Data Object Management

Source: This article refers to Data Object Management

Note: The Master Data Management and Data Loader are not intended for managing object types managed in an ERP system.

In a Nutshell

The Master Data Management module includes several tabs used to create and manage specific data object types:

  • Business Partners
  • Contacts
  • Equipment
  • People
  • Items
  • Service Contracts

From there, you can create and update data object records.




A Closer Look

The Master Data Management module includes the following tabs to manage data used in the application:


Business Partners


The Business Partners tab is used to create and manage Business Partner records used throughout the Field Service application. Business Partner is a term commonly used in Enterprise Resource Planner (ERP) systems, and generally represents companies or customers.

Note: In order for a business partner logo to display, a website with a valid favicon must be included in the Website field.

Field Description
General Info
Business Partner ID The unique ID of the business partner.
Name The name of the business partner.
Customer Type Dropdown. Options include:
  • Customer
  • Lead
  • Supplier
Group The name of the group which the business partner belongs to. This must be a value which is also present in the BusinessPartnerGroup model.
Price List Specifies the pricelist assigned to this business partner. The pricelist is used during creation of sales orders, materials and other objects which allow to choose items to calculate the prices.
Phone 1 The primary phone number associated with the business partner.
Phone 2 The secondary phone number associated with the business partner.
Fax The fax machine number.
Email The public email address associated with the business partner.
Website The website address associated with the business partner.

Note: If a favicon exists for the business partner website, it will then display in the application beside the business partner record.
Address
Name The name associated with the address (i.e. "shipping address" or "billing address").
Address The address of the business partner. This can include the following:
  • Street
  • Street No.
  • Zip Code
  • City
  • State
  • Country
  • County
  • Block
  • Building
  • Floor
User Defined Fields
This section will display any user-defined fields that were specified and uploaded using the Data Loader templates.
Notes
Remarks Text entry. 3000 character limit. Any remarks associated with the business partner.
Attachments
Drag and Drop Files Here Here, you can drag and drop files from your local machine and upload them to the cloud.

Contacts


The Contacts tab is used to create and manage contact records used throughout the Field Service application. Contact is a term commonly used in Enterprise Resource Planner (ERP) systems, and generally represents the employees of a given Business Partner.

Field Description
Basic Info
Title If applicable, the title of address of the contact (example: Mr., Mrs., Dr., etc.).
Gender The gender of the contact. Options include:
  • Male
  • Female
  • Unknown
Work
Position The position of the contact.
Profession The profession of the contact.
User Defined Fields
In this section, any user defined fields associated with the contact record will be displayed.
Contact
Office Phone The office phone number associated with the contact.
Mobile Phone The mobile phone number associated with the contact.
Fax The fax machine number associated with the contact.
Email The email address associated with the contact.
Skype The Skype ID of the contact.
Notes
Remarks Text entry. 3000 character limit. Any remarks associated with the business partner.

Person


The People tab is used to create and manage person records used throughought the Field Service application. The Person generally represents the employees, users or sales employees of your company.

Note: When a valid picture has been uploaded in the Personal Info section, it will display beside the employee in the Planning Board located in the Workforce Management screen.

Field Description
Basic Info
Person ID The unique ID of the Person (employee).
Active Employee Slide indicator. When active, indicates that the Person is an active employee.
Last Name Required. The last name of the employee.
First Name The first name of the employee.
Employee Type Required. The employee type. Options include:
  • ERP User
  • Employee
  • Sales Employee
Note: if the Person is an ERP User, a user record will automatically be created in the Coresuite Store. There, permission group settings can be created and managed.
Position The position of the employee.
Department The department to which the employee is assigned.
Manager The manager to which the employee reports.
Start Date Calendar picker. The date on which the employee started employement.
External Resource Slider. Indicates that the employee is an external resource.
Plannable Resource Slider. Required. Indicates that the employee is available to receive assignments in the application. When active, the employee record will be displayed in the Planning Board of the Workforce Management screen.
Personal Info
Picture Drag and Drop attachment picker. The picture of the employee. This picture will display in the Planning Board of the Workforce Management screen beside the employee's name. The max size is 1MB, and JPG TIF, PNG, and GIF formats are supported.
Address
Name The name associated with the address (i.e. "shipping address" or "billing address").
Address The address of the business partner. This can include the following:
  • Street
  • Street No.
  • Zip Code
  • City
  • State
  • Country
  • County
  • Block
  • Building
  • Floor
User Defined Fields
In this section, any user defined fields associated with the contact record will be displayed.
Notes
Remarks Text entry. 3000 character limit. Any remarks associated with the business partner.
Permission Groups
Permission Group The permission group with which the person is associated (example: service technician). Permissions and permission groups are managed and created in the Coresuite Store.

Note: In order to view and manage permission group settings, you must be assigned a Super User role.
Contact Info
Office Phone The office phone number associated with the employee.
Home Phone The office phone number associated with the employee.
Mobile Phone The mobile phone number associated with the employee.
Skype The Skype ID of the employee.
Fax The fax machine number associated with the employee.
Pager The pager number associated with the employee.
Email The email address associated with the employee.
Attachments
Here, you can select files from your local machine and upload them to the cloud.

Equipment


The Equipment tab is used to create and manage equipment records used throughought the Field Service application. Equipment is a specific item or machine installed on customer side with a certain address and serial number.


Field Description
General Info
Equipment The unique ID of the Equipment.
Name The name of the equipment.
Serial No. The serial number associated with the equipment.
Manufacturer Serial Number If applicable, the manufacturer serial number.
Parent If the equipment is a component or part of a kit, the parent equipment.
Item Name The name of the item.
Item Code The code associated with the item.
Attachments
Here, you can select files from your local machine and upload them to the cloud.
User Defined Fields
In this section, any user defined fields associated with the contact record will be displayed.
Business Partner
Business Partner Required. The name of the business partner associated with the equipment.
Contact The contact associated with the equipment business partner.
Location
Copy from business partner Checkbox. If selected, the application will import data from the business partner selected in the Business Partner above.
Location Type The type of location associated with the equipment. Options include Address or Coordinates. If coordinates are selected, you can then input the coordinates of the equipment and select save.
Address Name The name or entity to which mail is addressed.
Address Type The type of address associated with the equipment business partner. Options include:
  • Bill to
  • Ship to
  • Unknown
Address The address of the business partner. This can include the following:
  • Street
  • Street No.
  • Zip Code
  • City
  • State
  • Country
  • County
  • Block
  • Building
  • Floor
  • Remarks (3000 character limit)
Skills
Skills Here you will see any skills that have been associated with the item. Additionally, you can add or create skills by selecting the + icon.

Items


The Item tab is used to create and manage item/article records used throughought the Field Service application.


Field Description
General Info
Item ID The unique ID of the Item.
Name Required. The name of the item.
Picture Drag and drop. Here you can select a picture of the item from your computer to associate with the item record. When selected, it will display next to the item record.
Active Indicator. If selected, it indicates that the item is active (i.e. in stock, in use, etc.).
Group If applicable, the group associated with the item.
Item Type Dropdown. The type associated with the item. Options include:
  • Item
  • Labor
  • Travel
Unit of Measure The unit of measure associated with the item (example: liters).
Ordinal Number entry field. If applicable, the numerical ordinal rank or sequence of the item.
Vendor Filterable list of values. The vendor associated with the item. Here you can select a vendor from business partner-vendor records to associate with the item.
Stock
Warehouse A list of all available warehouses associated with the item.
Committed The number of items currently committed to a given warehouse
Stock The number of items in stock in a given warehouse.
Ordered The number of items currently included in a pending order.
Price Lists
Price List If applicable, the price list associated with the item. Price List data can be uploaded using the Data Loader.
Amount The unit price of the item.
Currency The currency associated with the unit price.
Item Type
Inventory item? Indicates that the item is part of an inventory.
Purchase item? Indicates that the item is purchased from a vendor.
Sales item? Indicates that the item is sold to customers.
Serial No. item? Indicates that the item has a serial number associated with it.
Batch-managed item? Indicates that the item's production is managed using lots or batches.
Serial no.-managed item? Indicates that the item's production is managed using serial numbers.
User Defined Fields
In this section, any user defined fields associated with the contact record will be displayed.
Attachments
Drag and Drop Files Here Here, you can select files associated with the item to upload.
Skills
Skills Here you will see any skills that have been associated with the item. Additionally, you can add or create skills by selecting the + icon.

Service Contracts


Note: The visible checkbox on the Service Contract business object advanced permissions must be enabled in order to view, create, update, and/or delete service contract records.



The Service Contracts tab is used to create and manage service contracts associated with a given Business Partner. Service contracts can be either recurring or non-recurring,


Field Description
General Info
Code Required. The unique code associaed with the service contract. This value may be communicated from an ERP or entered manually.
Status Dropdown. Options include active (the service contract is currently still in use) and inactive (the service contract is no longer in use, but retained for record-keeping purposes).
Name Required. The name of the service contract. This name will display in the Service Contracts tab.
Type Dropdown. Options include: Maintenance and Warranty.
Start Date Required. The date on which the service contract went into effect.
Completeion Date The completion date of the service contract.
Termination Date If non-recurring, the final date of the service contract.
Business Partner
Business Partner Required. The business partner associated with the service contract.
Contact The contact associated with the business partner.
Recurrence
Recurrence Start Date Date picker. Select the day of the month for which the recurrence billing period begins.
Recurrence End Date Date picker. Selct the day of the month for which the recurrence billing period ends.
Frequency Options include: daily, weekly, monthly, annualy.
Service Level Agreement Info
Response Time The time in hours:minutes:seconds to respond to the business partner, such as in responding to an issue or request.
Resolution Time The time in hours:minutes:seconds to resolve the issue or request.
Equipment
Serial Number The serial number associated with the equipment in the service contract.
Service Start The beginning date and time of the equipment service.
Service End The end date and time of the equipment service.
Decommissioned If applicable, indicates that the equipment has been decomissioned and is no longer in use.
Chargeable Items
Related Service Calls
Service Call If there are service call/s related to the service contract, they will display here. By clicking on the service call record, the application will redirect to the Service Call view. Applicable service contracts are selected when creating a service call in the Workforce Management app.
Effort Indicates that time effort is included in the service contract.
Material Indicates that material (such as replacement parts, etc) is included in the service contract.
Expense Indicates that expenses are included in the service contract.
Mileage included Indicates that mileage used in course of a service response or issue is included in the service contract.
Notes
Remarks 3000 character limit. Any additional remarks associated with the service contract.

Filters

One or more filters can be applied and and then saved for supported data objects. These saved filters can then be accessed from the Select Filter dropdown list.

The following filters can be applied to supported data object types:




Business Partners


The following filters are available for business partner records:

Filter Description
Group Used to business partner records by group. When this filter is selected, you can then choose from existing business group categories.
Price List Used to filter business partner records by price list.
Required Skills Used to filter business partner records based on required skills associated with them.
Type Used to filter business partner records by Type.

People


The following filters are available for people records:

Filter Description
Department Used to filter peope records by department.
Exernal Resource Used to filter people records based on whther or not they are an external resource (i.e. outside contractor, etc).
Manager Used to filter people records based on their assigned manager.
Plannable Resource Used to filter people records based on whether or not they are a plannable resource and can be assigned to service calls and/or activities.
Skill Used to filter people records based on the selected skill.
Territory Used to filter people records based on their assigned territory.

Equipment


The following filters are available for equipment records:

Filter Description
Business Partner Used to filter equipment records based on their business partner association (i.e. the customer that owns the equipment).
Contact Used to filter equipment records based on the contact associated with them.
Item Used to filter equioment records based on the item/s associated with them (for example, a toner cartridge could be associated with a printer equipment record).
Parent Used to filter out equipment records based on whether or not they are the parent equipment (i.e. the primary euipment with which secondary equipment could be associated, like a car and its engine).
Required Skills Used to filter equipment records based on a required skill that has been associated with the record/s.
Type Used to filter equipment based on their type.

Items


The following filters are available for items records:

Filter Description
Batch-managed Item Used to filter items that are managed by batch number.
Business Partner Used to filter items based on their busines partner association.
Group Used to filter records by group.
Inventory Item? Used to filter items that are inventory based.
Purchase Item? Used to filter items that are purchased.
Required Skill Used to filter items that are associated with a specific skill.
Sales Item? Used to filter items items that are sales items.
Serial No. Item? Used to filter items that are managed by serial number.
Type Used to filter items based on their type.

Advanced Filters

Advanced filters consist of the same field types available in standard filters, but with additional conditions and clauses.



When creating a new filter, you will enter the following information:

Field Description
Variable Required. Here, you will select the supported field type you wish to use as a filter.
Condition Required. Here you will select the operator you wish to use for the filter.
Value Required. Here you will enter the value which corresponds to the variable.
Apply By selecting this option, the technician filter will be applied.

Operators

When selecting conditions, you can also select the logic you would like to apply, including:

Operator Description
Is By selecting, the application will filter using exact match logic.
Contains By selecting, the application will filter using “contains” logic to filter applicable records.
Does Not Contain By selecting, the application will filter out any records that contain the condition.
Starts With By selecting, the application will use “start with” logic to filter applicable records.
Ends With By selecting, the application will use “ends with” logic to filter applicable records.

Available Actions

Create New Record

Note: In order to create a new record, you must have CREATE permissions for the respective data object type.



  1. Click the “Create New” button (+) located in the bottom right corner of the screen.
  2. Select the type of object for which you would like to create a new record. Options include:
    • Contact
    • Business Partner
    • Equipment
    • Person
    • Item
  3. Enter all required and available information for the record (see screen reference above for more details).
  4. When complete, click the Save button.

Edit Existing Record

Note: In order to edit an existing record, you have UPDATE permissions for the respective data object type.



  1. Navigate to the type of data object that you would like to edit (example: business partner).
  2. Search for the record you would like to edit.
  3. When you have located the record, select the edit option.
  4. Make the necessary changes
  5. When complete, click the Save button.

Add/Create Skill

Skills can be added or created for both Items and Equipment. Skills represent additional requirements associated with Items and Equipment, such as training, certifications, visas, language skills, etc.

Skills records power the Best Matching Technician feature, which enables dispatchers to view the matching and missing skills for service calls and available technicians for improved service call outcomes.


Add Skill from Item/Equipment Record

  1. Select a record from the Items or Equipment tabs of the Master Data Management module.
  2. Select the + icon. The applciation will display all available skills:



  3. Select all previously-created skills you would like to associate with the Item or Equipment record:



  4. When complete, click the Add button.

The skills will now be associated with the Item/Equipment record.


Create Skill from Item/Equipment Record

  1. Select a record from the Items or Equipment tabs of the Master Data Management module.
  2. Select the + icon. The applciation will display all available skills:



  3. Select the Create Skill option.



    The application will display a new window with the following information:



Field Description
Skill Name Required. The name of the skill.
Skill Description Recommended. A description of the skill.
  1. Enter a name and description and, when complete, click the Save option. After the new skill has been saved, it will be automatically selected.
  2. Click the Add button.

The new skill will now be associated with the Item/Equipment record.

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