Notifies ONCE of Equipment Records where Location is overridden by pencil edit feature.
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Overview | Samples | Variables | Alert Functionality | Best Practices & Tips | Related Alerts
Overview
Overview
When the location information on an Equipment Record is manually edited (using the little 'pencil' icon on that screen) the link between Equipment Record and Location Customer is broken in eAutomate. The edited data is saved in the Equipment Record itself but much of the eAuto and CEO Juice reporting which relies on those records being linked no longer functions (for instance if you want to pull a list of equipment at a given location, the edited equipment will not appear on the list).
Pencil edits are occasionally a necessary evil but we have found that 99% of the time there are better solutions typically using the remarks or description field. This alert will advise you of Equipment Records which have been newly pencil-edited. It will report each equipment only once, but a complete list of all pencil-edited equipment is available upon request.
Run Schedule: Weekday Mornings
Type of Output: Email
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Sample
Sample
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Variables
Variables
Variable W: Enter Branch Number(s) to trigger on, separated by comma, or leave blank for ALL
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Alert Functionality
Alert Functionality
1. Reports on Equipment Records where someone uses the pencil edit option. The first time the alert runs it will provide a complete list, then moving forward it will only notify you once when the change is made. Allows management to monitor when/how it is used, and make the necessary changes as needed.
Sample of broken 'Installed location' where someone has used the Pencil Edit feature:
2. Turn off the ability for users to use Pencil Edit feature in e-Auto via Options / Equipment:
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Best Practices & Tips
Best Practices & Tips
1. Never use the “Pencil” Edit Feature to Update an Equipment Record's Location Customer. Doing so breaks the relationship with the installed Location customer, losing visibility and causing issues with tables, reports, CEO Juice alerts, etc.
2. We hear clients say they must use the pencil when "the equipment is not located at the same place that the toner needs to be shipped", or the "building has entrances on 2 different streets". However our advice is if there are other notes that aren't normally on the equipment location remarks for a delivery, then they use the remarks or description field on the sales order to indicate where the toner needs to go.
When creating/updating an equipment record, it’s imperative to get accurate location information. The best practice is to assign the appropriate Customer in the Location field.
3. The best way to update the Installed Location field is to assign the appropriate customer, and there are a few ways to do so:
In Main Customer Record/Parent Customer, add additional locations in the Locations tab:
OR you can view/select current customers linked to the Main/Parent Customer Record by clicking the magnifying glass:
OR you can click the “Show all customers” checkbox to locate the appropriate Customer: 
4. If the Location does not have a current Customer record, in the Installed Location field, click the down arrow and select “New” to create a new customer:
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Related Alerts
Related Alerts
ID116 - Contract Assigned to a "Location Customer" vs. Parent
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