Tooltips: Tips and Tricks in PubWorks
Take advantage of the these powerful ToolTips to help your city or county run PubWorks on a higher level. Click the Solution buttons below for the details.
On occasion duplicate records can find their way into PubWorks. How can we consolidate them?
Report Listing Bar Codes
Where do I find a Report that lists Bar Codes?
Employee Record Hyperlinking
New hyperlinks allow a user to jump from a user record to its linked employee record and vice versa.
Approving Work for Mobile
When opening the Mobile Work Approval screen the form will now auto-filter for the department set for your user.
Crew Activities Marked with an “M”
Crew Activities created with PubWorks Mobile are now marked with an M.
Equipment Screen Enhancement
If you use Customers have asked for a quick way to determine the age of equipment used in PubWorks without having to run a report.
Fleet Parts Kit Enhancement
If you use Part Kits in the PubWorks Fleet Module we have some good news.
Service Request Edit Button
We’ve added an optional Edit button to both the Service Request and Service Request Callers screens.
Fleet Check Box for Activity Types
We’ve added a Fleet (work order) check box to the Activity Types check box array in the Activity Filter so that you can now include or exclude from the listing work documented via a Fleet Work Order.
Equipment Replacement Reports Enhancement – Public Works ToolTips
We’ve added, to our Equipment Replacement Reports, a report to help list/locate equipment and vehicles whose registration has expired or is close to expiration
Work Order Status District Filter
We’ve added a District drop-down list filter to the Work Order Status screen.
Registration Expiration & In Service Dates
We’ve added a Registration Expiration Date that pairs up with the Registration Number and an In Service Date for vehicles and equipment records.
Enable Photographs For PubWorks Mobile With iOS
On your iOS device you go to attach a picture in PubWorks and nothing happens…
PubWorks Mobile Refresh Assets and Turn on Asset Filtering
If your PubWorks Mobile device is having an issue opening the Locations Menu in Work or Requests…
Recurring/Scheduled Work Orders
PubWorks has added several new features to the Recurring/Scheduled Work Orders. The update allows you to start a Work Order on a specific day
Synchronizing PubWorks Records with the GIS Records using the PubWorks GIS Data Manager in the MapViewer
New Assets are added to the SDE using the Collector App…
How do I set a new background image in PubWorks?
A .jpg or other image can be used as a background image in PubWorks.
Project Estimate Enhancement
The PubWorks Project screen has been enhanced to allow you to create a detailed estimate of what you expect a project to cost by using Activity records.
Base Rate versus Regular Rate
The Employee screen has a Base Rate and a Regular Rate; what is the difference between the two?
The Update Rates screen now has the ability to update any rate for employees.
Export to CSV
PubWorks is a repository for lots and lots of data of different kinds.
Accessing the About Screen
The About PubWorks screen provides useful information about the program as well as quick access to PubWorks Support, learning tools and program files.
Setting up Auto-Close for Service Requests
PubWorks provides a way to help stream-line data management by providing Service Request Auto-Close settings.
Code Field Visibility Settings
When using PubWorks Activities and would like to turn the Code fields “On” or “Off,” there is an easy way to make the Code fields Visible/Invisible using the User Powers interface.
Turning On The Dashboards
How do I turn on the Service Request and Fleet Maintenance Dashboards inside PubWorks?
Fleet Work Order PM Items Check
It seems logical that when a vehicle is in for service and a Fleet Work Order is opened to record that service and repair, you’d be able to – with a single click – check if that vehicle has any overdue or upcoming PMs.
Report That Lists Equipment and Their VIN Numbers?
Our insurance company is looking for a listing of all our equipment and vehicles with VIN numbers. Where can I find such a report?
Turning on Access to Departmentalization Department Assignment Screen
I would like to manage Departmentalization in PubWorks but I do not have access to the Departmentalization Assignment Screen, the selection is grayed out.
Can I Search a Service Request?
Is it possible to search for a Service Request using a keyword?
Fleet Service Requests
Fleet Service Requests give our customers the ability to allow vehicle owners throughout the organization (perhaps in different departments or divisions) to submit vehicle maintenance and repair requests.
How do I Activate an In-active Location Record in PubWorks?
How do I activate an in-active location record in PubWorks?
Fleet Maintenance Comprehensive Summary Report
A new report has been added to present a comprehensive picture of vehicle maintenance expenses by vehicle/equipment.
How Do I Retire an Employee?
We have a few employees that no longer work for us. How do we retire them so that they don’t show up in our drop lists but we are still able to report on their work history?
What’s the difference between Service Request Type and a Task?
A Service Request Type is a type of issue or problem that needs attention…
How do I add values in the Vehicle Condition Drop-list in an Equipment Record?
How do I add values in the Vehicle Condition Drop-list in an Equipment Record?
What’s the productivity rate of your shop mechanics? Are they achieving the industry standard of 70% to 80%?
Fleet PM Schedules
I have a Vehicle (Equipment Code 1010) showing as 47,809 miles overdue for a PM item for equipment that was imported into PubWorks.
Copy Document in the More Button
The More Button has been universally enhanced to allow a document to be copied to a specified folder based on an INI file setting.
Create a Service Request using MapViewer
If you’re using the MapViewer as a place to initiate work, it’s very easy to create a Service Request directly from the MapViewer based on a selected asset.
Map this Service Request
The PubWorks Service Request screen comes with a Map button and it is designed to perform one button GIS. In other words, click the Map button and the Service Request will be projected immediately in the MapViewer.
Map this Work Order
You’ve got a work order assigned to an employee and you want to be certain he/she knows exactly where to go to find the assigned work items.
Map This Asset
So, do you find yourself looking at an asset record (location or location feature) in PubWorks and you’re curious as to where it falls on your GIS map? PubWorks can show you where in a just a few clicks.
View Asset Attributes in MapViewer
Once an Asset (location or location feature) is selected in the PubWorks MapViewer, displaying its attributes is easy.
Copy Assets to the Clipboard and Running Reports
A very powerful feature of the MapViewer is the ability to select a number of assets, copy them to the PubWorks Clipboard and then paste them into a report. Here’s how…
Setting a Start Screen in PubWorks
Do you spend most of your time in PubWorks primarily using one screen? When you open PubWorks do you wish the program would automatically load that screen for you?
Linking Employee Information to User Logins
It’s easy to assign, to each of your users, an Employee, Department and phone number. Here’s how:
Filter Service Requests by Department automatically in the Service Request Status Screen
You can set up the Service Request Status screen to automatically show only Service Requests assigned to your department. Here’s how:
Filter Service Requests by Employee Name automatically in the Service Request Status Screen
You can set up the Service Request Status screen to automatically show only Service Requests assigned to you. Here’s how:
Create a Work Activity Directly from a Service Request
You are looking at a Service Request and you would like to immediately link work to the Service Request. There is now a button that allows you to add work immediately to the Service Request.
This will help AUTOMATE and SIMPLIFY this process, we developed two “Snow Reports” that summarize costs for snow events (or any other type of event or project) breaking costs out for Labor, OT Labor, Equipment and three distinct Material Types.
Location Feature Lookup
The Crew Activity Screen has been enhanced to include a Location Feature Lookup button.
How To Search
When searching for a record in PubWorks remember: Don’t type into a field (like equipment code or part number) and then click the LOCATE button…
Linking a PM Item to Equipment
Q: How do I link a PM item to a piece of Equipment?
Assigning Service Requests of a Certain Type
Q: How can I assign all Service Request of a certain type to the same person automatically?
Changing Location Codes without Affecting the History
Q: I need to change a location’s code. How do I do that and insure the history stays intact?
Activities-Only Employee Settings
Q. I have an employee that will be entering activities only. How do I set them up so they can log “Activities” but will not be able to run reports or see what other employees are making?
Adding a Bar Code to a Part/Material
Q. How do I add bar code data to a Part/Material in PubWorks?
Changing Password in PubWorks
Q. How do I change my Password in PubWorks?
Add/Modify/Delete, Viewing and Reporting
Q. When I click on System>User Powers>General info tab I see settings called Add/Modify/Delete, Viewing and Reporting. What does each of these setting do?
Bar Code Scanner Suggestion
Q. What type of Bar Code Scanner do you suggest using for PubWorks?
Q. What is a Task Modifier and how do I add one?
Fleet Work Order
Q. I want to enter Fleet Work Order Details and assign an employee to each Detail Record, but I do not want to enter any Labor Hours because the work has not yet been completed.
Daily Activity Sort Button
Can the “Previous” option on the Daily Activities screen be reset to go to the record entered prior to the one active on the screen?
Regardless of how many vehicles you have in your fleet, we’ve tried to make it easy to find the unit you’re looking for. Here are some of the ways…
Fleet PM Schedule Email
Running a PM Schedule is one thing, getting the vehicle in need of service into your bays is another thing.
Daily Activities Filter
How to fix a Daily Activity that has a date of 5/1/20xx which is incorrect.
Emailing Service Requests to Assignees
How to email a Service Request to the person it is assigned to.
Printing a Service Request
How to send a single Service Request straight to the network printer.
Preventing Data Loss
In this age of increasing connectivity, the risks of catastrophic failure (either accidental or otherwise) is also increasing. Regardless of the sophistication of your computer network or IT department, it might be worthwhile to ask: “Is our PubWorks database being backed up every day?”
Employee/Equipment/Material Rate Override
A PubWorks user is having an issue: in Crew Activities she is unable to edit the Material Unit Cost. Her permissions have been checked, and the check boxes for Materials Add/Modify/Delete, View and Report are all checked. She does have limits on her overall access, and she is only in PubWorks every couple of months, so it’s unknown when this “started.”
Setting User Rights
How do you create a user with full administrative rights?
User Power Settings
Why, when you tab through the equipment and material fields of a daily activity (or route activity) does the cursor only stop on fields in the first two lines?
Daily Activity Calculator
Did you know there is an embedded calculator in Daily Activities?
Lost and Found Activity Records
If you are filtering activities, the “Filter” tab will have an * displayed.
Fleet PM Schedule Work Order Creation
Many customers who run the Fleet PM Schedule have asked for the PM Schedule to automatically create Fleet Work Orders based on the displayed results.
When running a fleet maintenance operation it’s important to be able to quickly retrieve information on parts used, on the vehicles they were used for, and to review the “Fleet Work Order” on which parts were used.
One of the most powerful asset management features in PubWorks is the Asset Search function found under System -> Asset Search. This function is part of the PubWorks core.
New Address Function for Urban PubWorks Users
This feature is now updated and available with PubWorks version 5.8.58 and later. This is a feature that most users can appreciate, especially urban PubWorks users where the address is very important.
Do you have a vehicle or piece of equipment whose odometer or hour meter has been reset back to zero? And now, because there are number of Fleet Work Orders and/or Odometer Log records with old and “high” readings, your PM Schedule is out of whack for this vehicle?