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Note Libraries

The Note Libraries are where a User with Administrator level access can define the standard notes that will be displayed in the drop down lists on the Field Tool for each piece of equipment on the Equipment Tree.

To access the Note Libraries go to the Global Menu on the left hand side of the web page and click on Report Setup and Note Library Lists to open the screen shot shown at the bottom of this page.

Once you are in the screen to edit and manage Note Libraries there are just three areas that you need to understand to make good use of this feature. Those areas are, from left to right: Suggested Library Values, Selected Item Type and Current Library Values.

Now, before we go through the actual use of these three things let's dicuss the reasons for using libraries and also some good library practices. First of all, libraries will save your field technicians time becuase they are clicking a library value from a list rather then typing or writing on the Field Tool. Next, you get to sanitize the responses by defining the library with information that you want to standardize responses from many technicians, and eliminate typo's and transcription errors. The other library layout issue that should be considered is the order of the information in the library. The larger the library, the more difficult it is to potentially find a library value in your library list unless it is carefully sequenced either alphabetically or numerically. In the case of the Note Library it is recommended that standard notes are listed from most frequently used to least frequently used. Try to avoid having library notes that are too specific that cannot be used in more then one situation or project or your library will get too cluttered with notes that can only be used once or twice.

The Suggested Library Values area is helpful if you do not have a library and are not sure what you would put in your library becuase this lists notes that all of your technicians have written for a particular piece of equipment on projects in the past. So, you can look through this list and determine what items you want to add to your library.

The next area, Selected Item Type, is where you select the piece of equipment that you want to manage or edit for the Note Library. It is not necessary, but every piece of equipment on the tree can have a corresponding Note Library if you want.

The most important area on this screen is the Current Library Values. This is the library list that will be displayed on the Field Tool drop down list for a standard equipment note. There are a few key items for this area that are worth pointing out. First, the library list will appear just as you type it in and will NOT automatically alphabetize or organize any list in any ascending or descending order. So, as we stated above you want to carefully plan and build a library that will have a lot of content. Second, you can delete items out, insert new items and edit anything in the list just as you would with any text editor.

Important! Be sure to hit Save Library Values if you made changes before you navigate to another piece of equipment or another web page to make sure that your changes are accepted by the system. The next time any of your technicians Synchronize any new library lists will be downloaded to the Field Tool.

Matching Field Tool Note Library