Setup ML Work Orders™ Software Integration With ML Schedules™ Software

ML Schedules™ and ML Work Orders™ allow for a direct integration between the two systems.

 

This allows work orders to be created in ML Work Orders™ based on events entered through ML Schedules™ for setup requirements/cleanup, etc.

 

Click here for instructions on how to adjust the ML Work Order™ permissions, needed for this integration. 

 

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I. Update MLW Integration Settings

1) Log into ML Schedules™ Software with District Admin credentials.

2) Select Admin > MLW Integration > MLW Settings Tab. 

 

 

3) Enter the email address that you would like Work Orders to show as being created by in the ML Work Orders User field. (i.e. MLSEvents@masterlibrary.com)

4) Enter the number of days before the event in which you would like the Work Orders to be generated.

 

Note: This will default to 7 Days.

 

5) Select the occurrence of how you would like the work order to be generated. 

• 1 Per Request: This is the default option. For any request that requires a work order, one work order will be created per request. 
  
  
• 1 Per Date: The following option will combine a schedule ID and create only one work order per date, regardless of the number of spaces. 
  
  
• 1 Per Building and Date: This option will combine a schedule ID that takes place at multiple sites. Then, only create one work order per building and date, regardless of the number of spaces being used. 

6) Select the Save button at the bottom of the screen.

 

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II. Update Space Settings

1) Select Locations > Manage Spaces.

 

2) Click the Edit Icon () next to an existing Space to update the settings.

 

 

3) Link an ML Work Orders™ Software space from the drop-down menu in the MLW Space field. 

Note: Selecting the drop-down menu displays a list of all spaces in your district’s ML Work Orders™ Software system.

 

4) Select the Save button at the bottom of the screen.

5) Repeat steps 1-4 for all existing Spaces for which you want to integrate with ML Work Order™.

 

OR

 

1) Select Admin > MLW Integration > Link MLW Spaces Tab.

 

All of your MLS spaces will be displayed. From there, you can click the link to the right of the space to select the corresponding MLW space. 

 

 

2) Select the Link MLW Space icon ()

 

3) Select the corresponding MLW Space

 

Note: The box can be used to search for MLW Spaces (shown above)

 

4) Click "Link"

 

 

5) Repeat steps 1-4 for all existing Spaces for which you want to integrate with ML Work Order™.

 

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III. Update Manage Fields Settings

1) Select Admin > Manage Request Form > Fields Tab.

2) Click the Edit Icon () on an existing Field to update the settings.

 

3) From here you will be able to select if you would like a Maintenance or IT Work Order to be generated within ML Work Orders™ for approved events requesting that specific Field. 

 

For example: If the field for "# of Chairs" is selected as a piece of equipment needed for an ML Schedules™ event, you can have a Work Order automatically generated in ML Work Orders™ for this event.

 

4.) Select the Save button.

 

Note: The field will create work orders for the following field types:

 

4.1 FieldType = “Y/N” or “Y/N with Required Notes”

    AND FieldValue = “Yes”

 

4.2 FieldType = “Number”

    AND number > 0

 

4.3 FieldType = “Text”

    AND not blank

 

5) Repeat steps 1-4 for all other Fields you would like a Work Order automatically generated for.