IMS version 22.6 & 22.9 > IMS Basics - User Guide 22.6 & 22.9 > Order/TT

Introduction

This section describes the process for setting up work orders (Order/TT) to send out emails with reports for Orders that are:

oAssigned

oDispatched

oLogging - Modified with additional user information

If you do not require reports to be included in the email notifications then no further action is required, as IMS will simply use its preconfigured standard fields and text information that is produced automatically

The IMS standard installation already provides the user with 4 settings relating to email notifications for the Order/TT system (Work Orders and Trouble Tickets).

Although there are 4 settings, one for each of the work order actions of Assigning, Dispatching, Logging, and Closing, there is no current option for report attachment for the Closing action of an order.

By default, the inclusion of a report in an email notification is not set up and therefore must be defined and configured in the User Settings module in IMS.

Appropriate Reports representing the information relevant for each of the 3 types of email notifications must also be created by the appropriate end user.

In this document we will provide an example report that can be used or tweaked if so desired. The report will be in an XML paragraph which can be pasted into a new report instance. More on this further on.

NOTE:

oWriting or designing a report is out of scope for this section.

oCustomer's e-mail server will require configuring in order to send the e-mails (e-mail relay).

oIf and when using the Dispatched report (DISPATCHEDORDER_MAIL) make sure you add the parameter called ContactId to the Parameters section of the Field List option as shown in the following screen shot:

01-01OrderDispatchNotificationContactID

User Settings configuration

As stated above IMS contains 3 settings that provide email notifications with reports, but these by default, are

in an application property process file only and must be reference from and within the IMS GUI should reports

have to be included in the emails.

Please remember that for the Closing of an order, no Report attaching functionality is available in the email

notification – only the standard email with textual fields and information will be provided. See the following

screenshot as an example:

02ClosedEmailNotification

The next steps must be followed to define and configure the UserSettings to enable report attachment to email

notifications.

01userSettingsForWorkOrders01

	Click on the System icon in the main IMS menu bar
	Select the Users option from the first dropdown list
	Select the UserSettings from the second dropdown list provided
	This opens up the UserSettings popup window
	Select the New option (paper sheet icon) in order to create the three hidden available settings for Assigning, Dispatching, and Logging work orders

Create 3 rows with the following information, the first informational column called SettingName must be completed

exactly as in the screenshot, as these settings will relate to their coded settings in the property file (system file).

ORDER_ASSIGNED_REPORT

ORDER_DISPATCHED_REPORT

ORDER_LOG_REPORT

▪Remember to Save your work for each line added in the User Settings popup window.

The information in the second informational column called Setting, simply reflects the names of the related

Report names, and will be called from the email notification process. Each customer may call their reports

according to their own requirements or naming standards.

03userSettingsForWorkOrders02

Relating a Queue to Contacts

In order for the appropriate Contacts, registered in the IMS database, to receive notifications, they must be

related to their specific Queues. A contact may be related to more than one Queue.

If a Contact is not receiving any notification when an Order/TT or Task is assigned to a Queue, it could be

that they have not been setup in the appropriate queue.

This can be achieved by first selecting the Queue option from the Order/TT module in the IMS Main Menu

as shown in this screenshot.

13-01orderQueueRelateContacts

This will open up the Queue form and the following steps are required to be carried out:

13-02orderQueueRelateContacts

	Select the required Queue from the Search area that will be related to a Contact
	From the button bar, select the Relate Queue to Contact option – this will open up a popup window form
	From the Contact field drop down list, select the required Contact
	Click on the Save icon to process the selection
	The newly added Contact details will appear in the Related Contacts tab

Repeat the above steps when further contacts are required.

User Settings – by Order Type

In the previous chapter we see how a generic Email and Report will be sent out for any Order when it is

assigned. This is not always desirable.

It is possible to be more specific in the sending out of emails with reports, by selecting the required Order Type

instance and choosing a different Report.

In this example the Order Type for an Order/TT is called Invoice. In other words, every time an order of type

Invoice is created and assigned, the appropriate Report will be used – in this example a Report called Assignedorder_Mail_Invoice.

06orderTypeExampleInvoice01

The process to follow is the same as in the previous chapter with the added step of including the Order Type

instance name at the end of the desired Setting Name instance, in this case ORDER_ASSIGNED_REPORT.

▪Type in an underscore character followed by INVOICE – see the above screenshot

▪In the corresponding Setting column, type in the name of the required Report

It stands to reason that a different Report will be needed that best represents the Email notification for Invoice type Orders assigned.

Example Report - XML

In order to complete the setting up of an Email notification with a Report, we will create an Assigned Order type

Report using an existing Report’s XML as input.

In this example there are two reports needed to be created

▪ASSIGNEDORDER_MAIL (master report – calls the subreport)

▪ORDERLOGGINGS_SUBREPORT (subreport)

Follow the next steps to create reports from XML schemas:

	Click on the System icon in the main IMS menu bar
	Select the Reporting option from the first dropdown list
	Select the Document option from the second dropdown list provided
	Click on the Create new option from the Report Actions button bar
	Type in the Name as ASSIGNEDORDER_MAIL
	Copy the XML contents of Appendix A into the report field called LayoutData
	Click the Save icon to finish

We will now create the subreport from the XML schema contained in Appendix B.

Repeat the steps above but this time for:

▪step 5, the name of the report will be ORDERLOGGINGS_SUBREPORT

▪step 6, you will copy the XML contents of Appendix B and paste accordingly

The final step is to create a new order and assign it …

10assignOrder01

Appendix A

Important to read before copying and pasting the XML content below:

1	After any modification to the report make sure you click the Save button, otherwise your work will be lost and not take effect.
2	When you look at this report in the Designer mode, having copied and pasted the XML content below, you will see 2 paragraphs in red text giving instructions on how to add your logo.img and your IMS Server details, in the form of a URL link within the report.

14-02Appendix A

Copy the XML code below this line

<?xml version="1.0" encoding="utf-8"?>

</Extensions>

</Parameters>

<Bands>

</Item1>

</Item3>

</Item4>

</Controls>

</Item1>

</ExpressionBindings>

</Item1>

</ExpressionBindings>

</Item2>

</Item3>

</ParameterBindings>

</Item4>

</ExpressionBindings>

</Item5>

</Item6>

</Item7>

</ExpressionBindings>

</Item8>

</ExpressionBindings>

</Item9>

</Item10>

</Item11>

</ExpressionBindings>

</Item12>

</ExpressionBindings>

</Item13>

</Item14>

</Item15>

</Item16>

</ExpressionBindings>

</Item17>

</Controls>

</Item2>

</Item1>

</Item2>

</Item3>

</Controls>

</Item3>

</Bands>

</ExportOptions>

</ObjectStorage>

</XtraReportsLayoutSerializer>

Appendix B

Copy the XML code below this line

<?xml version="1.0" encoding="utf-8"?>

</Extensions>

</Parameters>

<Bands>

</SortFields>

</Item1>

</ExpressionBindings>

</Item2>

</ExpressionBindings>

</Item3>

</ExpressionBindings>

</Item4>

</Controls>

</Item2>

</Bands>

</ExportOptions>

</ObjectStorage>

</XtraReportsLayoutSerializer>

Order Email Notification with Reports

Order Email Notification with Reports