Maintenance Connection Integration with RedEye - information for Users and Administrators

Accruent offers a comprehensive suite of solutions to help customers manage their Built Environment. A logical merging of technologies is to integrate the Maintenance Connection (MC) product with the RedEye engineering data management solution.

The use case of the Maintenance Connection/RedEye integration is that when users access an asset or a work order associated with an asset in MC, RedEye Artefacts with the same Asset populated as metadata are surfaced directly in MC for users to view. Users can view, print and markup these artefacts without having to leave MC for a seamless experience.

The sync between RedEye and MC is done at 5 minutes intervals. This means that changes on both sides of the system will not be visible immediately through the integration but should be reflected within 5 minutes. This is purposely designed to maximise system efficiency. The Sync occurs automatically through API.

Pre-Integration and Setup Requirements - Administrators

Integration Sync Scenarios

Asset View from Maintenance Connection

List of Warnings and Errors

FAQs

Pre-Integration Requirements

The integration requires:

1. Existing Maintenance Connection instance

2. Existing RedEye instance, configured to requirements

3. Submit a Project Request via your Customer Success Manager for the two to be integrated

*The assumption that users requiring access to both system will manage user accounts in each product respectively (SSO can be configured for auto access in RedEye)
This document explains the requirements for the RedEye instance to be configured.

RedEye Configuration

In order to set up the MC-RedEye integration, there are a few areas of configuration required.

1. Within the RedEye bucket, a Selection Type Metadata field needs to be configured using the Integration Asset Key Type to store the list of Assets from MC.
   Once the metadata is established, Asset IDs from MC will be synced over to RedEye as metadata values with the integration.

2. Artefacts in the RedEye bucket need to be populated with the Asset metadata values to be able to surface the artefacts in MC. Metadata population can be achieved using the below 2 methods

   1. Self-serve through bulk csv

   2. Accruent Professional Services for bulk metadata assignment

Asset Metadata Configuration

One Metadata Field needs to be configured with the “Integration Asset” Key Type. Note that the Key Type can only be configured for Selection Type metadata. It cannot be applied to Text type metadata.

Recommended Metadata Field configuration

• Name: Any

• Description: Any

• Tag: blank

• Applies To: Any

• Key Type: Integration Asset (Mandatory)

• Default Value: blank

When Asset values are synced to RedEye, Asset IDs are populated in the Value field and Name in the Description field

Upload V3 - Default Metadata Field Recommendation

To ensure a high metadata completion rate, it is recommended to have the Integration Asset Metadata (“Artefact Types” in the screenshot example) set as Default Metadata for Upload V3 configuration. This will encourage users to populate newly created artefacts with Asset information to maximise data points for the integration.

Integration Sync Scenarios

1. New Asset Created in Maintenance Connection to Update RedEye DMS

When a new asset is created in MC, the new asset value and UUID will be pushed to RedEye and populate the Integration Asset metadata field accordingly.

The list of Asset IDs in the Integration Asset metadata is synced from MC automatically. When new assets are created in MC, new values will be added to the metadata field automatically. Users do not need to manually add them in RedEye.

2. New Asset Created in Maintenance Connection to Update RedEye DMS

When an asset is deleted, the asset metadata will remain intact with the artefacts in RedEye for auditing and record-keeping purposes. However, the connection between the artefacts and asset/work order will become invalid and no further information can be logged against the asset.

3. New Drawing/Artefacts Created in RedEye DMS to Maintenance Connection Asset Register

When new artefacts are created with an Asset populated with Integration Asset metadata, the Artefact link is pushed to MC to appear against the Asset.

4. Artefacts Maintained in RedEye DMS to Maintenance Connection Asset Register

When existing artefacts have the Asset metadata amended from one value to another. The below series of events will occur

1. Asset metadata value removed from artefact

2. Document link in MC deleted from the removed asset

3. New asset metadata value added to the artefact

4. Document link appears in the new Asset in MC
   

5. RedEye DMS Artefact Mark Up View within Maintenance Connection Work Order

When users click on the artefact links in MC, artefact previews are displayed in Simplified UI. From there, users can Markup, Print artefacts or navigate to RedEye to view the artefact page in the standard RedEye UI.

Asset View from Maintenance Connection - Web

When viewing Assets in MC, any Documents (RedEye Artefacts) with the relevant “Asset” populated as metadata will appear under the Attach tab for the asset.

When viewing work orders in MC, each work order is associated with a version of the artefact to ensure information is reflected accurately at the time of work order execution. This means, when viewing an older work order, users might be viewing a non-current version of the Document. Under the scenario, the preview of the document will be displayed with a warning banner to inform users of the version they are viewing. If no banner is visible, then the version is the latest.

Basic information related to the document can be viewed in the pop-up. Users can click on View to open up the document and view it in a simplified UI

To view the document in the simplified UI, users will be prompted to log in to RedEye for the login session. Once opened in the Simplified UI, artefact number, title can be read at the top of the screen.

Users have the option to Print, Markup or navigate to RedEye to view the artefact in the Artefact Page. The ability to markup a document is based on the workflow progress in RedEye. If the document has Markup disabled, that means the artefact in RedEye is not at a workflow stage that allows markup.

Further user/admin/troubleshooting actions on the artefacts can be accessed through “Open in RedEye”

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Asset View from Maintenance Connection - Mobile

The Document links can be accessed directly on a mobile device. When done so, the same simplified UI will be opened in the mobile web browser for users to view the document.

List of Warnings and Errors

Warnings/Errors	Warnings/Errors
The version you are viewing is no longer the latest. New Markups can only be summited on current approved version	Document viewed is an old version of the artefact
The artefact you are viewing has been deleted. Please contact your administrator if further actions are required	Document viewed has been deleted
You do not have permission to view this artefact or it may have been deleted	Document viewed has been deleted and purged
The artefact you are viewing has been consolidated. Please navigate to RedEye if you wish to view the consolidated artefact and history	Document viewed has been marked as deleted due to being folded in
Could not find revision, you are viewing the latest version	Version of the document viewed is deleted but the main artefact is still active
Looks like something is off with the version of the artefact. Please navigate to RedEye to view the artefact	Version of the document viewed is corrupted with an internal server error
You can navigate to the artefact and try ‘Refresh the Artefact Preview’	Document viewed has “preview pending” or “preview error”

 FAQs

• Q: Why is the Markup button greyed out?
  A: The ability to mark up a drawing is dictated by the workflow the artefact is in. If it’s greyed out, that just means the particular document is either not current, or not in the position to be marked up.
• Q: What is the QR code on my printed document?
  A: The QR code is a RedEye mechanism to allow users to reference back to the latest version. View the Support Article for more information
• Q: Why is there a watermark across the document when I print it?
  Answer: The watermark reflects the workflow status set in RedEye. View the Support Article for more information.

• Q: How do I create new documents?
  A: Upload in RedEye and assign metadata field. Integration will pick it up within the 5 minute integration sync and your documents will be available in MC
• Q: How do I remove a document if it is no longer relevant?
  A: If you remove the asset value on the metadata field from redeye then no results will return in MC
• Q: How do I assign a document to an asset?
  A: Populate the metadata value either on artefacts individually, or use bulk CSV to assign in bulk and edit the attributes accordingly.
  Note, they must be an exact match and formatted correct when using bulk CSV as a selection type value
• Q: What’s the integration relationship between RedEye and Maintenance Connection?
  A: The integration is a 1:1 relationship. Meaning, one RedEye Bucket to One Maintenance instance. We cannot connect one to many.
• Q: How many metadata fields can be set up for the integration?
  A: Only one metadata field per bucket can be configured for the integration.
• Q: Can I set up dependent metadata and for the Integration Asset field?
  A: No. The Asset values can be added and removed throughout the course of time. Integration Asset metadata should not be configured with dependencies with other metadata.
• Q: Can I update the Asset values in the metadata set up in RedEye
  A: No. Any Asset value changes need to be done on the MC side.

• Q: Can I use the Integration Asset metadata in the Template Allocator to determine drawing numbers?
  A: No. The Asset values can be added and removed throughout the course of time. It is not recommended to use Integration Asset metadata in Template Allocator

• Q: Does the integration work for RedEye Basic, Advanced and Enterprise?
  A: Yes, the RedEye integration will work on every package type. If you purchase the Basic package and choose to upgrade to Advanced, the integration will still be supported with your new configuration and no changes are necessary