Define entities to take a snapshot of the record or require an electronic signature when you change the status of the record attached to the entity. For example, if your organization requires electronic records of the specific stages of a purchase order, you can define the snapshot for the PORD entity. Or, if your organization requires electronic signatures of status changes to work orders, you can define the electronic signature for the EVNT entity. Datastream 7i takes the snapshot of the record and/or prompts you (or any user) for an ID, password, and reason when you save the change to the database.
The following table lists the entities for which you can create electronic records and signatures:
|
Entity |
Description |
Information Recorded |
|
EVNT |
Event |
Work order, activities, repairable parts, permits |
|
INRH |
Inspection result header |
Inspection results (IDRSLT and IMMONT) |
|
OBJ |
Equipment |
Equipment and warranties |
|
ISSU |
Issues |
Issues and lines |
|
RECV |
Receipts |
Receipt and receipt lines |
|
RETN |
Returns |
Return and return lines |
|
STOS |
Store-to-store |
Store-to-store transaction and lines |
|
PROJ |
Project |
Project and budget |
|
PICK |
Pick list |
Pick lists and lines |
|
PORD |
Purchase order |
Purchase order and lines |
|
REQ |
Requisition |
Requisition and lines |
|
QUOT |
Quotation |
Quotation and lines |
|
BORD |
Blanket order |
Blanket order and lines |
|
INSP |
Inspection results |
Part inspection results |
|
INV |
Invoice |
Invoice and lines |
|
CHNO |
Change notice |
Change notice and lines |
Follow these steps to define entities for electronic record and signatures.
Open the Electronic record setup form (BNEREC).
Click the Record view tab. Datastream 7i displays the Record view page.
Entity—Click to select the entity for which to define electronic records and/or signatures.
|
By defining the entity for status changes, you are initially setting up the entity for the snapshot; to require electronic signatures, you must select Signature for each entity. |
Status—Click to select the old status of the entity. Choose one of the following options when selecting the old status:
Take a snapshot when you change the status of the entity from this status—Select any status in the list of values.
Take a snapshot when you insert a new record in the database—Select -.
Take a snapshot when you update the record from any status to any status (or a status specified below)—Select *.
New status—Click to select the new status of the entity. Choose one of the following options when selecting the new status:
Take a snapshot when you change the status of the entity to a specific status—Select any status in the list of values.
Take snapshot when you delete a record from the database—Select -.
|
The entity INRH (Inspection results header) is attached to the Create result-based route batch report (IBIRTF) and the Calculate critical values and next insp. date report (IBCALC). Running these batch reports initiates a status change on inspection records by selecting the Completed check box on the Result page of the Monitored data form (IMMONT) (inspection has been completed), or by selecting the Processed check box in the R5EVENTS table for the inspection record. In the LOV for New status, there is a value of P and +. When you select P, Datastream 7i takes a snapshot when the Processed check box is selected. When you select +, Datastream 7i takes a snapshot when the Completed check box is selected. |
Signature—Select to indicate that the status change requires an electronic signature.
Choose File | Save from the menu bar. Datastream 7i saves the information to the database.