Certifications

A detailed look at the fields and dependencies in the Certifications records, how to create a new Certification record & editing existing Certifications.

Certifications are only available in the Standard and Enterprise versions of Solarvista. If you are using Lite , please skip to Problems or return to Setting Up Data.

 

The “Certification” record holds information about a specific certification that is combined with Qualifications to determine which Users hold qualifications to do specific work. For example, this could be “Systems Expert 2018 Certification” or “Level 1 Machine Certificate”. This record does not hold any information about Users; this is done in an associated work item, Qualifications.

Where Certification Records are Used

The following files refer to Qualification records so if you plan to use any of these, setting up the records in this file will be important or even critical:

 

Work Items:

• Generic Job
• Field Repair
• Internal Repair
• Depot Repair
• Field Maintenance
• Internal Maintenance
• Survey
• Field Task
• Internal Task
• Help Desk Call

 

Data Sources:

• Customers
• Sites
• Qualifications

Pre-requisite Files for Certification Records

When setting up Certification records, it is recommended to review the other data files that may need to be referred to by each record. These are the files that you may need to setup in advance:

• Categories (Certification)

Field Descriptions for Certification Records

The ID section holds the unique ID for the record:

Reference - holds the unique ID for the record (most records in Solarvista have one of these). It cannot contain any spaces or non-standard characters. Once the record is saved, it is not possible to edit it afterwards. In most default situations, the Reference is automatically set using a counter sequence, however, you can setup your own if you prefer.

 

The Details section holds the name and description:

Name – the formal name of the Certification.

Description – a description of the Certification to assist users with selection.

 

The Other section holds miscellaneous additional information:

Memo – a free text field that can be used for any purpose.

Category – a category for the Certification e.g. ‘Government’, “Manufacturer”. These are defined in the Categories file and set with a Type= “Certification”. Useful for business analysis.

Code – used to hold an optional alternative ID code. This may be applicable in situations where information is being transferred to other systems via Connectors and the code here is used to identify the record to the other system.

Status – defines the status of the Certification as follows:

• Disabled – is not active. The record will not appear for selection in other parts of the system.
• Enabled – is active. The record will appear for selection in other parts of the system.

Creating a New Certification Record

To create a new Qualification record:

1. Click on the “Plus” button.
   
   A menu will appear.
2. Within the “Data Sources” section, find “Certification”.
   
3. Click on “Certification”.
4. A new “empty” Certification record will appear.
5. Populate all fields as you require.
6. Click on the “Create” button.
   
7. You may need to refresh the page to see the new record in a view.
   
   
   

Editing a Certification Record

To edit a Certification record:

1. From the main menu, select Certifications.
   
   The default view for Certifications will open.
2. Click on the Quick Filter button.
   
3. Enter criteria for the Certification record you are looking for and click Apply button.
   
4. The view will update. Find the record you are wanting to edit.
5. Click anywhere on the row that shows the record. The record will open.
6. You can edit any field that allows editing (some could be set to read only).
7. Click on “Save” button to save changes.
   

Deleting a Certification Record

To delete a Certification record.

1. From the main menu, select Certifications. The default view for Certifications will open.
2. Click on the Quick Filter button.
   
3. Enter criteria for the Certification record you are looking for and click Apply button.
   
4. The view will update. Find the record you are wanting to delete.
5. On the left side of the view is a column containing checkboxes.
6. Check the box of the record you want to delete.
7. Click the “Delete” button on the top right.
   
   A slide in dialog will appear prompting you to confirm the delete, by typing in the word “DELETE” again.
8. To confirm, click the “Delete” button and the record (or records will be deleted).
   
   
   

Note: You cannot delete a Certification if it has been referred to by a Job/Work Item. You can delete Certification records referred to only by other Data Sources however this will leave those records without an associated to a valid Certification record. If this happens by accident, you can manually recreate the record ensuring the Reference is identical. You can also change the status of the record to prevent it appearing on screen in future whilst maintaining historical integrity.

Customising or Adding New Fields

Solarvista™ is built upon a uniquely flexible platform that allows you to edit fields (or remove them in some cases) as well as add your own fields. These new fields (or edited characteristics of existing fields) automatically become available within the web portal and the mobile apps. For more information, refer to the Customising section.

Importing Certification Data in Bulk using Import Tool

If you have a lot of Certification information to enter, you may prefer to upload this using the Import Tool that’s built into Solarvista. The Import Tool enables Certification records to be created from “CSV” text files. CSV files can be created from a wide range of popular applications including Microsoft Excel. For more information on importing data into Solarvista, please refer to the article here.

Continue the Setting Up Data series with Qualifications.