FAQs

This section shows how to add new Space Types to QFM Space. Adding Space Categories follows a similar process.

1. In the navigation pane click FUNTIONS > Maintenance > Config.
   
2. In the Administration tab click Space Types.
   
3. Click Add and fill out the form to add the new Space Type, also choosing a shading colour to display when highlighting by Space Type and then Save.

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This section focuses on the specific scenario where plans are highlighted, by ‘Type’ or ‘Cost Code’ for example, and the furniture layout is unable to be viewed.

1. In the navigation pane Location Details, as well as turning on the desired highlight using the lightbulb icon, ensure that the tick box is checked.
   
2. On the layers function bar, click the Make selected layers transparent

This will reduce the opacity of the selected layers by 50% so that the Furniture Layout underneath can now be viewed.

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In the event that the QFM Workflow Scheduler stops working, non-hosted clients will need to raise the issue with their IT department. Hosted clients will need to contact SWG Support.

If any of the following errors occur, access Workflow Scheduler via the Administration menu, (Administration > Manage > Workflow Scheduler).

• Emails do not send
• Visits to mobile are not being received
• Reports are not being sent
• PPMs are not generating

1. Within the Workflow Scheduler screen, check when the scheduler was last refreshed. If an error message to check that it is still running is given (as shown below), then go to the Windows Services app.
   

   

2. Within Services, check whether the QFM Workflow Scheduler, that is linked to your version of QFM Web, has been started. The status should then change to Running.
   

   

   Note: If it has already been started, Stop the service and Start it again.

3. Once the Services have been restarted, refresh the Workflow Scheduler page in QFM, and ensure the scheduler is working as expected. See below.
   

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Use this procedure to rename a specific Space Type, for example ‘Workstation Standard’ to ‘Workstation’.

1. In the navigation pane click FUNTIONS > Maintenance > Config.

   

2. In the Administration tab click Space Types.

   

3. Select the Space Type you wish to update, for this example we’ll change WORKSTATION STANDARD to WORKSTATION.

   

4. In the Space Type field, enter the new Space Type name, then click the Rename current location to new name

   

5. A confirmation message is displayed; click OK to confirm the change.

   

6. Click the orange Save icon – bottom right.
   

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Use this procedure to make bulk changes to a specific Space Type, for example changing from ‘Workstation Standard’ to Workstation Professional’.

• In the navigation pane click FUNTIONS > Maintenance > Config.

• In the Administration tab click Space Types.

• Select the Space Type you wish to update, for this example we’ll use WORKSTATION STANDARD.

• In the Swap to alternative type dropdown, select the new Space Type, then click the Swap locations to alternative areatype

• A confirmation message is displayed; click OK to confirm the change.

• Click the orange Save icon – bottom right.

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In QFM Space, locations can have multiple Cost Codes assigned, which can be useful for spaces such as meeting rooms that are shared between departments.

1. Double-click on the green location icon to open the location details menu.

   

2. Expand the Allocation & Occupancy section and click the VIEW OCC
   
3. On the next popup, click ADD.

   

4. Click the appropriate ellipsis (…) button to select the departments you wish to add then assign the Charge Percentage for each. This can be an equal split between departments (click the Split button to automatically do this) or a custom split, but this must equal 100%, then click Save.

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Please refer first to the section Common Issues When Publishing in the main CAD Tools training guide.

This section focuses on the specific scenario where ‘rogue’ drawing entities are appearing (or sometimes not even visible) outside the main floorplan area on the published FXC file, causing the view extents to be incorrect. These entities are not always visible or are sometimes on hidden layers.

An example of this is shown below, where the view extents is showing the floorplan not filling the view as one would expect; this is caused by a rogue entity which exists in the published plan, located within the red box area. This rogue entity is not on a published layer hence invisible to view in the published plan.

Recommended steps to resolve this:

1. Confirm that the AutoCAD drawing does not have any entities (with all layers switched on) in the opposite corner (the area highlighted above, for example).
2. Check to see if any of the entities on the drawing are 3D. This is normally easy to check by switching to a 3D view – click a corner of the ‘view cube’ to try this.

   

   If such 3D entities are present, and they are 3D faces or wireframes or another non-supported entity then they will be ignored for publishing. But if they are polylines that have perhaps been converted from previous 3D entities, this can cause publishing issues. Exploding these will generally resolve the problem.

3. Turn on a shaded layer in the web view. There can sometimes be an error with a polyline boundary resulting in incorrect coordinates – refer to the example below.

   

   In the example below, a room polyline for a particular room has been published incorrectly.

   
   In this scenario, trace the error to the offending polyline, then edit or recreate the polyline and re-publish.

4. Consider simply copying and pasting everything from the AutoCAD drawing model space into a new blank drawing. This can be a quick fix to eliminate any ‘artifacts’ in the DWG which are not actually visible and hence are difficult to identify and delete. Be aware of existing paper space layouts and unit settings when doing this. Also, be aware that any polylines associated to blocks will lose their reference and will need to be re-associated.
5. Check to see if there is a visible entity on the Web floorplan. If so, zoom in to identify it, it will often be a block. Inside AutoCAD, use the block edit button to quickly cycle through a preview of each block to identify which block it is.
6. If you can identify the block this way, you can either:

   a) Explode it permanently and try publish again.
   b) Delete it.
   c) Use the ‘Pre-explode before publish’ command in the CAD tools. This allows a temporary explode of the offending block without permanently altering the drawing (the explode is reverted after publish). See the section on this in this document.

7. If you cannot identify the offending block(s) this way, you may need to use the following technique for locating rogue entities on the FXC file.

Locating Rogue Entities on FXC Files:

You need to first publish a version of the FXC with the entity handles included. To do this, set the Value to use as object name field to HANDL in the relevant drawing publishing rule, example below:

1. Publish the drawing from CAD.
2. Then go to the TEST_READFXC.aspx page (with the correct URL prefix) and use parameters for MINX, MAXX, MINY, MAXY as required – example shown below.

   http://localhost:81/TEST_READFXC.aspx?file=FC2_00_S.fxc&MINX=-300000&MAXX=300000

3. Search the page for ***, and the value should give the AutoCAD handle – in the example below it is 323C39

   

4. Follow the below instructions to zoom to this entity in CAD:

   a) On the command line enter_ZOOM
   b)    Select the Object option.
   c)    When prompted to Select Objects, enter (HANDENT “HandleID”)
   where HandleID is the handle identification value of the entity.
   d)    Once the object is selected press ENTER to Zoom to this object.

5. REMEMBER TO REMOVE THE ‘HANDL’ ENTRY IN THE DWG PUBLISHING RULE TO PREVENT BLOAT OF THE FXC FILE(S).

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If a user encounters the system message “No Geography is assigned to this user” (as shown below) when attempting to log in to QFM, a QFM administrator must assign geography to the user.

This procedure describes how an administrator can assign the correct geography to a user.

1. To assign Geography to a User, go to Administration > Users & Profiles > Manage Users, and search for the user.
   
2. Once you have located the user, select their Personnel Name to take you to their Personnel Details page.
   
3. If the user has not been assigned Geography you can now do this by selecting Change, and using the icon to open the Select Location pop-up box.
   Note: The orange icon will display once Change has been selected.
   
4. Select Advanced Options within the Select Location pop-up box.
   
5. Search for the Site you would like to assign to the user.
   
6. Select the Site and then the Select button.
   
7. The Geography should now be added to the user, as shown below.
   
8. Select Save, and a notification will appear at the top of the screen to confirm that the Personnel has been updated, as shown below. The user should now be able to login successfully.
   

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When attempting to log a new Service Event, if a QFM user encounters a system message which says “The values provided fail the Service/Work Type checks” (as shown below), then the user should refer to an Administrator to check QFM General Settings.

This procedure explains how an Administrator should make the appropriate checks to resolve the issue.

1. Within the New Service Event screen, when adding a Work Type and Priority from the lists of available values, there may be an option to Restrict the list. If unchecked, this will allow you to choose any Work Type and Priority. This will then cause the above error when trying to submit the New Service Event.
   

   

2. To disable the option to uncheck Restricted, go to Administration > Users & Profiles > General Settings.
   
3. In the General Settings screen, select settings for the Global User Class, then open down the General Event Logging tab, and under Behaviour there will be two options to Restrict Work Type and Priority by Service, as shown below. Both options should be turned on to disable the Restriction button.
   
4. Once the options have been selected, click Apply Settings at the bottom of the page.
   Note: When you Apply Settings you will be asked to login again.
   
5. The Restriction option should not now appear when selecting a Work Type.
   

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If a user encounters the system message “The user account specified is no longer active” when attempting to log in to QFM, a QFM administrator must reinstate the account to allow the user to log in successfully.

1. To reinstate an expired user account, access Administration > Users & Profiles > Manage Users, then search for the User record.
   Note:  Make sure the Active Only box is unchecked.
   
2. In the Status column you should then be able to see an option to Reinstate User. Once you have selected this option, it should change to Expire User. The User’s account will now be active, and they should be able to login.
   

   

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Use this procedure when you encounter the system message below, when attempting to log in to QFM.

1. If a User is unable to login and encounters the error shown above, access Administration > Users & Profiles > Manage Users, then search for the User.
   
2. In order to be able to login, a User Profile Type is required. As can be seen in the screenshot below, the User does not currently have a User Profile Type.
   
3. To add a User Profile Type for the User, access Administration > Users & Profiles > Manage Profiles and select Map Roles to Classes.
   
4. You should now be able to Select the User Class and choose a Profile to which it can be mapped.
   Note: Make sure to select the same User Class that is already assigned to the User in the Manage Users screen.
   
5. Select Update then the User should be able to login.

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Updating a Work Type Priority within a Service can only be done in the QFM Desktop system.

1. Go to the Work Type screen in the Services menu. Select the Work Type tab in the bottom left corner of the screen.
   
2. Search for the Service which holds the Work Type by using the search icon in the bottom left corner of the screen.
   Select List all then make your selection.
   
3. The Priority can now be updated by selecting Update, changing the Priority for the relevant Work Type using the drop down list, and then selecting Save.
   
4. Once this has been done, flush the server settings in the QFM web application. Go to Administration > Utilities > Flush Server Settings. The updated Priority should now be automatically populated when adding a Work Type on a new Event.

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Here, we show how to assign geography details to QFM Personnel.

It is important to maintain the correct geography for QFM Personnel.
A QFM User will not be able to log in to the system unless they have a Personnel record which has geography assigned. Also, the geography assigned to Personnel can automatically populate screens when the Personnel is selected, e.g. when adding the ‘Reported By’ person to a new Event.

1. Go to the Find Personnel screen.
   
2. Search for the Personnel record by Name or Personnel Reference.
   
3. To add or update the address in the Geography field, select the Change button then select the Geography field Lookup button.
   
4. Search for the new geography.
   
5. Select the new Geography then click the Select button.
   
6. Select Save to assign the geography.

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Here, we show how to create a List Report with customised filters then schedule the report to be generated automatically.

1. Go to the Report Centre (System > Report Centre) and select the List Report required.
2. Select Filters then in the Filter Details window add your criteria as appropriate.
   
3. Select Add Criteria… then make your criteria selection from the first drop down list (left to right). Once you have selected a value, select a condition from the second drop down list, (these are context sensitive and change according to the criteria selected). Select a condition value or set of values in the third (lookup) field.
   You may enter any number of criteria values; simply select Add Criteria… to display another row. Once you have selected all your criteria, you can add Grouping Options and apply these by ticking the box (left end of each criteria row) for each criteria you wish to include.
4. Once all criteria are selected you can save the selections to the Filter list to be used again. Simply select Save As… then in the Filter Properties window add a Name and Description. You can also leave the Filter as always available (Show filter until) or specify a date after which the Filter will become unavailable.
   
   Select Create.
5. The Filter is now saved and can be selected from the Filters menu.
   
6. Next, create a new View. From the Views menu select Add View.
   
7. Add the details in the Add View window, ensuring to add a View Name and select the Filter you created.
   
   Select Save.
8. Next, with the View and Filter loaded, select Save Layout from the Layouts menu.
   
9. Save a Layout Name then select OK.
   
10. To set up the automated report production, go to Add Schedule from Scheduled Jobs in the Report Centre.
    
11. Complete the schedule details on the screens shown below.
    

    

    

    

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Here, we show how to search for Personnel records in QFM Desktop. There are two search methods, detailed below.

The first method is a simple name search.

1. Go to the Personnel screen (Infrastructure tab).
   
2. Select the ellipsis button next to the Name field.
   
3. In the Key Search box, enter a name in the Personnel field then select OK.
   
   If the search is successful, the Personnel details are displayed on-screen.

The second method uses an Advance Search, allowing you to search for Personnel using a range of different criteria, for example all the people in a specific department.

1. Select the Search button at the bottom left corner of the screen.
   
2. Select the Criteria button.
   
3. Select a criteria item from the Name field drop down list.
   
4. Select a value in the Start Value field by selecting the button at the right end of the field. Depending on the criteria item you have selected, you may also need to select a value in the End Value field.
   In this example only one value is required for the criteria of ‘Department’.
   
5. You can add multiple criteria items to the search. Once you have added all the criteria, select the Search button in the bottom right corner of the screen.
6. You can select a person from the list of results in the bottom half of the screen, by highlighting the name then selecting the Select button.
   The Personnel record is then displayed.

   

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Here, we show how to apply filters to List Reports. In this example a date range is added as filter criteria.

1. Go to Report Centre.
   
2. Select a List Report.
   
3. Select Filters
4. In the first Criteria field (left to right), select an item from the drop down list.
   
5. In the second Criteria field, select Between (for a date range).
   
6. Select a date range in the fields at the end of the row. Click into each field to select a date from the calendar.
   
7. You can add further criteria filters by selecting Add Criteria…
   The fields will differ by criteria item, e.g. two fields for a date range, one field for a condition (e.g. ‘Contains’).
   
8. Once you have added all the required criteria, select Results are displayed on-screen.

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It is possible to create filters in the Schedule Planner for example to display all Planned Maintenance schedules for a particular site.

1. Access the Schedule Planner from the Events menu option.
2. Click the Filter option to add a filter.
3. Click the Add Criteria From the drop down list select Site.
   
4. Select the orange lookup option.
5. Add the site/s you wish to filter by to the Included  field.
   
6. Click Update.
7. Click Apply to enable filter condition.

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Warning message “User name or password was incorrect”: indicates an incorrect user name or password.  Please check for case sensitivity.

Warning message “You are not setup to access system”:  indicates the username does not exist.  You will need to set up as a user in order to log in.

Warning message “No geography assigned to this user”:  indicates the user’s personnel record does not have a geography assigned.  An admin user will be able to maintain the user’s personnel record and assign a geography.

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1. Navigate to the Event Director This can be access from the Events menu option.
2. Click the Change Filter A number of filter options will display.
3. Enable filters as required by highlighting options from Event Event Types or Status fields. Alternatively, filters can be enabled from drop down options.
   
4. Click the Refresh button to apply filters.

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1. Ensure Schedules have been published.  Verify the activities have solid borders indicating these have been published.  If the activities are unpublished click the Publish button to confirm the activities can be generated into events.
2. Check the workflow scheduler service is running for the Generate Events from Plan and Scheduling – Generate Planned Events service.

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1. Navigate to the asset record by searching for the asset in the Find Asset screen. This can be accessed from the Assets menu.
2. From the Asset Viewer click the Schedules.
3. Click the Subscribe to Schedule.
4. Click the lookup option to search for an existing schedule to subscribe the asset to. Select the schedule.
   
5. Add date and time options in the Subscribe From field and if required the Subscribe To field.
6. Click Subscribe to save.

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The ability to maintain shared views in the Event Director is a permission setting managed in General Settings.

1. Navigate to the Event Director.
2. Once the Event Director view has been maintained click Save View.
3. Update the name in the ‘Save View As’ field.
4. Click the Share View.
   
5. Click OK.

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There are two job types:

• Group Notifications
  Group Notifications allow users to attach Lists to scheduled emails, in addition to Reports. A List can either be a .CSV file attachment or rendered HTML embedded into the email body.
• Mail Merge Notifications
  Mail Merge Notifications allow users to send emails to recipients who are part of the data contained in an existing list view. The list view would contain an email column for the recipient’s email address, and other data columns to be used in the email’s subject and body. For example, send a PO Authoriser a notification when they have an event assigned to them with a status of ‘Ready To Authorise’.
  The user can construct an email using a mail merge style interface, whereby they insert a tag representing a column name in the list view. The recipient will then receive the row-column value from the list view, via email at runtime. For example, the tag {#FirstName#} will be replaced with ‘John’ for the row in the list view corresponding to John Smith.

1. Group Notifications

Adding a New Scheduled Report

• Go to the Report Centre from the System menu option.
• Expand the All Reports Expand the Scheduled Jobs option then select Add Schedule.
  Enter a unique Name for the schedule, (this cannot be amended once saved). Enter a short Description of the schedule.
• In the Job Type field select Group Notifications from the drop-down list.
  In the Editable By field select the User Group which will have permissions to modify the job.
• Select Next.

To add a Report:

• Select the Reports tab then select Add Report.
• In the Report Selection window select the report you wish to schedule from the dropdown list, then select the report filter required.
  Select OK. The Report is added.
• You can Edit the report via the  icon, and Delete the report via the  icon.
  Select Next.
• The next screen allows you to set up the email to which the report will be attached.
• Add a Subject Line then enter the email Body
• The Use Plain Text Editor (Formatting will be lost) link and Upgrade to HTML Editor link enable you to switch between formatting editors
• Select Next.
• The final screen enables you to set the schedule for the report. In the Scheduling section select the date range in the Schedule begin and End Then set the frequency in the Repeat job every fields and the time range fields.
• The Schedule relative to actual last run (rather than scheduled run time) tick box allows you to specify that the frequency should be applied from the actual time that the report was last run.
  In the tick boxes select the days of the week on which the report should be run. Optional Suppression Options are available on this screen.
• Tick the Notify only when records exist in box then select a report to suppress when no records are present.
• Tick the Suppress repeated records box to suppress the report if data is the same as when the report was last run. You then need to select the column or columns needed to determine the ‘uniqueness’ of data. For example, if you select ‘Event ID’ column, the data will only be sent if that field’s data has changed.
  You can also choose whether to enforce the suppression forever or only for a certain period of time (select the radio buttons). For example, if you are repeating the job every minute but don’t want to see the repeats every minute, you could choose to suppress for just 24 hours so that you do get the repeated record but only once a day.
• Finally, select Save then click (Run Now) to start the scheduler. This will send the emails out initially and then schedule the next run date.

Adding a New Scheduled List

• Go to the Report Centre from the System menu option.
• Expand the All Reports Expand the Scheduled Jobs option then select Add Schedule.
• Enter a unique Name for the schedule, (this cannot be amended once saved). Enter a short Description of the schedule.
• In the Job Type field select Group Notifications from the drop-down list.
  In the Editable By field select the User Group which will have permissions to modify the job.
• Select Next.
• To add a List:
  Select the Lists tab then select .

• The List Selection window displays a tree view structure of available lists. Locate the list you wish to send and select a view under that list.
  Note: You must select a view, not the list itself.
  You then need to select an Include Method. This determines how the list will be included in the accompanying email. By selecting Attachment, the list will automatically be attached to the email (as with reports) as a CSV file. If you select HTML, you will have the option to embed the list as HTML in the body of the email (and no attachment).
  Note:    If you select ‘Attachment’ you can do both.Select OK. The List is added.
• You can Edit the list via the icon, and Delete the list via the   icon.
  The Include Method is also displayed; either  for Attachment, or  for HTML.
  Select Next.
• The next screen allows you to set up the email to which the list will be attached.
• Add a Subject Line then enter the email Body text.
• The Use Plain Text Editor (Formatting will be lost) link and Upgrade to HTML Editor link enable you to switch between formatting editors.
• You can embed a list/s in the email by selecting it from the Formatted Lists drop-down field on the Plain Text Editor; all lists created are listed for selection. (This adds a tag that will be replaced with the actual data at runtime).
• Select Next.
• The final screen enables you to set the schedule for the list. In the Scheduling section select the date range in the Schedule begin and End then set the frequency in the Repeat job every fields and the time range fields.
• The Schedule relative to actual last run (rather than scheduled run time) tick box allows you to specify that the frequency should be applied from the actual time that the list was last run.
  In the tick boxes select the days of the week on which the list should be run.
• Optional Suppression Options are available on this screen.
• Tick the Notify only when records exist in box then select a list to suppress when no records are present.
• Tick the Suppress repeated records box to suppress the list if data is the same as when the list was last run. You then need to select the column or columns needed to determine the ‘uniqueness’ of data. For example, if you select ‘Event ID’ column, the data will only be sent if that field’s data has changed.
  You can also choose whether to enforce the suppression forever or only for a certain period of time (select the radio buttons). For example, if you are repeating the job every minute but don’t want to see the repeats every minute, you could choose to suppress for just 24 hours so that you do get the repeated record but only once a day.
• Finally, select Save then click Run Now to start the scheduler. This will send the emails out initially and then schedule the next run date.

2. Mail Merge Notifications

Adding Mail Merge Notifications

• Go to the Report Centre from the System menu option.
• Expand the All Reports Expand the Scheduled Jobs option then select Add Schedule.
• Enter a unique Name for the schedule, (this cannot be amended once saved). Enter a short Description of the schedule.
• In the Job Type field select Mail Merge Notifications from the drop-down list.
  In the Mail Merge List field select the Select
• The List Selection window displays a tree view structure of available lists. Locate the list required then select a view under that list.
  Note: You must select a view, not the list itself. The view must include an ‘email’ column.
• Select OK.
• In the Editable By field select the User Group which will have permissions to modify the job.
  Select Next.
• The next screen allows you to set up the email to which the notification will be attached.
• In the Pick Email Column field select the column name which contains the email address; this may not necessarily be ‘Email’. (The system will attempt to automatically select a value which has ‘email’ in its name).
• Add a Subject Line then enter the email Body
• The Use Plain Text Editor (Formatting will be lost) link and Upgrade to HTML Editor link to enable you to switch between formatting editors.
• Create your email as required and select the column values you wish to use from the Mail Merge List Columns drop-down field on the Plain Text Editor. (This adds a tag that will be replaced with the actual data at runtime).
• Select Next.
• The final screen enables you to set the schedule for the job. In the Scheduling section select the date range in the Schedule begin and End Then set the frequency in the Repeat job every fields and the time range fields.
  The Schedule relative to actual last run (rather than scheduled run time) tick box allows you to specify that the frequency should be applied from the actual time that the job was last run.
  In the tick boxes select the days of the week on which the job should be run.
• Optional Suppression Options are available on this screen.
  Tick the Suppress repeated records box to suppress the job if data is the same as when the list was last run. You then need to select the column or columns needed to determine the ‘uniqueness’ of data. For example, if you select ‘Event ID’ column, the data will only be sent if that field’s data has changed.
  You can also choose whether to enforce the suppression forever or only for a certain period of time (select the radio buttons). For example, if you are repeating the job every minute but don’t want to see the repeats every minute, you could choose to suppress for just 24 hours so that you do get the repeated record but only once a day.
• Finally, select Save then click Run Now to start the scheduler. This will send the emails out initially and then schedule the next run date.

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It is possible to set up default home pages on QFM web for user profiles.

1. Navigate to the Managing Landing Page for Profiles This can be accessed via the Administration menu option, Users and Profiles sub menu.
2. Select the profile you wish to maintain the landing page for from the ‘Select Profile’ drop down option.
3. Update the Landing Page field to define a new home page.

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1. Navigate to the General Reference Data This can be accessed from the Administration menu, Manage sub menu.
2. Select Schedule Template Defaults from the drop down option.
3. Click the Edit icon for the PM Events.
   
4. Click the Change option to maintain the template.
   
5. You can configure the template, once complete click Save.

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Data scoping restrictions can be enabled by User Class.

1. Navigate to the Data Scope Filters. This can be accessed from the Administration menu option, Users & Profile sub menu.
2. Select the Class you wish to maintain from the ‘Select Class’ drop down option.
3. Select the entity you wish to restrict from the ‘Pick Filter Type’ option.
4. Update the Included field and Excluded field using the arrows to maintain the data that should be accessible and restricted to users within the defined class.
   
5. Click Refresh once complete.

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Desktop

1. Navigate to the Service
2. Click the Service option.
3. Use the Navigation buttons to browse through the Service records to identify what Services are in a Service Group.

 Web

1. Navigate to the General Reference Data This can be accessed from the Administration menu, Manage sub menu.
2. Select the Services option from the drop down list.
3. Use the Navigation buttons to browse through the Service records to identify what Services are in a Service Group. Alternatively, use the filter option in the Service Group column to restrict by a Service Group and display the Services associated to the filtered Service Group.

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Problem
How do I reinstate a QFM user account?

Resolution
To instate a QFM User Account you will use ‘Manage Users’ via the Administration tab on QFM Web. To change these settings you must first login as an Administrator on QFM Web.

1. Navigate to ‘Manage Users’.
   
2. Un-tick ‘Active Only’ to show expired users.
   
3. Search for the user that is expired.
4. Click the ‘Reinstate User’ button.

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Problem
How do I publish Schedules in QFM Web?

Resolution

1. To publish Schedules in QFM Web navigate to the ‘Schedule Planner’.
   
   
2. Click ‘Show Prefs’ in the bottom left of the screen, this will reveal the option to select how many weeks ahead you wish to publish your schedules.
   
   
3. When you publish from the Schedule planner it’s important to remember that you will only publish what you have in your view. If you want to publish every schedule (as is the norm) then you will want to make sure the filter screen is blank.
4. When you are happy that your filter is correct you are ready to publish your Schedules, click the ‘Publish’ button located in the top right of the screen.
   

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Problem
How do I provide ‘Self Service’ profile users with access to attachments?

Resolution
This is done via ‘General Settings’ within the Administration Tab on QFM Web. To change these settings you must first login as an Administrator on QFM Web.

1. Navigate to ‘General Settings’.
    
2. Select the User Class you wish to change the settings for, using the dropdown at the top of the page. If you want to change the settings for Self Service select ‘Self Service’.
    
3. Navigate to ‘General Event Logging’; the main setting for attachments is called ‘Allowed to view attachments’ and there are also additional settings for attachments here.
4. When you want to save your changes scroll to the bottom of the page and click ‘Apply Settings’.

Link to this FAQ

1. To print an Event Worksheet on QFM Web navigate to the event you wish to print and click ‘Print Worksheet’.

   You will be presented with a pop-up window, click ‘OK’ on this and the worksheet will be downloaded.

   To print an Event Worksheet on QFM Desktop, navigate to the event you wish to print and click the printer icon in the top left.
   

2. You will be presented with a pop-up window, click ‘Yes’ on this and the worksheet will be downloaded to a report viewer and from here you can save it where you want.
   

Link to this FAQ

Problem
How can I change the view on Event Director so it looks the same on QFM Web and QM Desktop?

Resolution
The Event Director on the Desktop contains all the data in the system; it has the capacity to do this as it is a standalone program.

The Event Director programme on QFM Web is filtered based on time scale – the default value for this is 30 days but this can be changed as you require.  The reason we have a filter on the Web Event Director is to increase the performance of the system.

It is not recommend that you make these two Directors match, as the filters prevent performance issues on QFM Web.

Link to this FAQ

Problem
How do I link service groups, services and work types to site geography?

Resolution
You can link up the Service Matrix (Service Group, Service, Worktype and Priority) via QFM Desktop.

This is done via the ‘Services’ tab.

You cannot filter the Service Matrix based on Geography because you can log any type of Service Event anywhere in Geography.

Link to this FAQ

Problem
How do I import data into QFM?   

Resolution
QFM data import not recommend by SWG without prior training, as incorrectly imported data can result in problems throughout the system.

The import can be collated on an Excel document named ‘Data Import Spreadsheet’, and a blank copy of the spreadsheet can be found on the root directory of your QFM5 Desktop install.

SWG offer training courses on the QFM Import; please contact your SWG Account Manager or Support team on support@swg.com to learn more.

Link to this FAQ

Problem
How do I generate attachments on schedules in QFM Web?

Resolution
To generate attachments on schedules in QFM Web, you should add them against the schedule activity. You will only be able to add attachments after you have saved your schedule (this is the same logic that applies to adding an attachment to an event before saving the event).

1. Assuming the Schedule has been saved enter editing mode on the schedule then navigate to the Attachments tab on the Scheduled Activity.
2. You can now add an attachment in the same way you would on an event. If you require assistance with this please refer to ‘How do I add an attachment to an Event in QFM Web?’

Link to this FAQ

Problem
How do I generate additional user reports from the Event screen?

Resolution
User Reports are not created in QFM; they are developed on a per client basis. You can normally replicate the report you want by using filters on an ‘Event History Report’.

If you want to find out more about User Reports and how SWG can develop bespoke reports for your needs, contact your SWG Account Manager or the support department on support@swg.com.

Link to this FAQ

Problem
How do I generate a Year Planner Report?

Resolution
You can create a Year Planner Report via the ‘Report Centre’.

A Year Planner Report is a report version of what you see on the ‘Schedule Planner’ screen.

Link to this FAQ

Problem
How do I delete old event data from QFM?

Resolution
Event  data is locked down and cannot be easily deleted from the system, since it is standard practice to retain historical event data for auditing purposes. If required, SWG can archive old data and create a blank database which does not contain any historical event data, which can be used moving forward.

If you wish to find out more about SWG’s data archiving services, please email support@swg.com or contact your SWG Account Manager.

Link to this FAQ

Problem
How do I disable automatically filling fields in QFM Web?

Resolution
There are various fields that can be setup to fill automatically, based on selected data. The setting for this can be found on ‘General Settings’.

1. To change these settings you must first log in as an Administrator on QFM Web.
2. Navigate to ‘General Settings’.
   
   
3. Select the User Class you wish to change the settings for, using the drop down at the top of the page. If you want to change the settings for everyone who uses QFM select the ‘Global User Class’.
   

4. You will be able to change the settings for defaulting fields within ‘General Event Logging’.

Link to this FAQ

Problem
How do I delete QFM Services which are being used by existing Events?

Resolution
If you wish to remove a Service which has been used for events, you will first have to change the Service on the events which use the Service you wish to remove.

This is general rule for removing data in QFM.