The equipment Admin tab

The Admin tab in Equipment Management holds the setup that all equipment items use: the dropdown fields, the maintenance intervals and the grouping of reminder e-mails. The Admin tab in Equipment Management is shown only to users with the Admin right on the Equipment row; your user administrator sets this. It has two sections, Management of drop down menus and Notification management, described below in the order they appear. The first section is open when you open the tab; click a section heading to open or close it.

This page describes the tab as you see it in a wide browser window.

Management of drop down menus

This section lists every dropdown field assigned to Equipment, by name, in two columns, together with the field Maintenance interval, which holds the maintenance intervals. Global fields, shared with other modules, have “(global)” after the name; fields that belong only to Equipment are shown with their name alone. These are the fields users fill in on the equipment page and see as columns and filters in the equipment list. For step-by-step use, see Manage equipment dropdowns and intervals.

Controls, in order

Control	What it does	Shown to
Warning “You must have Super user access rights to modify Global Fields.”	Explains why the global fields cannot be changed.	Users without the Admin level on the Super area row of their rights.
New dropdown	Opens a menu with two entries: Create new drop-down opens a dialog where you type the name and click Create; the field belongs only to Equipment. Add from global drop-downs opens a dialog with the same title that lists the global fields not yet in Equipment; Add to module next to a field adds it, and you see “Global drop-down has been added”.	Everyone on the tab.
Field name	The name of the field, with “(global)” for a global field.	Everyone on the tab.
Value box (“Type here to search”)	Opens the field’s list of values; see “Value list” and “Interval list” below.	Everyone on the tab.
Pencil (tooltip Edit)	Renames the field. A new name for a global field shows in every module that uses it.	Fields of Equipment: everyone on the tab. Global fields: only users with the Admin level on the Super area row of their rights; ask your user administrator.
Trash icon (tooltip Remove on a global field, Delete on a field of Equipment)	For a global field, removes it from Equipment after the confirmation “Please confirm that you would like to remove this field from the module”; the field stays global and in the other modules that use it. You see “Drop-down removed successfully”. For a field of Equipment, deletes the field after the confirmation “Are you sure you want to delete this field?”; you see “Drop-down deleted successfully”. The delete cannot be undone; check in the equipment list whether items have values in the field before you delete it.	As for the pencil.

Value list

For a dropdown field, the value box opens its values, active values first, then deactivated values marked “[Deactivated]”.

Control	What it does	Shown to
Search box (“Type here to search”)	Searches the values of the field.	Everyone on the tab.
Add new	Adds a value, with a Translation toggle for separate English and Norwegian texts, and Save and Cancel.	Fields of Equipment: everyone on the tab. Global fields: only users with the Admin level on the Super area row.
Pencil (Edit)	Edits an active value; Update saves it. For a global field: “Editing the value will affect all modules in which it is in use. Are you sure you would like to continue?”	As for Add new.
Deactivate / Activate	Marks a value as deactivated, or activates it again. A deactivated value can no longer be chosen on equipment items; items that have it keep showing it.	As for Add new.
Delete	Deletes a value after the confirmation “Are you sure you want to delete this value?” (global field: “Deleting the value will affect all modules in which it is in use. Are you sure you would like to continue?”).	As for Add new.
Merge checkbox (tooltip Merge) and Merge …	Tick the values to merge, then click Merge … to merge them into one in the Merge fields dialog: check the values under Fields to merge, choose the surviving value under Select a name, and optionally rename it with Use new name. The dialog warns: “Merging values will overwrite current value everywhere they are in use”.	As for Add new; only on active values.

For a global field, users without the Admin level on the Super area row see the values but cannot change them: the list is read-only.

How to add and handle values is described in Add a value to a global field, with or without translation; the list works the same way here.

Interval list

The value box of Maintenance interval opens the list of maintenance intervals that users choose on each equipment item. Intervals cannot be merged or deactivated.

Control	What it does	Values and rules
Add new	Opens a row with English, Norwegian and Days, and Save. Saving shows “Interval created successfully”.	English and Norwegian are the names users see in their language. Days is the number of days between maintenances. Save is enabled only when all three are filled in and Days is not 0.
Pencil	Opens the same fields for an interval; Update saves the change.	A new number of days does not move the Due date of maintenance records that already exist; it applies to records created after the change. An equipment item that uses the interval but has no maintenance record yet gets a new next due date (Purchasing / Start date plus the new days) at its next save or, if active, at the next morning’s check.
Trash icon	Deletes the interval after the question “Are you sure you want to delete this value?”.	Refused while any equipment item uses the interval: “Cannot delete record because it’s in use”.

Notification management

This section decides whether reminder e-mails are sent one per item or grouped. The settings apply to all equipment in your company and are saved as soon as you change them. For how reminders work, see Set up maintenance reminders.

Control	What it does	Values and default	Shown when
Send grouped email	On: each Responsible gets one e-mail per combination of values in the Group by fields, instead of one e-mail per item. Switching it off clears the Group by selection.	On or off. Whether it is on for your company depends on your company’s setup.	Always.
Group by	The dropdown fields of Equipment (not Maintenance interval). Click a field to select it (it is highlighted) or deselect it. Items with the same values in all selected fields come in one e-mail. While no field is selected, the section shows “Please select at least one column.”	Any number of fields.	Send grouped email is on.

E-mails are grouped only while Send grouped email is on and at least one Group by field is selected; otherwise one e-mail is sent per item.