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 Contacts People Equipment Item Service Contracts

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.
Unresolved Service Calls
[Unresolved Service Call Subject]	If applicable, the unresolved service call subject.
[Unresolved Service Call ID]	The ID of the unresolved service call.
[Unresolved Service Call Status]	The current status of the unresolved service call.

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 Planning & Dispatching app.

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
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 Planning & Dispatching app.
Max Distance Radius	Here you can enter the maximum service distance radius a technician can respond to (example: 25 KM/miles). This means that the technician can only be assigned to service calls and activities that fall within the set radius. Note:The unit of measure is based on the localization. For example, US users will automatically see miles as the unit of measure instead of kilometers.
Personal Info
Picture	Drag and Drop attachment picker. The picture of the employee. This picture will display in the Planning Board of the Planning & Dispatching app 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 Admin > </strong>Companies</strong> > User Groups. 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
Item ID	The unique ID of the `Equipment` generated by the application.
External ID	If applicable, the unique ID of the `Equipment` used by an external system.
Picture	Drag and drop/attach file. A picture of the equipment.
Active	Slider indicator. Indicates that the equipment record is active, i.e. in use.
Name	The name of the equipment.
Serial No.	The serial number associated with the equipment.
Manufacturer Serial Number	If applicable, the manufacturer serial number.
Status	The current status of the equipment. Options include: Draft: the record is currently incomplete or being entered. Generic: the default status. Inactive: the equipment record is inactive, i.e. only used for recordkeeping purposes.
Equipment Type	The type used to categorize the equipment. This can be used as a filter to search for equipment records that share an `Equipment Type`.
Parent	If the equipment is a component or part of a kit, the parent equipment.
Item Name	The name of the item.
Item Code	Read only. The code associated with the item. This code is generatd automatically by the application.
Notes	If applicable, notes associated with the equipment record.
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. Options include: Bill to Ship to Unknown
Address	Note: Geocoordinates can also be used for equipment where no fixed address exists. The address of the equipment. 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.
Unresolved Service Calls
[Unresolved Service Call Subject]	If applicable, the unresolved service call subject.
[Unresolved Service Call ID]	The ID of the unresolved service call.
[Unresolved Service Call Status]	The current status of the unresolved service call.

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	Read-only. The unique ID of the `Item`. This ID is generated automatically by the application.
External ID	Read-only. If applicable, the unique ID of the `Item` generated by an external system.
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.

For information on filters, refer to the following topic.

Available Actions

Edit Existing Record

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

Navigate to the type of data object that you would like to edit (example: business partner).
Search for the record you would like to edit.
When you have located the record, select the edit option.
Make the necessary changes
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

Select a record from the Items or Equipment tabs of the Master Data Management module.
Select the + icon. The applciation will display all available skills:
Select all previously-created skills you would like to associate with the Item or Equipment record:
When complete, click the Add button.

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

Create Skill from Item/Equipment Record

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

Enter a name and description and, when complete, click the Save option. After the new skill has been saved, it will be automatically selected.
Click the Add button.

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