In addition to the main equipment booking and tracking functions of the system, a number of other features have been incorporated. This section aims to describe some of those capabilities.
Request System
Overview
The Request System provides a central location for tracking and managing the wide range of requests for resources that can be presented to an open access facility. Registered users can submit requests that can be routed to the appropriate staff members and tracked as work progresses. Requests can be very simple, consisting of a single sentence – ex. “Please fill LN2 tank” or complex, multi-step process descriptions containing equipment bookings, file uploads, and a history of comments.
Request Types
Request Types are arbitrary and can be used to represent a number of different objects. Some examples are:
- Administration
- Maintenance
- Service
- Sample
- Process Step
- Training
- Consultation
- Safety
To manage the available types, go to the Admin Requests section. Select Types.
To create a new type, simply enter a name, or multiple names, and click Add. The new types will be added to the list. To edit a type, click the info icon to the right of the name.
Much of the power of the system comes from the ability to automatically assign requests based on the type. When users are assigned a request, it will show up in their task-list on the homepage when logging into LMACS.
Status – Inactive types cannot be selected
Name – The common name for the request type
Auto Assign To Specific Users – Enter a list of users who should be automatically assigned when this type of request is submitted.
Auto Assign to all Trainers – When a request includes specific tools, those users listed as trainers on the tools will be assigned to the request
Auto Assign to all Managers – When a request includes specific tools, those users listed as managers on the tools will be assigned to the request
Auto Assign to all Maintenance – When a request includes specific tools, those users listed as maintenance on the tools will be assigned to the request
Allow Users to Select this type – If no, only staff members will be able to select this type
Comment – Standard comment block
Allow With – Determines if this type can be used for requests (top level) or items, or both.
Delete – If deleting a type that currently has requests associated with it, you must first select a new type to assign those requests to.
Request States
As a request is worked on, it will likely go through a number of states. States provide feedback to the users about where things stand, and also allow the system to take some action based on the state.
Adding new states follows the same pattern as types. To edit a state, click the info icon on the right.
The main action for a state is to generate a notification that the request has changed state.
Name – The name of the state
Description – A human description for the meaning of this state
Status – Inactive states cannot be selected
List In Queue – Should requests of this state be listed in the request queue by default. (ex, completed = no)
Allow User – If no, users cannot select this state. Typically used for automatic, or default states.
Class – A CSS class to apply to the request queue row
Enable Emails – If yes, emails will be sent
Send to – A list of default users who should receive these emails
Email User – If yes, the user who submitted the request will be notified
Message Template – An email template to use when sending emails
Delete – If deleting a state that currently has requests associated with it, you must first select a new state to assign those requests to.
New Requests
If enabled in the Facility Options, new requests can be created in the Requests section by any user.
All information in the form is required except for the equipment. Once the request is created, it can be expanded on if more information is required.
HomePage
Both assigned requests and submitted requests are displayed on the homepage when a user logs into LMACS. This helps to bring action items to a users attention.
If a request contains multiple items, they will be listed in a collapsable drawer. Clicking the title will take the user to the complete request page. Requests are ordered by modification date.
Managing Requests
Each panel in the main request page can be collapsed or rearranged to suit user preferences.
Summary
The summary panel provides information about the initial request. The fields that are editable will depend on the privileges available to the logged in user.
Title – The request title
Project – The project to apply any associated charges
Status – The current status of the request
Priority – An optional priority. If selected, new items added to the request will inherit the parent priority
Type – The request type
Equipment – Optional associated tool
Assigned To – List of assigned users
Due Date – Optional Due Date. Items that are past due will display the date in red
Return Samples – Designed for sample submissions. Optional parameter that denotes if any samples need to be returned
Submitted By – The user who created the request. This can be modified to facilitate submitting requests on other users behalf
Submitted / Last Modified – Timestamps
Comments
Displays a list of comments made. Comments made inside request item (sub tasks) will be tagged, but all are aggregated here. Comments are also sent to all assigned users. If Private is checked, comments will not be emailed and are only visible to staff members.
Bookings
Displays any bookings made with respect to this request. Users can check schedules and book from this form.
Files
Displays any files that have been uploaded to the request. To upload new files, simply drag and drop the files into the upload form.
History
All actions made within a request are recorded and displayed in the History panel. These items cannot be modified.
Add Items
To create more complicated request, or track process steps, additional items can be added. Each item can have its’ own associated files, comments, and bookings. To add additional items to a request complete this form.
Items
All items are listed in the Items panel. Items can be reordered by dragging them up or down. Clicking Edit will open the editor to modify any parameters of the item itself.
Additional Resources
Custom Calendars
Overview
Creating a custom calendar feed can be useful if you wish to aggregate booking information for a particular user, group of tools or project. By using a custom URL you can generate a specific ICS feed that you can subscribe to in any standard calendar application.
Parameters
The following parameters can be used together to form a unique URL to generate a calendar feed which will contain all reservations that match the parameters. For each parameters, you can select multiple items by using a comma separated list.
user_id - Used to select a user or multiple users.
tool_id - Used to select a tool or group of tools.
project_id - Used to select a project or list of projects.
request_id - Used to select a request or list of requests.
location_id - Used to select a location or locations.
To create a URL, add the selected parameters to the calendar base URL (found in the booking pages).
For example, add the following to the base url for the site https://demo.nanofab.ualberta.ca/
calendars/?user_id=2717 - Generates a calendar with all of your bookings.
calendars/?user_id=5633,6355,7832,4335 - Generates a calendar with all of bookings for users with the listed id’s.
calendars/?location_id=1 - Generates a calendar with all of bookings for location with id = 1.
calendars/?tool_id=125,340,299 - Generates a calendar with all bookings for a specific set of tools.
calendars/?user_id=2717&tool_id=125,340,299&project_id=23423 - Combine parameters to create custom calendars
Subscribing to a Calendar Feed
You can subscribe to the custom feed using any ICS compatible calendar application. Below are instructions for some of the more popular programs:
Google Calendar:
- Beside Other Calendars, click the little down arrow and select Add by URL
- Copy and Paste desired url and click Add Calendar.
Apple iCalendar
- Select File -> New Calendar Subscription
- Copy and Paste the url above and click Subscribe.
Microsoft Outlook
- In the calendar pane, right click Other Calendars and select Add Calendar -> From Internet
- Copy and Paste the url above and click Ok.
