A quick guide to the various client level preferences
Click the Client button to confirm
To access the Client preferences, click the Preferences button at top right
The client preferences card is used to set up preferences at the client level. Generally these settings will apply to all relevant actions relating to the current client. Client preferences can be set and edited only by Client admin users - the settings affect actions carried out by Client admin and Client staff users as well as Managers, Surveyors and service providers acting on their behalf.
1. Event logging and Helpdesk options - set to Yes any or all of these to confirm which events you want to have logged in the relevant events list. Whilst you may want to log everything, you could find that the events list fills up with too much not very useful information so adjust the options here as required.
Other settings in top section:
Sites, buildings and resources can all have custom data stored - this is viewable from the custom data tab on each resource's main card. There are a number of standard custom data types pre-installed by Flow360 - these can be seen in the list on the right and cannot be edited by users.
If there are additional custom data items that you wish to store about your sites and assets you can add them to the user defined list on left.
Client level KPIs are allocated by managers to works undertaken on a client's behalf. Use this tab to set up the KPI headings that you wish to make available to managers on your sites.
Click the Add button (1) to add a new KPI, then edit the text (2). To remove an option click the Delete button (3).
Edit the settings for the performance indicator / rating...
Click Confirm to save
The preference settings on the KPIs / ratings tab allow you control how your KPIs / ratings are applied to Helpdesk issues and / or works orders.
Set up default prefixes and next numbers to use for tender enquiries, works enquiries, works orders, projects and contracts.
Employee preferences govern default settings for newly entered employees and employee contracts and flexi-time cycles.
You can specify a standard set of employee roles and for each one, set up a default set of training course and required qualifications. Once this is done, when you allocate a member of staff to a particular role, their training regime will be automatically populated with the required courses and qualifications which you can then schedule and confirm when completed / achieved.
To add a new role, click the Add button (1) and complete the options in the dialog, then set the default appraisals and supervisions for the role. (see more on this in the Flow36- Training management guide)
(1) These controls allow you to specify whether resources can be duplicated and who (manager and/or surveyors) is allowed to do so.
(2) automatically add new custom data.... - set this to Yes to have new custom data items that are entered during resource creation or are subsequently allocated to a an existing resource, automatically added to your user list of custom data items (see above). You can also specify which resource level these automatically added custom data labels will be available for - typically the current resource level, but you can specify all levels in which case that custom data item will be available for any resource level.
Finance preferences allow client admin users to set up financial year start date, carbon year start date (for carbon accounting) and a default retention percentage for works orders.
Additional controls are:
* For these items, additional controls for individual managers and surveyors (found on the personnel tab at the site level) can allow or disallow full access to financial details
For each site you can specify a person who will be the primary finance contact on the site. This person will receive finance related requests through Flow360.
One example is an automated request to set up a new charge account when required by a new Helpdesk Issue entry. (see Helpdesk chapters for more on this topic)
Another example is an automated request for a purchase order number to be raised in respect of a proposed Flow360 works order
It is possible to finely control the automatic allocation of tasks and works items to specific cost centres based on the client, site and even the work type of the task or works item. This list shows all the defaults currently in force for this client.
Columns 1, 2 and 3 show the client, site (empty in the case of a client level default) and work type that the default applies to. For example, row 1 in the screenshot indicates that the Special Projects cost centre will be automatically assigned to new tasks that have the work type 'grounds services' for the client King's College. No site is specified in this row so this is a client level default that will apply to all sites for this client.
Rows 4 onwards have ticks in one of the last 2 columns indicating that these are default cost centres for either planned or reactive (i.e. Helpdesk) tasks and works items. Where no site is indicated in column 2, the default applies at the client level across all sites for that client. If there is a work type indicated in column 3 then the default will only be applied to tasks of that work type.
The default client and site level cost centres are initially automatically assigned when the first cost centre for a client is created. This default can be changed to a different cost centre by clicking the change button (1) on the appropriate row.
When a new task is set up, Flow360 will attempt to find a default cost centre for the specific work type, first at the site level and then at the client level. If no work type default is found, then the site default for either reactive tasks (Helpdesk) or planned tasks (all others) will be used. If there is no site default, then the fallback client default will be used instead.
To add a new work type default, click the Add button (2), fill in the form as required and Confirm.
Work type defaults can be deleted by clicking the delete button (3) on the appropriate row.
NOTES:
Default account setup. Set up the default planned and reactive maintenance accounts to use generally and for each individual site. These are in addition to the cost centres and are optional. Not all financial setups require both cost centres and accounts to be setup. Having access to both allows for maximum flexibility in accounting for expenditure managed through Flow360.
It is possible to finely control the automatic allocation of tasks and works items to specific accounts based on the client, site and even the work type of the task or works item. This list shows all the defaults currently in force for this client.
Columns 1, 2 and 3 show the client, site (empty in the case of a client level default) and work type that the default applies to. For example, row 1 in the screenshot indicates that the Grounds services account will be automatically assigned to new tasks that have the work type 'grounds services' for the client King's College. No site is specified in this row so this is a client level default that will apply to all sites for this client.
Rows 3 onwards have ticks in one of the last 2 columns indicating that these are default accounts for either planned or reactive (i.e. Helpdesk) tasks and works items. Where no site is indicated in column 2, the default applies at the client level across all sites for that client. If there is a work type indicated in column 3 then the default will only be applied to tasks of that work type.
The default client and site level accounts are initially automatically assigned when the first account for a client is created. This default can be changed to a different account by clicking the change button (1) on the appropriate row.
When a new task is set up, Flow360 will attempt to find a default account for the specific work type, first at the site level and then at the client level. If no work type default is found, then the site default for either reactive tasks (Helpdesk) or planned tasks (all others) will be used. If there is no site default, then the fallback client default will be used instead.
To add a new work type default, click the Add button (2), fill in the form as required and Confirm.
Work type defaults can be deleted by clicking the delete button (3) on the appropriate row.
NOTES:
For some users it is possible to use your own logo in place of the Flow360 logo on start screens, and report outputs. If you wish to do this note that preferred image files in pixels are 220x220 for the start screen logos and 60x40 for the report output logos.