.Field.Response Completen 2010-06-01 09:27:17.520 INFO : ....Insert of RFI_Contents.Table.LX_CLXT_205_

TBL.Column.Response_205 Completen 2010-06-01 09:27:17.563 INFO : ....Insert of RFI_Contents.Page Layout.RFI Completen 2010-06-01 09:27:17.790 INFO : ....Insert of RFI_Contents.Page Lay-

out.RFI.Fields.Response Completen 2010-06-01 09:27:17.830 INFO : ....Insert of RFI_Contents.Page Lay-

out.RFI.Fields.Category Completen 2010-06-01 09:27:17.833 INFO : ....Insert of RFI_Contents.Page Layout.RFI.Fields.Issue

Completen 2010-06-01 09:27:17.837 INFO : ....Insert of RFI_Contents.Page Layout.RFI.Fields.Date

Sent Completen 2010-06-01 09:27:17.843 INFO : ....Insert of RFI_Contents.Page Lay-

out.RFI.Fields.Returned Date FAILED - Subquery returned more than 1 value. This is notpermitted when the subquery follows =, !=, <, <= , >, >= or when the subquery is used as anexpression.

n 2010-06-01 09:27:17.877 INFO : ....Rollback of RFI_Contents.Page Lay-out.RFI.Fields.Date Sent Complete

n 2010-06-01 09:27:17.877 INFO : ....Rollback of RFI_Contents.Page Lay-out.RFI.Fields.Issue Complete



n 2010-06-01 09:27:17.877 INFO : ....Rollback of RFI_Contents.Page Lay-out.RFI.Fields.Category Complete

n 2010-06-01 09:27:17.877 INFO : ....Rollback of RFI_Contents.Page Lay-out.RFI.Fields.Response Complete

n 2010-06-01 09:27:17.877 INFO : ....Rollback of RFI_Contents.Page Layout.RFI Completen 2010-06-01 09:27:17.877 INFO : ....Rollback of RFI_Contents.Table.LX_CLXT_205_

TBL.Field.Response Completen 2010-06-01 09:27:17.877 INFO : ....Rollback of RFI_Contents.Table.LX_CLXT_205_

TBL.Column.Response_205 Completen 2010-06-01 09:27:17.877 INFO : ....Rollback of RFI_Contents.Field.Response Completen 2010-06-01 09:27:17.877 INFO : ....Rollback of RFI_Contents.Field.Returned Date Com-

pleten 2010-06-01 09:27:17.877 INFO : ....Rollback of RFI_Contents.Table.LX_CLXT_205_

TBL.Field.Returned Date Completen 2010-06-01 09:27:17.877 INFO : ....Rollback of RFI_Contents.Table.LX_CLXT_205_

TBL.Column.Returned_Date_205 Completen 2010-06-01 09:27:17.877 INFO : ....Rollback of RFI_Contents.Field.Issue Completen 2010-06-01 09:27:17.877 INFO : ....Rollback of RFI_Contents.Table.LX_CLXT_205_

TBL.Field.Issue Completen 2010-06-01 09:27:17.877 INFO : ....Rollback of RFI_Contents.Table.LX_CLXT_205_

TBL.Column.Issue_205 Completen 2010-06-01 09:27:17.877 INFO : ....Rollback of RFI_Contents.Table.LX_CLXT_205_

TBL.Column.Category_205_FK_CustomCodeField.Foreign Key Constraint.[Lx_FK_T_205_C_2 Complete

n 2010-06-01 09:27:17.877 INFO : ....Rollback of RFI_Contents.Table.LX_CLXT_205_TBL.Field.Category Complete

n 2010-06-01 09:27:17.877 INFO : ....Rollback of RFI_Contents.Table.LX_CLXT_205_TBL.Column.Category_205_FK_CustomCodeField Complete

n 2010-06-01 09:27:17.877 INFO : ....Rollback of RFI_Contents.Field.Category Completen 2010-06-01 09:27:17.877 INFO : ....Rollback of RFI Category.Fields.Development Com-

pleten 2010-06-01 09:27:17.877 INFO : ....Rollback of RFI Category.Fields.Building Completen 2010-06-01 09:27:17.877 INFO : ....Rollback of RFI Category.Fields.Site Completen 2010-06-01 09:27:17.877 INFO : ....Rollback of RFI Category Completen 2010-06-01 09:27:17.877 INFO : ....Rollback of RFI_Contents.Table.LX_CLXT_205_

TBL.Column.Date_Sent_205 Completen 2010-06-01 09:27:17.877 INFO : ....Rollback of RFI_Contents.Table.LX_CLXT_205_

TBL.Field.Date Sent Complete



n 2010-06-01 09:27:17.877 INFO : ....Rollback of RFI_Contents.Table.LX_CLXT_205_TBLComplete

n 2010-06-01 09:27:17.877 INFO : ....Rollback of RFI_Contents.Field.Date Sent Completen 2010-06-01 09:27:17.877 INFO : ....Rollback of RFI_Contents Completen 2010-06-01 09:27:17.877 INFO : ....Rollback of RFI - Request for Information.Field.Title

Completen 2010-06-01 09:27:17.877 INFO : ....Rollback of RFI - Request for Information.Field.Attach

Documents Completen 2010-06-01 09:27:17.877 INFO : ....Rollback of RFI - Request for Inform-

ation.Field.Comments Completen 2010-06-01 09:27:17.877 INFO : ....Rollback of Report Group.RFI - Request for Inform-

ation Completen 2010-06-01 09:27:17.877 INFO : ....Rollback of RFI - Request for Information Completen 2010-06-01 09:27:17,920 INFO : Transfer of Forms and Form Layouts: RFI - Request for

Information FAILED



Accruent 8: Company Admin Part I - October 2015

Accruent, LLC

10801-2 North MoPac Expressway

Suite 400

Austin, TX 78759

www.accruent.com
