Using the Organiser (block management)

1. Accessing the Organiser, Block Management panel

From the main menu:

• Click Organiser
  

• The Block Management panel displays a list of categories - giving access to your estates and other areas where action is required, such as certificates due to expire and outstanding works orders
  
  The contents of this panel can be customised as required, see next step

2. Customising the panel using Panel Setup

You can choose what you show in a panel using Panel Setup options

To access Panel Setup:

• Hover over the panel header bar and click the cog icon

  

Panel Setup options:

• Panel header

  • Shows the current title of the panel, this can be changed

  • The header bar colour can be changed, click the icon to the right to do this

• Office scope includes

  • The office shown in this field is the one used when filtering the panel By Office

  • This can be changed and added to, as required

• Negotiator scope includes

  • The name shown in this field is the one used when filtering the panel By Manager

  • This can be changed and added to, as required

• Pick categories to display

  • Tick/un-tick the items to show on this panel

  • Clicking +New Category allows you to set-up your own categories - see 2a

To save and close Panel Setup:

• From the panel header bar, click tick icon

2a. Setting up new categories

You can set-up your own categories to display in the Block Management panel

From Panel Setup, beside Pick categories to display:

• Click +New Category

• Click Data source 
  

• All the above options are related to Power Reports, and allow you to:

  • Create new - allows you to build a new set of report criteria using Power Reports

  • Choose existing - select a saved Power Report (saved previously via the Power Reports screen)

  • Import from file - select a Reapit Report Definition (*.rrd) format file to import
    A saved Power Report file is saved in *.rrd format

  • In Category name, enter the title of the category as you want it to be displayed on the Block Management panel

  • In Sort results by, when selecting the new category, choose in what order you want to view the results
    
    Leave set as Do not share, or for options on sharing this new category with colleagues/other offices, click this text
    

• Click Save

  Your new category will be displayed at the bottom of the Pick categories to display list - make sure it is ticked so it displays on the Block Management panel

Any newly added category is classed as Custom Category and marked with an asterisk (*):

• Hovering over a custom category displays a cog icon

• Clicking the cog icon offers the options to Edit or Delete the custom category

3. Changing information displayed

When a numeric entry is shown with a line under it, it's possible to change the number - doing so will affect what is displayed

For example, to see Legionella inspection certificates expiring in the next 90 days:

• Click the current number of days
  

• Type the required number and press enter on your keyboard

4. Accessing information

Use the Organiser panel to access the detail behind the figures shown

From an entry in the panel:

• Click to display the associated data in a list
  For example, clicking Outstanding works orders will show a list of the 4 works orders that are currently outstanding
  

• Clicking the links shown will show the associated records
  In this example, clicking Works order will display the works order itself and clicking the address will display the estate record
  

• Click the back button (on left of panel header) to return to the main screen

5. Displaying full results & grid functions

When viewing a list in the Organiser (as seen in step 4) most sections allow you to view the data in a full results grid

From the Organiser panel:

• Right-click the required section. e.g. New management checks incomplete and select Full results

  

• OR, when clicked into a section (as below), hover over the panel header and click the icon to pop out into full results

  

• The data shown will be displayed in a pop-out screen 
  Grid functions are available to help with viewing the information shown - see 5a

• Depending on configuration, when viewing a list of certificates, an option to book works orders in bulk may be available, see step 6

5a. Grid functions

When information is shown in a grid, the following functions are available:

• Clicking column headings allow you to sort by that column

• Click and drag a column to change its position in the grid

• Hover over the column heading and click the filter icon for options to group or filter the list
  

• Right-click the column headings for options to add more columns to the list and to also save the current layout

6. Bulk booking of works orders for certificates due to expire

Where enabled, when viewing a list of certificates due to expire via the Organiser, the option to book the works orders in bulk for selected entries is available

This option can be used where the same contractor/supplier is being used for the works

From the Block Management panel:

• Right-click over a list of certificates due to expire (e.g. gas safety / PAT) and select Full results
  The full list will be displayed in grid view

  

• Tick the entries to book a works order for (on left)

• Click Book <name> Inspections button (top left)

• Enter Works Order Details - select Contractor, enter Net Cost & VAT/GST and select Account

  

• Click Next, then click Yes to create the works orders

  

• Select the required options for storing and emailing PDFs, plus printing works order details

  

• Click Finish

  

  The entries you have just processed will be displayed with a tick beside them

From the Organiser:

• Click Settings (top right)
  

• In General Settings, tick Display block management panel

• Click Done