Step 1 : Creating & Managing Registers

Owned by Julie Doyle-Whitelock (Deactivated)
Last updated: Apr 09, 2019

The Register screen is used to create and manage registers using Framework ECM fields (including user defined fields). Once a register has been allocated fields, it needs to be assigned to a work sheet for any data to be updated.

A Register should contain the fields that you need to have present as columns on the Register Spread.


Design & Layout Decisions

The most important consideration when determining what fields to select for a register is the register's purpose.

What do you need to see or edit to make this Register work?

Not all fields selected will be those you need to edit. Depending on the use, some fields will be there only to inform you of a job’s current status, counts, core dates, or allocations. It is important that you have enough information to identify the records and to be able to effectively order and filter the outcomes.

Visible?

A field can be selected that is used solely in criteria and sorting, but does not get displayed on the Register Spread. This can be useful to control the content, while not cluttering the screen.

Note : Fields that are not visible in the register are not included in the export to Excel.

Locked?

Some fields may be important to have displayed on the Register, but should not be able to be updated there. It could be that the impact of making the change would affect data integrity, such as being able to change a Job Number.

In these situations, you would lock these fields from edit.

Scroll Lock?

Setting this allows the column for this field in the Register Spreadsheet to remain visible and locked in place, whilst the rest of the spreadsheet to the right of the column can be scrolled through.

Column Width

Column width defaults to 16pts, but this can be specified in the register to reflect the anticipated displayed contents of the field. This helps make the most of the screen's real estate.

Criteria And Sorting Decisions

A field used as criteria for filtering or sorting a work sheet does not have to be added as a visible column. Any field displayed in the Criteria dialog can be used to filter or sort.

The Sort order applied should reflect the logic of how the information is going to be used, or how updated source information is supplied.

Example

1. The register is being used to monitor land in an estate, it would make sense to order it by Land Lot Number.
2. The purpose of the register is to view jobs as they go through the Permit application process, then using the permit ordered date or the forecast permit received date would display the jobs in order that they would most likely require attention.

The Register Spread Work Sheet will automatically show all jobs unless it is filtered by selecting criteria. This is done for each Work Sheet using the Selection button.

When deciding how to filter, it is important to only exclude what really does not need to be seen.

Example

Jobs with the status of Cancelled or Deleted may not be relevant, but setting the filter to be Active jobs only will also exclude jobs that are On Hold or Pending Cancellation.

Criteria that is selected against the Work Sheet in the Administration module will be the default criteria when the Work Sheet is viewed in the Register Spread. However, it is possible to edit and add criteria temporarily while viewing in the Register Spread.

Note: After the session, the criteria will default back to that applied to the Work Sheet itself. If permanent changes to the Criteria Selection are required, they must be committed against the Work Sheet in the Administration Module.

It should also be considered whether a single work sheet will be used for multiple purposes. If that is likely, it is best to have the Criteria Selection broad enough not to eliminate content that may be relevant.

Making Changes To A Register

The data displayed and edited in the Register Spread is held in the ECM database, and is available in Framework ECM as well. No data is held separately for a Register.

Adding fields or removing them from a Register only changes what will be displayed in the Register Spread. There is no change to database fields for Framework ECM or any other application.

A Work Book cannot be deleted if it contains Work Sheets. A Work Sheet can be deleted, but that does not delete any of the data it was displaying.

The greatest impact of making changes to a Register or Work Sheet already in use is continuity. Fields added or removed may be obvious. However if Criteria Selection is changed, the information being presented may change significantly. Changes should not be made unless clearly communicated to those who use the data.

Fields Available For Registers

The purpose of Advanced Register Management is to be a simplified tool to access and update streamlined ECM content.

As such, not all the content and functionality of Framework ECM is available.

Included

The core Job level content for;

  • Work flow
  • Entities
  • Lists
  • Land information
  • Client information
  • UDFs.

Not Included

  • Security
  • Business Rules
  • Mail merge
  • Analysis tools
  • CRM (Comments, follow ups, alerts)
  • Notifications & Communications
  • Reports
  • Triggers – automatically updating stages

  • Memo Fields - due to the potential volume of content, memo fields such as Client Notes or Land Notes cannot be displayed on a Register

  • 'One to many' fields, such as PCVO No 3.

Content Issues To Consider

There are some fields that are available in Advanced Register Management that should not be edited, based on their intended use.

Some Custom Triggers - these need to be considered when determining which fields will be available to edit on a Register

Stage or Status changes - where entering certain dates in Framework ECM will change stage or status, this does not happen in Register.  For example; the Contract Signed date will not trigger the change of Minor Stage from Contract to Permit. Adding a Cancelled Date date will not change the Status to Cancelled.

Locked in ECM - if you can't edit in ECM, you shouldn't allow it to be edited in Register either

Calculations - where a field is populated by calculating other fields automatically, any edits will be overwritten when a recalculation is triggered in ECM.


Example

The field that represents the number of Building Variations created for the job may be of use in the Register spread, but in Framework ECM, it is a calculated field and will therefore be updated with an automatic count as records are created. This means that a manual update in ARM will be discarded whenever a refresh occurs in ECM.

Procedures

Adding A Register

  1. With the Registers list selected, from the Manage toolbar group, click  . The Register dialog will be displayed.
  2. Enter the details.
  3. Click Save. The dialog will close and a new register will be added.

Adding A Framework Field To A Register

  1. From the Registers list, select a register.
  2. With the Register Fields list selected, from the Manage toolbar group, click . The Register Field dialog will be displayed.
  3. Enter the details.
  4. Click Save. The dialog will close and a Framework ECM field will be added to the register.

Adding Multiple Framework Fields To A Register

  1. From the Registers list, select a register.
  2. From the Criteria toolbar group, click . The Select Framework Fields dialog will be displayed.


     
  3. Using the Groups and Fields lists, allocate the Framework ECM fields to be included in the register.
  4. Click OK.

Fields can be moved up or down the Register Fields list by using the  buttons. The order that the fields are listed in the register is the order the columns will appear on the Register Spread screen.