Setting up Dispatch Rules for Work Order Reports

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The application generates and sends Work Order (Issue Reports) automatically based on set of rules, defined by the System Administrator for all projects, or by Project Managers for each project. Rules are specific for each Module. A rule is created for:

All projects and all inspection templates
Select projects and selected inspection templates
All projects and selected inspection templates
Selected projects and all inspection templates

There is no limit to the number of rules that can be defined. However, all rules apply unless they are deactivated, and multiple rules may create Work Orders (Issue Reports) for the same vendor with the same set of issues.

Rules can be schedule to periodically run or event based and run when a specified system event occurs. Each Rule may easily be Activated and Deactivated. Only Active Rules apply. The date a scheduled rule will run displays. The Project Manager can view when a recurring rule will next apply.

To define Dispatch Report rules for a project:

1.From the Main Menu, click Setup and from the sub-menu, click Projects. The Projects Setup Director page opens.
2.In the Users, Contacts, Companies, Dispatching section, click the Report Dispatching Rules Setup link. The Report Dispatching Rules List page opens.
3.Click the Expand icon for Search. The available search criteria display.
5.From the Module drop-down list, select the module for which you want to create Dispatch Report rules.
6.Click the show only active rules checkbox to display only rules that have an Active status. The rules displayed update for the selected module and project on the Rules Found page.
7.Click the Add New Rule button. The Creating Rule – General page opens.
8.Enter a name for the rule in the Rule Name data field.
9.From the Project drop-down list, select the project to which to apply the rule.
10.To apply the rule to a specific inspection template, from the Template drop-down list, select the inspection template to apply the rule or select All Templates to apply the rule to all inspection templates.
11.From the Report separation drop-down list, select how the issues report are to be organized and distributed.
12.For the Status data field, click the Active radio button to apply the rule.
13.In the Rule Explanation data field, enter a description of the rule.
14.For the Notification data field, click the Create and Notify radio button to create the Dispatch Report and notify the appropriate  parties or click the Just Create radio button to generate the report, but not send it to the responsible parties.
15.To create a scheduled report, for the Report creation type data field, click the Recurring (periodical) radio button; from the Create report every drop-down list, select the interval for report generation and enter the number of intervals between reports; and from the At/On drop-down list, select the time within an hour to generate the report.
To generate the report on an ad-hoc basis, for the Report creation type data field, click the Manual radio button.
16.A dispatch report will automatically be generated and sent to each responsible party.   If you want additional people to receive the dispatch report, you may optionally add people under the Add Persons to Notify section.   Be aware that if 30 dispatch reports are generated for 30 different responsible parties that the Additional Persons to Notify will receive 30 separate notifications.
17.Click the Next button. The Creating Rule – Cover Letter Template Setup page opens.  For the Report formatting template (XLS) data field:
Click the Default radio button to use one cover letter for all projects in the application.
Click the Project-specific (use default – if not defined) radio button to use a cover letter set up for the project.
Click the Rule-specific radio button to use a cover letter defined for this rule.
18.For the Cover letter and content data field:
Click the Default radio button to use cover letter content for all projects in the application.
Click the Project-specific (use default – if not defined) radio button to use cover letter content set up for the project.
Click the Rule-specific radio button to use cover letter content defined for this rule.
19.For the Report originator (if used on template) data field, click the appropriate radio button?
Static: system user – to use a system user and from the drop-down list, select the user to display as the report originator.
Static: other person - to enter the name of the person to display as the originator if the originator is not a system user.
Dynamic: creator of the first issue in the report - to list the originator as the user who created the first issue listed on the report.
Dynamic: user, who modified first issue in the report last time - to list the originator as the user who modified the issue most recently.
20.For the Notification FROM address data field, to set the e-mail address for the sender, click the appropriate radio button:
Static: application will use default from Email Manager - to use the e-mail address defined in the Email Template in the Email Content Manager.
Dynamic: use Originator’s email address - to use the e-mail address for the user defined as the originator.
21.Click the Next button. The Creating Rule – Issue Processing Settings page opens.
22.For the New and/or already sent data field, click the appropriate radio button:
New for assigned Company in THIS Rule – to report only issues that have not been previously sent to the responsible party by this rule
Sent to this Company by THIS Rule – to report only issues that have been sent to assigned responsible party by this rule
New for assigned Company by ANY Rule – to report only issues that have not yet been sent to the responsible party for any rule
New and Sent to this Company by ANY Rule – to report any issue that matches other parameters of this interface
23.For the Issue Threshold (for re-send) data field, click the appropriate radio button:
No conditions – the filter does not apply
Inspection Threshold is exceeded – to send the report when the number of days set to for the threshold for an open issue is reached.
24.For the Special conditions data field, click the appropriate radio button:
Include only if Finish By date passed – to send the report when the date scheduled for resolution is reached
Include only if Start On date passed – to send the report when the date scheduled for work to begin is reached
25.In the Extra Information to Include section, click the radio buttons for information to include in the report.
26.From the Sorting with a group drop-down list, select the data by which the issues are to be sorted and click the radio button to order the sort.
27.In the Statuses to Include section, from the Issues Category drop-down list, select an Issue Category, click the All Statuses checkbox to remove the check and check the checkbox(es) for specific statuses you want to include for each Issue Category.
28.Click the Save this New Rule button to save the rule or click the Save and setup WO Cover to save the rule and define the Work Order Cover. The rule is saved. If the Save and setup WO Cover option was selected, the Work Order Cover Setup page opens to allow you to define the project-specific Work Order cover letter.

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