Hint of the Month - Personalising the System

By Chris (March 20th, 2020)

This month’s Hint of the Month is all about personalising the system. Did you know you can make your dashboard show different content than the person sat next to you? Did you know the same also applies to the job sheet?

How does personalising work

This is as it sounds, you can make different users’ systems look and feel differently depending on what they need to see. Usually this is to assist with a certain job role and can also be based on access level permissions.

Personalising can show or hide different objects on the dashboard, job sheet or reports, and is a user permission, so if you see this anywhere, you can click it and get started:

Why “personalise”…?

Personalising is really useful to make sure you are seeing the information on screen that you need to see. Removing things you don’t need make it easier to see what is important to you without having to go looking for it. So, for example, a financial user or company director may want to see information like this:

Where the operational user / office manager may want to see something like this:

Personalising the Dashboard

At the very bottom of the dashboard, in the footer, you should find the personalise icon, click it:

You will then get a screen like this: (The options available will vary from user to user as access levels affect this)

Making Changes

You show or hide items on the dashboard by tweaking the values in the Column / Row / Sequence fields.

Column

There are three columns to pick from, 1 is on the left, 3 is on the right of the screen.

Row

There are three rows to pick from but DON’T! A neater option is to use sequence to affect the order.

Sequence

The sequence affects the order items appear from top to bottom in a column.

For Example

Column 1 | Row 1 | Sequence 1 This will display the dashboard widget on the top left as you look at it. Column 1 | Row 1 | Sequence 2 This will display the widget below the previous one, in the left column.

Click Continue on the top right of the screen to save your options. THEN – VERY IMPORTANTLY – Click the Home button to refresh your dashboard. The layout should change to match what you changed:

What do the different Dashboard Panels do

The best way to learn this is to add a widget to your dashboard and see for yourself…. But to help get you started with some of the commonly used ones:

What do the panels do?

To view each of the panels, please click on the appropriate tab.

  • Job messages by query type

    Shows the number of open messages for each message type.

  • A summary of jobs that require action at a various statuses

    The list of jobs which require action – number of jobs at each status.

  • Engineer status

    The list of your operatives, what status they are at, what job they are on, when they are due to finish, when they last dialled in using the app.

  • Purchase Order statuses

    A summary total of purchase orders in the system broken down by their status.

  • Purchase Invoices Passing

    Like the job status widget, but for projects

  • A summary of project statuses

    The list of your operatives, what status they are at, what job they are on, when they are due to finish, when they last dialled in using the app.

  • Job messages by query type

    Lists the invoiced/paid/written off sales in the system broken down by week/month etc (depends how you have your system setup)

  • Recently added attachments

    Shows a list of attachments/photos recently added to the system / sent back via the app by operatives.

Removing a widget from the dashboard

Easy – simply remove the values from the column / row / sequence fields and save the dashboard. Don’t forget to click the Home button again to refresh the dashboard to see your changes.

Personalising the Job Sheet

At the very bottom right of the job sheet there is a familiar icon, click it:

You get a similar screen to the dashboard, but ever so slightly different. On the job sheet we don’t have multiple columns, just rows which is controlled by the sequence:

Reports

These are the items to be shown on the job sheet.

Display

This is the behaviour for that item:

Open

This means you can see it on the job sheet and it will display in it’s full ‘open’ view:

Closed

The item is visible on the job sheet but is in it’s ‘closed’ view and needs to be clicked to view the contents:

Hidden

Anything marked as Hidden is not visible at all on the job sheet

Sequence

Affects the order the items appear top to bottom on the job sheet. (1 is at the top)

Changing the Layout of the Job Sheet

Simply mark the items you want as either Open, Closed, or Hidden and give them a sequence order that you would like to see them. Once you’re done, click Continue to save the changes.

Handy Hint

For items which can grow to be quite large such as job history / related contacts it is advisable to set these to be ‘closed’ so that they don’t end up taking up loads of room on the job sheet.

What do the reports mean?

Similarly to the dashboard, the options available for you to personalise are affected by user permissions.

And also, the best way to see what they do is to experiment with them. However, some common ones:

History

The audit trail / history section:

Issued Operatives

Who you’ve issued the job to and the status of the visit:

Related Invoices

Lists the invoices (or applications) that have been raised against the job:

Handy Hint

Place the items you use regularly for your job role towards the top of the list using the sequence field.

Personalising Reports

Did you know you can decide which fields you want to see on individual reports? Above any report on the far right hand side are icons like this, notice ‘personalise’:

You get options that look a little like this (the options vary depending on the report and its fields):

There are two tables to personalise with:

Edit Report Fields

Unticking report fields will remove them from the report results for you. Ticking them will put them back in.

So, for example, if you do not want to see the secondary ref field, untick it here:

Click Save Preferences to save your report options.

Edit Report Filters

Changing the values on the right hand table will make your report always filter to the values you choose. BE CAREFUL changing this as it will apply these filters all the time for you until you change them back again! For example, if you wanted to filter this report to always show contracts with the word “maintenance” in it:

Clicking Save Preferences will automatically make this report run with this filter added:

Reversing Personalisation on Reports

To remove any personalisation you may have applied, simply click ‘Personalise’, put things back the way they were and save your preference again.

If you get stuck…

As ever if you get stuck or want more information on any of the personalisation options available to you, please get in touch.

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