MainBoss Newswire

May 2003

 

Topics:

1. Avoiding orphan records and lost links in your MainBoss database
2. Did you know: Customizing the MainBoss work order
3. MainBoss welcomes a new Dealer!
4. Special Reminders

 

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1. Avoiding orphan records and lost links in your MainBoss database

Running the MainBoss Audit report (Administration->Database->Audit) can be a big surprise to MainBoss users. They may find pages and pages of reported errors that can range from simple typing errors to errors that can cause serious problems for your database. When try to deal with the report, it’s important to know what each error means, what the impact is on your database and what solutions are available for it. The MainBoss 2.9 User’s guide provides in-depth information on the Audit report starting on page 243. However, here are some of the highlights for quick reference.

Causes of the types of errors listed on an audit report:

• Power failures
• Left over problems from older versions of MainBoss
• Deleting table entries that other tables depend on
• Typing errors

 

The two most asked-about errors in the Audit report are:

• Orphan records: This is a record that should be referred to by some other record but is not. For example when you create a labor record for a work order but your computer crashes before you can save the work order. Now the labor record exists but the work order does not. The solution for orphan records is to simply delete them. Orphan records are mostly a nuisance and do not typically affect operations of the database.
• Lost Links: This occurs when a record in one table is deleted but other records in other tables still refer to that record. For example if you delete a Personnel record, every work order that used Personnel record now has a lost link. A possible solution for lost links is to set the field that contained that record to blank (You will see a Set Blank button in the Audit window). As the name indicates, this action will cause that field to become blank. Other times the Audit report will not let you do anything with that record (you will see a Next button in the Audit window). In this case, you may have to manually look up each record that contained the lost link and edit it by choosing a record that still exists in the database.
• Invalid Key: This is the most serious error and can cause major problems with your database. It is usually caused by users altering MainBoss tables by opening them with another program. Damage may be repaired by sending the database to head office and normally there is a cost involved for doing the repairs.

 

How you can avoid problems in your Audit report:

• Be very careful with what you delete in MainBoss. If you are going to delete a record make sure it is no longer linked to any other tables. If you would like your work orders to retain the record that you are about to delete, you should archive your data first.
• Save your work orders and purchase orders frequently while working on them. This will help prevent orphan records if your computer is prone to “crashing”.
• Make daily backups of your database. If your data does get corrupted due to a power outage or computer crash, it may not always be repairable and a backup can save months if not years of your work and time.

 

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2. Did you know: Customizing the MainBoss work order

There are different ways to customize a MainBoss work order. As mentioned in last month’s newswire, you can specify how many additional labor and material lines should be displayed on the printed work order. Another customizable portion of the work order is the User Information section, found at the end of the work order. To customized this section, follow these steps:

1.      Login with Administrator status

2.      Go to Administration->Preferences->Customize Text…

3.      Highlight the appropriate User Language. This depends on the language your computer is set to. For example, if your computer is set to US English, pick English 0009; if it is set to CDN English, pick English 1009. Note: If you don’t see the right language code in the list, click on the Create Custom button and pick the language code from the list.

4.      Once the correct User Language is highlighted, click on Forms…

5.      From the pull-down menu beside Report Key, select =WO Trailer

6.      Uncheck the Use Default Text button at the bottom left corner of the window

7.      Now you can modify the bottom of the window according to your preferences (it will now be displayed white instead of grey). For example you can add more lines for Comments, take out the Meter Reading, add an ISO certification number…the possibilities are endless!

 

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3. MainBoss welcomes a new Dealer!

·        Rob Van der Glas from 3Unit will be representing MainBoss in the Netherlands, Benelux and France.

                                                                                               

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4. Special Reminders

MainBoss offers some great programs and services. Don’t forget to take advantage of them:

·        The MainBoss Referral Program allows current MainBoss customers to make referrals and get great rewards in return! For more information visit http://www.mainboss.com/english/support/referral.shtml

·        MainBoss Training services are offered by either MainBoss head office or a MainBoss representative in your area and are invaluable to expanding your proficiency with MainBoss. Email info@mainboss.com for further details

·        Would you like to email your work requests directly to MainBoss? You can do this with MainBoss @Requests. Click here to find out more: http://www.mainboss.com/english/products/product-requests.shtml

·        Interested in becoming a MainBoss dealer and promoting an exceptional maintenance solution package in your area? Click here: http://www.dealers.mainboss.com/english/newdealer/index.shtml