Workstation Configuration

To reach the Workstation Configuration window, select \File \Workstation Setup. Administrators may also access this window by selecting \Maintenance \Smart Setup \Workstation Configuration.

This window configures items for the current PC, such as highlight colours and sounds. Settings made here have no impact on other PCs.

For features which do not appear on the screens shown below, refer to the Release Notes.

General

Selected Field Colour Press this button to select the colour which highlights the field where the entry cursor is currently located (the Mail Server field in the above window). This makes it easier to identify which part of a window you are working on.

Required Field Colour Press this button to select the colour which highlights field which require information (e.g. the Order Number field in the Job Details window).

Refresh Status window Minutes between redisplay of Status window (if displayed).

Display due Reminders Minutes between checks for due reminders

Formatting Phone Numbers If you check the box Automatically format phone numbers Smart will try to format phone numbers in a standard way (e.g. (02) 1234 5678). Numbers which do not have an area code prefix will have the prefix entered here applied, so that if for example you enter 1234 5678 this will be formatted as (02) 1234 5678 (using the above setting).
You can test the effect of phone number formatting by entering a number in the Test: field and then pressing the Tab key or clicking elsewhere in the window. To over-ride Smart's formatting, hold down the Ctrl key while pressing Tab or clicking away.

Despatch Window

Bring Despatch Window to front Displays the Smart Despatch window on top of other programs when jobs are running late. Clearing this box will allow you to use other programs without interruption but may mean you are not aware of jobs which require your attention. (You can also prevent the despatch window being brought forward by closing the window.)

Check for new or changed jobs every checks for jobs which have been added or changed by other operators or SmartNet or SmartWeb. If this setting is too low it may cause your system to run slowly. If it is set too high you may miss changes.

Warning Sounds

Warning sounds operate while the job despatch list is open and the view is set to Active jobs. They draw your attention to jobs which are running late.

For your PC to make warning sounds, it must be equipped with a sound card and speaker.

The sounds are created by small Windows files with names ending in .wav. Select \Search \Files and Folders from your Windows Start menu to find such files on your PC. When you find files, double click on them to hear them.

If you don't have any suitable sound files on your PC, contact your system administrator or Smart support for some suitable files.

To select files in the above window, drag them from Windows Explorer or the Windows Search window and drop them in the appropriate field. Alternatively, press the button the right [...] to look up the file name. The most likely place for .wav files on your PC is in the \Windows or \WinNT directory, or folders below it.

If you do not specify a sound file for any line, the default sound is used. To prevent an individual sound, check the Disable box next to that sound.

The criteria for sounding warnings is as follows (check the Release Notes for later information):

Disable warning sounds enables you to quickly turn off all sounds.

Sound warnings every determines how often warnings are sounded. If you sound them too often you will get used to the noise and ignore it.

Default Sound if a specific sound is not configured for any of the following categories, this sound is used.

Late Despatch
For Responses, the job has not been despatched, and more than 5 minutes has elapsed since the job was received.

For other job types, the job has not been despatched, and the scheduled time has passed.

Despatch not acknowledged
Applies only to automated despatch, e.g. via SmartNet, mobile data terminals, or pagers. Sounded if 2 or more minutes have gone by with acknowledgement by the receiver.

Late to arrive at location The service provider has not arrived on site and 30 minutes, or the time specified for the customer (if specified) has elapsed since the job was dispatched.

Seal required (SmartNet and some data terminals only) the service provider is ready to leave the location and is asking for permission to do so.

Late to leave location
For Responses, the Service Provider is still on site and the first charge block has expired.

For other services, the Service Provider is still on site and the Scheduled Complete time has passed. If no Scheduled Complete time was specified, the Service Provider has been on site for more than 10 hours.

Patrols f the 'sound warning' option is checked, the 'Late to Leave' sound will be used.

Administrator Settings

This tab is only visible to users with Administrator access.

Default Report Printer Click on the button to select the printer to use for reports. To select a different printer for a single report, choose to preview the report before printing and the printer setup window will appear.

This workstation is View Only Operators (other than Administrators) on this PC may not view active jobs and may not add, edit, or delete other entries. This setting over-rides any other operator settings.

Time Zone Sets the time zone for this PC. If you service locations in multiple time zones, this ensures that job times are recorded and displayed as the local time at the location. Time Zones are added and configured in the General Configuration window.

Synchronise Time with Server on startup

Will change the time on this workstation to match the Smart database server when Smart is started.

If there is more than 70 minutes discrepancy it is assumed that an error has occurred and the time is not adjusted.
If the time cannot be adjusted (the most probable reason is that the user currently logged in to the workstation is prohibited from changing the time) this check box is cleared and no futher attempts are made to adjust the time.

Force Operators and Supervisors to see Reminders Causes the Reminder window to appear if there are late reminders, regardless of the setting chosen on the Reminders window.

Generate & Send Notifications From This Machine Uses this PC to send email and fax notifications when jobs are complete or scheduled reports are run. If you have a high volume of notifications you should consider using a PC for this function which does not have regular operator use.

Allow SIMS sync from this PC Allows this PC to peform SIMS synchronisation (copies account information from SIMS). In order to prevent duplicate processing, only one PC may have this box checked (if you check the box on this PC the box will be cleared on any other PCs). Information imported from SIMS is available to all Smart workstations regardless of this setting.

Control Room Access

Specifies the Control Room which is available to operators on this PC. (The term "Control Room" may vary depending on your system configuration.)

Any allows the operator's settings to apply unmodified.
Specified allows the operator to access only the specified control room. Operators with Administrator access level continue to have access to all control rooms.
Any plus adds the specified control room to those the operator is already allowed to access. Operators with Administrator access level continue to have access to all control rooms.

Operator control room access is configured in the Operator Details window.

Access levels as for this operator type
Applies the access levels for the specified operator type to all operators (except operators with Administrator access level) logged in to this PC.

Users with Administrator access level continue to have unlimited access
Operator-specific settings continue to apply (see Setting Precedence).
Select Use Operator's normal setting to apply the operator's normal access levels.

Dialler/Fax/Email

Dialer Device
The device used by Windows (and hence Smart) to dial a phone number. A simple example is a modem which is connected to a dedicated phone line.

If you have a telephone system which is TAPI enabled your telephone system vendor should be able to provide a TAPI 'driver' (connector) which will appear in this window as a device. This will enable you to dial out on the same handset you use for incoming calls.

Dial Prefix Enter the number (if any) used to select an outside line. Add a comma after the number for a brief pause before the rest of the number is dialled.

Emailing Reports Complete these details to email reports from Smart. Check with your system administrator for the correct settings. You must have the Smart email component installed for report emailing to function.

Zeta Fax Settings which relate to use of the Zetafax fax server. You must purchase, install, and configure a Zetafax server to use Zetafax for integrated faxing from Smart. It is not necessary to install a Zetafax client on workstations.