Sei sulla pagina 1di 473

IBM Maximo Core Consultant for EAM

Table of Contents

Chapter 1: IBM Maximo File Structure


Chapter Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-2
Chapter Focus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-2
Learning Objectives . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-2
Maximo Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-3
Files and Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-3
Deployment Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-3
Significant Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-3
Building Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-3
Applications Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-4
Folder Structure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-4
Activeportal Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-5
Maximo Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-6
Maximohelp Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-7
Properties Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-8
Properties Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-8
maximo.properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-8
Opening Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-8
File Commenting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-9
Section Breaks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-9
Database Related Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-10
mxe.db.url . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-10
SMTP Section . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-10
Workflow Related Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-11
Reorder Related Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-11
Cron Task Manager Property . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-11
Properties for Actuate Report Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-12
doclink.properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-19
Opening Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-19
File Commenting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-20
Max File Size . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-21
Default Path . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-21
Application Server Setting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-21
Tools Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-21
Tools Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-21
Other Directories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-23
Resources Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-23
Appserver Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-24
PowerUpdateClient Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-24
Chapter Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-25
Maximo Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-25
Applications Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-25
Active Portal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-25






Table of Contents

Chapter 2: Overview of System Files


Chapter Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-2
Purpose . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-2
Chapter Focus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-2
Learning Objectives . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-2
System Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-3
Changing the Interface Timeout Setting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-3
Timeout Setting File Name and Location . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-3
Changing the Timeout Setting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-4
The maximo.properties File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-5
File Location . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-5
Opening Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-5
File Commenting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-6
Section Breaks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-6
Database Related Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-7
SMTP Section . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-7
Workflow Related Properties Section . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-7
Reorder Related Properties Section . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-8
Cron Task Manager Property Section . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-8
Properties for Actuate Report Server Section . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-9
Close the File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-9
The doclink.properties File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-14
File Location . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-14
Opening Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-14
File Commenting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-15
Section Breaks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-15
Max File Size . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-16
Default Path . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-17
Application Server Setting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-17
IBM Maximo Multi-Language Support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-18
Multi-Language Enabled Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-18
Error Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-18
WARNING: Changing Error Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-18
Multi-Language Utilities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-19
Server Deployment (EAR) Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-19
When to Rebuild and Redeploy EAR Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-20
Location of EAR Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-20
Deleting EAR Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-20
Rebuilding EAR Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-21
Stopping the IBM Maximo Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-22
How to Delete Your EAR File(s) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-23
How to Rebuild Your EAR File(s) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-23
Chapter Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-28
The maximo.properties File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-28
Server Deployment (EAR) Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-28






Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Table of Contents

Chapter 3: Signature Security


Chapter Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-2
Learning Objectives . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-2
Security Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-3
The People Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-3
The Users Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-3
The Security Groups Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-4
Users and Security Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-4
Default Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-5
How Access Is Determined . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-5
LDAP, SSO, PKI, and PKE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-6
What This Means to You . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-6
Person Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-7
Purpose . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-7
The People Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-7
Create a New Person Record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-8
Person Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-9
Using the Person Groups Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-9
Security Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-9
Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-10
Database Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-10
Security Group Profile Building: Example 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 -11
Security Group Profile Building: Example 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-12
The Security Groups Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-14
Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-14
Reviewing the Group Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-15
Reviewing the Sites Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-15
Reviewing the Applications Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-15
Reviewing the Storerooms Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-17
Reviewing the Labor Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-17
Reviewing the GL Components Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-19
Reviewing the Limits and Tolerances Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-19
Reviewing the Restrictions Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-20
Reviewing the Users Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-20
Creating Security Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-21
Creating a Security Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-21
IBM Maximo Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-24
Sarbanes-Oxley Compliance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-24
Managing Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-24
User Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-25
Creating IBM Maximo Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-26
The Users Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-26
Tabs in the Users Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-27
Creating a New User . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-28
Adding Users to Security Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-30
The Security Profile Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-32
User Security Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-33
Security Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 -34
Managing Users in Security Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 -34
Authorizing Group Reassignment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 -34
Challenge Exercise . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-36
Adding Users to Security Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 -36
Challenge Exercise . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-38



©Copyright IBM Corp. 2007



Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Table of Contents

Managing User Security Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-39


Changing a User’s Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-39
Creating Password Hints . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-40
Security Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-41
Resetting a Blocked User . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-43
Viewing a User’s Status History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-44
Creating Database Access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-45
Oracle SQL*Plus Commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-46
Chapter Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-47
Security Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-47
Person Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-47
Security Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-47
IBM Maximo Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-48
User Security Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-48

Chapter 4: Financial System Configuration


Chapter Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-2
Chapter Focus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-2
Learning Objectives . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-2
Managing Currency Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-3
Creating a Currency Code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-3
Managing Exchange Rates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-5
The Exchange Rates Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-5
Notes About Exchange Rates in IBM Maximo . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-6
Exchange Rate Rules and Logic: Two-Currency Logic . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-6
Exchange Rate Rules and Logic: Three-Currency Logic . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-7
Creating a New Exchange Rate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-7
GL Account Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-9
GL Account Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-9
MAXDEMO GL Account Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-10
The GL Account Configuration Dialog Box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-11
Required and Optional Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-11
Configuring the Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-12
Populating the Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-12
Clearing Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-12
The Chart of Accounts Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-13
The Chart of Accounts Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-13
GL Account Codes in Maximo . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-13
Usage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-14
Maintaining Codes in History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-14
GL Account Maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-15
Creating a New GL Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-15
Create and Apply a GL Clearing Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-17
Merging GL Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-18
Chart of Accounts Dialog Boxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-18
Financial Periods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-19
Purpose . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-19
Operating Principle . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-19
Financial Period Setup and Maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-20
Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-20
Creating a New Financial Period . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-21
GL Component Maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-22
Creating a GL Component . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-22
Application-Specific Accounts and Resource Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-24
Setting Default Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-24
Organization Default Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-25
Company-Related Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-25


• ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Table of Contents

Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-26
External Labor Control Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-26
Resource Codes Component . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-26
Resource Codes Dialog Box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-27
Updating the Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-27
Update Database Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-27
Update Your Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-29
Chapter Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-30
Managing Currency Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-30
Managing Exchange Rates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-30
Managing GL Account Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-31
Financial Periods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-31
GL Component Maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-31
Application-Specific Accounts and Resource Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-31
Updating the Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-32

Chapter 5: Administrative Applications


Chapter Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-2
Chapter Focus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-2
Learning Objectives . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-2
Managing Calendars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-3
The Calendars Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-3
Shift Patterns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-4
Creating a Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-5
Personal Calendars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-8
Creating a Personal Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-9
Report Aministration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-11
The Report Administration Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-11
For More Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-12
Request Pages for Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-12
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-12
Report Administration Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-12
Report Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-14
Modify an Existing Request Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-15
Check Your Work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-17
Configuring Cron Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-18
Purpose of the Cron Task Setup Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-18
Cron Task Definitions and Instances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-18
Supplied Cron Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-19
Access Levels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-21
Use Case . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-21
Creating a Cron Task Instance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-21
Setting the Parameters of an Instance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-24
Duplicating a Cron Task Instance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-24
Setting a New Instance to Run . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-26
Chapter Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-27
Managing Calendars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-27
Report Administration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-27
Configuring Cron Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-27




©Copyright IBM Corp. 2007 •

Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Table of Contents

Chapter 6: Application Setup


Chapter Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-2
Chapter Focus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-2
Learning Objectives . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-2
The Bulletin Board . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-3
Inserting a New Bulletin . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-3
Inserting a Bulletin for a Specific Recipient . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-4
Communication Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-6
Using Communication Templates with Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-6
Using Communication Templates with Escalations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-7
Substitution Variables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-7
The E-mail Listener . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-8
Terminology . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-9
E-mail Attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-10
Purpose of the E-mail Listener Configuration Application . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-11
E-mail Listener Configuration Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-11
Help Topics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-12
Using the E-mail Listener Configuration Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-13
Use Case Example . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-13
Creating an E-mail Listener Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-14
Checking Your Work [Optional] . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-15
Check Your Work [Optional]: Submit an SR through
E-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-16
Check Your Work [Optional]: View an SR Submitted through E-mail . . . . . . . . . . . . . . . . . . 6-16
Managing Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-17
The Actions Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-18
Available Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-18
How Do I … . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-19
Managing Escalations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-20
Escalation Levels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-20
Predefined Escalations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-21
The Escalations Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-21
The Online Help’s Sample Escalation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-22
Creating the Maximo Help Sample Escalation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-22
Chapter Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-25
The Bulletin Board . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-25
Communication Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-25
The E-mail Listener . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-26
Managing Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-26
Managing Escalations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-27



• ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Table of Contents

Chapter 7: Database Architecture and Configuration


Chapter Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-2
Chapter Focus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-2
Learning Objectives . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-2
Database Configuration Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-3
Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-3
Backing Up and Restoring Table Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-3
Before You Begin . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-3
Terms Used in This Chapter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-4
Attribute . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-4
Object . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-4
Data Dictionary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-4
Metadata . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-4
Record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-4
Relationship . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-5
View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-5
Data Dictionary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-5
Data Dictionary Object Associations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-6
Categories of Business Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-6
Maximo Data Dictionary Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-7
Data Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-8
Example . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-8
Data Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-9
The MAXATTRIBUTE Object . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-10
The MUSTBE Attribute . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-11
Database Configuration Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. 7-11
Purpose . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-12
Before You Begin . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. 7-12
Database Configuration Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. 7-13
Lists of IBM Maximo tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. 7-13
Object Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ..7 -14
Attributes Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. 7-15
Details for Attributes Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ..7-16
Indexes Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. 7-16
Relationships Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-17
Action Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. 7-17
Oracle Reserved Words . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ..7-19
Managing IBM Maximo Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. 7-21
The Object Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. 7-21
Internal Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. 7-22
Viewing Internal Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ..7-23
Challenge Question . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ..7-23
Displaying an Object . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. 7-24
Modify an Existing Object . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ..7-24
Create a New Object . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ..7-26
Deleting User-Defined Object . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. 7-28
Saving Your Changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ..7-28
Managing IBM Maximo Attributes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. 7-29
Attributes Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. 7-29
Modifying Attributes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. 7-30
The Attributes Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-30
Displaying an Object’s Attributes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. 7-31
Modifying an Attribute . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. 7-32
Creating a New Attribute . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ..7-33
Deleting User-Defined Attributes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. 7-35




©Copyright IBM Corp. 2007 •

Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Table of Contents

Creating Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-36


Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-36
Why Use Views? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-36
Managing Database Indexes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-37
Definition: Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-37
Purpose . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-37
IBM Maximo Indexes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-38
Modifying Indexes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-38
Example . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-38
The Indexes Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-38
Index Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-39
Creating an Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-39
Challenge Question . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-42
Dropping Indexes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-42
Refreshing Indexes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-43
Configuring the Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-44
WARNING . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-44
Saving Records and Configuring Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-44
Discarding Changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-45
Applying Configuration Changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-45
Challenge Exercise . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-48
The ConfigDB Batch File Parameters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-49
The ConfigDB Batch File Commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-50
Errors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-51
Restoring Backup Tables Manually . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-51
Restoring Backup Tables Manually . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-51
Restoring Backup Tables Manually . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-52
Deleting the Backup Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-52
Additional Database Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-53
Update Statistics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-53
Update Database Statistics [Optional] . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-54
Field Length and Format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-55
GL Account Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-56
Overview of E-signature and E-audit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-56
Electronic Signatures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-56
Electronic Audit Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-57
Required Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-57
Login Tracking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-57
E-signature Independent of E-audit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-57
Managing E-signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-58
The Electronic Signature Authentication Dialog Box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-58
E-signature for Menu Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-59
Checking E-signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-60
Managing E-audit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-62
E-audit Process Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-62
E-audit for Maximo Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-63
Optional Exercise . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-64
Additional Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-64
Text Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-65
Note . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-65
Site and Organization Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-66
Definitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-66



• ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Table of Contents

Chapter 8: Start Center and Security Group Setup


Chapter Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-2
Chapter Focus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-2
Learning Objectives . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-2
Security Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-3
Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-3
Security Group Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-4
List Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-4
Groups Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-5
Sites Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-5
Applications Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-6
Applications Table Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-6
Options Table Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-7
Storerooms Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-7
Labor Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-8
GL Components Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-8
Limits and Tolerances Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-9
Restrictions Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-9
Users Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-10
Security Groups Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-11
Overriding Password Duration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-11
Setting Security Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-11
Setting Security Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-11
Duplicating Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-12
Deleting Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-13
Creating a Security Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-13
Users and Security Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-16
Users and Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-16
Associating Users with Security Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-17
Associating a User with a Security Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-17
Authorize Group Reassignment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-22
Authorizing a User to Reassign Users to Other Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-22
Security Group Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-24
Combining and Merging Security Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-24
IBM Maximo Applications at the System Level . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-25
IBM Maximo Applications at the Organization Level . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-27
IBM Maximo Applications at the Site Level . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-28
Building Security Profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-29
Security Group Profile Building: Example 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-32
Security Group Profile Building: Example 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-34
The IBM Maximo Start Center . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-35
Start Center Template Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-36
Standard Centers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-37
Creating Start Centers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-41
Layout and Configuration Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-41
Portlets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-41
Capabilities and Uses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-42
Creating a New Start Center Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-42
Changing the Content Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-42
Changing the Order of Applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-45
Modifying an Existing Start Center Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-46
Overview of IBM Maximo Modules and Applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-47
Accessing Applications from the Start Center . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-48
Single-Page Applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-48
Review of Login Controls, User Status, and Security Groups . . . . . . . . . . . . . . . . . . . . . . . . 8-49
Login Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-49
User Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-50



©Copyright IBM Corp. 2007 •

Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Table of Contents

Chapter 9: Using the Application Designer


Chapter Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-2
Chapter Focus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-2
Learning Objectives . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-2
Application Designer Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-2
Application Designer Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-3
Before Using the Application Designer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-4
The Application Designer Work Area . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-5
Workspace Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-5
The Control Palette . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-6
Control Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-10
Modifying Control Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-10
Using the Application Designer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-12
Creating a New Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-12
Duplicating an Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-13
Adding Signature Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-15
Modifying Signature Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-17
Deleting Signature Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-18
Adding a Toolbar Button . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-19
Modifying a Toolbar Button . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-21
Deleting a Toolbar Button . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-22
Adding Items to the Search Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-23
Modifying Items on the Search Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-25
Deleting Items on the Search Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-27
Adding Menu Items to the Select Action Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-27
Modifying Menu Items on the Select Action Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-28
Deleting Menu Items on the Select Action Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-30
Importing an Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-30
Exporting an Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-31
Exporting a Single Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-31
Exporting Multiple Applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-32
Using Crossover Domains . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-33
Creating Fields for a Crossover Domain . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-33
Check Your Work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-36
Chapter Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-37
Application Designer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-37
Application Designer Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-37
Control Palette . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-37
Control Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-37



• ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Table of Contents

Chapter 10: Workflow


Chapter Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-2
Chapter Focus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-2
Learning Objectives . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-2
What Is Workflow? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-2
Workflow Goals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-3
What Makes Up Workflow? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-3
Pushing Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-4
Workflow Capabilities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-5
Several Categories of Workflows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-5
Notifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-6
Workflow Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-7
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-7
Locations of Workflow-Related Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-7
Workflow Administration Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-8
Workflow Designer Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-9
Actions Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-10
Roles Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-11
Communication Templates Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-12
Communication Templates Application: Recipients Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-12
Escalations Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-13
Workflow Inbox/Assignments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-14
Workflow Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-14
Review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-15
Workflow Stages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-16
Creating Workflow Processes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-17
Opening Workflow Designer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-17
Workflow Designer: Canvas Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-20
Canvas Tab: Node Tool Descriptions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-21
Extra Interaction Node Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-22
Canvas Tab: Additional Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-23
Process Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-24
Action Buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-25
Review Questions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-25
Exercise: Scenarios 1 and 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-26
Exercise 1: Enabling and Activating a Workflow Process . . . . . . . . . . . . . . . . . . . . . . . . . . 10-26
Enabling/Activation: Select Action Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-28
Exercise 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-28
Starting and Processing Records in a Workflow Process . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-29
Workflow Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-30
Methods for Initiating a Record in Workflow Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-30
Manually Routing a Record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-31
Escalation Initiated . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-31
Auto-initiation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-32
Interactive Initiate Checkbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-33
Escalation Initiation versus Auto-Initiate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-33
Stop a Workflow Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-33
Viewing Workflow History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-34
Viewing Workflow Assignments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-34
Viewing the Workflow Map . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-35
Accessing Workflow Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-36



©Copyright IBM Corp. 2007 •


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Table of Contents

Exercise Scenario 1: Solution Activation Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-37


Exercise 1: Manually Starting a Workflow Record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-38
Check Out the Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-39
Exercise Scenario 2: Requisition Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-40
Notes on the POSTATUS Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-41
Exercise 1A: Setting a Process to Auto-Initiate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-41
Exercise 1B: Automatically Starting a Workflow Record . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-42
Exercise 2: Self-Register Scenario . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-43
Exercise 3: Make the Process Available . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-44
Exercise 4: Follow the Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-45
Checking the Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-46
Review: Checking the Workflow History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-47
Check Out the Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-47
Exercise 1: Checking a Workflow Record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-48
Review: Checking the Current Assignments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-48
Exercise 2: Checking a Workflow Record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-48
Completing My Workflow Assignments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-49
Inbox/Assignments Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-49
What Happens When a Record Leaves Workflow? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-50
Exercise 1: Complete the PO Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-50
Challenge Question: The Workflow Map . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-53
Review: What Happens When a Record Leaves Workflow? . . . . . . . . . . . . . . . . . . . . . . . . 10-53
Exercise 2 Complete the Self Register Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-54
Exercise 3: Put the User into a Security Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-55
Chapter Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-57
Components of Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-57
Workflow Categories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-57
Location of Workflow Applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-57
Workflow Applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-57
Workflow Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-58
Three Stages of Workflow Development . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-58
Canvas Nodes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-58
Canvas Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-59
Action Buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-59
Workflow Select Action Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-59




©Copyright IBM Corp. 2007 •

Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Table of Contents

Chapter 11: Managing Domains


Chapter Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-2
Chapter Focus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-2
Learning Objectives . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-2
Managing Domains . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-3
DOMAINID . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-3
Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-3
The Domains Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-4
Beyond Domains . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-4
Modifying Domains . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-5
Synonym Domains . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-5
Adding a Synonym Value . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-5
Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-7
Checking Your Work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-7
Modifying an ALN Domain . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-8
Checking Your Work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-10
Creating Domains . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-11
Creating a New NUMERIC Domain . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-12
Associating a New Domain with an Attribute . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-14
Checking Your Work [Optional] . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-16
Add a New Table Domain . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-18
After Adding a Domain . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-20
Deleting a Domain . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-21
Creating a Crossover Domain . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-22
After You Add a Domain . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-22
Create a Crossover Domain . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-22
Associate the New Domain with an Attribute . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-24
Chapter Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-26
Managing Domains . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-26
Modifying Domains . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-26
Creating Domains . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-26
For More Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-27



• ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Table of Contents

Chapter 12: Working With Actuate Basic Report


& Deployment in Maximo

Adding Libraries. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 -1
Developing Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 -2
Deployment Report In Maximo . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12 -3



• ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 1: IBM Maximo File Structure
This chapter contains the following topics.

Topic See Page

Chapter Overview 1-2


Maximo Directory 1-3
Deployment Directory 1-3
Applications Directory 1-4
Properties Directory 1-8
Tools Directory 1-15
Other Directories 1-16
Chapter Summary 1-17



• 1-1


Chapter 1: IBM Maximo File Structure

Chapter Overview
Understanding the Maximo file structure (file types and locations) is essential to anyone
that is performing an implementation of Maximo and the application customizations that
go along with an implementation.

Chapter Focus
The focus of this chapter is to discuss the location, types, and importance of specific files
as they relate to the Maximo applications.

Learning Objectives
When you have completed this chapter, you should be able to:

• Describe the main components of the Maximo file structure

• Describe the Application file structure

• Locate the HTML CSS (Cascading Style Sheet) that Maximo uses to define the
look and appearance of the application

• Locate Maximo tags and business objects

For the purposes of this course, the discussion will focus on the following directories:
Applications, Appserver, Deployment, PowerUpdateClient, Resources, and Tools.



1-2 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 1: IBM Maximo File Structure

Maximo Directory

Files and Folders


The Maximo directory (C:\ maximo in Windows) is the repository for all the files required
by the Maximo application. Files such as XML, CSS (Cascading Style Sheet), Systems
Text, Java Class, JAR (Java Archive), BAT, JSP (Java Server Pages), JavaScript, and
maximo.properties reside in this directory.

Deployment Directory

Significant Files
The default directory within the deployment directory contains the .ear and .war files that
are built when the user runs the buildmaximoear.bat, buildacwebear.bat, and
buildhelpear.bat files in the deployment directory.

Building Files
Whenever the user makes changes to an existing Maximo JSP file, an Actuate report, or a
Maximo Help file, he or she must rebuild those specific .ear and .war files. Only when the
MXServer is restarted will the new file or the changes be recognized by the system.



©Copyright IBM Corp. 2007 • 1-3


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 1: IBM Maximo File Structure

Three files are used to create the .ear and .war files: buildmaximoear.bat,
buildhelpear.bat, and buildacwebear.bat.

File Name Description

buildmaximoear.bat Running this file will generate the maximo.ear file.


Running this file will generate the maximohelp.ear and
buildhelpear.bat
maximohelp.war files.
buildacwebear.bat Running this file will generate the acweb.ear file.

Applications Directory

Folder Structure
The Applications folder is arranged into a predefined directory structure. This structure is
important, as it is used as the basis for some of the features built into the framework.

This folder is a container folder for roots of the J2EE applications that Maximo uses. This
directory contains the following subdirectories:

Folder Name Description

Contains files and folders that are use to access, view, run,
Activeportal
and print reports in Actuate.
The Java classes used in applications are the Maximo
Maximo Business Objects (or components), commonly referred to
as MBOs (or MBCs).
Contains images and HTML help files used in most
Maximohelp
applications in Maximo.

Do not change this structure or add depth to this structure, as this will result in program
failures.

All folder names and page names should be in lower case, as this will avoid any case-
sensitive issues when running on UNIX platforms.



1-4 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 1: IBM Maximo File Structure

Activeportal Folder
The activeportal folder contains the analytics, channels, and dtd subfolders. This folder
contains files that are used to provide a foundation for channels and seamless integration
with other web sites. It is also used to access, view, run, and print stored reports in Actuate,
and to work with information objects in Actuate Query.

The Active Portal is a collection of tools that let you use Internet Explorer to access reports
stored in your Encyclopedia volume on the Actuate iServer. The Actuate Active Portal for
JSP is a collection of industry standard tools, such as JavaScript and JavaServer Page tags,
that lets Maximo users access reports through a Web browser. An Actuate Active Portal
application is packaged as acweb.war. The web.xml file, located in the <Maximo Root>
\applications \activeportal\WEB-INF folder, has configuration details about the Actuate
iServer. The context for this file is /acweb.



©Copyright IBM Corp. 2007 • 1-5


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 1: IBM Maximo File Structure

Maximo Folder
This folder contains the maximo business objects and helper/utility Java classes. Java
classes are located in this directory:

C:\Maximo\applications\maximo\businessobjects\classes\psdi\app

Each Java class is located in its respective applications folder. The properties folder
contains the maximo.properties file that is used to configure Maximo.



1-6 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 1: IBM Maximo File Structure

Maximohelp Folder
Contains images and HTML help files used in most applications in Maximo. A help file
named Maximo.html can also be viewed in the directory
C:\maximo\applications\maximohelp\helpweb\webmodule\en folder. This file can be
used to help users understand Maximo better.

Maximo Help is packaged as a Maximohelp.ear file, which can be shared by multiple


Maximo applications. If you have Help in multiple languages, all languages would be in
one .ear file. Maximo knows what language the user is using and displays Help
appropriately. Maximo Help can also be accessed directly through a Web server, using the
URL of the location of Help on the Web server. Maximo applications share the same
Maximo Help.



©Copyright IBM Corp. 2007 • 1-7


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 1: IBM Maximo File Structure

Properties Directory

Properties Folder
The properties folder contains files such as maximo.properties, logging.properties, and
doclink.properties.

maximo.properties
This file sets properties specific to the Maximo Application Server. This file provides many
of the properties used by the Maximo Application Server to start up.

The maximo.properties file is located in the following directory path:


C:\applications\maximo\properties.

Opening Folders
Open the maximo.properties file to start learning about it.

Depending on your training environment’s configuration, the code that you see on your
screen in this section may not exactly match these pages.

1. Using Windows Explorer, locate the maximo.properties file in the


C:\applications\maximo\properties directory.

At this time, do not make any changes to your maximo.properties file.

Any changes to any of your *.properties files will not take effect until you rebuild
and redeploy your maximo.ear file.

We will cover *.ear files later in this chapter.

2. Double-click on the maximo.properties file to open it in Notepad.

If an Open With dialog box displays, select Notepad to open the file.

3. Using the scroll bar, take a moment to look at the contents of the file while your
instructor briefly describes them.

Do not close the file; leave it open as your instructor covers the sections of the
maximo.properties file.


1-8 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 1: IBM Maximo File Structure

File Commenting
The maximo.properties file is commented to provide brief descriptions of its properties
and examples of how some of these properties are used. A comment line has a double
forward slash (//) at the beginning of the line.

Comment lines are used:

• With hyphens to separate sections within the file for easier reading

• To provide textual content in each section

• To disable properties

Section Breaks
New sections and their titles are comment lines surrounded above and below by two sets of
comment lines with a series of hyphens (--------).

A section header is often separated from its content by a single comment line with a series
of hyphens (--------).

Certain key sections of the maximo.properties file are described next.




©Copyright IBM Corp. 2007 • 1-9


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 1: IBM Maximo File Structure

Database Related Properties


The Database Related Properties section of the maximo.properties file contains
properties that supply information regarding connectivity to the database.

mxe.db.url
One property that is of particular interest in this section is the mxe.db.url property, which
tells the Maximo Application Server which database to connect to. Both the Oracle and
SQLServer syntaxes are provided in the commented content section above the mxe.db.url
property.

As with the mxe.db.url property, the other properties in this section are identified using
comments above the properties listed in the file.

SMTP Section
The SMTP section provides the identity of the outgoing mail server (SMTP).



1-10 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 1: IBM Maximo File Structure

Workflow Related Properties


The Workflow Related Properties section contains mxe.workflow.admin, which
indicates where the user should send e-mail notes generated by Workflow processes.

Reorder Related Properties


The Reorder Related Properties section specifically relates to the Maximo reorder process:
how long a reorder preview should remain available (mxe.reorder.previewtimeout).

Cron Task Manager Property


The Cron Task Manager Property section provides configuration for disabling cron
tasks.



©Copyright IBM Corp. 2007 • 1-11


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 1: IBM Maximo File Structure

Properties for Actuate Report Server


The Properties for Actuate Report Server section provides configuration parameters for
coordinating Maximo applications with the Actuate Report Server.

MEA Properties
The MEA Properties section provides parameters that configure some of the functionality
of Maximo when it is e-commerce-enabled or integrated with other ERP applications that
perform related functions.

Currently, MEA is beyond the scope of this course.

Close the File


After reviewing the contents of the maximo.properties file, close it by exiting from the
Notepad application.

Do not save any changes if prompted.

At this time do not make any changes to the maximo.properties file.

Any changes to any of the *.properties files will not take effect until the user rebuilds and
redeploys the maximo.ear file.



1-12 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 1: IBM Maximo File Structure

doclink.properties
The doclink.properties file provides just a few settings, which are used to configure the
Attached documents functionality in Maximo.

The doclink.properties file is located in the following default directory path:

C:\maximo\applications\maximo\properties

Opening Folders
Open the doclink.properties file.

Depending on your training environment’s configuration, the code that you see on your
screen in this section might not exactly match these pages.

1. Using Windows Explorer, locate the doclink.properties file in the


C:\applications\maximo\properties directory.

2. Double-click on the doclink.properties file to open it in Notepad.

If an Open With dialog box displays, select Notepad to open the file.

3. Using the scroll bar, take a moment to look at the contents of the file while your
instructor briefly describes them.

Do not close the file; leave it open as your instructor covers the sections of the
doclink.properties file.



©Copyright IBM Corp. 2007 • 1-13


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 1: IBM Maximo File Structure

File Commenting
The doclink.properties file is commented to provide brief descriptions of its properties and
examples of how some of these properties are used.

A comment line is identified by the number symbol (#) at the beginning of the line.
Comment lines are used:

• To disable properties

• With hyphens to separate sections within the file for easier reading

• To provide contextual information for each section



1-14 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 1: IBM Maximo File Structure

Max File Size


The mxe.doclink.maxfilesize property sets the maximum file size (in megabytes) for files
uploaded to the Maximo Application Server.

• 10 is the default value.

• Use 0 (zero) for unlimited file sizes.

Default Path
Use the mxe.doclink.doctypes.defpath property to set the default path. The default path is
used when you add new files to the Attached Documents Library.

Application Server Setting


Use this setting to identify the specified server’s URL. The following displays an example
for the BEA WebLogic Server. The textual content in the actual doclink.properties file
gives a thorough explanation of its use and includes examples.

Tools Directory

Tools Folder
The Tools folder contains the subfolders ANT, JAVA, and Maximo. The Maximo
directory is where the database can be reinstalled by running the maxinst file.



©Copyright IBM Corp. 2007 • 1-15


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 1: IBM Maximo File Structure

Other Directories

Resources Folder
The resources folder contains two subfolders: messages and presentations. The messages
folder contains the messages.xml file. This file is used to prompt the user with messages
according to his or her course of actions.

The user can edit this file with any standard text editor. It is good practice to create a new
text file when you generate or clone a custom application.

Appserver Folder
The appserver folder contains files and utilities specific to the application server
environment (WebLogic or WebSphere) that Maximo is running in. Currently, the folder
contains WebLogic-specific cluster Web application data, which can be used to set up a
cluster environment. The folder can be moved to anywhere and pointed to by WebLogic.

PowerUpdateClient Folder
The PowerUpdateClient folder contains the update application that is used to check
updates for Maximo.



©Copyright IBM Corp. 2007 • 1-16


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 1: IBM Maximo File Structure

Chapter Summary

Maximo Directory
The Maximo directory is the repository for all files and subfolders associated with Maximo
and its corresponding applications.

Applications Directory
The root of all files used in Maximo is located in the Applications directory. This directory
contains the activeportal folder, which supports reports in Actuate; the maximo folder,
containing the Java classes and MBOs; and the maximohelp folder, containing HTML help
files and images.

Active Portal
Active Portal lets the user use the Web to access reports in your Encyclopedia through
Microsoft Internet Explorer.



©Copyright IBM Corp. 2007 • 1-17


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 1: IBM Maximo File Structure



1-18 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 2: Overview of System Files
This chapter contains the following topics.

Topic See Page

Chapter Overview 2-2


Changing the Interface Timeout Setting 2-3
The maximo.properties File 2-5
The doclink.properties File 2-10
IBM Maximo Multi-Language Support 2-15
Server Deployment (EAR) Files 2-17
Chapter Summary 2-19



• 2-1


Chapter 2: Overview of System Files

Chapter Overview
System files affect the way Maximo runs. Most of the parameters in these files are set
during installation. However, you can manually change one or more parameters in system
files to set or modify the operation of aspects of the system.

Purpose
A system administrator must have a thorough understanding of system configuration
settings. In this chapter you will review some of the key system files in which these settings
are set or modified.

Chapter Focus
In this chapter, we familiarize you with the locations and the contents of the key system
files that you can modify after Maximo installation.

Learning Objectives
After you have completed this chapter, you should be able to:

• Identify the system files

• Locate and open the maximo.properties file to identify properties that the
Maximo Application Server uses to deliver services

• Locate and open the logging.properties file to identify properties that the
Maximo Application Server uses to log various operations

• Locate and open the doclink.properties file to identify properties that the
Maximo Application Server uses for attached documents

IBM Software suggests that you modify error messages for foreign language translation
purposes only!



2-2 • Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 2: Overview of System Files

System Files
This table lists the key system files and briefly describes their use.

File Name Use

Sets properties specific to the Maximo application


maximo.properties
server
logging.properties Sets logging properties for Maximo processes
Indicates the path to attached documents

doclink.properties Allows default settings to be modified to reflect the


path, or additional settings to reflect a non-standard
path

Changing the Interface Timeout Setting


By default, your Maximo session for all users will time out after 30 minutes. You can
change this setting to any number of minutes you want.

Note however, that this setting affects all users.

Timeout Setting File Name and Location


You change the timeout setting in the web.xml file. The directory path to this file is:

\\[Maximo_root]\applications\maximo\maximouiweb\webmodule\WEB-INF



©Copyright IBM Corp. 2007 • 2-3


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 2: Overview of System Files

Changing the Timeout Setting


Use the following steps to change your timeout setting.

1. Using Windows Explorer, locate your web.xml file in this directory:

\\[Maximo_root]\applications\maximo\maximouiweb\webmodule\WEB-INF

2. Right-click on the web.xml file and select:

Open with > Notepad

If Notepad does not appear as a menu selection, then select Choose Program…
and select Notepad from the resulting list in the Open With dialog box.

Do not check the Always use this program to open these files box.

3. Scroll down in the file until you see the timeout setting:

<session-timeout>30</session-timeout>

4. Replace the value of 30 with a new value of 90 (for 90 minutes).

5. Save and close your web.xml file.

Your new setting will not take effect until you rebuild and redeploy your maximo.ear
reference file. You will learn about *.ear files later in this chapter.



2-4 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 2: Overview of System Files

The maximo.properties File


The maximo.properties file provides many of the properties that the Maximo application
server uses to start up and configure Maximo.

This section highlights only some of the key parameters and sections in the
maximo.properties file. Check your technical documentation for more details regarding
the maximo.properties file.

File Location
The maximo.properties file is located in the following directory path:

\\[Maximo_root]\applications\maximo\properties

Opening Files
In this exercise you will open the maximo.properties file to start learning about it.

Depending on your training environment’s configuration, the code that you see on your
screen in this section might not exactly match these pages.

1. Using Windows Explorer, locate the maximo.properties file in the


\\[Maximo_root]\applications\maximo\properties directory.

At this time, do not make any changes to your maximo.properties file.

Any changes to any of your *.properties files will not take effect until you rebuild
and redeploy your maximo.ear file. You will learn about *.ear files later in this
chapter.

2. Double-click on the maximo.properties file to open it in Notepad.

If an Open With dialog box opens, select Notepad to open the file.

3. Using the scroll bar, take a moment to look at the contents of the file while your
instructor briefly describes them.

Do not close the file; leave it open as your instructor covers the sections of the
maximo.properties file.



©Copyright IBM Corp. 2007 • 2-5


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 2: Overview of System Files

File Commenting
The maximo.properties file is commented to provide brief descriptions of its properties
and examples of how some of these properties are used. A comment line has a double
forward slash (//) at the beginning of the line.

Comment lines are used:

• With hyphens to separate sections within the file for easier reading

• To provide textual content in each section

• To disable properties

Double slash denotes a comment line or a


disabled property value

Comments contain hyphens to separate:


• sections from each other
• section titles from section content

Section Breaks
New sections and their titles are comment lines preceded and followed by two sets of
comment lines with a series of hyphens (--------). A section header is often separated from
its content by a single comment line with a series of hyphens. Certain key sections of the
maximo.properties file are described next.



2-6 • Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 2: Overview of System Files

Database Related Properties


The Database Related Properties section of the maximo.properties file contains
properties that supply information regarding connectivity to the database.

Of particular interest in this section is the mxe.db.url property, which tells the Maximo
Application Server which database to connect to. Both the Oracle and SQL Server
syntaxes are provided in the commented content section above the mxe.db.url property. As
with the mxe.db.url property, the other properties in this section are identified using
comments above the properties listed in the file.

SMTP Section
The SMTP section provides the identity of the outgoing mail server (SMTP).

Workflow Related Properties Section


This section contains mxe.workflow.admin, which indicates where you should send
e-mail notes generated by Workflow processes.



©Copyright IBM Corp. 2007 • 2-7


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 2: Overview of System Files

Reorder Related Properties Section


The maximo.properties file contains a section specifically related to the Maximo reorder
process: how long a reorder preview should remain available
(mxe.reorder.previewtimeout).

Cron Task Manager Property Section


The Cron Task Manager Property section provides configuration for disabling cron
tasks. You will learn about the Cron Task application later in this course.



2-8 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 2: Overview of System Files

Properties for Actuate Report Server Section


This section provides configuration parameters for coordinating Maximo applications with
the Actuate Report Server. Report Administration is covered later in this course. The
writing of reports with the Actuate tool set is covered in a separate course.

Close the File


After reviewing the contents of the maximo.properties file, close it by exiting from the
Notepad application.

Do not save any changes if prompted.

Do not make any changes to your maximo.properties file at this time.

Any changes to any of your *.properties files will not take effect until you rebuild and
redeploy your maximo.ear file. You will learn about *.ear files later in this chapter.



©Copyright IBM Corp. 2007 • 2-9


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 2: Overview of System Files

The doclink.properties File


The doclink.properties file provides just a few settings, which are used to configure the
Attached Documents functionality in Maximo.

This section highlights only some of the key parameters and sections in the
doclink.properties file. Check your technical documentation for more details regarding
the many properties in the doclink.properties file.

File Location
The doclink.properties file is located in the following default directory path:

\\[Maximo_root]\applications\maximo\properties.

Opening Files
In this exercise you will open the doclink.properties file to start learning about it.

Depending on your training environment’s configuration, the code that you see on your
screen in this section may not exactly match these pages.

1. Using Windows Explorer, locate the doclink.properties file in the


\\[Maximo_root]\applications\maximo\properties default directory.

2. Double-click on the doclink.properties file to open it in Notepad.

If an Open With dialog box opens, select Notepad to open the file.

3. Using the scroll bar, take a moment to look at the contents of the file while your
instructor briefly describes them.

Do not close the file; leave it open as your instructor covers the sections of the
doclink.properties file.



2-10 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 2: Overview of System Files

File Commenting
The doclink.properties file is commented to provide brief descriptions of its properties and
examples of how some of these properties are used. A comment line has the number symbol
(#) at the beginning of the line.

Comment lines are used:

• With hyphens to separate sections within the file for easier reading

• To disable properties

• To provide contextual information for each section

Section Breaks
New sections and their titles are comment lines preceded and followed by two sets of
comment lines with a series of hyphens (--------).

A section header is often separated from its content by a single comment line with a series
of hyphens.



©Copyright IBM Corp. 2007 • 2-11


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 2: Overview of System Files

Max File Size


The mxe.doclink.maxfilesize property sets the maximum file size (in megabytes) for files
uploaded to the Maximo application server.

• The default value is 10.

• Use 0 for unlimited file sizes.



2-12 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 2: Overview of System Files

Default Path
Use the mxe.doclink.doctypes.defpath property to set the default path. The default path is
used when you add new files to the Attached Documents Library. You will learn about
the management of Attached Documents later in this course.

Application Server Setting


Use this setting to identify the URL for your specified server. An example for the
the text in the actual doclink.properties file gives a thorough explanation of its use
and includes examples.



©Copyright IBM Corp. 2007 • 2-13


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 2: Overview of System Files

IBM Maximo Multi-Language Support


Maximo provides multiple language support. Maximo supports multilanguage using dual
objects in the database. For each multilanguage-enabled object, there is an equivalent
object with an L_ prefix.

Multi-Language Enabled Objects


There are currently 16 multilanguage enabled objects:

• Fourteen are internal (Maximo data dictionary) objects.

• The remaining two are the Companies object and the Item object.

Every object in the Maximo database has an ISLANG attribute:

• 1 indicates that it is language enabled.

• 0 indicates that it is not language enabled.

Error Messages
Error messages reside in the MAXMESSAGES object and are imported from the
messages.xml file. The messages.xml file resides in the following directory:

\[Maximo_root]\resources\messages

Do not modify data in the MAXMESSAGES object.

WARNING: Changing Error Messages


Changing the content of error messages can be dangerous. If error messages do not contain
the original text, users can be misinformed when an error occurs. IBM Software support
staff will also have a harder time understanding user issues when users call Support with
problems. IBM Software suggests making changes to the messages.xml file for
localization and translation only.



2-14 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 2: Overview of System Files

Multi-Language Utilities
There are four utilities (Windows command BATch files) Maximo uses in conjunction with
multilanguage support.

Utility Explanation

exportlang.bat Used to create a localized version of a Maximo database.


Takes an XML file (created from exportlang.bat) and
importlang.bat populates the tables of the specified languages with its
contents.
Allows a user to delete language tables from the database.
deletelang.bat
This application will never delete the base language tables.
resetbaselang.bat Allows a user to reset the base language in Maximo.

Server Deployment (EAR) Files


Maximo has adopted a technology standard known as J2EE. As a part of this standard,
XML files are compiled along with other files to create a set of Enterprise Application
Archive (EAR) files. This section describes the steps you need to perform if you make a
change that requires you to rebuild and redeploy the .ear files.

The .ear files are the ones to which the application server actually refers when deploying
Maximo. The following chart depicts the steps you must take to rebuild and redeploy .ear
files.



©Copyright IBM Corp. 2007 • 2-15


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 2: Overview of System Files

When to Rebuild and Redeploy EAR Files


Whenever you modify a Maximo application (for example, .xml files, maximo.properties,
doclink.properties, or logging.properties), you must rebuild the .ear files. Any time you
rebuild the .ear files you should first remove the old .ear files. Then you must rebuild the
.ear files and redeploy the new .ear files for the modifications to be accepted.

Location of EAR Files


.ear files are located in the \\[Maximo_root]\deployment\default directory.

The contents of your default directory will look similar to the following graphic, depending
on the installed applications:

The BEA WebLogic Server refers directly to .ear files. The IBM WebSphere Server uses
.ear files as the basis for creating deployed application files in another location.

An IBM Software standard training environment for Maximo uses BEA WebLogic 8.1.

You should speak with your Maximo server administrator for details regarding the setup at
your company.

Deleting EAR Files


If the .ear files already exist in the \\[Maximo_root]\deployment\default directory during
the rebuilding process, the system maynot update the files.

It is strongly suggested that you delete the specific .ear file(s) that you want to rebuild
before rebuilding, thus rebuilding them from scratch. This ensures that the files created
during the rebuilding process are new and updated with your changes.



2-16 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 2: Overview of System Files

Rebuilding EAR Files


Maximo uses Windows OS command files (*.cmd) to build the .ear files.

The following table describes the *.cmd files. The files are located in the
\\[Maximo_root]\deployment directory.

Build File Name Purpose

Builds Maximo application reference file:


buildmaximoear.cmd
maximo.ear
Builds Maximo help reference file:
buildhelpear.cmd
maximohelp.ear, maximohelp.war
Builds Actuate (report server) reference file:
buildacwebear.cmd
acweb.ear

You call the buildmaximoear.cmd file to rebuild the maximo.ear file for Maximo
applications. You can call it from the command prompt or by double-clicking the file
directly from Windows Explorer.

This graphic displays sample output from when the buildmaximoear.cmd file is
running.

You should run the build*ear.cmd files from the command prompt.

Stopping the IBM Maximo Server


Before you rebuild and redeploy .ear files, you must first stop the Maximo Application
Server.



©Copyright IBM Corp. 2007 • 2-17


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 2: Overview of System Files

How to Delete Your EAR File(s)


Remember, you should delete the existing .ear file(s) that you need to rebuild before
rebuilding it. Use the following steps to delete your maximo.ear file that we need to
rebuild. (Remember that we want our new timeout setting to take effect.)

1. Using Windows Explorer, navigate to your \\[Maximo_root]\deployment\default


directory.

2. When you are in this directory, delete your maximo.ear file.

How to Rebuild Your EAR File(s)


Earlier in this chapter you changed the timeout setting for our Maximo interface. Your
change will not take effect until we rebuild and then redeploy the maximo.ear file. Use the
following steps to rebuild your maximo.ear file.

1. If you have not already done so, use Windows Explorer to navigate to your
\\[Maximo_root]\deployment\default directory and then delete your current
maximo.ear file.

2. Use your Windows Start button to open a Windows Command Prompt session.

3. Using Windows DOS commands, navigate to your


\\[Maximo_root]\deployment directory.

4. Enter buildmaximoear at the Windows command prompt.

Result: The buildmaximoear.cmd file runs and displays results as it builds a new
maximo.ear file.

5. When the buildmaximoear.cmd file finishes building your new maximo.ear


file, it displays a BUILD SUCCESSFUL message, as shown in the following
graphic.

At the Windows command prompt, type exit and then press Enter.
After rebuilding your .ear file(s), you must redeploy.



©Copyright IBM Corp. 2007 • 2-18


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 2: Overview of System Files

Chapter Summary

The maximo.properties File


Most of the properties relating to the Maximo Application Server are set in the
maximo.properties file.

The file is broken up into sections that relate to the types of properties in each section.
Sections are denoted by a series of hyphens (-----).

Some properties can be turned on and off by commenting them using a double slash
(//). Other properties use a binary 1 or 0 to turn them on and off, with 1 being on and 0
being off.

Server Deployment (EAR) Files


Maximo has adopted a technology standard known as J2EE. As a part of this standard, JSP
files are compiled with other files to create a set of reference files.

These reference files are the ones to which the Web server actually refers when deploying
Maximo. They are located in the DEPLOYMENT directory in the Maximo application
directory.



2-19 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 3: Signature Security
This chapter contains the following topics.

Topic See Page

Chapter Overview 3-2


Security Overview 3-3
Person Records 3-7
Security Groups 3-9
The Security Groups Application 3-14
Creating Security Groups 3-21
IBM Maximo Users 3-24
Creating IBM Maximo Users 3-26
User Security Settings 3-33
Managing Users in Security Groups 3-34
Managing User Security Settings 3-39
Chapter Summary 3-47



• 3-1


Chapter 3: Signature Security

Chapter Overview
The primary purpose of the Signature Security application is to establish and maintain
Maximo Users and Security Groups. This chapter also touches on person records and
person groups.

• All security access to Maximo is based on Security Groups.

• Each Maximo User is associated with one or more security groups, each of which
can have different levels of access to Maximo.

• Security setup is described in detail in the IBM Maximo System Administrator’s


Guide, but you should be aware of how security settings can affect your ability to
use Maximo.

• When setting up a security group, you define access capabilities to applications


and their menus.

• A system administrator can add or delete Security Group users at any time.

• Any Maximo user can be assigned as a system administrator.

Learning Objectives
When you have completed this chapter, you should be able to:

• Describe the People application

• Discuss Maximo Signature Security strategy

• Create Maximo users

• Create security groups

• Set password protection

• Identify when and how to block and activate users



3-2 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 3: Signature Security

Security Overview
The following three applications are key to security in Maximo:

• People application (Resources module)

• Users application (Security module)

• Security Groups application (Security module)

The People Application


The People application captures common personal information:

• Labor

• Users

• Asset custodians

• Asset owners

• Help desk callers

The Users Application


The Users application identifies Maximo users and has these features:

• Status with history

• Forced password expiration

• Single step to update settings for multiple users (Groups, Default Site, Default
Storeroom)



©Copyright IBM Corp. 2007 • 3-3


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 3: Signature Security

The Security Groups Application


The Security Groups application is a single point of contact for group-dependent settings:

• Sites

• Application authorizations

• Purchasing limits

• Invoice tolerances

• Start Centers

• GL component authorizations

• Labor authorizations

• Storeroom authorizations

• Group restrictions

Users and Security Groups


Some of the Maximo security features are as follows:

• All security access to Maximo is based on Security Groups.

• When setting up a security group, you define access capabilities to applications


and their menus.

• A description can be seen after you insert a new group.

• One group’s setting can be independent of other groups.

• A user can be a member of multiple groups.

• Any user can have administrative rights within a group.

• Any Maximo user can be assigned as a system administrator.

• A system administrator can add users to, or delete users from, a security group at
any time.

• My Profile has been added for users.

• Maximo is Government FIPS 140-2 compliant.

• Maximo is also Sarbanes-Oxley issues compliant.




3-4 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 3: Signature Security

Default Values
There are no default Start Centers for new groups. The Start Center field is not a required
field. With out-of-the-box Maximo, create at least one new group that includes a Start
Center Template.

Out-of-the-box Maximo includes a default user: MAXADMIN.

Use this user only to sign in to Maximo for the first time; then create new users and new
groups, and thereafter use one of the new users to sign in.

Warning: Do not change any settings for the MAXADMIN user!

How Access Is Determined


When a user tries to access an application, the security objects will check to see what the
maximum access is, based on the combination of the user’s roles:

• Application access types

• Read

• Insert

• Save

• Delete

In addition, the user’s access to options (Actions) will be checked. Access always has a site
component, as follows:

• All sites

• Specified sites

• No sites specified

• Organization access is derived from the site access, not specified.



©Copyright IBM Corp. 200 • 3-5


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 3: Signature Security

LDAP, SSO, PKI, and PKE


LDAP: Lightweight Directory Access Protocol

• Authentication via a central directory for all applications in an organization.

• The Microsoft brand is Active Directory.

SSO: Single Sign-On

• User authenticates (provides user name and password) once and is granted access
to all applications (OS, e-mail, Maximo) without providing credentials to an
additional sign-in screen.

• SSO is often implemented in conjunction with LDAP.

PKI: Public Key Infrastructure

• The U.S. Government has set up an infrastructure for issuing public digital
certificates to authenticate the identity of people and providers.

PKE: Public Key Encryption

• Encryption and decryption of information, usually using the combination of a


public and private key or digital certificate to authenticate a user or provider.

Maximo supports these by leveraging the application server’s authentication mechanisms.


If you are using LDAP with Microsoft Active Directory, both users and security groups
must be unique to each other.

What This Means to You


What this means to you:

• Maximo has very robust security features.

• Maximo is an extremely flexible security architecture to meet a wide range of


requirements.

• There are three scenarios for implementation:

– Simple: One site and group per user, sites, applications, all in one group.
– Moderate: Multiple sites in a single organization can have multiple groups
per user and site administration.
– Complex: Multiple organizations or groups, functionality divided among
groups, multiple levels of administration, multiple asset classes managed.


3-6 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 3: Signature Security

Person Records
A person record is a record in the People application of an individual who might appear
somewhere on a Maximo record—for example, in a Reported By or Affected Person field
on a service request, as a Supervisor on a labor record, or as the value in a Ship To or Bill
To Attention fields on a purchasing record.

Purpose
Person records are at the system level, so more than one labor or user can be associated with
each person record, as long as the Labor and Users are in different organizations.

• Each person record might or might not be a Maximo User or Labor in Maximo.

• Person records can stand by themselves.

• Each Maximo User must have a corresponding person record.

• Each Labor in Maximo must have a corresponding person record.

• A Labor record and a Maximo User can have the same person record.

The People Application


Use the People application to create, modify, view, and delete person records. This
application serves as a storehouse of personal and official information on individuals such
as Maximo users, labors, asset owners, supervisors, and individuals who receive workflow
notifications via e-mail.

The People application contains the following tabs:

• List to search Maximo for a person’s record

• Person to create, modify, view, or delete a person’s record



©Copyright IBM Corp. 2007 • 3-7


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 3: Signature Security

Create a New Person Record


Use the following steps to create a new people record in Maximo for yourself.

1. Sign in to Maximo and open the People application.

Result: The People application displays a list of existing people records.

2. Click the New Person icon to insert a new people record.

Result: The People application displays a blank record, ready for editing.

The Person field and the Notice of E-commerce Exceptions are the only
required fields.

3. Enter the following information:

Field Value
Person [Your FI & Your Last Name]
Ex.: Jane Doe = JDoe
First Name [Your First Name]
Last Name [Your Last Name]
Display Name [Any desired Display Name]

You can fill in any other optional information, such as Address, and so on.

4. Save your new people record.




3-8 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 3: Signature Security

Person Groups
Use the Person Groups application to create, view, and modify person groups. A person
group consists of people, who might or may not be workers. After you have created these
groups, you can designate a person group as a work group or as an owner on a work order
or on a ticket.

A person group can also be the recipient of a document routed by the Workflow
application. If a document such as a purchase order or a work order is routed to a person
group, everyone in the group can receive the document unless Workflow is configured to
send it only to someone in the group whose calendar indicates that they are available.

Using the Person Groups Application


You also use the Person Groups application to:

• Remove a person from a person group

• Assign a person group to a work order

• Define alternate people for workflow

• Assign a person group to workflow

Refer to the “How Do I …” section of Maximo Help for more information.

Security Groups
Security Groups are a key component in the Maximo security architecture. They provide
system administrators with a flexible, robust way to manage user authorization and access.
A security group allows you to set up access rights to sites, applications, menus,
storerooms, labor, and GL components.

Each Maximo user can belong to one or more security groups, with each security group
having different levels of access. By combining security groups, you have the ability to
create a virtual profile that is flexible enough to meet the security needs of almost any
organization.



©Copyright IBM Corp. 2007 • 3-9


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 3: Signature Security

Information
The following statements refer to security groups:

• You can have multiple security groups assigned to each Maximo user.

• Use security groups to define privileges.

• Privileges can be independent or cumulative.

• Privileges are controlled by a user with administrative privileges.

We will discuss Maximo users after we discuss security groups.

Database Objects
When you create a new security group, Maximo creates a record in the MAXGROUP
object. The following table lists the database objects where various kinds of security group
information are stored.

Some settings (denoted with an asterisk *) are security group dependent.

Security Setting Database Object

Security Group MAXGROUP


* Site Access SITEAUTH
* Application Authorizations APPLICATIONAUTH
* Purchasing Limits MAXGROUP
* Invoice Tolerances MAXGROUP
Start Centers MAXGROUP
* GL Component Authorizations GLAUTH
* Labor Authorizations LABORAUTH
* Storeroom Authorizations LOCAUTH
* Group Restrictions GROUPRESTRICTION
Users GROUPUSER



3-10 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 3: Signature Security

Security Group Profile Building: Example 1


By associating a user with two or more security groups, you can build a virtual profile, as
demonstrated in the following example.

Security Group 1: Bedford Read Only

Security Group 2: Nashua Supervisor



©Copyright IBM Corp. 20073 • 3-11


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 3: Signature Security

Virtual Profile: Maximo user added to both Security Groups (1 and 2)

This example uses Independent (not combined) Security Groups.

Security Group Profile Building: Example 2


This second example demonstrates a Virtual Profile with combined security groups.

Security Group 1: Northeast Sites



3-12 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 3: Signature Security

Security Group 2: Manager Approvals

Security Group 3: Manager Applications

Virtual Profile: Maximo user added to Security Groups (1, 2, and 3)



©Copyright IBM Corp. 2007 • 3-13


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 3: Signature Security

The Security Groups Application


The tabs of the Security Groups application enable you to create, search, and configure
various settings for security groups.

Tabs
The following table describes each tab of the Security Groups application. See the IBM
Maximo System Administrator’s Guide for more information.

This Tab… Displays…

List A list of security groups created for your system


The selected security group name, description, and a Y/N
Group flag indicating whether the attributes of this security group
can be combined
Whether the security group is active; if it is, the Sites tab
Sites
displays the names of all active sites
The applications that have been assigned to this security
Applications group and the appropriate level of access for each
application: Read, Insert, Save, and Delete
The storerooms that have been assigned to this security
Storerooms group, including the storeroom name, description, and site
location
Labor The labor authorizations
A list of GL component types that the security group has
GL Components the authorization to change: Cost Center, Activity,
Element, and Resource
Approval limits and tolerances for members of the security
Limits and Tolerances
group at the organizational level
Restrictions in the form of SQL statements that let you
Restrictions further grant or restrict access to Maximo features,
functions, and data
Users The users who are members of the security group



3-14 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 3: Signature Security

Reviewing the Group Tab


Follow these steps to get familiar with the Group tab of the Security Groups application.

1. Open the Security Groups application and select the Maintenance security
group using the List tab to display the Maintenance security group.

2. Discuss the fields on the Group tab with your instructor.

Reviewing the Sites Tab


Follow these steps to get familiar with the Sites tab of the Security Groups application.

1. Click to select the Sites tab.

Result: The Sites tab displays no sites available to the Maintenance security
group.

2. Discuss the Sites tab with your instructor.

Question: Why are there no sites associated with this security group?

Hint: Is this an independent security group?

Reviewing the Applications Tab


Follow these steps to get familiar with the Applications tab of the Security Groups
application.

1. Click to select the Applications tab.



©Copyright IBM Corp. 2007 • 3-15


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 3: Signature Security

Result: The Applications tab displays each application for which the security
group has access, the level of access for each application, and the actions for each
application.

2. Discuss the available applications for the Maintenance security group with your
instructor.

Question: Of those applications to which the Maintenance security group has any
type of access (Read, Insert, Save, or Delete), which applications does the
Maintenance security group not have access to all of the Options for
[Application]?

Hint: There are two.



3-16 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 3: Signature Security

Reviewing the Storerooms Tab


Follow these steps to get familiar with the Storerooms tab of the Security Groups
application.

1. Click to select the Storerooms tab.

Result: The Storerooms tab displays no storerooms available to the Maintenance


security group.

2. Discuss the Storerooms tab with your instructor.

Question: Why may there be no storerooms assigned to the Maintenance security


group?

Reviewing the Labor Tab


Follow these steps to get familiar with the Labor tab of the Security Groups application.

1. Click to select the Labor tab.

Result: The Labor tab displays the labor authorizations for the Maintenance
security group.



©Copyright IBM Corp. 2007 • 3-17


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 3: Signature Security

2. The following table explains each Labor Authorization setting.

Setting Description

If you want this Security Group to have access to all labor


Authorize records, select this setting.
Group for All
Labor? When you select this, Maximo prevents you from making
any other selections.
Authorize
Group for When you select this setting, the Security Group has
Labor in Their access only to labor records in their same crew.
Same Crew?
Authorize
Group for
When you select this setting, the Security Group has
Labor in Their
access only to labor records in their same person group.
Same Person
Group?
Authorize
Group for When you select this setting, the Security Group has
Labor They access only to labor records of labor they supervise.
Supervise?
Authorize
When you select this setting, the Security Group has
Group for Their
access only to their own labor records.
Own Labor?

3. Discuss the Labor tab with your instructor.

Question: What would happen to the remaining authorizations if you were to


select Authorize Group for All Labor?



3-18 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 3: Signature Security

Reviewing the GL Components Tab


Follow these steps to get familiar with the GL Components tab of the Security Groups
application.

1. Click to select the GL Components tab.

Result: The GL Components tab displays the GL (General Ledger) components


that this group has the authorization to change.

2. Discuss the GL Components tab with your instructor.

Reviewing the Limits and Tolerances Tab


Follow these steps to get familiar with the Limits and Tolerances tab of the Security
Groups application.

1. Click to select the Limits and Tolerances tab.

Result: The Limits and Tolerances tab displays the limits and tolerances
allocated to the Maintenance security group.

2. Discuss the Limits and Tolerances tab with your instructor.



©Copyright IBM Corp. 2007 • 3-19


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 3: Signature Security

Reviewing the Restrictions Tab


Follow these steps to get familiar with the Restrictions tab of the Security Groups
application.

1. Click to select the Restrictions tab.

Result: The Restrictions tab displays any additional restrictions on the


Maintenance security group.

2. Discuss the Restrictions tab with your instructor.

Reviewing the Users Tab


Follow these steps to get familiar with the Users tab of the Security Groups application.

1. Click to select the Users tab.

Result: The Users tab displays all of the Maximo users assigned to the
Maintenance security group.

2. Discuss the Users tab with your instructor.



3-20 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 3: Signature Security

Creating Security Groups


In this section you will create a new security group.

Creating a Security Group


Use the following steps to create a new security group.

Remember, beyond training, you can always refer to the “How Do I…” section of Maximo
Help.

1. Open the Security Groups application from the Security module.

2. Click the New Group button.

Result: The Group tab opens ready for editing.

3. Enter the following values.

Field Value
Group [YourLastName]
Description [YourLastName] Group
Start Center Template 2 (Maintenance)
Independent of Other
[Selected]
Groups?

Normally, the Group and the Description fields should be descriptive of the
group’s role. You are using your last name here solely for the training
environment.



©Copyright IBM Corp. 2007 • 3-21


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 3: Signature Security

4. Save your record and write your new group here:

Remember to periodically save your work, especially before switching to another


tab.

Result: Your new security group should look similar to the following graphic.

5. Click to select the Sites tab.

Result: The Sites tab opens ready for editing.

6. Click the New Row button, enter the following value, and then save your record:

Field Value
Site Texas

Result: Your new security group should look similar to the following graphic.

7. Click to select the Applications tab.

Result: The Applications tab opens ready for editing.

8. In the Applications section, click the Read All button and then save your record.

Result: All appropriate check boxes in the Read column are selected.

9. Ensure that in the Applications section, the Actions application is selected.

Then, in the Options for Actions [Application] section, click to select the Grant
Access? check boxes for:

Save Current Query


View/Manage Queries



3-22 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 3: Signature Security

10. Save your record.

Result: Your new security group should look similar to the following graphic.

11. You will not be adding any information for this new security group right now.

Close the Security Group application by returning to the Start Center.

Next you will look at Maximo users, and then add a new user to our new security group.



©Copyright IBM Corp. 2007 • 3-23


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 3: Signature Security

IBM Maximo Users


The Users application, in the Security module, allows system administrators to add and
manage Maximo users. System administrators can manage access rights and passwords,
and display a hierarchical view of each Maximo user’s security profile.

When you create new Maximo users, they are automatically added to a default security
group (DEFLTREG) with limited authorizations and privileges.

Sarbanes-Oxley Compliance
Requirement: Auditing—exactly who has accessed what data. Implemented in Maximo
through:

• Login tracking

• No shared logins

• E-audit

• E-signature

• Authentication is done within Maximo or via the application server (no database
users by default)

Managing Users
When creating a new Maximo user, you can create the people record for the new user at the
same time by populating the fields in the Personal section of the Users application.

The Login ID for a new user, which defaults to the newly created User ID, is the login name
the user will use when signing in to Maximo. A user’s Login ID can be their employee
number, their e-mail address, or some other identification according to your business
practices.

When adding a new user, you can also specify the user’s default insert site and storeroom.

Storerooms are only unique in combination with their site.

Moreover, and most important from a security standpoint, when adding or updating users
you can assign each user to one or more security groups.



3-24 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 3: Signature Security

User Actions
The following table briefly describes some of the user actions available to system
administrators.

Refer to the IBM Maximo System Administrator’s Guide for more information.

Action Description

Change Status Allows you to change status for one or more users at one time.
Status History displays a date and a time stamp whenever an
View Status History
administrative user changes the status of a user.
Allows you to create or delete a native database user ID. You
Database Access can also change the database password for an existing user with
a database user ID.
Allows you to change a user’s Maximo and/or database
passwords.
Change Passwords You typically need to change a user’s password when the user
becomes blocked (for example, by entering an incorrect
password too many times).
Allows an administrative user to force a user to verify their
Set Password Hint
identity before resetting their password.
Allows an administrative user to update/change the security
Set Security Profile
profile settings for a group of users.
Authorize Group Allows you to give a selected user the authority to assign users
Reassignment to one or more security groups.
Allows you to specify system-wide defaults:
• Default security group for new users
Security Controls • Default user status for self-registered users
• Tracking of user sign-in attempts
• Specification of password configuration settings.
Allows you to select a different people record to associate with
Change Person
a selected user.
Duplicate User Allows you to create a new user quickly.
Delete User Allows you to delete a Maximo user from the system.



©Copyright IBM Corp. 2007 • 3-25


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 3: Signature Security

Creating IBM Maximo Users

The Users Application


Through the Users application you can:

• Create a Person record when you create a user

• Assign Security Groups

Tables updated by the Users application include:

• MAXUSER – User information

• PERSON – Person record

• PHONE – Optional

• EMAIL – Optional

• GROUPUSER – Relationship between Security Groups and Users

• USERPURGL – Optional

• GRPREASSIGNAUTH – Optional



3-26 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 3: Signature Security

Tabs in the Users Application


The Users application is in the Security module and has four tabs:

• List

• User

• Groups

• Security Profile

You will look at these tabs as you do the following exercises in creating a new user.



©Copyright IBM Corp. 2007 • 3-27


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 3: Signature Security

Creating a New User


Use the following steps to create a new Maximo user. Remember, beyond training, you can
always refer to the “How Do I…” section of Maximo Help.

1. Open the Users application.

Result: The Users application opens to the List tab.

2. Click the New User button.

Result: The User tab opens ready for editing.

3. Click the Detail Menu button of the Person field and choose Select Value.

Result: The Select Value dialog box opens.



3-28 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 3: Signature Security

4. Click to select the person you created earlier in this chapter.

Example: This course book uses: FILAST – Your Display Name

Result: The personal information from your people record is entered into your
new user record.

5. Enter the following information.

Field Value
User [Your Last Name & Your FI]

Tab out of the Person field.

Result: Maximo displays the following message.

6. Click No and enter the following information:

Field Value
User Name [Your Choice]
Notice that the User Name field (case-sensitive) defaults to an all-
lowercase version of the User field’s value.
Password Passw0rd
Confirm Password Passw0rd
We will discuss password requirements later in this chapter. Passwords
are case-sensitive and the default setting requires a minimum of six
characters.



©Copyright IBM Corp. 2007 • 3-29


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 3: Signature Security

7. Write down your user name and your password information here:

User Name:
Password:

8. Save your record.

9. Enter the following information in the User Settings section:

Field Value
Default Insert Site Bedford
Storeroom Site Bedford
Default Storeroom Central
Storerooms are unique only in combination with their site.

10. Save your record.

Adding Users to Security Groups


Recall that new users, by default, are automatically added to the limited Security Group
DEFLTREG. You can also change the security group to which new users default.

However, in this exercise you will add your new user to an existing security group.

1. If you are not already in the Users application, open it to the new user you created
in an earlier exercise.

2. Click to select the Groups tab.

Result: The Groups tab opens.



3-30 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 3: Signature Security

3. Click New Row.

Result: A new row opens for editing.

4. Click the Detail Menu button of the Group field and choose Select Value.

Result: The Select Value dialog box opens.

5. Find the BEDFORDSITE security group and click to select it.

6. Save your record.

Result: Your new user is now added to the BEDFORDSITE security group.



©Copyright IBM Corp. 2007 • 3-31


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 3: Signature Security

The Security Profile Tab


The Security Profile tab displays a hierarchical structure of the selected user’s accesses
and privileges based on the user’s assigned security groups.

1. If you are not already in the Users application, open it to the new user you created
in an earlier exercise.

2. Click to select the Security Profile tab.

Result: Maximo displays the Security Profile tab.

3. Take some time to explore the security profile for your new user.

4. When you are finished exploring the security profile for your new user, return to
the Start Center.



3-32 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 3: Signature Security

User Security Settings


In this section you will look at some of the user security settings available from the Select
Action menu.

Chapter 17 of this course provides an overview of Workflow. For more detailed


information, refer to the IBM Maximo Workflow Using Maximo 6 (for IT).



©Copyright IBM Corp. 2007 • 3-33


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 3: Signature Security

Security Settings
The following table briefly describes each setting.

Use This Setting… To…

Change the status between active and inactive for


Change Status
the selected user
View History View status history for the selected user
Database Access Manage database access for the selected user
Change Passwords Manage passwords for the selected user
Set Password Hint Manage a password hint for the selected user
Set Security Profile Manage the security profile for the selected user
Authorize group reassignments for the selected
Authorize Group Reassignment
user
Security Controls Set system-wide security controls
Change Person Change the password for the selected user

Managing Users in Security Groups

Authorizing Group Reassignment


Earlier in this course you created both a new user and a new security group. However, you
cannot yet add your new user to the new security group. As you might recall from an earlier
discussion, each security group must have at least one user authorized to add new users to
that security group. Use the following steps to authorize group reassignment for the user
wilson to your new security group.

1. Sign in to Maximo as wilson (or as otherwise directed by your instructor).

Username: wilson
Password: wilson

Usernames and passwords are case-sensitive.

2. Open the Users application.



3-34 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 3: Signature Security

3. From the List tab, find and select the user WILSON (or as directed by instructor).

4. From the Select Action menu, select Authorize Group Reassignment.

Result: The Authorize Group Reassignment dialog box opens.

5. Click New Row.

Result: A new row opens ready for data entry.

6. Click the Detail Menu button of the Group field and choose Select Value.



©Copyright IBM Corp. 2007 • 3-35


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 3: Signature Security

Result: The Select Value dialog box opens.

7. Click to select the group that you created earlier in this course.

Result: The Select Value dialog box closes, with your selection populating the
appropriate Group fields in the Authorize Group Reassignment dialog box.

8. Click OK.

Result: The Authorize Group Reassignment dialog box closes, and your
selected user is now authorized to add users to your new security group.

9. Save your record.

Challenge Exercise
Authorize the new user you created earlier to authorize group reassignment for your new
security group.

Adding Users to Security Groups


Use the following steps to add the user WILSON (or the user you are signed in as, if
otherwise directed by your instructor) to your new security group that you created earlier
in this chapter.



3-36 • Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 3: Signature Security

1. Sign in to Maximo as wilson (or as otherwise directed by your instructor):

Username: wilson
Password: wilson

Usernames and passwords are case-sensitive.

2. Open the Users application.

3. From the List tab, find and select the user WILSON (or as otherwise directed by
your instructor).

Result: The User tab opens with the selected record.

4. Click on the Groups tab.

Result: The Groups tab opens ready for editing.

5. Click New Row.

Result: A new row opens ready for data entry.

6. Click the Detail Menu button of the Group field and choose Select Value.



©Copyright IBM Corp. 2007 • 3-37


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 3: Signature Security

Result: The Select Value dialog box opens.

7. Click to select the group that you created earlier in this course.

Result: The Select Value dialog box closes with user WILSON now added to your
new security group.

8. Save your record.

Challenge Exercise
Add the new user you created earlier to your new security group.



3-38 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 3: Signature Security

Managing User Security Settings

Changing a User’s Password


Use the following steps to change your new user’s password.

1. Sign in to Maximo as wilson/wilson (or as otherwise directed by your instructor).

User names and passwords are case-sensitive.

2. Open the Users application.

3. From the List tab, find and select your new user.

4. From the Select Action menu, select Change Passwords.

Result: The Change Passwords dialog box opens.

5. Enter the following information into the Change Passwords dialog box:

Field Value
New Password [Your Choice]
Confirm Password [Your Choice]

Write it here:

Force expiration of password is not enabled.




©Copyright IBM Corp. 2007 • 3-39


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 3: Signature Security

6. Click OK, and save your record.

7. Sign out of Maximo, and then sign back in to Maximo using your new user’s User
Name and new Password.

8. After a successful sign-in with your new user, sign back out of Maximo.

Creating Password Hints


Use the following steps to create a password hint for your new user.

1. Sign in to Maximo as wilson/ wilson (or as otherwise directed by your instructor).

2. Open the Users application.

3. From the List tab, find and select your new user.

4. From the Select Action menu, select Set Password Hint.

Result: The Set Password Hint dialog box opens.

5. Click the Select Value button in the Password Hint Question field.

Result: The Select Value dialog box opens.



3-40 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 3: Signature Security

6. Click on MAIDENNAME to select it as the Password Hint value.

Result: MAIDENNAME populates as the value in the Password Hint Question


field of the Set Password Hint dialog box.

You will add more values to the Password Hint Question field when you learn
about domains later in this course.

7. Enter the following information into the Set Password Hint dialog box:

Field Value
Answer [Your Choice]

Write it here:

8. Click OK.

Result: Your new user now has a password hint set.

Security Controls
Security controls, unlike the remainder of the items on the Select Action menu, are system-
wide (versus user-specific). Follow these steps to change some of the security controls.

1. Sign in to Maximo as wilson/wilson (or as otherwise directed by your instructor).

2. Open the Users application.

3. From the List tab, find and select your new user.



©Copyright IBM Corp. 2007 • 3-41


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 3: Signature Security

4. From the Select Action menu, select Security Controls.

Result: The Security Controls dialog box opens.

5. Here you can see the various system-wide security controls.

In the Login Tracking section, enter the following information.

Field Value
Login Attempts Allowed 3

6. Click OK.

Result: The number of sign-in attempts is changed to 3 and the Security Controls
dialog box closes.

7. Sign out of Maximo.

8. Using your new user’s initial password Passw0rd, sign back in to Maximo with
your new user’s user name.

Result: You should get an error message similar to the following graphic.



3-42 • Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 3: Signature Security

9. Click OK, and then repeat the previous step two more times, for a total of three
attempts.

Hint: Remember, you set the number of sign-in attempts to 3.

Result: After the third attempt, you should get an error message similar to the
following graphic.

10. Click OK.

Resetting a Blocked User


Use the following steps to reset a blocked user.

1. Sign in to Maximo as wilson/wilson (or as otherwise directed by your instructor).

2. Open the Users application.

3. From the List tab, find and select your new user.

4. From the Select Action menu, select Change Status.

Result: The Change Status dialog box opens.

5. Change your new user’s status from INACTIVE to ACTIVE.



©Copyright IBM Corp. 2007 • 3-43


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 3: Signature Security

6. Click OK.

Result: Your new user can now sign in to Maximo.

7. Reset the Login Attempts Allowed setting back to 10.

8. Now sign out of Maximo and try to sign back in with your new user, using the
new user’s correct password.

9. After a successful sign-in, sign back out of Maximo.

Viewing a User’s Status History


Use the following steps to view a user’s status history.

1. Sign in to Maximo as wilson/wilson (or as otherwise directed by your instructor).

2. Open the Users application.

3. From the List tab, find and select your new user.

4. From the Select Action menu, select View History.

Result: The View History dialog box opens.

5. When you are finished viewing the history for your new user, click OK to close
the View History dialog box.



3-44 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 3: Signature Security

Creating Database Access


Create a user with Database access when you want to access the Maximo database outside
of Maximo with a third-party tool. Use the following steps to create database access for
your new user.

Specific (Oracle) SQL commands need to be run against your Oracle Maximo user in order
for this exercise to work. This exercise should work correctly in a standard IBM Software
training environment. The necessary commands are listed at the end of this exercise.

1. Sign in to Maximo as wilson/wilson (or as otherwise directed by your instructor).

2. Open the Users application.

3. From the List tab, find and select your new user.

4. From the Select Action menu, select Database Access.

Result: The Database Access dialog box opens.



©Copyright IBM Corp. 2007 • 3-45


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 3: Signature Security

5. Enter the following information:

Field Value
Database User ID [Your Choice]
Write your DB User ID here:
Password [Your Choice]
Confirm Password [Same as above]
Write your DB Password here:

Warning: You may get an error message. If you do, this means that your database
is not set up to allow Maximo to create database users. This topic is addressed
later in this course.

Click OK.

Result: The error message window closes.

6. Click OK (in the Database Access dialog box) to create your database user.

7. [Optional] To test, log in to SQL*Plus as your newly created database user.

Log out of SQL*Plus after a successful login.

Oracle SQL*Plus Commands


Use these SQL commands, connected as SYSTEM, to enable Maximo to create database
users:

grant connect, resource to maximo identified by maximo;


grant create session to MAXIMO with ADMIN OPTION;
grant DBA to maximo;
grant create user to MAXIMO;
grant drop user to MAXIMO;
grant alter user to MAXIMO;
grant create public synonym to maximo;
grant drop public synonym to maximo;
commit;



3-46 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 3: Signature Security

Chapter Summary

Security Overview
The following three applications are key to security in Maximo:

• People application (Resources module)

• Users application (Security module)

• Security Groups application (Security module)

Person Records
A person record is a record in the People application of an individual who may appear
somewhere on a Maximo record. Person records are at the system level, so more than one
labor or user can be associated with each person record as long as the Labor and Users are
in different organizations.

Security Groups
Security groups are a key component in the Maximo security architecture. They provide
system administrators with a flexible, robust way to manage user authorization and access.
A security group allows you to set up access rights to sites, applications, menus,
storerooms, labor, and GL components.

Each Maximo user can belong to one or more security groups, with each security group
having different levels of access. By combining security groups, you have the ability to
create a virtual profile that is flexible enough to meet the security needs of almost any
organization.



©Copyright IBM Corp. 2007 • 3-47


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 3: Signature Security

IBM Maximo Users


The Users application, in the Security module, allows system administrators to add and
manage Maximo users. System administrators can manage access rights and passwords,
and display a hierarchical view of each Maximo user’s security profile.

When you create new Maximo users, they are automatically added to a default security
group (DEFLTREG) with limited authorizations and privileges.

You can change the default group for new users and for self-registered users.

User Security Settings


You can set the following user security settings.

Use This Setting… To…

Change the status between active and inactive for the


Change Status
selected user
View History View status history for the selected user
Database Access Manage database access
Change Passwords Manage passwords
Set Password Hint Manage a password hint
Set Security Profile Manage the security profile
Authorize Group Authorize group reassignments
Reassignment
Security Controls Set system-wide security controls
Change Person Change the password



3-48 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 4: Financial System
Configuration

This chapter contains the following topics.

Topic See Page

Chapter Overview 4-2


Managing Currency Codes 4-3
Managing Exchange Rates 4-5
GL Account Configuration 4-9
The Chart of Accounts Application 4-13
GL Account Maintenance 4-15
Financial Periods 4-19
GL Component Maintenance 4-22
Application-Specific Accounts and Resource Controls 4-24
Updating the Database 4-27
Chapter Summary 4-30



• 4-1


Chapter 4: Financial System Configuration

Chapter Overview
This chapter covers Financial Management topics and will give you hands-on experience
in adding specific financial data.

Chapter Focus
The intent of this chapter is to provide a high-level overview of key application elements
and functionality.

You will obtain maximum benefit if you:

• Work actively with your instructor during demonstrations and exercises

• Ask many questions that relate to your additional informational needs

Learning Objectives
When you have completed this chapter you should be able to perform some key functions
of the Financial applications, including:

• Entering a currency code

• Creating an exchange rate

• Entering a new GL account code

• Entering a new financial period

• Updating your database



4-2 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 4: Financial System Configuration

Managing Currency Codes


Use the Currency Codes application to define currency codes and to specify which codes
can currently be used in Maximo. A currency code is a short, user-defined value that you
create to represent a currency, for example, CND for the Canadian dollar.

The Currency Codes application contains all the currency codes used by Maximo.

Maximo stores currency codes at the system level. All organizations can view and use the
defined currency codes and add new ones as needed.

After you establish an active currency code, you can use that currency code wherever a
Currency field appears, such as in Purchase Requisitions, Purchase Orders, Invoices,
and Companies.

Though you use the Currency Codes application to define currencies, you use the
following applications to perform other currency administration tasks:

• Organizations to specify the base currency for an organization

• Exchange Rates to set up exchange rates between currencies for defined periods

Creating a Currency Code


A currency code record consists of a currency code, its description, and a setting specifying
whether it is currently available to be used in Maximo.

Maximo stores currency codes at the system level; all organizations can use them.

To define exchange rates between currencies, use the Exchange Rates application. To
establish a base currency, use the Organizations application.

Use the following steps to create a currency code.

1. Open the Currency Codes application.

Hint: It is in the Financial module.

Result: The Currency Codes application opens.



©Copyright IBM Corp. 2007 • 4-3


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 4: Financial System Configuration

2. Click New Row.

Result: A new row opens for data entry.

3. In the Currency field, enter SFR (for the Swiss Franc).

4. In the Description field, enter Swiss Franc.

5. By default, the Active field is selected.

Leave this field selected.

6. Save your record.

Result: Your new currency code is added to the database, and your display should
look similar to the following graphic.



4-4 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 4: Financial System Configuration

Managing Exchange Rates


Use the Exchange Rates application to enter, view, and modify exchange rates used for
converting currencies.

When a user enters an amount in a foreign currency (for example, on a purchase requisition,
purchase order, or invoice) Maximo finds the active exchange rate for that currency to
calculate the cost in the organization’s base currency. If Maximo does not find the exchange
rate between two currencies explicitly defined, it will use specific rules and logic to
calculate the exchange rate from other exchange rates, if they exist.

Maximo stores exchange rates at the organization level. Therefore, each organization
defines and maintains its own exchange rates. Currency codes are stored at the system level
and are available to all organizations.

Though you use Exchange Rates to define exchange rates between currencies, you use the
following applications to perform other aspects of currency administration:

• Currency Codes to define the currency codes

• Organizations to specify the base currency for an organization

The Exchange Rates Application


The Exchange Rates application contains an exchange rates table window in which you
enter and modify exchange rates for a selected organization for specific periods.

The main table window lists all the exchange rates that have been entered for a selected
organization (EAGLENA in this example).



©Copyright IBM Corp. 2007 • 4-5


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 4: Financial System Configuration

Notes About Exchange Rates in IBM Maximo


Exchange rates fluctuate over time. In Maximo, you can enter as many exchange rate rows
for a single currency as needed. You can also edit the Exchange Rate and Memo fields in
an existing Exchange Rate row. Also note the following properties:

• You can define multiple exchange rates between the same two currencies (A to B,
for example), but the specified dates cannot overlap.

• On any one given date, you can define only one exchange rate between two
currencies (the Active Date and the Expiration Date fields do not include time of
day).

• If there is a gap between specified exchange rate periods for a currency pair, for
example, a month when no rate is specified, then Maximo does not default to any
existing rate. It finds no exchange rate.

• There is no time stamp on records for both the effective date and the expiration
date. The effective date and the expiration date become effective when the actual
date on the server changes, essentially behaving as if a 12:00 a.m. time stamp
were on the record.

Exchange Rate Rules and Logic: Two-Currency Logic


If Maximo does not find an explicitly defined exchange rate between two currencies, it will
make the conversion using information from other defined exchange rates, if they exist.

In the Exchange Rates application, defining an exchange rate from one currency to another
implies an inverse relationship. If Maximo does not find a particular currency exchange rate
for a given date, it will look to see if the inverse relationship is defined and automatically
use the inverse relationship to calculate the currency conversion.

Example: If the exchange rate from currency A to B is 4.0, then the exchange rate from
currency B to A is 0.25 (if 1 A = 4 B, then 1 B = 0.25 A). If you specified only an A to B
exchange rate, and the cost of a PO item is in currency B, a user can specify currency A on
a PO and Maximo automatically makes the conversion to currency B.



4-6 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 4: Financial System Configuration

Exchange Rate Rules and Logic: Three-Currency Logic


Maximo can also determine an exchange rate when two currencies are independently
defined relative to a third.

Example: If you define exchange rates from A to C and from B and C, then Maximo can
still calculate A to B or B to A. If 1 A = 2 C and 1 B = 4 C, then B is twice the value of A.
Therefore, 1 B = 2 A and 1 A = .5 B. In terms of exchange rates for this example, the
following relationships exist:

A to C is 2.0

B to C is 4.0

A to B is 0.50

B to A is 2.0

For Maximo to use the three-currency logic, one of the three currencies must be the Base 1
currency.

Creating a New Exchange Rate


Use the following steps to create a new Exchange Rate for the new Currency Code you
entered earlier in this course (SFR – Swiss Franc).

1. Open the Exchange Rates application.

Hint: It is in the Financial module.

2. In the Organization section, click to select EAGLENA.

Result: The Exchange Rates for… section displays all the defined exchange rates
for the selected organization (EAGLENA).

3. Click New Row.

Result: A new row opens for data entry.



©Copyright IBM Corp. 2007 • 4-7


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 4: Financial System Configuration

4. In the Convert from Currency field, click the Select Value button.

Result: The Select Value dialog box opens.

5. Click to select SFR (Swiss Franc).

Result: SFR is selected and the Select Value dialog box closes.

6. In the Convert To Currency field, click the Select Value button.

Result: The Select Value dialog box opens.

7. Click to select USD (United States of America Dollar).

Result: USD is selected and the Select Value dialog box closes.

8. Enter .8765 in the Exchange Rate field.

Current real rate as of the development of this exercise:


http://finance.yahoo.com/currency

The exchange rate is the multiplier Maximo uses to calculate the conversion, as
shown in the following equation:

Convert From Currency x Exchange Rate


= Convert To Currency

– The exchange rate can have up to seven digits (the default) to the right of the
decimal point.
– You can use the Database Configuration application (discussed later in this
course) to change this.

9. In the Active Date field, enter: [Today’s Date]

Hint: You can use the Select Date button.

10. In the Expiration Date field, enter: [One month from today]

11. Save your record.

Result: Maximo inserts the new row in the table, grouping it with other currency
pairs of the same kind, if present.



4-8 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 4: Financial System Configuration

GL Account Configuration
The objective of GL accounts is to collect financial data that corresponds in scope and
format with an outside accounting system.

Before using GL account codes in Maximo, you will need to configure the format of your
codes in the Database Configuration application.

After formatting codes, you can set up and manage specific account codes using the Chart
of Accounts application.

GL Account Components
Each general ledger account code consists of a number of distinct components (also called
segments). In Database Configuration, you define the account code format using the GL
Account Configuration dialog box. In Chart of Accounts, you specify which components
are valid for use in Maximo.

Individual components are not GL account codes. GL account codes are defined as a
specific set of combined components. Therefore, not all combinations of components are
necessarily GL account codes.

For easy identification, you can use delimiters to separate components when they are
displayed on the screen. For example, you might use hyphens to separate components:
6100-400-SAF.

By default, Maximo writes account strings to the database in a concatenated format,


without delimiters. However, if required by the accounting system to which you are
exporting Maximo data, you can specify that delimiters be included.

This needs to be decided before any accounts are entered in the database.

Warning: Changing this setting with existing accounts in the database will cause existing
accounts to become invalid.



©Copyright IBM Corp. 2007 • 4-9


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 4: Financial System Configuration

For any account code, you can:

• Define up to 20 components

• Restrict a single component’s field length to a certain number of characters

• Include a total of up to 254 characters/digits, not including delimiters (unless you


choose to include the delimiters as part of the account code)

Note that components are not fixed length; they are only defined as a maximum
length.

MAXDEMO GL Account Components


Account components are displayed in a sequential format, with the leftmost component in
the string representing the highest level. For example, in the MAXDEMO database (used
in a standard IBM Software training environment), four component levels are defined:

• Component 1 = Cost Center

• Component 2 = Activity

• Component 3 = Resource

• Component 4 = Element

The fourth component in MAXDEMO is optional and no accounts have been assigned to
it. Because account components are concatenated, with the highest-level component at the
left, the MAXDEMO database account 6100-350-SAF can be represented as follows:

Component 1 Component 2 Component 3 Component 4


6100 350 SAF
Cost Center Activity Resource Element

The fourth component does not appear as part of the GL Account because it is an optional
component and no values have been assigned to it in Chart of Accounts for the
MAXDEMO database.

Your general ledger system has rules regarding whether an account is acceptable when
partially defined, or whether it must be fully defined:

• A fully defined (or fully specified) account has no unknown values (placeholders)
in required components.

• A partially defined (or partially specified) account contains placeholders in some


required components.



4-10 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 4: Financial System Configuration

In the previous example, the account 6100-350-SAF is fully defined. The fourth component
is optional and does not require any characters.

The account 6100-???-SAF is partially defined; the required Activity component is not
specified and therefore contains placeholder characters.

The GL Account Configuration Dialog Box


To configure and set up Maximo GL accounts, you select the GL Account Configuration
action in the Database Configuration application. The GL Account Configuration
dialog box looks like the following graphic.

Use this dialog box to name each component segment and specify its characteristics.

Configuration and setup of account code formats is generally done during initial
implementation. Therefore, you should not have to do this as a system administrator.

Required and Optional Components


You can specify whether a GL account component is required or optional using the
Required column in the GL Account Configuration dialog box.

• If a component is required, the code is validated when data is entered into the
component.

• If a component is optional, the presence of valid data is still required, but the user
can omit it.



©Copyright IBM Corp. 2007 • 4-11


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 4: Financial System Configuration

Required components must appear in order before optional codes. For example:

1234-ABC-BB1-DEF567

Mandatory Mandatory Mandatory Optional

Configuring the Database


You must complete two steps to configure GL account codes before you can use them to
collect data and transmit it to your financial system:

• Configure codes in the GL Account Configuration dialog box in the Database


Configuration application and save your changes. This step stores the
configuration data in the GLCONFIGURE object.

Recall that individual components are not GL account codes. GL account codes
are a specific set of combined components. Therefore, not all combinations of
components are necessarily GL account codes.

• Reconfigure the database. This step ensures that several objects that use the data
are reconfigured properly.

You will learn about database configuration later in this course.

Populating the Codes


With the code components set, you can download account code data (the data comprising
each individual code) from your accounting system.

Clearing Accounts
You may recall that we learned earlier that a clearing account is required when you create
a new organization. A clearing account is an accounting term. The actual clearing account
is determined by your financial system.

A clearing (or holding) account is used for transfers between organizations. Suppose that
you need a forklift transferred from one organization to another organization. While it is in
transit, the associated cost needs to be put in a clearing account because it is not being used
by either organization. In Maximo a clearing account is required for all organizations, thus
it is needed in order to activate a new organization.


4-12 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 4: Financial System Configuration

The Chart of Accounts Application


Whether you download GL accounts from your financial system or set them up manually,
you use the Chart of Accounts application to maintain the list of account codes.

In this section you will look closely at the variety of screens and options in the Chart of
Accounts application.

The Chart of Accounts Application


The Chart of Accounts application is the central repository for GL account data. With it,
you define values for the different components. You then link various component values to
create GL account codes for specific financial tracking purposes.

The GL Accounts tab displays a list of all the accounts for the selected organization.

Chart of Accounts data is maintained at the organization level.

GL Account Codes in Maximo


Placeholder characters represent a component that has not been assigned a value; for
example, 6000-???-350.

You define the format of the account code in Maximo in the following ways:

• To define the number, length, and data type of components; whether the
components are required; and the delimiter (if any), use the GL Account
Configuration action in the Database Configuration application.

• To specify a placeholder character, use the System Settings action in the


Organizations application.

Maximo users enter GL account codes in GL Account fields using the Select GL Account
dialog box. You, the administrator, specify the validation rules for what users can enter by
using the Validation Option dialog box in Chart of Accounts. Among other things, the
rules determine whether users can enter any combination of component values or whether
they are restricted to GL account codes stored in Chart of Accounts.



©Copyright IBM Corp. 2007 • 4-13


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 4: Financial System Configuration

Usage
Use the Chart of Accounts application to:

• Create, view, and modify general ledger account codes and components

• Set up financial periods

• Set up a number of default GL accounts, including an organization account,


company-related accounts, and external labor control accounts

• Define resource codes

• Specify GL validation options

Maximo stores GL accounts at the organization level. Therefore, each organization must
have its own chart of accounts system, and GL accounts cannot be shared across
organizations.

An organization must have a GL clearing account before you can make it active. Therefore,
after you create an organization you must at minimum use Chart of Accounts to create a
clearing account for the organization. You can create or download other accounts as well.

Maintaining Codes in History


When a component of an existing GL account code is modified, existing transaction records
referencing that code will not update.

Using this methodology, accounting systems can then maintain accurate records in history.



4-14 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 4: Financial System Configuration

GL Account Maintenance

Creating a New GL Account


Although it is likely that you will add a new GL account code by downloading it from your
accounting system, you can also add codes manually.

Use the following steps to add a GL account code manually.

1. Open the Chart of Accounts application from the Financial module.

2. In the Organization section, select EAGLENA.

Result: Maximo displays a list of GL accounts for the EAGLENA organization,


similar to the following graphic.

3. Click New Row.

Result: A new row opens for data entry.



©Copyright IBM Corp. 2007 • 4-15


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 4: Financial System Configuration

4. Click the Select Value button of the GL Account field.

Result: The Select GL Account dialog box opens. The first component is
highlighted; in your example, it is COST CENTER.

5. Click to select 6100 – Administration.

Result: 6100 – Administration is selected and the Select GL Account dialog box
displays a list of available second components. In our example, it is ACTIVITY.

6. Click to select 199 – Production Training.

Result: 199 – Production Training is selected and the Select GL Account dialog
box displays a list of available third components. In our example, it is
RESOURCE.

7. Click to select 000 – General.

Result: 000 – General is selected and the Select GL Account dialog box displays
a list of available fourth components. In your example, it is ELEMENTS.

You are not adding any elements.

8. Click OK.

Result: The Select GL Account dialog box closes and your new GL account code
(6100-199-000) is created.



4-16 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 4: Financial System Configuration

9. Tab to the Description field and enter the following description:

Production Training+Admin+General

10. Tab to the Type column and enter EXP.

This user-defined code signifies the type of account being added.

11. Save your record.

Result: Your new GL account should look similar to the following graphic.

You will have to scroll through several pages or use the Filter functionality to find
your new GL account.

Create and Apply a GL Clearing Account


Using the following information and what you have learned so far, create a GL clearing
account for your new PAPER organization, and then apply it.

1. Access the GL Component Maintenance dialog box from the Select Action
menu in the Chart of Accounts application.

Hint: Ensure that your PAPER organization is selected.

2. Create the following individual components for your PAPER organization, and
save your record:

Cost Center Activity Resource


6000 100 000
Overhead General Clearing

3. In the GL Accounts for PAPER section, click New Row, create the following
GL account, and save your record:

6000-100-000 Overhead+General+Clearing



©Copyright IBM Corp. 2007 • 4-17


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 4: Financial System Configuration

4. From the Organizations application, select your PAPER organization.

In the Clearing Account field, click Select Value and select your new clearing
account (6000-100-000).

5. Activate your PAPER organization and save your record.

Result: Your PAPER organization should look similar to the following graphic.

Merging GL Accounts
There are instances when a GL account field may not be uniquely specified. For example,
there might be a GL account for a location and a GL account for a piece of equipment.
Generating work orders and other kinds of transactions often requires choosing from
among account component values, and Maximo invokes a set of rules on how to handle
them.

When GL accounts are merged, they are merged component by component, and a defined
component always supersedes an undefined component. For example, if the first
component of one account code is 6000 and the other is ???? (a placeholder), the resulting
merged first component will be 6000.

For many transactions, the merge must choose between defined components. Refer to the
Finance Manager’s Guide for detailed information on how GL accounts merge during
transactions.

Chart of Accounts Dialog Boxes


The Chart of Accounts application includes dialog boxes for setting up default GL
accounts and resource codes for a number of standard accounting functions. You typically
set up these accounts and resource codes within Maximo to correspond with accounts that
you already use in your external accounting system.



4-18 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 4: Financial System Configuration

Refer to the General Ledger Accounts chapter of the IBM Maximo Finance Manager’s
Guide for more information on using these accounts.

Listed are the dialog boxes you use to define financial periods, set up default GL accounts,
and define resource codes. When you update the database, the account codes defined with
these dialog boxes are also updated, depending on which of the three update choices you
select.

• Financial Periods

• Organization Default Accounts

• Company Related Accounts

• External Labor Control Accounts

• Resource Codes

You will be learning about these dialog boxes in the following sections.

Financial Periods

Purpose
The administrator or person responsible for maintaining financial accounting must define
financial accounting periods in the database.

Operating Principle
All Maximo transactions can be set up to have a financial period stamp when they are
generated. This means they must occur during an open, valid financial period. Maximo
allows you to define these periods.

The format of the financial period is determined by the requirements of the accounting
system used with Maximo.

You can turn off financial period validation by using the Validation Options dialog box.



©Copyright IBM Corp. 2007 • 4-19


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 4: Financial System Configuration

Financial Period Setup and Maintenance


Use the Financial Periods dialog box in the Chart of Accounts application to define and
maintain financial periods. If you set up Maximo to use financial periods, then Maximo
adds a financial period stamp to all transactions when they are generated, and the
transactions must occur during an open, valid financial period. You must define at least one
financial period.

If you want Maximo to validate the data against financial periods, make sure the Validate
Financial Periods box is selected in the Validation Options dialog box.

The requirements of the accounting system you use with Maximo will determine the format
of the financial period.

Maximo ensures that you insert rows sequentially and does not allow time gaps or overlaps
between periods.

Notes
By default, the time is set to 12:00 a.m. for each date.

Maximo prevents time gaps and overlaps between contiguous periods. If you change the
date of an existing period, Maximo resets surrounding dates. You can, however, enter a new
financial period that starts later than the To date field of the most recent period.

In the Accounting Close Date field, you can, but do not have to, enter a closing date. This
is the date after which no further transactions can be charged to the accounting period.

Example: An accounting period X is from 2/1/05 to 3/1/05, with an Accounting Close Date
of 3/15/05. A transaction can be charged to the period X even though the transaction is
reported as late as 3/14/05. After that date, no further transactions can be charged to this
period.


4-20 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 4: Financial System Configuration

Creating a New Financial Period


Use the following steps to create a new financial period.

1. Open the Chart of Accounts application and select EAGLENA in the


Organizations section.

2. From the Select Action menu, select Financial Periods.

Result: The Financial Periods dialog box displays all the financial periods for the
selected organization: EAGLENA.

Financial periods are ordered sequentially by date, with the most recent period at
the top.

3. Click New Row.

Result: A new row opens for data entry.

4. Enter the following information:

Field Value
Period 200701
From 1/1/07
To 1/31/07

Make sure you use the next period based on your data. Check with your instructor,
as the data entry values in this exercise might be different from those in your
training environment.

5. Click OK.

Result: Your new financial period is added to the database and the Financial
Periods dialog box closes.

6. To view your new Financial period, again, from the Select Action menu, select
Financial Periods.

You might have to click on the Period heading (twice) to reorder the financial
periods to view your new period.



©Copyright IBM Corp. 2007 • 4-21


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 4: Financial System Configuration

GL Component Maintenance
Use the GL Component Maintenance dialog box in the Chart of Accounts application
to define valid component values for GL account codes. These values are the ones you
choose from when you use the Select GL Account dialog box.

Example: The GL account code 6000-200-300 consists of three components:

6000 Cost Center


200 Activity
300 Resource

Creating a GL Component
Use the following steps to create a GL component.

1. Open the Chart of Accounts application and select EAGLENA in the


Organizations section.

2. From the Select Action menu, select GL Component Maintenance.

Result: The GL Component Maintenance dialog box displays the GL


Components for EAGLENA.

3. In the Components section, click to select RESOURCE.

Result: The GL Component Values… section becomes GL Component Values


for RESOURCE.


4-22 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 4: Financial System Configuration

4. In the GL Component Values for RESOURCE section, click New Row.

Result: A new row opens for data entry.

5. Enter the following data:

Field Value
GL Component Value 500
Description Administration
Active [Leave Selected]

You specify the format of GL account codes using the GL Account


Configuration action in Database Configuration. If the value you enter here
does not fit the format, Maximo displays an error message.

Example: In Database Configuration you may define a Cost Center component


to require integers and have a maximum length of 4. In the GL Component Value
field, you could then enter 123 or 1223, but not A223 or 12345.

6. Click OK.

Result: Your new component is saved to the database and the GL Component
Maintenance dialog box closes.



©Copyright IBM Corp. 2007 • 4-23


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 4: Financial System Configuration

Application-Specific Accounts and Resource


Controls
By entering data in a series of dialog boxes in the Chart of Accounts application, you can
set application-specific or default resource accounts for transactions.

Setting Default Accounts


You set application-specific or default resource accounts by entering the data in dialog
boxes that you access from the Select Action menu in the Chart of Accounts application.
This section discusses the following selections from the Select Action menu:

• Organization Default Accounts

• Company-Related Accounts

• External Labor Control Accounts

• Resource Codes

These accounts are not downloaded from the accounting system. They are used only
internally and only as a convenience for users.



4-24 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 4: Financial System Configuration

Organization Default Accounts


Use the Organization Default Accounts dialog box to create three global GL accounts:

• Global Rotating Suspense Account: You typically use rotating suspense


accounts to hold the accumulated cost of repairs for rotating equipment.

• Global Ticket Account: You typically use this as the default account when a
ticket for a service request is created and no other account is available.

• Tool Control Account: You typically use this as the default account when a
transaction involves a tool and no other account is available.

Company-Related Accounts
Use the Company-Related Accounts dialog box to set up default company GL accounts.
The accounts are based on Company Type as specified in the Companies application. You
can define the following three accounts:

• RBNI (Received But Not Invoiced) Account

• AP (Accounts Payable) Suspense Account

• AP Control Account



©Copyright IBM Corp. 2007 • 4-25


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 4: Financial System Configuration

Notes
Company Type is a domain (value list). In the Domains application, you can add new
values by adding rows to the COMPTYPE domain. You will learn about Domains in a later
chapter. Refer to the General Ledger Accounts chapter in the IBM Maximo Finance
Manager’s Guide for more information on company-related accounts.

External Labor Control Accounts


Use the External Labor Control Accounts dialog box to set up default account codes for
work performed by outside vendors.

Resource Codes Component


Resource codes are the third component of our GL account codes in the Maximo database.
Maximo has defaults set for the resource codes for this third component. You can set the
default resource code for any of your components. Resource codes are set from the
Resource Codes option on the Select Action menu.



4-26 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 4: Financial System Configuration

Resource Codes Dialog Box


Use the Resource Codes dialog box to define three kinds of resource codes:

• Labor Resource Codes: Use these to define GL account code components to


track whether labor used in a transaction is inside labor (internal) or outside labor
(external).

• Tool Resource Codes: Use these to define GL account code components to track
whether a tool used in a transaction belongs to the company (internal) or to an
outside vendor (external).

• Inventory Resource Codes: Use these to define GL account components to


attach to inventory items used in transactions.

A resource code typically consists of just one component of the account code. When you
use the Select GL Account dialog box to define a code, you leave the other components
filled with placeholder characters.

Updating the Database


Use the Update Database dialog box to update your database after you change a default
GL account or resource code in Chart of Accounts.

You update the database for one organization at a time. As described next, you have a
choice of three ways to handle existing accounts when you update.

Update Database Options


When you update your database, you will choose one of the following three options:

Option Description Example

Overwrite Blank Choose this option if If you created a new account code for
Accounts Only? you want the updated an existing item type’s GL account
Chart of Accounts field, choosing this option would
data to overwrite only overwrite only the item’s GL account
those affected GL field where it is blank, but not where a
account fields that are GL account has already been entered.
currently blank.



©Copyright IBM Corp. 2007 • 4-27


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Financial System Configuration

Option Description Example

Overwrite Accounts Choose this option if Suppose an item type had a GL


with Old Defaults? you want the current account code associated with it in
Chart of Accounts Chart of Accounts. This account
data to overwrite GL code was inserted on item records
account fields that where the item type was involved. On
have the previous GL some records, the account code was
account. subsequently changed to another one.
Choosing the Overwrite Accounts
with Old Defaults? option will not
update those records in which the
account code was subsequently
changed.
Overwrite All Choose this option if If an item type has a GL account code
Accounts you want the associated with it in Chart of
modified Chart of Accounts, choosing this option will
Accounts data to fill in blank GL account fields for that
overwrite all relevant item type and overwrite all existing
GL account fields in GL account fields for items of that
Maximo records. type, including ones that were
subsequently changed.



4-28 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 4: Financial System Configuration

Update Your Database


Earlier in this chapter you changed some of the GL account configuration. Use the
following steps to update your database.

Caution: Make sure that no one is using Maximo when you update the database.

Historical records will not be updated.

1. Open the Chart of Accounts application, and in the Organizations section, select
EAGLENA.

2. From the Select Action menu, select Update Database.

Result: The Update Database dialog box opens.

3. In the Update Database section, click to select Overwrite All Accounts.

4. Click OK.

Result: Your specified GL account types are updated and the Update Database
dialog box closes.



©Copyright IBM Corp. 2007 • 4-29


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 4: Financial System Configuration

Chapter Summary

Managing Currency Codes


Use the Currency Codes application to define currency codes and to specify which codes
can be used in Maximo. A currency code is a short, user-defined value that you create to
represent a currency, for example, CND for the Canadian dollar.

The Currency Codes application contains all the currency codes used by Maximo.

Maximo stores currency codes at the system level. All organizations can view and use the
defined currency codes and add new ones as needed.

Managing Exchange Rates


Use the Exchange Rates application to enter, view, and modify exchange rates used for
converting currencies.

When a user enters an amount in a foreign currency (for example, on a purchase requisition,
purchase order, or invoice) Maximo finds the active exchange rate for that currency to
calculate the cost in the organization’s base currency. If Maximo does not find the exchange
rate between two currencies explicitly defined, it will use specific rules and logic to
calculate the exchange rate from other exchange rates, if they exist.

Maximo stores exchange rates at the organization level. Therefore, each organization
defines and maintains its own exchange rates. Currency codes are stored at the system level
and are available to all organizations.

Though you use Exchange Rates to define exchange rates between currencies, you use the
following applications to perform other aspects of currency administration:

• Currency Codes to define the currency codes

• Organizations to specify the base currency for an organization



4-30 • opyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 4: Financial System Configuration

Managing GL Account Codes


The objective of GL accounts is to collect financial data that corresponds in scope and
format with an outside accounting system.

Before using GL account codes in Maximo, you will need to configure the format of your
codes in the Database Configuration application.

After formatting codes, you can use the Chart of Accounts application to set up and
manage specific account codes.

Financial Periods
All Maximo transactions can be set up to have a financial period stamp when they are
generated. This means they must occur during an open, valid financial period. Maximo
allows you to define these periods. The format of the financial period is determined by the
requirements of the accounting system used with Maximo.

GL Component Maintenance
Use the GL Component Maintenance dialog box of the Chart of Accounts application
to define valid component values for GL account codes. These values are the ones you
choose from when you use the Select GL Account dialog box.

Example: The GL account code 6000-200-300 consists of three components:

6000 Cost Center 200


Activity 300 Resource

Application-Specific Accounts and Resource Controls


You can set application-specific or default resource accounts for transactions by entering
data in these dialog boxes in the Chart of Accounts application:

• Organizational Default Accounts

• Company-Related Accounts

• External Labor Control Accounts

• Resource Codes


©Copyright IBM Corp. 2007 • 4-31


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 4: Financial System Configuration

Updating the Database


Use the Update Database dialog box to update your database after you change a default GL
account or resource code in Chart of Accounts.

You update the database for one organization at a time. As discussed, you have a choice of
three ways to handle existing accounts when you update:

• Overwrite Blank Accounts Only

• Overwrite Accounts with Old Defaults

• Overwrite All Accounts



4-32 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 5: Administrative
Applications

This chapter contains the following topics.

Topic See Page

Chapter Overview 5-2


Managing Calendars 5-3
Report Aministration 5-11
Request Pages for Reports 5-12
Configuring Cron Tasks 5-18
Chapter Summary 5-27



• 5-1


Chapter 5: Administrative Applications

Chapter Overview
This chapter covers several applications that set up different types of data for use in other
applications that depend on the data set up in this chapter.

Chapter Focus
The intent of this chapter is to provide a high-level overview of key application elements
and functionality.

You will obtain maximum benefit if you:

• Work actively with your instructor during demonstrations and exercises

• Ask many questions that relate to your additional informational needs

Learning Objectives
When you have completed this chapter, you should be able to:

• Create a new calendar

• Apply non-working time to a calendar

• Create a cron task instance

• Set parameters for a cron task instance

• Duplicate a cron task instance

• Schedule a cron task to run



5-2 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 5: Administrative Applications

Managing Calendars
Use the Calendars application to indicate working time for equipment, craft, and labor
records for the displayed organization and its associated sites. A start date, an end date, and
the shift to be worked all define a calendar record.

You can apply one or more shifts to a calendar. You can also designate non-working time
such as weekends, holidays, and vacations.

The Calendars Application


You define calendars by site. An organization, for example, can have different calendars at
each of its sites. Calendars you create and view are for the current organization. The sites
for the organization are listed in the table on the Calendars tab. You have the option of
applying calendar attributes, such as holidays and shifts, to a selected site or to all of the
organization’s sites. You are likely to need more than one calendar definition. For example,
you might use these calendars:

• DayShift calendar: for the first shift

• EveShift calendar: for the second shift

• Equip calendar: working time calendar for equipment uptime

• Jones calendar: working time calendar for an individual worker

You can also define shifts with complex repeating patterns in the Define Shift Pattern
dialog box.

In calculating downtime for a piece of equipment, the Calendars application checks the
equipment’s calendar to see when the equipment is supposed to be operational.



©Copyright IBM Corp. 2007 • 5-3


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 5: Administrative Applications

Shift Patterns
A shift is a general definition of working time; it is not specific to any dates. You choose
the days of the week to be considered working days, then designate the start and end times
for work. For example, you can create a shift called First with these properties:

• Workdays are Monday through Friday

• Work starts at 7:00 a.m.

• Work ends at 3:00 p.m.

• Work hours for the day total 8

You can schedule explicit breaks by entering multiple start and end times for each working
day. You can also create shift definitions that do not reflect the usual working time at your
company but would be useful to have in case a special work situation comes up. For
example, you can define a Saturday shift.

Typically most shift patterns that you create in the Define Shift Patterns dialog box would
use a 7-day pattern with a Sunday start day, or a pattern that uses multiples of 7s, such as a
14 or 21 days, with a Monday start day. In some companies, there are unique circumstances
where a 5-day or other pattern might be used.

The number of days in the pattern specifies the block of days that will repeat. If you are
using a number that is not a multiple of 7, the pattern will not repeat on the same days of
the week. For example, with a 15-day pattern of 10 days on and 5 days off, the second
instance of the shift will start on a different day than the first.

For all of these cases, you would use the same procedure in the Define Shift Patterns
dialog box. After you define a shift, you can apply it to a calendar. Then, after you have
created a calendar, you can use it on labor, craft, locations, and/or equipment records to
specify working time.



5-4 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 5: Administrative Applications

Creating a Calendar
Use the following steps to create a new calendar.

1. Open the Calendars application.

Hint: It is in the Administration module.

Result: The Calendars application opens to its List tab.

2. Click the New Calendar button.

Result: A new calendar record opens, ready for editing.

In a standard IBM Software training environment using the MAXDEMO


database, the Organization field of the List tab defaults to a value of
=EAGLENA. Therefore, your new calendar pre-populates the Organization field
with a Read-only value of EAGLENA.

If you were to create a new calendar record for a different organization, then you
would clear the Organization field of the List tab before you create a new
calendar.

3. Enter the following information, then save your record.

Field Value
Calendar [Your Last Name]
Description Calendar for [Your Last Name]
Start Date [01 Jan, this year]
End Date [31 Dec, this year]



©Copyright IBM Corp. 2007 • 5-5


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 5: Administrative Applications

4. From the Select Action menu, select Define/Apply Shifts.

Result: The Define/Apply Shifts dialog box opens.

Use the Define/Apply Shifts dialog box to define and/or apply shifts.

5. Click to select the DAY shift; then click the Apply Shift(s) button.

Result: The Apply Shifts with Range dialog box opens.

6. Click OK to accept the default values.

Result: The Apply Shifts with Range dialog box closes and you are returned to
the Define/Apply Shifts dialog box.



5-6 • Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 5: Administrative Applications

7. Click OK (in the Define/Apply Shifts dialog box).

Result: The Define/Apply Shifts dialog box closes and Maximo displays the
current month with the selected shift(s) applied to your calendar.

8. From the Select Action menu, select Define/Apply Non-Working Time.

Result: The Define/Apply Non-Working Time dialog box opens.

Use the Define/Apply Non-Working Time dialog box to define and/or apply
non-working time.

9. Click New Row.

Result: A new row opens, ready for data entry.



©Copyright IBM Corp. 2007 • 5-7


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 5: Administrative Applications

10. Enter the following information; then click Apply.

Field Value
Description President’s Day (USA)
Start Date 2/21/05
End Date 2/21/05
Type Holiday

11. Click to select your new entry, President’s Day (USA). Click Apply, and then
click OK.

Maximo might display a dialog box informing you that the Non-Working Time
has been applied. If so, click OK.

Result: The Define/Apply Non-Working Time dialog box closes, and Maximo
again redisplays the current month.

12. If necessary, use the Month navigation arrows to display the month of February to
display the new Holiday you just created.

Result: Your newly defined non-working time is displayed on your new calendar.



5-8 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 5: Administrative Applications

Report Aministration
Use the Report Administration application to register Maximo reports created with
Actuate e.Report Designer Professional and to create request pages for those reports.

The Report Administration Application


You also use the Report Administration application to manage a report’s request page, as
follows:

• To generate and preview a request page

• To add parameters to a report

• To display the report as a toolbar icon

• To e-mail as well as specify a schedule for running a report



©Copyright IBM Corp. 2007 • 5-9


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 5: Administrative Applications

For More Information


For more information, please refer to the following resources:

• Maximo Help

• The Report Administration and Development Guide

• The Writing Actuate Reports for Maximo 6 course (MED0151)

Request Pages for Reports

Overview
Use the Report Administration application to create request pages for newly registered
reports or to modify (create new) request pages for existing reports.

When you modify an existing request page, you are actually creating a new request page
for the report.

Report Administration Overview


Before using the Report Administration application to create a new request page for an
existing report, you will take a brief look at the Report Administration application itself.

1. Open the Report Administration application from the Reporting module.

Result: Maximo displays the List tab for this application.



5-10 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 5: Administrative Applications

2. Find and select the Asset Availability report (asset_availability_act.rox).

Result: The Report tab opens for the Asset Availability report.

3. Click the Preview button.

Result: Maximo displays a preview of the generated request page.

You can repeatedly modify and preview the request page until it looks the way
you want it to.

4. Click Cancel to close the Request Page dialog box.



©Copyright IBM Corp. 2007 • 5-11


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 5: Administrative Applications

5. Open the Labels tab for this record.

Result: Maximo displays the Labels tab.

Use the Labels tab in the Report Administration application to change report titles and
field labels in your report. After you (or your report developer) publish a report through the
Management Console, you can use the Labels tab to customize titles and field labels.

Report Tab
The following table provides an overview of the functions performed by each section of the
Report tab.

Section Description

Report Details pane This indicates the report for which the request page is
being generated.
The Generate XML on the Report Tab button
generates the actual request page (XML) as a
functioning page in Maximo.
The Preview button allows a preview of the generated
request page to determine if the setup is correct.
Report Lookups pane This indicates report parameters to be included on the
request page.
You can indicate parameters as Required on the
request page for report generation.
You can indicate labels and display sequences for
parameters on the request page.
When adding a parameter in a new row, the Attribute
Name field in Details provides a list of parameters for
the indicated report. This prevents accidental
indication of an incorrect parameter.



5-12 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 5: Administrative Applications

Modify an Existing Request Page


In the following exercise you will see how simple it is to modify the request page for an
existing report.

You will modify an existing request page because you want to add a new parameter for the
generation of the respective report.

1. Open the labor_act.rox report in the Report Administration application.

2. In the Report Details pane, verify the following existing information, changing
the Description field:

Report File Name labor_act.rox


Description Test Report [your initials]
Report Run Type REPORT
Application LABOR
Report Folder LABOR
No Request Page? [Unselected]
Detail? [Unselected]
Attach Documents? [Unselected]
Toolbar Location NONE
Toolbar Image NONE

3. In the Report Lookups pane, click on View Details for the status parameter, and
verify the following existing information.

You might need to update the Display Sequence field.

Parameter Name Status


Attribute Name STATUS
Lookup Name valuelist
Display Sequence 1
Override Label Labor Status
Default Value ACTIVE
Required? [checked]
Hidden? [Unselected]



©Copyright IBM Corp. 2007 • 5-13


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 5: Administrative Applications

4. In the Report Lookups pane, click New Row and add a new parameter with the
following information:

Field Value
Parameter Name Work Location
Attribute Name WORKLOCATION
Lookup Name LOCATIONS
Display Sequence 2
Override Label Labor Work Location
Default Value [blank]
Required? [Unselected]
Hidden? [Unselected]

5. Save your record.

6. Click the Generate XML on the Report Tab button to generate the request page.

7. Click Close.

8. Click the Preview button.

Result: Maximo displays a new preview of the request page. Notice that your new
parameter displays on the new request page.

9. Click Cancel when you are done previewing the new request page.


5-14 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 5: Administrative Applications

Check Your Work


You will now check your work through the Labor application. You are using the Labor
application because it owns the report (Labor Listing) against which you modified the
request page.

1. Open the Labor application from the Resources module.

2. Select Run Reports from the Select Action menu.

Result: The Business Analysis and Reporting dialog box displays a list of the
available request pages for the available reports.

3. From the Run Report subtab, click to select and run your request page for the
Labor Listing report.

4. Enter the following information, then click Run Report:

Field Value
Status ACTIVE

Result: Maximo runs and creates your report.

5. When you are finished viewing your report, click Close Report (upper right
corner).



©Copyright IBM Corp. 2007 • 5-15


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 5: Administrative Applications

Configuring Cron Tasks


A cron task is a scheduled job that runs as part of the Maximo server. The cron task runs
according to a predefined schedule and carries out certain business logic automatically,
without user interaction.

Purpose of the Cron Task Setup Application


Use the Cron Task Setup application to add cron tasks or cron task instances, to remove
cron tasks or their instances, and to modify cron task parameters. You can also change the
Active? status or adjust the schedule of a cron task. You can reschedule cron tasks and
change parameter values without stopping and restarting the Maximo Application Server.

Cron Task Definitions and Instances


Every Maximo cron task has a definition, which includes the:

• Cron task name

• Class name

• Access level

• Description



5-16 • Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 5: Administrative Applications

You can create multiple cron task instances for each cron task definition, and each instance
will have an entry in the CRONTASKINSTANCE table. The attributes of an instance
include:

• A set schedule string that defines the schedule of this cron task instance

• A description

• A flag indicating whether the cron task instance is active

• A date/time field indicating the date and time when the load/reload of the cron
task is requested (this field will not be displayed to the user)

• A Run as User ID

Cron task instances share the same set of parameters, but each can have its own set of values
and its own schedule. For example, the reorder cron task definition contains the parameter
storeroom and you can change the frequency in the following instances:

• ReorderBedford runs daily for the central storeroom.

• ReorderLondon run weekly for a remote storeroom.

Supplied Cron Tasks


Maximo offers several standard cron tasks. You can also create new cron tasks, but this
requires programming resources to create custom class files, which is beyond the scope of
this course. The standard Maximo cron tasks are listed in the following table. Items with an
asterisk (*) are hidden system cron tasks.

For more information, refer to the IBM Maximo System Administrator’s Guide.

Cron Task Name Description

ReorderCronTask The reorder cron task determines rules or parameters


for scheduled reordering of direct issue and inventory
items.
PMWoGenCronTask The preventive maintenance work order generation
cron task runs and generates scheduled work orders
for the generation of planned maintenance.
KPICronTask The KPI cron task generates Key Performance
Indicators.



©Copyright IBM Corp. 2007 • 5-17


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 5: Administrative Applications

Cron Task Name Description

LDAPSYNC The LDAP (Lightweight Directory Access Protocol)


sync cron task uses application server authentication
to synchronize information stored in external directory
servers.
*ESCALATIONS The escalations cron task determines when to send an
action or notification or assign ownership of these
critical tasks. Escalations ensure that people complete
critical tasks on time.
*LSNCRON The e-mail listener cron task executes continuously on
the Maximo application server and processes inbound
e-mail through a staging table.
JMSQSEQCONSUMER This Enterprise Adapter uses this cron task for polling
the queue.
IFACETABLECONSUMER This Enterprise Adapter uses this cron task for polling
the interface tables.
SwSuiteCronTask The SwSuite cron task inspects the software titles
collected in Deployed Asset and determines if the set
of titles defined in the Deployed Asset Software Suite
Admin are present. If they are, then that Suite is
displayed when inspecting that node for software
discovered.
ReconciliationCronTask The reconciliation cron task runs reconciliation tasks
(consisting of Link and Comparison rules) to
determine how assets are performing relative to the
discovered data in Deployed Asset. The two results
from this task are a RECONLINK table that links
assets to their counterpart assets, and a
ReconciliationResults table that lists the differences
between the compared asset and deployed asset.
MeasurePointWoGen This cron task generates work orders when meter
CronTask readings or measurements reach a condition defined in
the Condition Monitoring application.



5-18 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 5: Administrative Applications

Access Levels
The following access levels are available when creating new cron task definitions:

• FULL: User can rename, modify, or delete the cron task.

• MODIFYONLY: User can only modify the cron task.

• READONLY: User can only view the cron task.

All cron tasks supplied with Maximo are initially set to FULL access level, with the
exception of ESCALATIONS and LSNRCRON, which are set to READONLY.

Use Case
The ReorderCronTask definition determines the rules or parameters for reordering direct
issue and inventory items. You may want reorders to occur every Friday for the CENTRAL
storeroom, and require workers to use agreements and send e-mail notifications to
purchasing@company.com.

You might also determine that reorders for other storerooms should occur once a month on
the first Sunday. They are not required to use agreements, and the e-mails for notification
should go to the supervisors in charge of each storeroom.

You can copy the rules for the CENTRAL storeroom and make the necessary modifications
to the schedule to create additional ReorderCronTask instances for the other storerooms.

Creating a Cron Task Instance


Use the following steps to create a cron task instance for the ReorderCronTask definition.

1. Open the Cron Task Setup application from the Configuration module.

Result: The Cron Task Setup application opens to the List tab.



©Copyright IBM Corp. 2007 • 5-19


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 5: Administrative Applications

2. Press Enter to view a list of all available cron tasks.

Result: Your results should look similar to the following graphic.

3. Click to select ReorderCronTask.

Result: The Cron Task tab opens and displays the definition and the available
instances (if any) for the selected cron task.

In a standard IBM Software training environment using the MAXDEMO


database, there are no instances for the ReorderCronTask cron task.

4. Click New Row.

Result: A new row opens in the Cron Task Instances section for data entry.

5. Enter the following information:

Field Value
Cron Task Instance Name BedfordCentral
Description Reorder Bedford Central, every Friday
Active? [Checked]



5-20 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 5: Administrative Applications

6. In the Schedule field, click the Set Schedule button.

Result: The Select Schedule or Time Interval dialog box opens.

7. Set the schedule for:

Every 1 week(s), on day Friday, at time 1:00 AM

8. Click the Preview button and verify your settings.

Result: Your settings should look similar to these.

9. Click OK.

Result: Your display should look similar to the following graphic.

10. Save your record.

Do not close the application. You will continue the next exercise from this point.



©Copyright IBM Corp. 2007 • 5-21


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 5: Administrative Applications

Setting the Parameters of an Instance


You will now set the parameter values for your new instance.

With Maximo open to the ReorderCronTask instance (BedfordCentral) that you just
created, follow these steps:

1. With your (BedfordCentral) Reorder cron task instance selected, go to the Cron
Task Parameters section.

2. Click in the Value column of the storeroom parameter.

3. Type: BEDFORD,CENTRAL.

There are no spaces after the comma.

4. Save your record.

Result: Your new cron task instance is created and saved.

Do not close the application. You will continue the next exercise from this point.

Duplicating a Cron Task Instance


Now you will create a new, duplicate instance for the Nashua CENTRAL storeroom to run
every month on Monday at 1:00 a.m.

Use the following steps to duplicate your ReorderCronTask instance (BedfordCentral).

1. With your (BedfordCentral) Reorder cron task instance selected, click the
Duplicate button.

Result: Your instance is duplicated, ready for data entry.

2. Enter the following information:

Field Value
Cron Task Instance Name NashuaPkg
Description Reorder Nashua – Pkg, every Mo on Monday
Active [Selected]



5-22 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 5: Administrative Applications

3. Change the Value column of the storeroom parameter by entering:

NASHUA,PKG

There are no spaces after the comma.

4. In the Schedule field, click the Set Schedule button.

Result: The Select Schedule or Time Interval dialog box opens.

5. Set the schedule for every month, on the first Monday, at


1:00 a.m.

6. Click the Preview button and verify your settings.

Result: Your settings should look similar to these.

7. Click OK and save your record.

Do not close the application. You will continue the next exercise from this point.



©Copyright IBM Corp. 2007 • 5-23


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 5: Administrative Applications

Setting a New Instance to Run


After creating a new instance, you must set it to run by selecting Reload Request from the
Select Action menu.

1. With Maximo open to the ReorderCronTask cron task, choose Reload Request
from the Select Action menu.

Result: The Reload Request dialog box opens.

2. Click the check boxes to select both of the new instances that you created:
BedfordCentral and NashuaPkg.

3. Click OK.

Result: Both of your new instances are now reloaded and ready to run at their
scheduled times.



5-24 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 5: Administrative Applications

Chapter Summary

Managing Calendars
Use the Calendars application to indicate working time for equipment, craft, and labor
records for the displayed organization and its associated sites. A start date, an end date, and
the shift to be worked all define a calendar record.

You can apply one or more shifts to a calendar. You can also designate non-working time
such as weekends, holidays, and vacations.

Report Administration
Use the Report Administration application to “register” Maximo reports created with
Actuate e.Report Designer Professional.

You can also use the Report Administration application to create request pages for newly
registered reports or to create new request pages for existing reports.

Configuring Cron Tasks


A cron task is a scheduled job that runs as part of the Maximo server. The cron task runs
according to a predefined schedule and carries out certain business logic automatically,
without user interaction.

Use the Cron Task Setup application to add cron tasks or cron task instances, to remove
cron tasks or their instances, and to modify cron task parameters.



©Copyright IBM Corp. 2007 • 5-25


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 5: Administrative Applications



5-26 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 6: Application Setup
This chapter contains the following topics.

Topic See Page

Chapter Overview 6-2


The Bulletin Board 6-3
Communication Templates 6-6
The E-mail Listener 6-8
Managing Actions 6-17
Managing Escalations 6-20
Chapter Summary 6-25



• 6-1


Chapter 6: Application Setup

Chapter Overview
This chapter covers several applications that you use to set up system processes. You will
look at each application and set up related data and processes.

Chapter Focus
The intent of this chapter is to provide a high-level overview of key application elements
and functionality.

You will obtain maximum benefit if you:

• Work actively with your instructor during demonstrations and exercises

• Ask many questions that relate to your additional informational needs

Learning Objectives
When you have completed this chapter, you should be able to:

• Create a general Bulletin Board message

• Create a specific Bulletin Board message

• Describe communication templates

• Describe an E-mail Listener configuration

• Create an E-mail Listener

• Describe actions

• Describe escalations

• Create an action

• Create an escalation

• Associate actions with an escalation



6-2 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 6: Application Setup

The Bulletin Board


Use the Bulletin Board application to create and view messages regarding critical
problems or incidents, or to broadcast information throughout the enterprise.

Bulletin Board messages can be viewed from the Start Center and from any Maximo
application.

Creating and posting messages on the Bulletin Board minimizes the creation and
duplication of tickets. Only users granted access to the Bulletin Board application can
create and post messages.

Bulletin Board messages can be targeted at a specific audience (based on organization,


site, or person group). If an audience is not specified, then any user who signs in to Maximo
can view the Bulletin Board messages.

You can specify the date and time you want the message to appear on the Bulletin Board.
You can also define a date and time when you want the message to be automatically
removed from the Bulletin Board.

Inserting a New Bulletin


Use the following steps to insert a new bulletin.

1. Sign in to Maximo and open the Bulletin Board application.

Hint: The Bulletin Board application is in the Administration module.

Result: The Bulletin Board application opens.

2. Click the New Message button to insert a new Bulletin Board record.

Result: The Bulletin Board application displays a blank record, ready for editing.

3. Enter the following information:

Field Value
Subject Maximo Shut-down



©Copyright IBM Corp. 2007 • 6-3


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 6: Application Setup

An update to Maximo is necessary.


Maximo will be unavailable tomorrow [insert
Message
day/date] from 12 noon until 1 pm.
Schedule accordingly.
Expiration Date [Two days from today]

4. Click the Select Organizations button.

Result: The Select Organizations dialog box opens.

5. Click the Select All Records check box (circled in step 4) to select all
organizations, and then click OK.

Result: All organizations are now selected to receive this bulletin.

6. Save your new record.

Inserting a Bulletin for a Specific Recipient


Use the following steps to insert a new bulletin for a specific recipient.

1. Sign in to Maximo and open the Bulletin Board application.

Result: The Bulletin Board application opens.

2. Click the New Message button to insert a new Bulletin Board record.

Result: The Bulletin Board application displays a blank record, ready for editing.



6-4 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 6: Application Setup

3. Enter the following information:

Field Value
Subject New MSDS
Message Note that there are new Material Safety Data
Sheets available in the Maximo Attached
Document Library.
Expiration Date [One year from today]

4. Save your new record.

5. Click on the Person Groups subtab, and then click Select Groups.

Result: The Select Groups dialog box opens.

6. Click to select the Environmental Group (ENV), the Engineering Group


(ENG), and the Maintenance Group (MAINT), and then click OK.

Result: These groups are selected.

7. Save your record.

Result: Maximo users in the selected groups will see this new Bulletin Board
message.

8. Return to the Start Center.

Result: Because you assigned this user (wilson) to the Maintenance group earlier
in this course, Wilson can see both new Bulletin Board messages.


©Copyright IBM Corp. 2007 • 6-5


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 6: Application Setup

Communication Templates
Use the Communication Templates application to create and manage generic
communication templates that Maximo users can leverage to standardize frequently used
e-mail communications (also known as notifications). Typically, this functionality is used
in the service desk industry.

In Maximo, service desk agents can manually create and send e-mail communications from
the Ticket applications (Service Requests, Incidents, and Problems) using standardized
information from predefined communication templates. The recipients of these
communications can respond, and agents can view the two-way dialog from the
Communication Log in the Ticket applications. You can also use communication
templates to create e-mail notifications for use with the automated workflow and escalation
processes.

You can associate specific file attachments with a communication template, and you can
associate document folders with the template, which Maximo will search when a service
desk user applies the template to a ticket. When a communication is actually sent, Maximo
attaches to the communication any files that exist in the associated document folders, along
with those hard-coded in the template itself.

Using Communication Templates with Workflow


You can use communication templates as the basis for e-mail notifications in a Workflow
process. When the Workflow administrator designs a Workflow process that includes
e-mail notifications, he or she can create the notification from scratch or apply standardized
information from a communication template and then modify or complete the notification
as needed. Typically, you create templates with role-based recipients for use with
Workflow processes. Maximo resolves the role, such as purchasing manager, to a single
individual.

Example: You have created a Workflow process for purchase requisitions. When a Maximo
user submits a request for a laptop, the purchase request (PR) enters Workflow and waits
for approval from an immediate supervisor. From there, if the supervisor approves the PR,
Maximo routes the PR to the next level for approval, Finance. When approved, Maximo
sets the status to Approved and sends an e-mail notification of the Approved status to the
user who submitted the request. You can create a communication template for PR approvals
or rejections, which Maximo can send automatically as the request goes through the
Workflow process.

A notification includes a template ID, the role or recipient name, the subject of the
notification, and the message. If you have information that is sent out repeatedly, you can
create a communication template for it and attach it as a notification on a node in a
Workflow process.



6-6 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 6: Application Setup

Using Communication Templates with Escalations


You can use communication templates as the basis for e-mail notifications in an escalation
process. When you create an escalation from the Escalations application, you can add one
or more e-mail notifications that you want Maximo to send when it finds records that meet
the condition(s) defined by an escalation point. For example, if a service desk agent does
not complete assignments within six hours, you can configure Maximo to escalate the
assignment to that person’s supervisor (by changing the owner using an action) and send
an e-mail notification to the supervisor.

A notification includes a template ID, the role or recipient name, the subject of the
notification, and the message. If you have information that is sent out repeatedly, you can
create a communication template for it and attach it as a notification on an escalation.

You can create two types of notifications in the Escalations application:

• Notifications that you create in the Escalations application without using a


communication template are called free-form notifications.

These free-form notifications contain only a subset of the features available in a


communication template. If you create a free-form notification, Maximo
generates a template ID for it but does not save the notification for reuse in the
Communication Templates application.

• Notifications that you create in the Escalations application by applying a


communication template are called template-based notifications.

These notifications leverage all the features of a communication template,


including the ability to attach files. If you select an existing communication
template, Maximo defaults the values in the Role/Recipient, Subject, and
Message fields from the communication template you chose. You cannot change
these read-only values from within the Escalations application.

For more information about using communication templates as notifications in an


escalation process, see the Escalations online help system.

Substitution Variables
When you create a communication template in the Communication Templates
application, you can leverage substitution variables in the Subject and Message fields in
the e-mail notification. Maximo filters these substitution variables based on the Maximo
business object that you select in the Applies To field.

If the communication template applies to the object ASSET, the list of variables that
Maximo displays for you to choose from are the field and column names from the database
tables associated with the ASSET object.


©Copyright IBM Corp. 2007 • 6-7


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 6: Application Setup

When a Maximo user applies the communication template and creates a notification,
Maximo replaces the substitution variables from the template with the corresponding
values from the record that is generating the notification.

For example, if the Subject line of the communication template reads:

Your Incident ID# is :TICKETID

then :TICKETID is replaced by the actual ticket number obtained from the incident record.

Example: The following example illustrates the use of substitution variables in the
Message field:

Your Incident #:TICKETID was opened on :REPORTDATE. The person


assigned to work on your issue is :OWNER. You will be contacted on or before
:TARGETSTART.

Take a minute to review the following details. If any of the information is


incorrect, please contact us immediately.

Phone: :AFFECTEDPHONE

Problem Description: :DESCRIPTION

The E-mail Listener


Use the E-mail Listener Configuration application to receive and process incoming
service desk e-mail messages. You can configure the E-mail Listener to monitor multiple
e-mail accounts and retrieve e-mail messages from each. An example of an e-mail account
used for this purpose may be customer_service@company.com.

The E-mail Listener supports:

• Multiple attachments for each message, either:

– Inline attachments (for example, a screen capture within the body of the
message)
– Standard attachments

• Three mail protocols: POP3, IMAP, and MAPI. (A client program uses these
standard mail access protocols when it retrieves e-mail messages from a mail
server.)

The E-mail Listener checks each account at periodic intervals that you establish. Based
on the subject line of the e-mail message, the E-mail Listener can determine whether the
e-mail is a new Service Request (SR) for help or is a follow-up to an SR record.


6-8 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 6: Application Setup

An SR record is a type of ticket. You create an SR record as a way to track communications


from an end user, capture information from the sender, and determine what, if any, further
action is needed.

The E-mail Listener submits the contents of the e-mail message to a predefined Maximo
workflow process. This workflow process creates and updates service requests. You can
customize this workflow process or create new ones to suit your needs. Maximo captures
all communications from the originators of the e-mail messages in the service desk
Communication Log. For more information about communication logs, see the online help
for Service Requests.

Warning: The E-mail Listener cannot process encrypted or digitally signed


e-mail messages.

Terminology
Before proceeding, you may want to review the following terms and definitions.

Term Definition

Attached Docs You can use the Attached Documents application in Maximo
to attach Word documents, PDF files, Web page URLs,
diagrams, pictures, and other types of documents to individual
Maximo records.
Communication Log If an incoming e-mail generates an SR, e-mail details are also
stored as the initial entry in the SR’s Communication Log.
Additional dialog is also stored, based on the SR ID. Graphics,
whether embedded within the e-mail or attached, are also
visible from within the Communication Log.
Delimiters A delimiter is one or more characters chosen for use in an
incoming e-mail subject line. E-mail Listener uses delimiters
to distinguish new requests from existing requests. The default
delimiter is ##. You can change the default by editing the value
in the Object Key Delimiter field. The delimiter must be
placed before and after the Service Request ID.
Error Handling Processing errors are written into a log file. You must specify
the Maximo log file on the server and adjust settings in the
logging.properties file. If the administrator has specified a
valid administrator e-mail address, then errors are written to
the log file and error notification is sent to that e-mail address.



©Copyright IBM Corp. 2007 • 6-9


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 6: Application Setup

Term Definition

IMAP IMAP (Internet Message Access Protocol) is a standard


protocol for accessing e-mail from your local server. IMAP is a
client/server protocol in which e-mail is received and held for
you by your Internet server. You (or your e-mail client) can
view just the heading and the sender of the letter and then
decide whether to download the mail.
MAPI MAPI (Messaging Application Program Interface) is a
Microsoft Windows program interface that lets you send
e-mail from within a Windows application and attach the
document you are working on to the e-mail note.
POP3 With POP3 (Post Office Protocol 3), your e-mail is saved for
you in a single mailbox on the server. When you read your
mail, all of it is immediately downloaded to your computer
and, except when previously arranged, no longer maintained
on the server.
Staging Table Maximo uses the staging table to store the attributes of an
incoming e-mail message, including Subject and Message.

E-mail Attachments
Incoming e-mail can contain attachments, which are stored on the hard disk of the Maximo
server. You can view attachments using the Communication Log tab, which is a subtab of
the Log tab of the Service Request application.

There are two types of attachments:

• Normal attachments are those that include any file extensions you set up the mail
server to allow.

Example: .bmp, .jpg, .pdf, .txt, .dat

• Embedded or inline attachments are files that are copied and pasted directly into
the body portion of an e-mail.

Example: A screen capture of an error message dialog box

You can set up the mail server to prohibit certain file types from being used in attachments.

The size of a single attachment and the size of all attachments in a single
e-mail can be controlled in the mail server. Before implementing E-mail Listener, contact
your mail server administrator for information on how to set these controls.

Warning: You should communicate limitations on file types and sizes to people who use
E-mail Listener to send in service requests.


6-10 • Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 6: Application Setup

Purpose of the E-mail Listener Configuration Application


Use the E-mail Listener Configuration application to create a configuration for an e-mail
account. This application contains a single table window that displays a list of
configurations. Use the table window to add, view, modify, activate, deactivate, or delete
the E-mail Listener configurations. Actions from the Select Action menu let you duplicate
configurations or purge e-mail records in the staging table.

For detailed information about the three main E-mail Listener components (the
configuration, the cron task, and the predefined workflow process), as well as related
system administrative tasks that are performed outside of this application, see the IBM
Maximo System Administrator’s Guide.

E-mail Listener Configuration Process


In the Listeners (Listener Configuration) section, you specify the e-mail address,
password, mail server, and other parameters associated with the e-mail account. You also
set the schedule to use for polling the mail server for incoming messages.

When you activate an E-mail Listener configuration, the following sequence of events
occurs:

1. The mail server polls for incoming e-mails to the e-mail account at the frequency
you specify.

2. A preprocessor determines whether the e-mails are new or updates to existing


communications.

3. Maximo stages the e-mails received on the account, which includes:

– Extracting e-mail content, including attachments


– Storing content in staging tables and attached documents tables
– Launching Workflow

4. Maximo uses a predefined workflow process to process and parse the e-mail.

By default, neither the E-mail Listener nor the predefined Workflow process for this
application generates any response e-mails to new requests for help or updates to existing
service requests. If you want to automate a response to incoming e-mails, you can revise
the provided Workflow process or define a new Workflow process and customize it to
trigger an e-mail response when Maximo creates a new service request or updates an
existing one.


©Copyright IBM Corp. 2007 • 6-11


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 6: Application Setup

Help Topics
In addition to the IBM Maximo System Administrator’s Guide, refer to the following help
topics:

• E-mail Listener Process Overview

• How Maximo Processes Incoming E-mails

• Mail Server Polling

• How Maximo Stages E-mail Records

• Predefined Workflow Process

• About Deleting E-mails

1. From the E-mail Listener Configuration application, click Help and choose
E-mail Listener Configuration Help.

Result: The E-mail Listener Configuration Help opens.

2. Scroll down to the See Also section.

3. Click to select and review each of the following topics:

– How Maximo Processes Incoming E-mails


– Mail Server Polling
– How Maximo Stages E-mail Records
– Predefined Workflow Process
– About Deleting E-mails

4. When you are done reviewing each of the topics, close the E-mail Listener
Configuration Help browser window.



6-12 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 6: Application Setup

Using the E-mail Listener Configuration Application


Use the E-mail Listener Configuration application to add a new e-mail account
configuration. The E-mail Listener will poll for incoming service desk e-mails to the
account and process them, either creating a new SR or logging updates to an existing SR.

Some mail servers are case-sensitive. Maximo will preserve the case of the address you
specify in the E-mail Address field. If you try to create a new E-mail Listener
configuration using an e-mail address that is identical in name and case to one that already
exists on the same mail server, Maximo prevents you from saving the configuration.
However, you can use the same e-mail address in a different case on the same mail server.

Use Case Example


Every time Sally attempts to print a file, she receives an indecipherable error message from
the print server. As a result, she sends an e-mail describing the problem, with an attached
screenshot of the error message, to help@support.com, the company site for handling
service desk e-mail requests. The E-mail Listener Configuration application retrieves the
message Sally sent and creates an SR with identifier 123.

Frank, a service desk agent, is assigned SR #123. From within the SR, he sees Sally’s
problem description as well as the attached screenshot. Frank searches the knowledge base
and finds a solution. He opens the Communication Log, which contains Sally’s initial
e-mail submission, then creates a new communication with the solution and sends it to
Sally. All details of the interaction between Frank and Sally are stored in the
Communication Log for SR #123.



©Copyright IBM Corp. 2007 • 6-13


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 6: Application Setup

Creating an E-mail Listener Configuration


Use the following steps to create an E-mail Listener configuration.

The data for this exercise might not be valid in all training environments. This exercise
depends on:

• Available e-mail server with an account set up specifically for this exercise

• Internet access with port(s) configured open to access a POP3 mail server

The data in this exercise is valid (at the time this course was developed) for a standard IBM
Software open school training environment with Internet access.

1. Open the E-mail Listener Configuration application from the Configuration


module.

Result: The E-mail Listener Configuration application opens.

2. Click the New Row button.

Result: A new row opens for data entry.

3. Enter the following data:

Field Value
E-mail Address MROTraining@hotpop.com
Description E-Mail account setup for processing SRs
E-mail password mr0mr0
Mail Server pop.hotpop.com
Administrator E-mail [YourEMail@YourCO.com]



6-14 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 6: Application Setup

Active? [Selected]
Protocol pop3
Port 110 [default]
Workflow Process BEP [default]
E-mail Deleted [Selected]
Age Threshold 7 [default]
Age Unit of Measure DAYS [default]

4. Save your record.

Result: Your display should look similar to the following graphic.

Checking Your Work [Optional]


Your organization may have Maximo set up to receive SRs through e-mail.

Warning: The following e-mail dependent exercises rely on three environmental


conditions:

• The exercises require external Internet access to a specific external mail server
(pop.hotpop.com, port 110).

• The exercises require an installed e-mail client.

• The exercises require access to a mail server for the e-mail client.

Given these conditions, the following e-mail dependent exercises will work in an IBM
Software open school environment with appropriate Internet access. They may not work in
any other training environment.

The data entered through these e-mail dependent exercises is not required. You can skip the
following Optional exercises if your environment does not support them.



©Copyright IBM Corp. 2007 • 6-15


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 6: Application Setup

Check Your Work [Optional]: Submit an SR through


E-mail
Scenario: A user, Henry Lowe, is remote and cannot access the Maximo Self-Service
functionality. He has access to e-mail and can use the special Service Desk e-mail account
that your organization has set up as a viable alternative. He will send an e-mail because his
hard drive is making a funny noise.

Use the following steps to submit an SR through e-mail.

1. As user Henry Lowe, open your e-mail client.

Your specific actions will vary, depending on the available e-mail client and your
training environment.

2. Enter the following information into your e-mail.

The actual field names might vary, depending on your e-mail client.

Field Value
To mrotrng@hotpop.com
Subject My hard drive xx is making a noise.
I turned on my laptop xx and my hard drive
Text/Message
started making an atypical noise.

3. Send your e-mail.

4. Close your e-mail client program.

Check Your Work [Optional]: View an SR Submitted


through E-mail
Scenario: As Tier 1 Service Desk Agent Bill Sinclair, your responsibility is to check for
incoming SRs submitted via e-mail.

Use the following steps to check for the SR submitted via e-mail.

1. Sign in to Maximo as Tier 1 Service Desk Agent Bill Sinclair (sinclair/sinclair).

Result: The Maximo Start Center assigned to Bill Sinclair opens.

2. Open the Service Requests application.

3. Search for and select the SR that you submitted via e-mail from the previous
exercise.


6-16 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 6: Application Setup

Hint: Filter by typing hard drive in the Summary field and new in the Status
field.

Result: The Service Request tab opens with your selected SR ready for editing.

4. You have checked your work. Your E-mail Listener is working properly. Return
to the Start Center.

Managing Actions
Use the Actions application to manage the administrative functions of creating actions and
action groups within Workflow, Escalations, and Service Level Agreements (SLA)
processes. You manage actions in a central administrative application because they are
used in multiple applications.

Actions are scheduled events that occur from within Workflow or as a result of an
escalation. An action can cause a Maximo status change, execute a defined program, set a
field value, or execute a custom class action. Use the Actions application to build
individual actions or action groups.

In an exercise in the next section (Managing Escalations, you will use the Actions
application to create and use new actions.



©Copyright IBM Corp. 2007 • 6-17


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 6: Application Setup

The Actions Application


Maximo stores the built action or action group in the List tab when used in Workflow,
Escalations, or Service Level Agreements. The Actions tab defines the action taken when
the condition is evaluated as:

• True or False

• Accepted or Rejected

Available Actions
Six categories of actions are available:

• CUSTOM

• EXECUTABLE

• SETVALUE

• CHANGESTATUS

• GROUP

• APPACTION

The subcategories of appaction are:

– ApplySLA
– CreateChange
– CreateIncident
– CreateProblem
– CreateRelease
– CreateSR
– CreateWO


6-18 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 6: Application Setup

– WFACCEPT
– WFESCALATE
– WFINITIATE
– WFREJECT

How Do I …
Refer to the Application Help for information on how to accomplish the following tasks:

In an exercise in the next section (Managing Escalations), you will use the Actions
application to create and use new actions.



©Copyright IBM Corp. 2007 • 6-19


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 6: Application Setup

Managing Escalations
The primary goal of escalation management is to ensure that critical tasks are completed on
time, such as those defined in Service Level Agreements. You can also use escalations for
events such as notifying you before contracts expire, changing the status of a Maximo
object (such as for invoices or contracts), or changing the owner of a Maximo object (such
as for service requests, incidents, or problems).

You can use escalations with any Maximo application. However, you are most likely to use
them with the Service Desk applications, IT Asset Management applications, and
Workflow processes. For example:

• Service Desk Management: Service level agreements (SLAs) are contracts


defined between a service provider and the recipient of the services. You can use
escalations to determine how incidents, problems, and service requests are
handled, and work to ensure that you remain compliant with any SLAs by solving
problems in a timely manner.

• IT Asset Management: You can use escalations to monitor IT contracts,


procurement, and inventory. By defining an escalation to alert managers 30 days
in advance of a lease contract expiration, the managers can effectively manage
leases and avoid penalties or costly lease extensions.

• Workflow Processes: You can use escalations to escalate assignments before they
time out in a recipient’s Inbox. When you assign specific steps in a Workflow
process to employees, those assignments display in their Inbox. If the assignments
are not completed promptly, they time out in the recipients’ Inboxes. When this
happens, you can use escalations to assign the tasks to other people. This helps
ensure that tasks are completed on time and helps to prevent work backlogs.

For more detailed information about how escalations work, see the IBM Maximo System
Administrator’s Guide.

Escalation Levels
You can create escalations at the site, organization, or system level. If you specify an
organization or site, the escalation is restricted to that site or organization. If you leave both
the Organization and Site fields empty, the escalation is available to all sites and
organizations (system-wide).

When you select an object for a new escalation, the Escalations application automatically
determines, if it can, whether that object is system level, organization level, or site level,
and enables or defines those fields.



6-20 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 6: Application Setup

Predefined Escalations
The Maximo product ships with numerous predefined escalations. You must activate the
predefined escalations before they will work. You can tailor them to suit your business
needs, or create new ones. You can also build and validate escalations incrementally while
they are inactive, and activate them after validation.

These predefined escalations fall into two categories:

• Escalations for the Maximo database, which you can modify to suit your business
needs. Do not delete the predefined Maximo escalations; they are required for the
escalations functionality to work.

• Escalations for the MAXDEMO database, which you can modify or delete as
needed. You can use the MAXDEMO escalations in your test environment to gain
practical experience with adding and managing escalations.

To review a full list and detailed descriptions of all predefined Maximo and MAXDEMO
escalations, consult the IBM Maximo System Administrator’s Guide.

The Escalations Application


Use the Escalations application to automatically monitor critical processes across your
enterprise.

You can use escalations with any Maximo application. However, you are most likely to use
them with the Service Desk applications, IT Asset Management applications, and
Workflow processes.

Ideally, before you use the Escalations application you should be familiar with Maximo
objects, SQL, and the object attributes that can be included in SQL statements. You should
also understand both the Actions and the Communication Templates applications.

When you create an escalation, you define:

• Header attributes, which identify the set of records that the escalation targets
(the global search criteria).

• Escalation points, which define thresholds that must be met before Maximo
triggers an escalation.

– Thresholds are most often based on time; time that has already elapsed or time
that is going to elapse sometime in the future. From one angle, escalations are
nothing but periodic time measurements.
– However, you do not restrict escalation points to time only. You can define
their own thresholds based on expressions they create.


©Copyright IBM Corp. 2007 • 6-21


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 6: Application Setup

• Actions, which are events you want triggered when the escalation point(s) are
reached.

• Notifications, which are e-mails you want sent when the escalation points are
reached.

You must define at least one escalation point and at least one action/notification to associate
with the escalation point before you can activate the escalation. You can define multiple
escalation points, and each can be associated with one or more actions and/or notifications.

The Online Help’s Sample Escalation


There is an example escalation in the online help that provides you with step-by-step
instructions for completing a sample Service Desk escalation. You can follow this example
to gain hands-on experience with the Escalations application.

Online Help Example Escalation Scenario: A service provider has a service level
agreement (SLA) stating that all network-related incidents with a low or medium priority
are to be assigned within 1 hour of ticket creation and resolved within 4 hours. In this case,
incidents set to a priority of 8–10 are low, 5–7 are medium, 3–4 are high, and 1–2 are very
high.

By default, the network support group is responsible for resolving these incidents.
However, if the problem has not been resolved within 3 hours, the priority is escalated to
very high and the ticket’s ownership is passed to a supervisor. At the same time, an e-mail
notification is sent to various people within the organization, informing them that there is
a risk of becoming non-compliant with the SLA.

Creating the Maximo Help Sample Escalation


Follow these steps to use the online help to create two escalation points, with actions and
notifications for each. You will apply the escalation to the object INCIDENT.

1. Open the Escalations application from the Configuration module.

Result: The Escalations application opens.

2. Click to open the Maximo Help menu from the Maximo menu bar, as shown in
the following graphic.



6-22 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 6: Application Setup

Result: Maximo displays the Help menu for the Escalations application.

3. Click to select Escalations Help.

Result: Maximo Help for the Escalations application opens.

4. In the left pane, click the plus sign for Escalations Overview.

Result: The Escalations Overview topic expands.

5. Click to select Example Escalation.

Result: Maximo displays the Example Escalation tutorial.



©Copyright IBM Corp. 2007 • 6-23


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 6: Application Setup

6. Follow all the steps from the Escalations Help example to create a sample
escalation.

Warning: At the time of this writing, two mistakes are in the Maximo Help steps.

In both Tasks 5 and 8, you must change the status of the Communication
Template to ACTIVE before you Return with Value.

Hint: An updated copy of the Maximo Help example is included as Chapter 12 of


this course.

Result: When you complete all of the steps, your sample escalation should look
similar to the following graphic.

7. Save your record.



6-24 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 6: Application Setup

Chapter Summary

The Bulletin Board


Use the Bulletin Board application to create and view messages regarding critical
problems or incidents, or to broadcast information throughout the enterprise.

Bulletin Board messages can be viewed from the Start Center and from any Maximo
application.

Creating and posting messages on the Bulletin Board minimizes the creation and
duplication of tickets. Only users granted access to the Bulletin Board application can
create and post messages.

Bulletin Board messages can be targeted at a specific audience (based on organization,


site, or person group). If an audience is not specified, then any user who signs in to Maximo
can view the Bulletin Board messages.

You can specify the date and time you want the message to appear on the Bulletin Board.
You can also define a date and time when you want the message to be automatically
removed from the Bulletin Board.

Communication Templates
Use the Communication Templates application to create and manage generic
communication templates that Maximo users can leverage to standardize frequently used
e-mail communications (also known as notifications). Typically, this functionality is used
in the service desk industry.

In Maximo, service desk agents can manually create and send e-mail communications from
the Ticket applications (Service Requests, Incidents, and Problems) using standardized
information from predefined communication templates. The recipients of these
communications can respond, and agents can view the two-way dialog from the
Communication Log in the Ticket applications. You can also use communication
templates to create e-mail notifications for use with the automated workflow and escalation
processes.

You can associate specific file attachments with a communication template, and you can
associate document folders with the template, which Maximo will search when a service
desk user applies the template to a ticket. When a communication is actually sent, Maximo
attaches to the communication any files that exist in the associated document folders, along
with those hard-coded in the template itself.



©Copyright IBM Corp. 2007 • 6-25


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 6: Application Setup

The E-mail Listener


Use the E-mail Listener Configuration application to receive and process incoming
service desk e-mail messages. You can configure the E-mail Listener to monitor multiple
e-mail accounts and retrieve e-mail messages from each. An example of an e-mail account
used for this purpose might be customer_service@company.com.

The E-mail Listener application supports:

• Multiple attachments for each message, either:

– Inline attachments (for example, a screen capture within the body of the
message)
– Standard attachments

• Three mail protocols: POP3, IMAP, and MAPI. (A client program uses these
standard mail access protocols when it retrieves e-mail messages from a mail
server.)

The E-mail Listener checks each account at periodic intervals that you establish. Based on
the subject line of the e-mail message, the listener can determine whether the e-mail is a
new SR for help or is a follow-up to an SR record.

Managing Actions
Use the Actions application to manage the administrative functions of creating actions and
action groups within Workflow, Escalations, and Service Level Agreements (SLA)
processes. You manage actions in a central administrative application because they are
used in multiple applications.

Actions are scheduled events that occur from within Workflow or as a result of an
escalation. An action can cause a Maximo status change, execute a defined program, set a
field value, or execute a custom class action. Use the Actions application to build
individual actions or action groups.



6-26 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 6: Application Setup

Managing Escalations
The primary goal of escalation management is to ensure that critical tasks are completed on
time, such as those defined in Service Level Agreements. You can also use escalations for
events such as notifying you before contracts expire, changing the status of a Maximo
object (such as for invoices or contracts), or changing the owner of a Maximo object (such
as for service requests, incidents, or problems).

You can use escalations with any Maximo application. However, you are most likely to use
them with the Service Desk applications, IT Asset Management applications, and
Workflow processes.

You can create escalations at the site, organization, or system level. If you specify an
organization or site, the escalation is restricted to that site or organization. If you leave both
the Organization and Site fields empty, the escalation is available to all sites and
organizations (system-wide).



©Copyright IBM Corp. 2007 • 6-27


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 6: Application Setup



6-28 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture
and Configuration

This chapter contains the following topics.

Topic See Page

Chapter Overview 7-2


Database Configuration Overview 7-3
Terms Used in This Chapter 7-4
Data Dictionary 7-5
Data Types 7-8
Database Configuration Application 7-11
Oracle Reserved Words 7-19
Managing IBM Maximo Objects 7-21
Managing IBM Maximo Attributes 7-29
Creating Views 7-36
Managing Database Indexes 7-37
Configuring the Database 7-44
Restoring Backup Tables Manually 7-51
Additional Database Configuration 7-53
Overview of E-signature and E-audit 7-56
Managing E-signature 7-58
Managing E-audit 7-62
Text Search 7-65
Site and Organization Types 7-66
Chapter Summary 7-68



• 7-1


Chapter 7: Database Architecture and Configuration

Chapter Overview
This chapter will show you the possible database configurations using the Database
Configuration application in the Configuration module, and specific command lines that
are run to configure the changes made on the attributes of business objects using the
Database Configuration application. Use Database Configuration to customize the
database and perform related functions.

Chapter Focus
This chapter provides a Maximo implementer with comprehensive knowledge regarding
use of the Database Configuration application. You will obtain maximum benefit if you:

• Work actively with your instructor during demonstrations and exercises

• Ask many questions that relate to your additional informational needs

Learning Objectives
When you have completed this chapter, you should be able to:

• Discuss basic use of the Database Configuration application

• Describe objects

• Describe attributes

• Change an attribute definition

• Add and delete attributes on an existing object

• Create and drop an index

• Configure the database after changes have been made to it

• Enable e-signature

• Enable e-audit

• Locate and run files needed to configure the database



7-2 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

Database Configuration Overview


The Maximo database is extensive and flexible. As the administrator, you often have the
responsibility of adapting the database to your company’s specific needs.

The Database Configuration application provides a wide range of capabilities and options
to make configuration changes to the Maximo database.

Notes
Warning: You can make changes to the database using the Database Configuration
application. However, you should use extreme caution when making any changes to the
database to avoid losing data.

Certain database objects are part of the Maximo data dictionary and therefore should not be
changed. By default, these objects are not accessible through the Database Configuration
application.

Back up the database before making any changes

Backing Up and Restoring Table Data


When you reconfigure a database object, the requisite database table is renamed as a backup
table and a new database table is automatically created with the new table configuration.

After the database reconfiguration is completed, the data in the backed-up database table is
copied to the newly reconfigured table.

The backup database table remains and you can retain the backup table or delete it.

However, if you perform another configuration on the same database object, the current
table becomes the new backup table and the old backup table is dropped.

Before You Begin


Many database attribute changes you make to database objects will cause the data to be
dropped from the tables, as described previously.

Warning: Before proceeding with any database changes, create a backup of your entire
database.


©Copyright IBM Corp. 2007 • 7-3


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

Terms Used in This Chapter


Database configuration involves terminology that might not be familiar to users.

Before proceeding to the main topics in this chapter, you may want to review the following
terms and definitions; or return to them later as needed. Because the number of terms is few,
related terms are listed next to each other rather than alphabetically.

Attribute
Each database record has multiple attributes, such as name, address, and telephone number.

Object
Objects can be tables or views. Each object has different business rules, but the data is
stored in a single database table. For example, Incident, Problem, and Ticket are three
different business objects defined on a ticket table.

Data Dictionary
The database stores metadata in an area called the data dictionary, which describes the
objects, attributes, tables, columns, indexes, and other items that make up a database.

Metadata
Metadata is the data that describes the structure of the data within the database. If you know
how your data is structured, then you can retrieve it.

Record
A record is a representation of some physical or conceptual object. For example, that you
want to keep track of a business’s workers. You assign a record for each worker.



7-4 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

Relationship
Database relationships are associations between objects.

View
You can create a view to eliminate data that is not relevant to your current needs. It can
contain parts of one or more tables.

Data Dictionary
A database consists of both data and metadata. Metadata is the data that describes the
structure of the data within the database. The structure of a relational database is stored in
the database’s data dictionary. The Maximo data dictionary contains tables full of data, and
can be corrupted by user error. The only way to recover is to restore from a backup, so
remember to back up your data often.

Database structure makes possible the interpretation of seemingly meaningless data. The
structure brings to the surface patterns, trends, and tendencies in the data. If you know how
your data is structured, then you can retrieve it.

The following table describes the Maximo data dictionary.

Table Name Definition

Lists all Maximo objects. Links an object to its table or


MAXOBJECT
view.
MAXTABLE Lists all Maximo tables.
MAXVIEW Lists all Maximo views.
Lists all attributes of an object. A table or view
MAXATTRIBUTE
attribute is dependent on the object’s attributes.
MAXVIEWCOLUMN List all view columns.
MAXRELATIONSHIP Lists all relationships defined on objects.
Lists all sequences used in Maximo. Oracle and DB2
MAXSEQUENCE
use database sequence generators.
MAXSYSINDEXES Lists all indexes used in Maximo.



©Copyright IBM Corp. 2007 • 7-5


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

Data Dictionary Object Associations


There are two types of Maximo Data Dictionary (DD) object associations:

• Objects associated with tables

– One business object to one table.


– Many business objects to one table.

• Objects associated with views

– The business object can span multiple tables. Tables must have the same
primary key information.
– Business objects can extend each other. Tables must have a one-to-one
relationship.

Categories of Business Objects


There are two categories of business objects:

• General business objects

– A simple business object whose data is stored and retrieved from a single
database table
– A business object that is inherited from an existing business object (whose
data is stored and retrieved from a table), and that uses the same attributes as
the base and is just a special type (Inheritance without extra attributes) whose
data is stored and retrieved from one table using a view
– A business object that is inherited from an existing business object (whose
data is stored and retrieved from a table), and that has additional attributes
(Inheritance with extra attributes) whose data is stored and retrieved from two
tables using a view
– A business object inherited from an already inherited business object whose
data is stored and retrieved from two or more tables using a view

• Special business objects

– Business object whose data is retrieved from a database from a single table,
used for lookup or for data validation (read-only business object)
– Business object whose data is retrieved from a database from more than one
table using a view, used for lookup or for data validation (read-only business
object)



7-6 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

Maximo Data Dictionary Table

• MAXOBJECT

– classname
– extends
– entityname
– isview
– servicename

• MAXTABLE

• MAXVIEW

• MAXATTRIBUTE

– classname
– domainid
– entityname
– columnname

• MAXVIEWCOLUMN

– sameastorage

• MAXRELATIONSHIP

• MAXSERVICE



©Copyright IBM Corp. 2007 • 7-7


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

Data Types
One of the changes you can make to the database is the modification of the data type of
some (but not all) database attributes.

The data type is the form of data that an attribute can accept. Some of the allowed data types
are shown in the following graphic.

Example
The issue of data types becomes especially important when adding attributes to objects.
Give thought to how the data will be used in the new attributes and, based on this, what the
data type should be. It is advisable that you do not change data types after data is included
in the attributes and begins to be used. After a new attribute is loaded with data and used
by Maximo, changing the data type becomes a major issue.



7-8 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

Data Types
Some of the allowed data types are listed in the following table.

Type Description

ALN Alphanumeric (uppercase and lowercase)


AMOUNT A numeric format established with the Field Length and Format
option (this option discussed later in this chapter)
DATE A date in one of these formats (format derived from Windows):
• dd-mm-yyyy (default)
• dd-mm-yy (the one DATE format that Oracle will accept)
• dd/mm/yyyy
• dd/mm/yy
• mm-dd-yy
• mm/dd/yy
• mm-dd-yyyy
• yyyy-mm-dd
Date field lengths are in bytes, not character lengths.
DATETIME A combination date and time format
DECIMAL A decimal number
DURATION Duration in hours format
FLOAT A decimal number with no preset scale or length
INTEGER A whole number within the range of -2,147,483,648 to
+2,147,483,647
LOWER Lowercase alphanumeric characters
SMALLINT A whole number from –32768 to +32767
TIME A time value in one of these formats:
• hh.mm.ss
• hh:mm
• hh:mm:ss (default)
• hh:mm:ss:999999
UPPER Uppercase alphanumeric characters
YORN Y/N (Yes or No) only (writes as 1/0 in the database)



©Copyright IBM Corp. 2007 • 7-9


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

The MAXATTRIBUTE Object


The database object MAXATTRIBUTE lists all objects and attributes and their
characteristics. Here is a sample and partial view.

The MAXTYPE attribute of the MAXATTRIBUTE object shows all of the various
available data types.

Some of the MAXTYPES that may not be self-explanatory are:

• BLOB: Binary Large Object, for large objects/data

• CLOB: Character Large Object, for large objects/data

• CRYPTO, CRYPTOX: for (password) encryption



7-10 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

The MUSTBE Attribute


One of the MAXATTRIBUTE object’s attributes is MUSTBE. Some of the data rows in
MAXATTRIBUTE have a value of Y for the MUSTBE attribute.

When the MUSTBE attribute has a value of Y, the configuration of the attribute’s data type,
length, or scale must remain as is, and cannot be changed.

This is not limited to attributes defined by IBM Software, but also applies to user-defined
attributes if they must be set.

Database Configuration Application


The Maximo database is extensive and flexible. An implementer or administrator often has
the responsibility of adapting the database to his or her company’s specific needs. The
Database Configuration application provides a wide range of capabilities and options to
make configuration changes to the Maximo database.



©Copyright IBM Corp. 2007 • 7-11


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

Purpose
Database Configuration application is used to create or modify the objects and attributes
used by applications in Maximo, to customize the database and perform the following
functions:

• Change column definitions

• Attach domains to columns

• Create new user-defined objects

• Add new columns to existing objects

• Create and drop indexes

• Create views to look at data from single or multiple objects

• Specify GL account formats

• Set the amount field format (see the following note)

• Update statistics on indexes to improve database performance

• Configure Maximo with multiple languages

• Set up electronic signatures and electronic audit records

Note: The display of date/time fields and numeric data, including some aspects of amount
fields (such as currency settings), is specified using the Windows Control Panel Regional
Settings application.

Before You Begin


You can make changes to the database using the Database Configuration application.
However, you should use extreme caution when making any changes to the database to
avoid losing data.

In practice, you should make a backup of the entire database before you reconfigure it.



7-12 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

Database Configuration Tabs


The Database Configuration application consists of the following five tabs.

Use This Tab… To…

List Search for database objects.


Create or modify objects by selecting details and table
Object values. You can also create views and enable electronic
audit records.
Display, create, or modify attributes. You can also define
Attributes
attribute aliases.
Indexes Display or create indexes.
Relationships Establish object parent-child relationships.

Lists of IBM Maximo tables


Use this tab to search for database objects.



©Copyright IBM Corp. 2007 • 7-13


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

Object Tab
The Object tab is used to view the general characteristics and values of a selected object.

The Object tab has three sections:

• Details

• View

• Audit

Field Description

Table Name of the table.


Description Description of the table.
Database Storage The database partition in which this table is stored. Default is
Partition Maximo, assuming that Maximo built this table.
Indicates how the table was created.
N designates that Maximo created the table during installation.
User Defined
Y designates that the table was created using the Create
Object command.
The table existed in the native database before being defined in
Inherited
Maximo.



7-14 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

Attributes Tab
The Attributes tab is used to view existing attributes for a selected object or to add new
attributes to a selected object.

The Attributes tab displays the following columns:

• Status

• Attribute (all the attributes for the object)

• Description

• Type

• Length

• Scale

• Required?



©Copyright IBM Corp. 2007 • 7-15


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

Details for Attributes Tab


Details for attributes on the Attributes tab look similar to the following graphic.

The Attributes tab details display two sections.

• The Details section is used to create Domain associations.

Domains are created in the new Domains application.

• The Advanced section allows you to set a variety of additional parameters,


including enabling of e-Signature.

Indexes Tab
The Indexes tab is used to view existing indexes for a selected object or to add new indexes
to a selected object.

The Indexes table indicates the existing indexes and basic index parameters for the object.
Beneath the Indexes table is the Columns table, which indicates the columns used in the
index highlighted in the Indexes table. Existing indexes cannot be redefined. Indexes must
be dropped and re-created with a new definition. Indexes will automatically be created for
attributes flagged as primary key columns.


7-16 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

Relationships Tab
The Relationships tab provides a user interface for the creation of joins.

Action Menu
The Database Configuration Actions menu includes the items listed in the following
graphic. The Database Configuration Help system describes how to use these menu items
and their associated dialog boxes.



©Copyright IBM Corp. 2007 • 7-17


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

Select Action Menu Item Definition

Delete Object This marks the object for deletion. Objects are not
actually deleted until you apply configuration changes.
Apply Configuration Changes are written to a secondary table until you
Changes apply them. To do this, you must shut down the
application server and run configdb from the
command line.
Discard Configuration Discards any changes that have not yet been applied.
Changes The content of the Configuration objects, which holds
the changes until they are applied, will be cleared and
reloaded with active metadata values.
Delete Backup Tables If applicable, the dialog will present a list of current
backed up objects. You can select from the list which
backup objects to drop, but cannot configure the
database again until all have been dropped.
Update Statistics Improves database performance by reorganizing
indexes.
Refresh Index Tables Checks the database indexes and reloads into the
Maximo index metadata.
Field Length and Format Used to view or change the amount field format,
(length and decimal precision) as well as the Integer
and Smallint fields.
GL Account Configuration Used to specify the GL account code format, including
component field lengths and types, and delimiters.
Manage eSig Actions Used to enable eSignature on actions within an
application. Lists applications and associated actions.
Add to Bookmarks You can bookmark the current record to quickly access
the record later from the List tab.
Run Reports Lists the available reports. You select a report title and
set parameters, and then click Submit.



7-18 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

Oracle Reserved Words


This section lists Oracle version 9.2 reserved words. If you are using a later version of
Oracle, you should connect to their Web site and search for reserved words. In the
following table, words followed by an asterisk (*) are also ANSI reserved words.

In addition to the following reserved words, Oracle uses system-generated names


beginning with SYS_ for implicitly generated schema objects and subobjects. Oracle
discourages you from using this prefix in the names you explicitly provide to your schema
objects and subobjects to avoid possible conflict in name resolution.

Doing a process against the native database checks attributes whose input values need to be
verified as not a reserved word. If the native database throws an error during this check,
Maximo concludes that it is a reserved word.

The list of reserved words does change, so check the Oracle Web site for the latest
information.

ACCESS IDENTIFIED RAW


ADD* IMMEDIATE* RENAME
ALL* IN* RESOURCE
ALTER* INCREMENT REVOKE*
END* INDEX ROW
ANY* INITIAL ROWID
AS* INSERT* ROWNUM
ASC* INTEGER* ROWS*
AUDIT INTERSECT* SELECT*
BETWEEN* INTO* SESSION*
BY* IS* SET*
CHAR* LEVEL* SHARE
CHECK* LIKE* SIZE*
CLUSTER LOCK SMALLINT*
COLUMN LONG START
COMMENT MAXEXTENTS SUCCESSFUL
COMPRESS MINUS SYNONYM
CONNECT* MLSLABEL SYSDATE
CREATE* MODE TABLE*


©Copyright IBM Corp. 2007 • 7-19


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

CURRENT* MODIFY THEN*


DATE* NOAUDIT TO*
DECIMAL* NOCOMPRESS TRIGGER
DEFAULT* NOT* UID
DELETE* NOWAIT UNION*
DESC* NULL* UNIQUE*
DISTINCT* NUMBER UPDATE*
DROP* OF* USER*
ELSE* OFFLINE VALIDATE
EXCLUSIVE ON* VALUES*
EXISTS ONLINE VARCHAR*
FILE OPTION* VARCHAR2
FLOAT* OR* VIEW*
FOR* ORDER* WHENEVER*
FROM* PCTFREE WHERE
GRANT* PRIOR* WITH*
GROUP* PRIVILEGES*
HAVING PUBLIC*



7-20 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

Managing IBM Maximo Objects


When you use the Database Configuration application, you interact at the business object
level. Behind the scenes, the application determines the actions to take on the tables to
support the needs of the business objects.

Multiple objects can be defined on a single table. When this occurs, each object has
different business rules, but the data is stored in a single database table. For example,
Incident, Problem, and Ticket are three different business objects, yet they are all defined
on a Ticket table.

Behind the scenes, the business object fetches the columns of the corresponding table and
presents it to the user as attributes of the business object. In addition, a business object can
span more than one database table. You use views to represent objects that span over
multiple tables.

With the business object layer, the system tables that should not be changed are hidden
from UI (you can look at them however). Some system tables contain modifiable columns,
which display the appropriate attributes to correspond to those columns.

You can add a new object from any tab of the Database Configuration application.

The Object Tab


Use the Objects tab to create or modify objects by selecting details and table values. You
can also create views and enable electronic signatures and electronic audit records.



©Copyright IBM Corp. 2007 • 7-21


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

Field Description

Table Name of the table.


Description Description of the table.
Database Storage The database partition in which this table is stored. Default
Partition is Maximo, assuming that Maximo built this table.
Indicates how the table was created.
N designates that Maximo created the table during
User Defined installation.
Y designates that the table was created using the Create
Object command.
Indicates that the table existed in the native database
Inherited
before being defined in Maximo.

Internal Objects
Certain objects are internal; part of the Maximo data dictionary. Internal objects cannot be
modified or deleted. You can, however, view internal objects by using a filter in the
Advanced Search functionality.



7-22 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

Viewing Internal Objects


Use the following steps to view internal objects.

1. Open the Database Configuration application.

Hint: It is in the Configuration module.

Result: The Database Configuration application opens to the List tab.

2. Click the Advanced Search button.

Result: The More Search Fields dialog box opens.

3. In the Internal field, replace the N with a Y.

4. Click the Find button.

Result: The More Search Fields dialog box closes and the List tab displays all of
the Internal objects.

5. When you are done reviewing the Internal objects, repeat steps 2 through 4, this
time replacing the Y with an N.

Warning: Do not forget this step, or you will not be able to continue with these
exercises.

Challenge Question
How would you view both normal objects and internal objects?



©Copyright IBM Corp. 2007 • 7-23


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

Displaying an Object
Follow these steps as we look at the Object tab for the ASSET object.

1. Open the Database Configuration application.

2. Find and select the ASSET object.

Result: Maximo displays the ASSET object on the Object tab.

3. With your instructor, spend some time reviewing the Maximo Help for the
Database Configuration application.

4. With your instructor, review the fields of the Object tab.

Modify an Existing Object


Maximo contains a set of objects, and some of the fields in these objects can be modified.

To modify an object, complete any of the following steps.

1. In the Level field, click the lookup and select a value.

2. If you want to make this a main object for Workflow purposes, select the Main
Object? checkbox.



7-24 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

3. If applicable to your database, click the Detail button in the Database Storage
Partition field and select a storage partition for the object.

The Database Storage Partition field allows you to specify a specific storage
area for an object. A database storage partition (tablespace in Oracle) is the
physical location where a database object (for example, object) is located on a
disk.

Warning: The database administrator should configure the


DBSTORAGEPARTITION value list to include a valid list of tablespaces/
segments available to Maximo. (For example, you would not want an object to be
created in the SYSTEM tablespace.)

4. The User Defined field tells you whether the object is a regular Maximo object
(User Defined = 0) or was created by an administrator (User Defined = 1).

If the User Defined checkbox is selected, the Imported field tells you whether
the object was defined using the Database Configuration application (Imported
= 0) or by some other means (Imported = 1).

5. If you want to enable electronic audit records, select the check box in the Audit
Enabled field.

6. If you want to enable text search on the object, select Text Search Enabled? This
can be used together with text search on attributes.

7. Click Save Object.

Result: The status field displays To Be Changed and the object is not actually
modified until you configure the database.



©Copyright IBM Corp. 2007 • 7-25


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

Create a New Object


Objects are either tables or views, and they can be persistent or nonpersistent. You can
create user-defined objects that are in addition to the regular Maximo objects. In these user-
defined objects, you create the number of columns you want and specify their attribute
definitions. You typically create user-defined objects for custom applications.

Use an abbreviation of your organization as a prefix to any new object or attribute name,
for example TAGG_EXTRATABLE or TAGG_MEMOFIELD. This prevents accidentally
choosing a database reserved word and prevents any conflict with new standard names in a
future upgrade. To create a new object, complete the following steps.

1. On the toolbar, click New Object.

2. Enter a name in the Object field, and provide a description for the new object.

3. If you want to use Views, click the lookup and select a value in the Extends
Object field. If you enter a value for Extends Object, then when you tab out,
View? becomes selected. Then if the view joins two tables, the user can enter the
name for the second one under Join To Object.

4. In the Level field, click the lookup and select a value.

5. If you want to make this a main object for Workflow purposes, select the Main
Object? checkbox.



7-26 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

6. In the Persistent? checkbox, use the following information to guide you.

– If the object is persistent, three attributes are automatically created: id,


description, and rowstamp (if selected).
– If the object is non-persistent, nothing is added for attributes, but you cannot
configure the database without at least one attribute on the object.

7. If applicable to your database, click the Detail button in the Database Storage
Partition field and select a storage partition for the object.

8. In the Unique Column field, use the following information to guide you.

– This is the name of the attribute that will be created as a unique identifier on a
persistent object.
– It is used in indexing.

9. If you want to enable this object for multiple languages, specify a value for the
Language Table. The convention is L_<tablename>.

10. If you want to enable text search on the object, select Text Search Enabled?.

11. (Optional) In the View section, click View. You can now edit the fields Where
clause, Join to Object, Select Clause, Auto Select, and From Clause.

12. (Optional) In the Audit section, click Audit Enabled. You can now edit the
default Audit Table name and the E-audit filter field.

You can enter the E-signature filter field regardless of the Audit setting.

13. Click Save Object.

Result: The status field displays To Be Added, and the table or view is not
actually created until you configure the database.



©Copyright IBM Corp. 2007 • 7-27


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

Deleting User-Defined Object


You cannot delete Maximo objects from the database, but you can delete user-defined
objects. When you delete user-defined objects, you also delete associated indexes and
relationships.

To delete user-defined objects, complete the following steps.

1. Select the user-defined object from the List tab.

2. From the Select Actions menu, select Delete Object.

Result: Maximo displays a message saying that any data in the object will be
deleted and asking you if you want to continue. The message in the Status field
reads To Be Deleted.

3. Configure the database.

If the user-defined object is imported, only the Maximo metadata is deleted. The
base table is not deleted. The metadata exists in both Maximo (maxattribute, and
so on) and the DBMS (Oracle metadata, for example).

Saving Your Changes


After you make changes to the database, you must save the changes. However, the database
changes do not take effect until after you configure the database. You can wait until after
you have made changes to all the relevant tabs before configuring the database.

Saving saves your changes in temporary database configuration objects but does not
actually implement them in the database. If you save changes without configuring the
database and close the Database Configuration application, you can later reopen it and
resume your editing session without losing the prior changes.



7-28 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

The pending changes are stored in a secondary table and listed in the Status field, as shown
in the following graphic. You cannot query on Status.

Managing IBM Maximo Attributes

Attributes Tab
Each database record has multiple attributes. For example, the ASSET object contains
attributes such as ASSETID, DESCRIPTION, and GLACCOUNT. The user can use the
Attributes tab to modify existing attributes or add new attributes to the database record.



©Copyright IBM Corp. 2007 • 7-29


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

Modifying Attributes
Before the user modifies an attribute, check to see whether IBM Software created it or if
someone at your site created it, which is indicated by the User Defined? box being selected.
The user cannot delete attributes created by IBM Software, but the attributes can be
changed.

The attributes created by IBM Software are more restrictive regarding what can be
changed; while the user-defined attributes generally allow you to make more changes.
Some restrictions are based on whether text search is enabled for the object, or on the data
type itself. For example, certain data types have a set value for the length, scale, dates, or
integers. On the other hand, the memo field is alphanumeric (ALN), and you can make it
anything you want.

The rules governing what you can modify are complex and vary according to the individual
attribute.

The Attributes Tab


Use the Attributes tab to display, create, or modify attributes, and to define attribute
aliases.

The Attributes tab displays the following columns:

• Status

• Attribute (all the attributes for the object)

• Description

• Type

• Length

• Scale

• Required?



7-30 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

The Attributes tab is divided into two sections. The Details section contains common
characteristics that apply to most users. The Advanced section (not shown) contains
characteristics less commonly used, and only in special cases will users have a need to view
or modify these values. You can edit some fields in a selected object or click New Row to
add a new attribute.

Displaying an Object’s Attributes


Use the following steps to display an object’s attributes.

1. If you have not already done so, open the Database Configuration application,
and then find and select the ASSET object.

2. Click the Attributes tab.

Result: Maximo displays the Attributes tab for the ASSET object.

3. Review the fields of the Attributes tab with your instructor.



©Copyright IBM Corp. 2007 • 7-31


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

Modifying an Attribute
Use the following steps to modify an attribute for the ASSET object.

1. Find the ASSETTAG attribute.

2. Click the View Details icon.

Result: The Details section opens for editing.

3. Change the value of the Length field to 17, then save your record.

Result: The status becomes Change.

You will apply the changes to the database (configure the database) later.



7-32 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

Some columns are restricted to specific definitions and cannot be changed; they are read-
only. If you are planning to install Maximo Navigator, do not exceed the field lengths for
the following columns. Otherwise, data synchronization could fail.

Table.Column Maximum Length

Item.itemnum 60
Item.description 250
Item.stocktype 20
asset.eqnum 15
asset.description 50
asset.location 40
inventory.modelnum 60
Inventory.manufacturer 40

Creating a New Attribute


Using an abbreviation of the organization as a prefix to any new object or attribute name;
for example, TEAM_EXTRATABLE or TEAM_MEMOFIELD. This prevents
accidentally choosing a database reserved word and prevents any conflict with new
standard names in a future upgrade To add user-defined attributes to regular Maximo
objects; use the following steps to create a new attribute (COUNTRY OF ORIGIN) for the
ASSET object.

1. If the Database Configuration application is not already open, open it now, then
find and select the ASSET object.

2. Click the Attributes tab.

3. Open the Database Configuration Help and review the How Do I … Add
Attributes topic.

4. When you are done reviewing the Maximo Help, close it.



©Copyright IBM Corp. 2007 • 7-33


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

5. Click New Row.

Result: A new row opens for data entry.

6. Enter the following information and save your record:

Field Value
Attribute CNTRYORIGIN
Description Country of Origin
Title Country of Origin

Some of the fields on this form are beyond the scope of this course. Other field
information, like Domains, is discussed later in this course.

7. Save your record.

8. Click the Close Details button.

Result: Notice that your new attribute is now listed with a status of Add.

9. Return to the List tab.

Result: Notice that the changes you made to the ASSET object are waiting to be
configured.

You will configure the database later in this chapter.




7-34 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

Deleting User-Defined Attributes


Users can delete attributes from user-defined objects. Users can also delete user-defined
attributes from regular Maximo objects.

Before users delete a user-defined attribute (from a user-defined or Maximo object), use the
Indexes tab to see if the attribute is used by an index. If the attribute is used by an index,
delete the index. If the user still wants the index, then re-create it without the attribute that
users are going to delete.

To delete user-defined attributes from the database, complete the following steps.

1. Select the object from the List tab.

2. Click the Attributes tab.

3. In the Attributes table window, click the row for the attribute you want to delete.

4. Click the Trash button.

Result: The Status field in the table window displays Delete.

5. Save the record.

6. Configure the database.



©Copyright IBM Corp. 2007 • 7-35


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

Creating Views

Views
Tables can contain many columns and rows. Sometimes all that data interests the user and
sometimes it does not. Only some of the columns of a table might interest a user, or only
rows that satisfy a certain condition. Some columns of one table and some columns of a
related table might interest a user. To eliminate data that is not relevant to the user’s current
needs, the user can create a view. A view is a subset of a database that an application can
process. It can contain parts of one or more tables.

A view does not contain data. Instead, it is a definition that sits in the data dictionary along
with a database query that will retrieve its data. Thus, a view can contain data from more
than one object, row, or attribute. When the user fetches the data out of a view, the database
pulls the necessary records based on the WHERE clause and returns the data to the user.
Attributes are loaded automatically when the user create a view object.

Why Use Views?


Because views are stored as named queries, they can be used to store frequently used,
complex queries. You can run queries by using the name of the view in a simple query. You
cannot create views for objects that are enabled for E-audit.

Automatically Select (shown in figure above) applies the choose all columns of the table
clause to all the columns of the single object. In the figure above, the view is a subset of a
table and the Automatically Select field is selected. By default, the View Select and View
From fields are grayed out.



7-36 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

The figure above does not contain a WHERE clause and the Automatically Select feature
is off. Therefore the view is created from all the columns specified in the View Select field
using the FROM clause in the View From field. View Select is optional, and when it is not
specified then all the columns in both your tables will be included.

The view in the above figure is created from the three objects listed in the View From field:
DEPLOYEDASSET, DPRCOMPUTER, and DPAMMANUVARIANT.

In this example, the Extends Object is the name of the primary table connected to the view.
Space can become an issue, because the length of a database query is limited to 4000
characters.

Managing Database Indexes


Indexes are used to optimize performance for fetching data. They provide pointers, or quick
references, to the location of frequently accessed data. You can create an index on the
columns in an object that you frequently query.

Users cannot redefine existing indexes. Users must drop the index and re-create it with a
new definition. The Database Storage Partition field lets users select a storage partition
for an index.

With inherited objects, users can never use the Indexes tab.

Definition: Index
An index is a database object used internally by the system to speed up queries on a table.
It consists of an ordered set of pointers stored separately from the table, and it points to
frequently used columns.

Purpose
An index improves system performance by speeding up access to data.

• In large databases, an index will speed up retrieval of data on-screen.

• Reports drawn from large databases will compile faster if an index has been
created on the column(s) they reference.


©Copyright IBM Corp. 2007 • 7-37


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

IBM Maximo Indexes


Maximo comes with several predefined indexes. These indexes were created to reflect the
most common transactions.

Most of these predefined indexes define the unique identifier for records in each table.

Modifying Indexes
You cannot modify indexes; you can only create or delete them. To modify an index you
must delete and then re-create it.

Example
ASSET_NDX1 is a predefined index on the ASSET object.

• It creates pointers to the SITEID and the ASSET attributes in ascending order.

• It enforces uniqueness of both columns for each record.

The Indexes Tab


You set up and modify database indexes using the Indexes tab.

Use the List tab to select the object for which you want to create or drop an index, and then
click the Indexes tab. The Indexes table window shows the indexes associated with the
object. The Columns table window shows the columns in the selected index.

To view an existing index definition, select the index from the Indexes table window.
Database Configuration displays the columns included in the index in the Columns table
window.



7-38 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

Index Details
Using the following steps, review various aspects of the Indexes tab with your instructor.

1. If the Database Configuration application is not already open, open it now, then
find and select the ASSET object.

2. Click to select the Indexes tab.

Result: Maximo displays the Indexes tab.

3. Click the View Details button for the ASSET_NDX1 index.

Result: You will see the following details:

– Uniqueness is enforced for this index.


– Notice the Internal field for Maximo Data Dictionary indexes, and that it is
read-only.

Creating an Index
Note the currently existing indexes for the ASSET object.

Assume that users at your company will create a grouped report and frequently query the
ASSET object on its ORGID, SITEID, and TOTALCOST attributes.



©Copyright IBM Corp. 2007 • 7-39


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

Use the following steps to create an index on these attributes.

1. Open the Database Configuration application from the Configuration module


menu, if it is not already open, and select the ASSET object.

2. Click the Indexes tab.

3. Click the New Row button of the Indexes section, as shown in the following
graphic.

Result: A new row opens for data entry.

4. Enter the following information:

Field Value
Index ASSET_NDX8

Leave the Enforce Uniqueness checkbox unselected.



7-40 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

Result: Notice that the Columns section heading changes to:

Columns for ASSET_NDX8

5. Click the New Row button of the Columns for ASSET_NDX8 section.

Result: A new row opens for data entry.

6. Click the Select Value button of the Column field.

Result: The Select Value dialog box opens.

7. Find and select the SITEID column.

8. Repeat steps 5 and 6, creating a second new row.

9. Find and select the TOTALCOST column.

10. Save your record.

Result: Your new index ASSET_NDX8 is ready to be configured.

11. In the Indexes section, navigate to view your new index.



©Copyright IBM Corp. 2007 • 7-41


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

Result: You can see that your new index ASSET_NDX8 is ready to be configured.

For the index to take effect, you will need to reconfigure the database. You will reconfigure
the database later in this chapter.

Challenge Question
Notice that at least one attribute of each index is on a required field.

Why do you think this is done?

Dropping Indexes
You can drop an index by simply removing the data row the same way you remove any data
row throughout Maximo; by clicking the Trash icon.

Result: The pending index to be dropped receives a status of Delete, as shown in the
following graphic.

The change will be identified and take effect pending reconfiguration of the database. You
will learn how to reconfigure the database in the next section.



7-42 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

Refreshing Indexes
Database administrators can define indexes via the back end. This allows them to test for
improved performance before defining indexes as Maximo metadata, rather than defining
Maximo metadata first. In these situations, users should follow up by refreshing the index
tables.

The Refresh Index Tables Select Action menu option looks at the indexes as defined on
the native database, and loads the Maximo metadata to reflect the actual native indexes
found.

To test for improved performance before defining indexes as Maximo metadata, database
administrators may define indexes through the back end, rather than going the other way
and defining Maximo metadata first (using the UI).

In addition, SQL Server can automatically add indexes to a table depending on usage or
other factors. After those have been built, you might want to update the Maximo metadata
accordingly.

To refresh your database indexes that may have been added through the back end, simply
select Refresh Index Tables from the Select Action menu.

Refer to the Maximo Help or the IBM Maximo System Administrator’s Guide for more
information.

1. From the Select Action menu, select Refresh Index Tables.

2. Click OK to refresh the index metadata.



©Copyright IBM Corp. 2007 • 7-43


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

Configuring the Database


After you complete changes to objects by modifying their attributes and adding indexes,
you will need to institute those changes by configuring the database.

In this section you will learn how to configure the database. You will also learn about the
implications of configuring the database.

WARNING
Changes to data (type, length, scale, and so forth) can cause data to be dropped from the
database tables when they are configured.

Although data is automatically backed up from individual tables that have been
reconfigured, as a safety measure you should always have a full backup of your database
before you make any changes to it.

Saving Records and Configuring Notes


When you make changes using the Database Configuration application, remember the
following points:

• Saving a change in the Database Configuration application does not implement


the change in the database.

• When you save changes, they are stored in a cfg table.

• You can discard configuration changes before running the ConfigDB batch file.

• Discarding your changes may take some time and it is irreversible.

• Apply the configuration changes to the database using the ConfigDB batch file,
which must be executed from the command line with the application server down.

• Review the documentation before running this process.

• When you run the ConfigDB batch file from the command line, you apply the
pending changes to the database. When you run configdb, it configures and
restores the data in one step.



7-44 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

Discarding Changes
Follow the steps below to see how you would discard your pending changes to the database.

Warning: You will be looking at discarding your pending changes, but you will not be
actually discarding them. If you do not proceed with caution, you may actually discard
them, in which case you would lose all of your work thus far in this chapter. Proceed with
caution.

1. Open the Database Configuration application from the Configuration module,


if it is not already open.

2. From the Select Action menu, select Discard Configuration Changes.

Result: Maximo displays a dialog box.

Warning: Do not click the OK button!

3. Do click the Cancel button.

Result: The dialog box closes.

If you were to click OK, all of your pending changes would have been discarded.

Applying Configuration Changes


When you make changes to the database (for example, creating or deleting objects,
attributes, or indexes) those changes are stored in secondary tables and do not take effect
until you configure the database. Maximo automatically restores the backup tables as part
of the configuration process.

Use the following steps to configure any changes you have made to the database.

Be sure to save any changes you want made to the database by saving your records before
you configure them.

1. In the Database Configuration application, choose Apply Configuration


Changes from the Select Action menu.



©Copyright IBM Corp. 2007 • 7-45


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

Result: Maximo displays a reminder to apply configuration changes to the


database using the ConfigDB batch file from the command line.

The ConfigDB file must be run from the command line, and the application server
must be shut down.

2. Click OK.

Result: The reminder window closes.

3. With your instructor, review the How Do I … Configure the Database section of
Maximo Help.

You can print any of the Maximo Help topics by following the How Do I …
Print a Help Topic instructions in the Maximo Help Overview section.

4. Sign out of Maximo and close your Internet browser session.

5. Shut down your Maximo Application Server as follows:

– If you started your Maximo Application Server from a command line, use the
Ctrl+C key combination to stop it.
– If you started your Maximo Application Server as a service, use your
Windows Services Administration to stop it.

In a standard IBM Software training environment, the Maximo Application


Server is started through command line.

Warning: Make sure that the Actuate server and all third-party tools that might be
in use to access the database are also disconnected from the database before you
attempt to reconfigure the database.

Otherwise, the database configuration could be impeded or even fail.

Examples: Some examples include, but are not limited to, SQL*Plus, Microsoft
Excel, and Microsoft Access.

6. Wait 60 seconds to make sure that all user sessions are actually terminated.

7. Open a new (Windows OS) Command Prompt window.



7-46 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

8. Change the directory to:

\\…\<Maximo Root>\tools\maximo

Example (Windows 2000): cd c:\maximo\tools\maximo

9. Type configdb to configure the database and automatically restore backup tables.

Result: The batch file ConfigDB.bat runs.

In the next section you will learn about various options for configuring the
database.

10. When you get the command prompt back, you will see this message:

RestoreFromBackup completed [Date/time Stamp]

Type exit at the command prompt.

Result: Your database is reconfigured and the Command Prompt window closes.

11. Navigate to your \\…\<Maximo Root>\tools\maximo\log directory, and open and


review the log file for the database reconfiguration.

12. Close the log file, restart your application server, sign back in to Maximo, and
verify that your database changes are now in effect.

Hint: You performed the following:

– Modified the ASSETTAG attribute for the ASSET object



©Copyright IBM Corp. 2007 • 7-47


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

– Created the CNTRYORIGIN attribute for the ASSET object

– Created the ASSET_NDX8 index for the ASSET object

Challenge Exercise
At your instructor’s discretion: Drop the ASSET_NDX8 index from the ASSET object and
reconfigure your database.



7-48 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

The ConfigDB Batch File Parameters


Notes about the ConfigDB.bat command file:

• The default database is defined in the maximo.properties file, as defined by the –k


parameter.

• The following graphic shows the parameters available for the configdb.bat file.

Parameter Default? Description

-a Database alias. If not specified, uses mxe.db.url


No
(db alias) property.
If using the -l parameter, this will output logfile to
the specified directory. If not specified, outputs to the
MXServer log directory, which is normally
-d tools\maximo\log.
No
(logfile dir)
Exception is drop backup tables. If done through
action in UI, log file is put in a BEA directory. If run
from command line then the above applies.
Causes SQL to be executed. (The default command
-e Yes
line includes the -e parameter.)



©Copyright IBM Corp. 2007 • 7-49


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

Parameter Default? Description

Filename for the properties file. If not specified, uses


-f
No maximo.properties. (Also see the -k parameter for
(filename)
propfile directory.)
Directory for properties file. (Also see the -f
-k
Yes parameter for propfile filename.) (The default
(propfile dir)
command line includes the -k parameter.)
Outputs to a detailed log file. (The default command
line includes the -l parameter.)
-l Yes If you do not use -l, a log file is still generated, but it
does not contain the sql statements of the configure
process.
If using the -l parameter, the filename for the logfile.
-o
No If not specified, logfile is ConfigDB + timestamp +
(filename)
.log. (Also see the -d parameter for logfile directory.)
Password for database connection. If not specified,
-p
No uses mxe.db.password property, or maximo. The
(password)
specified user must be the owner of the tables.
Call RestoreFromBackup immediately after
ConfigDB ends without error. Take care when using
this parameter, as there are occasions when the data in
-r Yes
the temp tables (XX+tablename) must be modified
before attempting the Restore. (The default command
line includes the -r parameter.)
Username for database connection. If not specified,
-u
No uses mxe.db.user property, or maximo. The specified
(username)
user must be the owner of the tables.

The ConfigDB Batch File Commands


call commonEnv.bat

@..\java\jre\bin\java -classpath %MAXIMO_CLASSPATH%


psdi.configure.ConfigDB -l -e -r -k..\..\applications\maximo\properties %1 %2 %3
%4 %5 %6

Refer to the Maximo Help or the IBM Maximo System Administrator’s Guide for more
information.



7-50 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

Errors
You can check for errors by consulting the log files. You can also use the log files to help
you troubleshoot any problems. They are located at:

\\…\<Maximo Root>\tools\maximo\log

If the database reconfiguration causes such errors that the application server cannot restart,
then consult the log files as well.

Restoring Backup Tables Manually


When you reconfigure a database object, the requisite database table is renamed as a backup
table, and a new database table is automatically created with the new table configuration.

After the database reconfiguration is complete, the data in the backed-up database table is
copied to the newly reconfigured table. The backup database table remains and you can
retain the backup table or delete it.

However, if you perform another configuration on the same database object, the current
table becomes the new backup table, and the old backup table is dropped.

Restoring Backup Tables Manually


If you do not want to automatically restore the backup tables during database configuration:

• Open the ConfigDB.bat file and remove the –r parameter.

• Return to the Command Prompt and type configdb.

This will configure the database without restoring the data (from the backup tables).

You use the restorefrombackup.bat batch file to then restore the data from the backup
tables.



©Copyright IBM Corp. 2007 • 7-51


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

Restoring Backup Tables Manually


Maximo automatically restores backup tables during the configuration process, so by
default you never need to run the procedure below.

However, if you removed the -r parameter from the ConfigDB.bat file before configuring
the database, you need to restore backup tables with this procedure.

To restore backup tables, complete the following steps.

1. Open a command prompt and change the directory to:

<Maximo home directory>\tools\maximo

2. Run restorefrombackup.

3. After the restore is complete, start the application server.

Deleting the Backup Tables


As stated earlier, one of the default parameters set for configuring the database is the –r
parameter, for restoring data from the backup tables. However, the backup tables are not
dropped as part of the database configuration. If you want to remove them, you can do so
by selecting Delete Backup Tables from the Select Action menu of the Database
Configuration application (or from the command prompt).



7-52 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

Additional Database Configuration


In this section you will learn about four additional database configuration options:

• Update Statistics

• Field Length and Format

• GL Account Configuration

• Manage eSig Actions

Update Statistics
Updating statistics improves database performance by reorganizing the database indexes
based on current data. It is useful to do this after entering or deleting a large number of
records. It does no harm to update statistics daily.

You can use any tab of the Database Configuration application to update statistics.

Warning: The updating of statistics can take an unusually long time to complete. During
this time there should be no users adding or modifying records in the database.



©Copyright IBM Corp. 2007 • 7-53


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

Update Database Statistics [Optional]


Use the following steps to update statistics in your training environment.

Perform the following steps only upon the direction of your instructor, especially if you are
not in a standard IBM Software training environment.

1. From the Select Action menu, select Update Statistics.

Result: Maximo displays the following message.

2. Click OK.

Result: The update proceeds automatically.



7-54 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

Field Length and Format


Use the Field Length and Format dialog box to specify how you want currency amounts
to appear in Maximo fields.

This is not limited to currency amounts.

You can use any tab of the Database Configuration application to specify the field length
and format.

You would use the following steps to specify the currency amount field format.

1. From the Select Action menu, choose Field Length and Format.

2. Specify the maximum length in the Amount Length field.

The default value is 10.

You cannot shorten a field if Maximo has data in that field longer than the length
you are specifying.

3. Specify the number of decimal places in the Amount Scale field.

The default is 2.

If you only want to increase the scale by 1, you also have to increase the length
by 1.

4. Specify the total number of integers in the Integer Length field.

The default is 12.

5. Specify the number of small integers in the Small Integer Length field.

The default is 10.



©Copyright IBM Corp. 2007 • 7-55


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

Changing the amount field format changes the definition for all columns of the AMOUNT
data type. SQL Server implements the changes directly; you do not have to configure the
database. Oracle alters the tables; you must configure the database for the changes to take
effect.

Use the Windows Control Panel’s Regional Settings application to specify some aspects
of amount fields, such as currency symbols.

See the IBM Maximo System Administrator’s Guide for more information.

GL Account Configuration
For information on the GL Account Configuration option, please refer to Chapter 7,
Financial System Configuration of this course.

Overview of E-signature and E-audit


Electronic signatures and electronic audit records (e-signature and e-audit) provide an
additional level of security control and auditing. Using this capability, the system
administrator can:

• Require a user to provide a specific signature when saving or changing a record or


accessing a specific menu item

• Record and audit changes to records and keep copies of those changes to produce
an audit trail

You can enable electronic signature and electronic audit records independently of each
other. Typically, however, they are used together.

• You can enable E-signature for Maximo menu items.

• You can enable both E-signature and E-audit for Maximo objects.

Electronic Signatures
An electronic signature consists of a user ID and a password known only to the user. It
confirms that the person changing a record is the person who signed in to the system.



7-56 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

Electronic Audit Records


An electronic audit record is a copy of a change to a database record, which is made when
the user saves the record to the database.

If someone subsequently deletes the database record, you still have a copy of the change in
the electronic audit record.

Required Components
The administration of E-signature and E-audit requires the following three components:

• Login Tracking

• Electronic Signature

• Electronic Audit

Login Tracking is available through the Users application. Electronic Signature and
Electronic Audit are available through the Database Configuration application. The
remainder of this section will show you how these components work together to increase
application security and provide an audit trail of selected actions and field changes.

Login Tracking
For E-signature to function, Login Tracking must be enabled. Set Login Tracking through
the Users application.

E-signature Independent of E-audit


Although E-signature and E-audit are typically used together, they can be implemented
independently. The following sections of this chapter demonstrate this fact.



©Copyright IBM Corp. 2007 • 7-57


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

Managing E-signature
The E-signature option causes Maximo to request the user to enter a password when
changing particular field values or carrying out designated actions in specified applications.

The Electronic Signature Authentication Dialog Box


When a user performs a specified action or changes a particular field requiring an electronic
signature, Maximo displays the Electronic Signature Authentication dialog box, similar
to the following graphic.

The following table describes the fields in the Electronic Signature Authentication dialog
box.

Field Name Description

User Name This field autofills with the name of the current Maximo user.
Password The user must enter his or her password into the field.
The user must enter the reason for the change.
Reason For Change
In standard Maximo, this is a required field.



7-58 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

E-signature for Menu Items


Use the following steps to enable E-signature for menu items.

1. Ensure that Login Tracking is enabled. If it is not, enable it.

Hint: Use Security Controls from the Select Action menu in the Users
application or the Security Groups application.

2. In the Database Configuration application, select Manage eSig Actions from


the Select Action menu.

Result: The Manage eSig Actions dialog box opens.

3. In the Applications section, find and select the Work Order Tracking
application.

Result: Your display should look similar to the following graphic.

4. In the Options for Work Order Tracking section, find and select the Approve
Work Order description.


©Copyright IBM Corp. 2007 • 7-59


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

5. For Approve Work Order, click to select the E-signature Enabled? checkbox.

Result: Your display should look similar to the following graphic.

6. In the Options for Work Order Tracking section, find and select the Change
Status description.

7. For Change Status, click to select the E-signature Enabled? checkbox.

8. Click OK.

Result: The Manage eSig Actions dialog box closes.

9. Save your record.

Result: E-signature is now enabled for these menu items.

Checking E-signature
Use the following steps to view the results for enabling E-signature from the previous
exercise.

1. Open the Work Order Tracking application.

2. Find and select Work Order 1000.

3. Change the status to APPR (Approved).

Result: After you click OK in the Change Status dialog box, the Electronic
Signature Authentication dialog box opens.



7-60 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

4. Enter the password for the identified user.

In a standard IBM Software training environment with User Name wilson, the
Password is wilson.

5. Enter a Reason For Change.

You can use Testing e-Signature authentication or something similar.

6. Click OK.

Results:

– The Electronic Signature Authentication dialog box closes.


– The Change Status dialog box closes.
– A Maximo information box may open.

7. If a Maximo information box opens, click Close.

8. Return to the Start Center.



©Copyright IBM Corp. 2007 • 7-61


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

Managing E-audit
Electronic Audit Record functionality (E-audit) enables you to maintain a history of
changes made to records in Maximo applications.

This history is maintained in separate database audit record tables.

When you enable E-audit for an object, Maximo creates an audit table for that object. The
Audit Table field contains the name of the audit table and defaults to the name of the
selected database table preceded by A_.

Example: A_ASSET

You can specify a different name.

E-audit Process Overview


After E-audit is enabled on a Maximo object, Maximo writes an audit record to the
corresponding audit table when the indicated attribute is modified.

The audit record includes the following data:

• A copy of the changed data

• The Maximo user name of the user who made the change

• An identifier indicating whether the change was an insert, update, or delete

• The current date and time of the transaction

• A rowstamp

• A unique E-audit transaction ID

• A unique eSig transaction ID (if E-signature has also been enabled)

• The key value columns for the record, even if those attributes (or columns) are not
E-audit enabled (for example, the key value work order number is recorded in the
record even when another attribute in the WORKORDER object triggers the
electronic audit)



7-62 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

E-audit for Maximo Objects


Use the following steps to enable E-audit for the ASSET object.

1. Open the Database Configuration application; then find and select the ASSET
object.

2. From the Object tab, open the Audit section.

Result: Your display should look similar to the following graphic.

3. Click to select the Audit Enabled? check box if it is not already selected.

Result: E-audit will be enabled for this object when the database is reconfigured,
but you must specify for which attribute(s).

4. Save your record, and then select the Attributes tab.

Result: The object’s status changes to: To Be Changed.

Hint: You may have to re-sort and navigate to view the status.

5. Click the View Details button for the Description attribute.

When you enable the Description field for e-audit, the long description field is
also audited.

6. In the Advanced section, click to select the Audit Enabled? field.

7. Save your record.

Result: E-audit will be enabled for this attribute when the database is
reconfigured.



©Copyright IBM Corp. 2007 • 7-63


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

8. Reconfigure your database as follows:

– Sign out of Maximo.


– Shut down the application server.
– Wait 60 seconds.
– Run ConfigDB.bat from the command prompt.
– Check the log files for errors.
– Restart the application server.

9. Verify E-audit by opening the Asset application and changing the description of a
record.

Optional Exercise
Open SQL*Plus and query for your new E-audit table (A_ASSET) that should have been
created for the ASSET object during database reconfiguration.

Look at the columns on your new A_ASSET table.

Hint: Use the Oracle SQL*Plus DESC command.

Additional Information
Though it is beyond the scope of this course, you could create an SQL query (or an Actuate
report) with a table join between the E-audit table and the Login Tracking table. Thus, you
would have a detailed report for auditing of who changed what and why.



7-64 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

Text Search
If an object is enabled for text search, Maximo provides full text search on its attributes. An
attribute can be an exact match, a wildcard search, or a full text search. Exact search
requires = (the equals sign), wildcard requires % (for example, %value%), and full text
searches a field for any combination of the words in the search text.

The following graphic shows the text search dialog box, which is accessible from the
Search Type field on the Attribute tab.

Note
Text search is allowed only for an ALN field, and is really designed to search long
descriptions or fields that are long data types.

If you select full text search for an attribute, keep in mind this is a language-specific text
search and not string search. Maximo indexes words, not parts of words. What this means
is that you will not get part if you search for par.

Maximo also performs stem search. For example, searching for service will also return
servicing and serviced.

You have to flag text search on the object and whatever attributes you want it for. For
example, look at the ASSET table. Both the description and long description fields are text
search enabled.



©Copyright IBM Corp. 2007 • 7-65


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

Site and Organization Types


Maximo contains several SITEORGTYPES, in addition to the standard SYSTEM, SITE,
ORG, and ORGSITE.

Security is applied to all SITEORG types. For certain SITEORG types you automatically
restrict the result set by appending a condition to the WHERE clause. For example, site type
could be:

"siteid=..."

Definitions
All the SITEORGTYPES listed in the following table are followed by a brief description.

SITEORGTYPE Description

The object/object is a system-level object. The security


SYSTEM restrictions for these are applied at the app/object level
(meaning in the specific System-level mboset).
This is a System-level object with Org as an optional value.
These applications will be treated like System-level
SYSTERG applications, but can ask the Profile for Orgs.
orgid is null or orgid = ...
This is a system-level object/object with Site as an optional
value. This will be used by the Ticket application and other
future System applications with an optional Site. These will be
SYSTEMSITE treated like System-level applications, but can ask the Profile
for a list of Sites.
siteid is null or siteid = ...
The object/object is primarily a System-level object, but
optionally the record could be linked to an org or a site. This
will be used by the Job Plans application and other future
System applications with an optional Orgs and Sites. These
SYSTEMORGSITE apps will be treated like System level applications, but can ask
the Profile for a list of Orgs or Sites.
(siteid in null or siteid = …) and
(orgid is null or orgid = …)



7-66 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

SITEORGTYPE Description

This will be used for users and groups. These apps will be
treated like system-level applications, but can ask the Profile
EMAPPFILTER for a list of Sites and Orgs in the context of an application so
that the app can filter the data. This filtering will be required
for site-level administration of users and groups.
The object/object is an organization level. The framework
ORG applies security for this kind of object.
orgid = ...
These applications will be treated like Org-level applications
but can ask the Profile for Sites.
ORGSITE
(siteid is null or siteid = ...) and
orgid = ...
This will be used for Contracts so that the Contract
application can filter on its special object rather than use
standard security. This and other apps developed as this type
ORGAPPFILTER
will be treated as system level but can ask the Profile for a list
of Sites in the context of an application so that the app can
filter data.
Site-level object.
SITE
siteid = ...
Site-level object with an application filtering. Currently we do
SITEAPPFILTER
not have any objects of this type.
For item sets, the framework adds the required security
ITEMSET
restriction. Itemsetid must exist in the user’s insert org.
Company set, framework adds the required security restriction.
COMPANYSET
Companysetid must exist in the user’s insert org.



©Copyright IBM Corp. 200 • 7-67


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

Chapter Summary

Database Configuration
You use the Database Configuration application to create or modify the objects and
attributes used by applications in Maximo.

The Object Tab


When a user uses the Database Configuration application, they interact at the business
object level. Behind the scenes, the application determines the actions to take on the tables
to support the needs of the business objects.

The Attributes Tab


Each database record has multiple attributes. For example, the ASSET object contains
attributes such as ASSETID, DESCRIPTION, and GLACCOUNT. The user can use the
Attributes tab to modify existing attributes or add new attributes to the database record.

Creating Views
A view does not contain data. Instead, it is a definition that sits in the data dictionary along
with a database query that will retrieve its data. Thus, a view can contain data from more
than one object, row, or attribute.

Indexes Tab
Use the Indexes tab to create new indexes for the selected object, and to display or drop
existing indexes.



7-68 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration

Configuring the Database


Always back up your data before you configure the database. When you make changes to
the database (for example, creating or deleting objects, attributes, or indexes) those changes
are stored in secondary tables and do not take effect until you configure the database.
Maximo automatically restores the backup tables as part of the configuration process.

E-signature and E-audit


Electronic signatures and electronic audit records (E-signature and E-audit) provide an
additional level of security control and auditing.

Using this capability, the system administrator can:

• Require a user to provide a specific signature when saving or changing a record or


accessing a specific menu item

• Record and audit changes to records and keep copies of those changes to produce
an audit trail

You can enable electronic signature and electronic audit records independently of each
other. Typically, however, they are used together.

• You can enable E-signature for Maximo menu items.

• You can enable both E-signature and E-audit for Maximo objects.

Text Search
If an object is enabled for text search, Maximo provides full text search on its attributes. An
attribute can be an exact match, a wildcard search, or a full text search. Exact search
requires the equals sign (=), wildcard requires a percentage sign (%) (for example,
%value%), and full text searches a field for any combination of the words in the search
text.

Site and Organization Types


Maximo contains several new SITEORGTYPES, in addition to the standard SYSTEM,
SITE, ORG, and ORGSITE.



©Copyright IBM Corp. 2007 • 7-69


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 7: Database Architecture and Configuration



7-70 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 8: Start Center and Security
Group Setup

This chapter contains the following topics.

Topic See Page

Chapter Overview 8-2


Security Groups 8-3
Users and Security Groups 8-16
Security Group Types 8-24
Building Security Profiles 8-29
The IBM Maximo Start Center 8-35
Creating Start Centers 8-41
Overview of IBM Maximo Modules and Applications 8-47
Review of Login Controls, User Status, and Security Groups 8-49
Review Questions 8-51
Chapter Summary 8-52



• 8-1


Chapter 8: Start Center and Security Group Setup

Chapter Overview
The Start Center is the first screen a user sees after signing in to Maximo. To customize a
Start Center, you need to understand the Start Center.

Chapter Focus
This chapter presents an overview of the Start Center and its relationship to Security
Groups.

Learning Objectives
When you have completed this chapter, you should be able to:

• Describe the Start Center

• Describe the relationship of Security Groups to the Start Center

• Configure Security Groups to modify a user’s default Start Center

• Create and modify a Start Center template



8-2 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 8: Start Center and Security Group Setup

Security Groups
Security groups are a key component in the Maximo security architecture. The Security
Group applications provides a flexible, robust way to manage user authorizations and
access to information that can span sites and organizations. Inherently, a security group lets
you set up access rights to sites, applications, storerooms, labor, GL components, Start
Center Template and other aspects of your organization. And, when you add a user to a
security group, the user acquires the configured attributes of that group. For simple
implementations, you can create one security group that provides the rights and privileges
needed for each type of user within the company. For more complex implementations, you
will need an easy-to-maintain strategy for creating security groups and assigning users that
reflect the security requirements and business rules of your organization.

Each user can belong to one or more security group, which can have differing levels of
access. Also, depending on how you configure and combine security groups, a user can
view all the data within a company independent of their site and organization. By
combining security groups, you have the ability to create a virtual profile for each user that
is flexible enough to meet the security requirements of almost any organization.

System administrators can grant users access to the Security Groups application and a
specific site or sites. These users can manage all security groups and users that have that
site specified as a group attribute.

By default, a new Maximo database contains three groups: MAXADMIN, MAXREG, and
DEFLTREG. Members of MAXADMIN, including the default users MAXADMIN and
MXINTADM, have enough access to the system to let you create your own set of users and
groups. MAXREG has one default user called MAXREG that is used for self-registration
of new users. MAXREG functions behind the scene to give the self-registered user enough
access to complete a self-registration form. If the system places all new users into a default
security group called DEFLTREG, an administrative user is responsible for approving or
denying a user’s request for a user ID and password.

The primary purpose of the Security Groups application is to establish and maintain user
groups and identify users within the system.

Groups
A group defines levels of access to Maximo applications and data. Users are assigned
membership to groups in order to access Maximo applications and data.



©Copyright IBM Corp. 2007 • 8-3


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 8: Start Center and Security Group Setup

Security Group Application


The tabs of the Security Groups application enable you to create, search, and configure
various settings for security groups.

• List

• Group

• Sites

• Applications

• Storerooms

• Labor

• GL Components

• Limits and Tolerances

• Restrictions

• Users

List Tab
The List tab displays a list of security groups created for your system.



8-4 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 8: Start Center and Security Group Setup

Groups Tab
You use the Groups tab to insert new group records and to set the following group
properties:

• Specifying a Start Center Template for the group

• Specify whether the group’s rights are independent of other groups, a property
that affects users’ rights when they belong to multiple groups.

You use other tabs to define most group rights and restrictions.

If your company or facility has multiple sites, you should create groups to reflect those
sites. You can then combine those site groups with functional groups to create fine-grained
sets of security privileges. For example, if you have sites in Canada and Mexico, you may
name two groups CANADA and MEXICO and then add other groups to reflect functional
units, such as finance, administration, maintenance, electrical, and so forth.

Sites Tab
You use the Sites tab in the Security Groups application to specify the sites to which a
group has access.

With the multisite implementation of Maximo, you typically define a group for each site
and another group that has access to all sites. For example, you might have sites named
TORONTOSITE, LONDONSITE, BERLINSITE, and ALLSITES. Having groups defined
by site allows you flexibility in combining group rights.

If you have a single site implementation of Maximo, you do not need to define a group for
any site.

The Sites tab contains the Sites table window, which lists the sites to which a group has
access.



©Copyright IBM Corp. 2007 • 8-5


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 8: Start Center and Security Group Setup

Applications Tab
You use the Applications tab in the Security Groups application to specify the
applications and options a group can access.

The Applications tab has two table windows:

• Applications: To specify which applications a group can access.

• Options: To specify which options in an application a group can access. When


you select an application in the top table window, Maximo displays the options for
that application in the bottom table window.

Applications Table Window

The Applications table window lists all the applications in Maximo, and for each
application provides checkboxes to specify levels of security. There are four levels of
application security:

• Read: Users can only view records. This is the minimal access required for users
to access an application. You must select the Read? checkbox before you can
select any others.

• Insert: Users can insert new records. If you select the Insert? checkbox, the
Save? checkbox is automatically selected. (If users can insert new records, then
they must be able to save them as well.)

• Save: Users can save changes to records. You may want some users to be able to
save changes to existing records (Change Status, for example), but not insert new
records. To do this, you select the Read? and Save? checkboxes.

• Delete: Users can delete records. This does not mean that users can automatically
delete any record they want; Maximo has a range of internal checks to prevent
deletion of records containing information required by other records.



8-6 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 8: Start Center and Security Group Setup

At the bottom of the Application table window there are Read All, Insert All, Save All,
and Delete All buttons. Use these buttons if you want to grant a group the corresponding
rights to all applications; for example, you might want a group to have Read rights to all
applications, but you want to individualize the other application rights. (These are not
toggle buttons, so be careful in using them.

Tip: If you have not saved the record, you can click the List tab and reply No when asked
if you want to save your changes.)

If a checkbox is not editable for an application, its function is not applicable.

Options Table Window

The Options table window displays the options for the application selected in the
Applications table window. These options primarily include Select Action menu items.

You grant access to an option by selecting the associated check box. You must grant Read
access to the application before you can grant option access. Click Grant All if you want
to select all the checkboxes at once.

Storerooms Tab
You use the Storerooms tab in the Security Groups application to authorize group access
to one or multiple storerooms.

Storeroom access is important for inventory processing functions. Maximo uses this
information in transactions that affect inventory items and balances, such as reordering
items, issuing items, transferring items, making balance and cost adjustments, and adding
items to a location.

The Storerooms tab contains the Storeroom Authorization table window, which lists the
storerooms to which a group has access.



©Copyright IBM Corp. 2007 • 8-7


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 8: Start Center and Security Group Setup

Labor Tab
You use the Labor tab in the Security Groups application to authorize group access to
labor information. This includes labor records themselves, as well as the labor on other
records, such as work orders. If a group does not have access to labor information, then
labor entries on records such as work orders will be grayed out.

Because labor information can be sensitive or confidential, you may want to restrict a group
to viewing a subset of labor information. For example, you can authorize supervisors to
view and report actual labor hours for only the employees they supervise. The Labor tab
contains the following sections:

• Labor Authorization: Define by categories what labor records the group can
access.

• Individual Labor Authorization: Specify by individual what labor records the


group can access.

GL Components Tab
You use the GL Components tab in the Security Groups application to specify which GL
components, if any, a group can insert or edit in a GL account field. You can specify full
privileges or specify them separately for each component of the account code.

The GL Components tab contains the GL Components table window to authorize a group
to insert and edit individual GL components. The table window lists all the components in
your company’s GL account code.

In Maximo, GL account code formats, including the names and number of components, are
specified in the Database Configuration application.


8-8 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 8: Start Center and Security Group Setup

Limits and Tolerances Tab


You use the Limits and Tolerances tab in the Security Groups application to set limits on
how large a purchase request, purchase order, material requisition, invoice, and contract the
group can approve. You also set tolerance levels for the group regarding how much some
purchasing amounts (invoices, taxes, and services) can vary from an initial agreement.

The Limits and Tolerances tab contains five sections:

• Organization: To specify the organization for which you want to set limits and
tolerances.

• Limits: To set group approval limits on how large the monetary amount can be on
a purchase request, purchase order, material requisition, invoice, and contract.

• Invoice Tolerance: To specify how large a variance the group can accept on an
invoice amount.

• Tax Tolerance: To specify how large a variance the group can accept on a tax
amount.

• Service Tolerance: To specify how large a variance the group can accept on a
service amount.

Restrictions Tabs
You use the Restrictions tab in the Security Groups application to set restrictions on
exactly what records a group can access within the larger set specified by the privileges you
grant on the Applications tab.

The group restrictions feature consists of a GROUPRESTRICTION table in the Maximo


database that allows you to specify exactly what records are visible to members of a group.
You do not use this feature to restrict access to applications and menus, or to prevent a user
from entering data; you control those privileges from the Applications tab.



©Copyright IBM Corp. 2007 • 8-9


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 8: Start Center and Security Group Setup

The Maximo database contains a GROUPRESTRICTION table, which lets you set these
limits by using an SQL statement. The Restrictions tab provides an SQL Expression
Builder with which you can enter the restrictions.

For example, you might want to restrict a maintenance group so that they have access only
to their own person information, or only to the labor in their same craft.

The Restrictions tab contains the Entity Restrictions table window to enter a SQL
statement affecting a Maximo entity, generally a Maximo database table or view.

Users Tab
You use the Users tab in the Security Groups application to add users to groups.

In the Users application you associate groups with users. The result is the same: a user’s
security profile is determined by the groups to which the user belongs. If you add a user to
a group in the Security Groups application, the group will appear on the Groups tab for
that user in the Users application.

The Users tab contains the Users table window to view existing users and add users to a
group.



8-10 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 8: Start Center and Security Group Setup

Security Groups Actions


The Security Groups action menu lets you perform group-specific functions like
duplicating and deleting security groups. You can also use the Security Controls action to
enable system-wide login tracking and specify password requirements.

Overriding Password Duration


The Override Password Duration actions let you update the system defaults for password
duration and password expiration warning for a selected group.

Setting Security Controls


The Override Password Duration actions let you update the system defaults for password
duration and password expiration warning for a selected group.

Setting Security Controls


The Security Controls action lets you specify system-wide defaults for the following types
of security controls:

• Default security group for new users

• Default user status for self-registered users

• Tracking user sign-in attempts



©Copyright IBM Corp. 2007 • 8-11


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 8: Start Center and Security Group Setup

• Specifying password configuration settings, including:

– Number of days you can use a password before it expires


– Number of days before the password expires to notify the user of its
expiration
– Number of days that must pass before you can reuse a previously expired
password
– Minimum length of a password
– Specify whether a password should contain a numeric character
– Specify whether a password should contain a special character

Duplicating Groups
The Duplicate Group action opens a new record under the Group tab that copies the
header information from the duplicated group. You can specify a new group name,
description and whether the group is to be independent. Maximo populates the following
information from the group that you are duplicating:

• Sites

• Application authorizations

• Storeroom authorizations

• Labor authorizations

• GL component authorization

• Limits and tolerances

• Group restrictions

When duplicating a group, the users are not copied into the new group. Additionally, if you
duplicate a group, you are not automatically authorized to add members to that group. You
must specifically give yourself group reassignment authority (Users > Select Action >
Authorize Group Reassignment) to add members to the duplicated group.



8-12 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 8: Start Center and Security Group Setup

Deleting Groups
The Delete Group action lets you delete a selected group. You can delete any group unless
one of the following conditions exists:

• The group has members.

• The group is specified as the default group for self-registered users in the
MAXVAR table (NEWUSERGROUP).

Creating a Security Group


In this section, you will create a new security group and assign a Start Center Template,
which we will associate with the user of Maximo.

1. Sign in to Maximo as wilson/wilson (or as otherwise directed by your instructor).

2. From the Start Center, open the Security Groups application from the Security
module.

3. Click New Group.

Result: The Group tab opens ready for editing.

4. Enter the following values:

Field Value
Group NEWGROUP
Description NEW GROUP
Start Center Template 13 Service Desk Manager
Independent of Other
Groups [ Selected ]

Normally, the Group and Description fields should be descriptive of the group’s
role. You are using the New Group name here solely for the training environment.



©Copyright IBM Corp. 2007 • 8-13


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 8: Start Center and Security Group Setup

5. Save your record, and write your new group as shown in the following graphic.

Result: Your new security group should look similar to the following graphic.

By default, Maximo merges rights when groups that include different sites are
combined. If you do not want rights combined, select the Independent of Other
Groups? checkbox. Refer to the IBM Maximo System Administrator's Guide for a
discussion of combining group rights.

6. Click to select the Sites tab.

Result: The Sites tab opens ready for editing.

7. Click New Row, enter the following value, and then save your record:

Field Value
Site Bedford

Result: Your new security group should look similar to this one. Notice that the
other fields (Description, Organization, Active, and Authorized) have been
populated.



8-14 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 8: Start Center and Security Group Setup

8. Click to select the Applications tab.

Result: The Applications tab opens ready for editing.

9. In the Applications section, click Read All, and then save your record.

Result: All appropriate checkboxes in the Read column are selected.



©Copyright IBM Corp. 2007 • 8-15


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 8: Start Center and Security Group Setup

10. Ensure that the Options for Actions section in the Applications section is
selected.

Then, in the Options for Actions section, click to select the following Grant
Access? checkboxes:

– Save Current Query


– View/Manage Queries

Result: Your new security group should look similar to the following graphic.

11. Save your record. For this new security group, we will not be adding any more
information for now. You can close the Security Groups application by returning
to the Start Center.

Users and Security Groups

Users and Groups


In Maximo, security privileges can be determined by the group to which the user belongs.
The Security Groups application can be used to create groups, specify group privileges for
applications and options, and specify several limits and restrictions for group members.

You grant users security rights by assigning them membership in one or multiple groups.
You assign users to groups through the Security Groups and Users applications:

• In the Security Groups application, you assign users to groups.

• In the Users application, you assign groups to users.



8-16 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 8: Start Center and Security Group Setup

The combination of groups to which a user belongs determines an individual user’s security
privileges. A user can view the security privileges granted to him or her by using the
Security Profile tab in the Users application.

Associating Users with Security Groups


The Users application and the Security Groups application work together. First you
establish groups using the Security Groups application, then you assign users to one or
more groups to create security profiles. Therefore, it is important to plan your strategy
carefully when you create the groups.

In addition to granting rights to individual users, you can also add, delete, and replace group
privileges for multiple users at one time. You can also manage user status for multiple
users. The security groups also define what Start Center template will be used by the
group.

Associating a User with a Security Group


In this section, you will create a new user and add the user to the security group you created
in the previous exercise.

1. Access the Users application from the Security module.

2. Insert a New User record.

3. In the User Application, enter the following value:

Field Value
User NEWUSER



©Copyright IBM Corp. 2007 • 8-17


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 8: Start Center and Security Group Setup

Result: Maximo displays a message indicating that this person does not exist in
the Maximo database.

4. Click Yes.

Result: The corresponding person record is created and the Person field is
populated. The Login ID field is populated with the name of your new record.

The Login ID field can be manually changed. However, you will accept the
default for this exercise.

If there was a person in the system, but the name of that person record did not
correspond to your new user, then you would click No and enter the record name
from the People application into the Person field that you wanted to correspond
with your new user.

5. Enter the Password and Confirm Password for your new user.

These values must match.

Write down the password below for later referral.

Password:



8-18 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 8: Start Center and Security Group Setup

6. In the First Name and Last Name fields, enter your own first and last name.

Result: The Display Name field concatenates these two values by default.

– This is the name that will come up on your Start Center when you sign in. It
can be used in other places as well.
– The Display Name field can be manually changed to a value other than the
default. However, you will accept the default for this exercise.

7. Enter the following information:

Field Value
Supervisor WILSON
Workflow Delegate WILSON
Address 123 Information Way
City Techno Park
State/Province WA
ZIP/Postal Code 64789
Memo New User For Training
Default Insert Site Bedford
Language EN
Locale en US
Timezone America_Los Angeles

8. Save the record.

Result: Your user application should look similar to the following graphic.



©Copyright IBM Corp. 2007 • 8-19


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 8: Start Center and Security Group Setup

9. Now you want to associate the new user with a group to provide access to
applications and actions. Start by accessing the Groups tab.

The DEFLTREG group is automatically added to new user records so that the new
user can sign in to Maximo to access the designated Start Center. However, once
at the Start Center, the user will have limited capability to access functions in
Maximo until another group is associated.

10. In the Groups pane, click New Row to add a line containing the security group
that you created.

Hint: If you followed the instructions, the name should be NEWGROUP. Click
Detail Menu on the Groups field; then click Select Value to locate the group you
created earlier.

Authorize Group Reassignment should be configured first. Authorizing a user


to reassign users to other groups will be discussed later in this chapter.

11. Save the record.

Result: Your user now has the basic functionality provided by the DEFLTREG
group and the rights defined in the NEWGROUP security group.



8-20 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 8: Start Center and Security Group Setup

12. Access the Security Profile tab and drill down in the various locations.

Result: The tab and drilldown give you a graphical overview of the rights given to
the user, similar to the following graphic.

If you check the rights for the Work Order Tracking application, you will see
that the new user has read access to records, Save Current Query, and View/
Manage Queries actions—rights that you added to your new Security Group.
There will also be a number of other default rights.

13. We have associated the user with a security group. Now we will sign in to
Maximo using the NEWUSER and see the Start Center template we assigned to
the security group that was created in the previous part of this chapter.

Sign in to Maximo using the NEWUSER:

Field Value
Username newuser
Password [Your Password]

Result: Maximo displays the Start Center template (13) Service Desk Manager.



©Copyright IBM Corp. 2007 • 8-21


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 8: Start Center and Security Group Setup

Authorize Group Reassignment


The Authorize Group Reassignment action lets you give a selected user the authority to
assign users to one or more security groups that you specify in the Authorize Group
Reassignment dialog box. An administrative user with access to the Security Groups
application, for example, can create a new security group. But, before assigning users to the
group, that administrative user must also be given permission to add users to the security
group with the Authorize Group Reassignment action.

Authorizing a User to Reassign Users to Other Groups


To authorize a user to reassign users to other groups, complete the following steps.

1. Sign in to Maximo as wilson/wilson (or as otherwise directed by your instructor).

2. Open the Users application from the Security module.

3. From the List tab, select the user you want to authorize. To narrow your search,
use the filter. For this exercise you will be using Wilson.



8-22 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 8: Start Center and Security Group Setup

4. From the Select Actions menu, select Authorize Group Reassignment.

Result: The Authorize Group Reassignment dialog box opens, with an


Authorized Groups table window.

5. Click New Row.

6. In the Group field, enter a group or click Detail Menu to select an option and
retrieve a group.

7. Repeat steps 5 and 6 to add other groups.



©Copyright IBM Corp. 2007 • 8-23


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 8: Start Center and Security Group Setup

8. Click OK.

Result: The user can now reassign other users to the groups you entered in the
Group table window. You can change these authorizations later by opening the
dialog box and adding or deleting rows

When you create a new security group, you must authorize yourself and/or the
appropriate users to add users to the group. Your user ID does not automatically
have this privilege.

Security Group Types


There are two types of security groups: Independent and Non-independent.

When you create a new security group there is an Independent of Other Groups?
checkbox, which lets you flag a group as independent or non-independent. If you do not
flag a group as independent, the access rights and grants in that group are combined with
those in other groups that are also not independent. Having two types of security groups
provides flexibility when you construct the security infrastructure for your organization.
Simple organizations might use only one or two security groups. However, larger
organizations with many users and a complex infrastructure might want to build a number
of security groups that reflect varying levels of application and storeroom access and
approval limits.

Combining and Merging Security Groups


You can assign users to both independent and non-independent groups. Depending on the
type of groups of which they are a member, the system generates a user’s profile by
combining, merging, or combining and merging a user’s security groups.

The system can generate a security profile by combining the settings/sites of non-
independent groups to the settings/sites of other non-independent groups. You can exclude
a group from combining its settings/sites with other groups by making it an independent
group. The settings for an independent group apply only to sites specified for that group.

The system can generate a security profile by merging the settings/sites for all independent
groups. And, finally, the system can generate a security profile by merging all independent
groups with the settings/sites results set derived by combining all non-independent groups.


8-24 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 8: Start Center and Security Group Setup

Security settings in the Users and Security Groups applications are at the system level,
except for Approval Limits and Tolerances, which are organization-level settings.

IBM Maximo Applications at the System Level


The following applications are system-level applications.

Administration Configuration

• Bulletin Board • Application Designer


• Classifications • Cron Task Setup
• Communication Templates • Database Configuration
• Organizations • Domains
• Report Administration • E-mail Listener
• Sets • Escalations
• Workflow
Financial Service Management

• Currency Codes • Service Level Agreements


Integration Service Request

• Integration Interfaces • Create Service Request


• External Objects • View Service Request
• External Systems • Search Solution
Security

• Users
• Security Groups
Contracts

• Master Contracts
• Purchase Contracts
• Lease/Rental Contracts
• Labor Rate Contracts
• Warranty
• Terms and Conditions



©Copyright IBM Corp. 2007 • 8-25


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 8: Start Center and Security Group Setup

Planning

• Ticket Templates
Reporting

• KPI Manager
• Report Administration
Resources

• People
• Person Groups
Service Desk

• Service Request
• Incidents
• Problems
• Activities
• Solutions
Inventory Service Management

• Item Master • Service Catalog


• Condition Codes
• Service Items
• Stocked Tools
• Tools



8-26 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 8: Start Center and Security Group Setup

IBM Maximo Applications at the Organization Level


The following applications are organization-level applications:

Administration

• Calendars

Financial

• Chart of Accounts

• Exchange Rates

Assets

• Failure Codes

• Meters

• Meter Groups

Preventive Maintenance

• Master PM

Resources

• Labor

• Crafts

• Qualifications

Safety

• Hazards

Work Order

• Labor Reporting



©Copyright IBM Corp. 2007 • 8-27


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 8: Start Center and Security Group Setup

IBM Maximo Applications at the Site Level


The following applications are site-level applications.

Administration Purchasing

• Deployed Assets • Purchase Requisitions


• Reconciliation • Request for Quotation
• Work View • Purchase Orders
• Receiving
• Invoices
• Companies
• Company Master
• Terms and Conditions
Financial Safety

• Cost Management • Safety Plans


• Precautions
• Lock Out/Tag Out
Asset Service Desk

• Assets • Changes
• Locations • Releases
• Condition Monitoring
Deployed Assets Work Order

• Computers • Work Order Tracking


• Network Printers • Quick Reporting
• Network Devices • Assignment Manager
Desktop Requisition Planning

• Create Requisitions • Job Plans


• View Requisitions • Safety Plans
• View Templates • Routes
• View Drafts



8-28 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 8: Start Center and Security Group Setup

Inventory Preventive Maintenance

• Inventory • Preventive Maintenance


• Storerooms
• Issues and Transfers

Building Security Profiles


A user’s security profile is a virtual view of a user’s authorizations, privileges, and settings
within Maximo. As you assign a user to various security groups, the user inherits the access
rights and privileges associated with those security groups. Maximo automatically builds
and maintains a profile for all users in the system and actively tracks a user’s membership
in groups. The Users application has a Security Profile tab that displays a hierarchical
view of a user’s security profile by site. You can click on each site within a user’s security
profile to display detailed information about a user’s access and rights within the site for
the following categories:

• Applications

• Approval Limits

• GL Components

• Labor

• Restrictions

• Storerooms

• Tolerances

By default, new users do not have built-in access rights to the Maximo applications and
database. System administrators or administrative users, those who have access to the
Users and Security Groups applications, can create security groups and assign users to
those groups. Security groups have attributes or settings that let you define sites,
applications, menu options, and various other privileges that a user can acquire through
membership in the group. You assign users to one or many groups, which can have
differing levels of access, to build a security profile. The business rules of your organization
determine how you combine the various security groups to build an individual user’s
security profile. For example, the member of a maintenance crew may have a very
different-looking security profile compared to the purchasing manager of your company.

You build a security profile by assigning users to groups in the Security Groups
application. The security profile represents the totality of a user’s access rights and
privileges based on the aggregation of all the groups assigned to the user.



©Copyright IBM Corp. 2007 • 8-29


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 8: Start Center and Security Group Setup

Depending on your organization’s strategy for creating security groups, you can configure
a group to specify one or more of the following types of settings:

• Site Access

• Application Authorizations

• Purchasing Limits

• Invoice Tolerances

• Start Centers

• GL Component Authorizations

• Labor Authorizations

• Storeroom Authorizations

• Group Restrictions

The system grants or restricts a user’s application access by checking the user’s security
profile (the combination of all groups) to determine the user’s maximum level of access. If
a user does not have access to the Purchasing application, for example, he or she will not
see that application when using the system. Furthermore, you can restrict the Select Action
options that a user can see within an application. You may, for example, give an
administrative user access to the Users application so that they can set up and manage a
group of users, but not give that administrator the ability to grant database access.

In practice, when you combine non-independent groups, the resulting security profile gives
members the greatest amount of access that results from combining the groups. However,
if you specify Group Restrictions using the SQL editor, those restrictions are appended to
a user’s security profile and can reduce the access rights that were otherwise granted by the
combined groups.

For example, if a user’s security profile is comprised of two non-independent security


groups that provide full access to the People application, but one of the groups has a
restriction that limits members to viewing only people that they supervise, the resulting
security profile would reflect this restriction. In short, any group restrictions that you
specify will automatically override access rights granted when combining groups.



8-30 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 8: Start Center and Security Group Setup

Building Security Profiles

The Security Groups application is the building block for the security infrastructure. You
configure security groups, either independent or non-independent, to provide narrow or
broad access to Maximo applications, sites, labor, and other system settings, such as GL
components and approval limits and tolerances.

You assign users to one or more security groups to control their level of access and
privileges within the system. Maximo generates a user’s security profile from all the groups
of which a user is a member by using business rules to determine how the various security
groups combine to build a virtual security profile. The security profile is like a fingerprint
in that it uniquely defines a user’s access rights and privileges. You can view a hierarchical
representation of a user’s security profile from the Users application.

The size and complexity of your organization is an important factor in how you plan for and
set up your security infrastructure using groups and profiles. A simple implementation, for
example, might only require you to build a few security groups for all the users at your
company. A more complex implementation might require you to mix and match a number
of security groups to create customized security profiles tailored to the specific needs of
your organization. A multinational global enterprise, for example, would probably require
you to create an implementation team and a strategic plan for building security profiles that
would meet the needs of users in multiple organizations located in different parts of the
world.



©Copyright IBM Corp. 2007 • 8-31


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 8: Start Center and Security Group Setup

Security Group Profile Building: Example 1


By associating a user with two or more security groups, you can build a virtual profile, as
demonstrated in the following example.

Security Group 1: Bedford Read Only

Security Group 2: Nashua Supervisor



8-32 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 8: Start Center and Security Group Setup

Virtual Profile: Maximo user added to both Security Groups (1 and 2)

This example uses independent (not combined) security groups.



©Copyright IBM Corp. 2007 • 8-33


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 8: Start Center and Security Group Setup

Security Group Profile Building: Example 2


This second example demonstrates a virtual profile with combined security groups.

Security Group 1: Northeast Sites

Security Group 2: Manager Approvals

Security Group 3: Manager Applications



8-34 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 8: Start Center and Security Group Setup

Virtual Profile: Maximo user added to Security Groups (1, 2, and 3)

The IBM Maximo Start Center


The Start Center is a configurable page that allows you quick access to the tools and KPIs
that you use most often, through portlets. The first time you sign in to Maximo, you will
see a Start Center that is based on a template for the group you are assigned to. Start
Centers are assigned to groups. So, if you belong to more than one group, you might see
tabs at the top of the page, where each tab is a Start Center page for a different group. From
here, you can navigate to the available modules and applications. The objective of the Start
Center is to provide users a view of those Maximo applications that they are authorized to
use and, additionally, any Workflow assignments that are their responsibility. The
following graphic shows the main Start Center, which includes all of the available
modules.

The drop-down menu appears when you click on the Go To menu. Use drop-down menus
to select an application from one of the modules. You can modify these menus to suit your
business needs, as you will learn later in this chapter.


©Copyright IBM Corp. 2007 • 8-35


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 8: Start Center and Security Group Setup

Start Center Template Overview


After signing in to Maximo, you are presented with your assigned Start Center Template.
A Start Center Template provides you with updated assignment information and
immediate access to applications that you are authorized to use. Depending on your security
group, a number of Start Center Templates are initially available for assignment within
Maximo. There are 16 Start Center Templates available in Maximo. Each contains a
different combination of Maximo applications available to the user.

Start Center Templates are used by security groups to determine the startup view of
Maximo for the members of that group. These members inherit a specific set of rights
defined by the security group administrator independent of the access provided by a Start
Center Template. A Start Center Template does not determine or limit the access
initially available to a member of a security group.



8-36 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 8: Start Center and Security Group Setup

Standard Centers
The following table lists the 16 Start Center Templates and the Maximo applications
associated with them. If you would like a Start Center that looks different from what is
provided, you can modify or create a new Start Center Template more to your liking.
Customizing your Start Center is covered later in this chapter.

Unique ID Start Center Template



©Copyright IBM Corp. 2007 • 8-37


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 8: Start Center and Security Group Setup

Unique ID Start Center Template



8-38 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 8: Start Center and Security Group Setup

Unique ID Start Center Template

10

11

12

13



©Copyright IBM Corp. 2007 • 8-39


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 8: Start Center and Security Group Setup

Unique ID Start Center Template

14

15

16

36



8-40 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 8: Start Center and Security Group Setup

Creating Start Centers


You can create a new Start Center Template to suit your needs. If given security
privileges, you can also configure the existing Start Center Template.

Layout and Configuration Application


You can use this portlet, which is accessed from the Start Center page, to create or modify
the layout and content of the user Start Center page(s). The Layout Configuration can be
accessed only by the user who has a security privilege to use it. The security profiles will
be discussed later in this chapter.

Portlets
If the administrator has granted you permission, you can configure the page. The next time
you sign in to Maximo, you will see the Start Center the way you customized it. The
administrator controls which portlets you see and can configure. The Start Center can
contain the following portlets:

• Bulletin Board
• Favorite Applications
• Inbox/Assignments
• KPI Graph
• KPI List
• Quick Insert
• Result Set

A portlet is a configurable window that allows quick access to Maximo applications and
actions, and an at-a-glance view into Maximo data specific to an individual’s job function.



©Copyright IBM Corp. 2007 • 8-41


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 8: Start Center and Security Group Setup

Capabilities and Uses


The Layout and Configuration application allows you to perform the following tasks:

• Adding portlets to the Start Center

• Reordering the list of portlets used in the Start Center

• Moving favorite applications to the Start Center

Creating a New Start Center Template


In this section, you will create a new Start Center template.

Changing the Content Layout


Follow these steps to change the content layout:

1. From the Start Center, click Create New Template.

2. In the Description field, type MY START CENTER.



8-42 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 8: Start Center and Security Group Setup

3. From the Layout field’s drop-down list, select the layout you want to use.

The layout is displayed with column and narrow column. You can select either
wide-narrow or narrow-wide. For the purpose of this exercise we will select
narrow-wide.

4. Click the Select Content button for the column to which you are adding the
content.

5. In the Available Portlets dialog box, select the check box beside the portlets you
want to add.

Although you can add any content to either side, you should pay attention to the
Suggested Format of the content and add it to the applicable column.

6. For the purpose of this exercise, select the checkbox for Favorite Applications.
Click OK.

Result: The screen should look similar to the following graphic.



©Copyright IBM Corp. 2007 • 8-43


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 8: Start Center and Security Group Setup

7. If you are finished adding content, click Finished.

When the Start Center page opens, the portlets are shown in the appropriate
column but with no content. A second step of adding content is required to
configure the portlet when you return to the Start Center.

Result: Maximo displays the New Start Center Template, ready for portlet
editing.

8. Click the Edit portlet icon.

9. The Favorite Applications Setup dialog box opens.

10. To add content to the Start Center Template, click the Select Applications
button. From the list of applications, select the checkboxes for Asset, Calendars,
and Bulletin Board.

Result: Your favorite applications should contain the assets, calendars, and
bulletin board.

The availability of applications a user can access in Maximo is determined by the


user’s security privileges.



8-44 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 8: Start Center and Security Group Setup

Changing the Order of Applications


Follow these steps to change the order in which your applications should be displayed:

1. Enter a sequential number in the Order column for any portlets that you want to
display in order. Any portlets that you do not order will be listed after the ones you
do order.

2. Click Finished.

3. You are returned to the Start Center template. Click Save Template.

Use the Security Groups application to use the Start Center template you
created.



©Copyright IBM Corp. 2007 • 8-45


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 8: Start Center and Security Group Setup

Modifying an Existing Start Center Template


This exercise will show you how you can change the existing Start Center template.

1. From the Start Center, click Modify Existing Template.

2. From the Modify a Template dialog box, select the template you want to modify.

For this exercise, select (37) MY START CENTER, which you created previously
in this chapter.

3. When the Start Center page opens, select Change Content Layout.

Result: The Layout and Configuration application opens, ready for editing.

4. Make the necessary changes and be sure to save your changes.



8-46 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 8: Start Center and Security Group Setup

Overview of IBM Maximo Modules and


Applications
Maximo contains 21 modules. Maximo applications are grouped into modules. The
applications in a module have similar purposes. For example, applications related to
Purchasing are grouped together. Some applications, such as Work Order Tracking,
function individually, while others, such as Precautions, create records that are designed
to be used in conjunction with records created in other applications. Depending on your job
description and security permissions, you might have access to some or all of the Maximo
modules and applications.

The following graphic shows the new modules as they are accessed from the Go To menu
in the Start Center.

In practice, you will see only the modules to which you have been given access by your
system administrator.



©Copyright IBM Corp. 2007 • 8-47


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 8: Start Center and Security Group Setup

Accessing Applications from the Start Center


Depending on how you have set up your Start Center, you might also have access to
individual applications directly by clicking on their names or icons.

The following graphic shows an example section of a Start Center that provides direct
access to four applications.

Single-Page Applications
Most Maximo applications contain a number of tabs and subtabs. However, you will
encounter some simpler applications that contain only a single page.

Examples of these single-page applications are:

• Currency Codes (Financial module)

• Exchange Rates (Financial module)

• Terms and Conditions (Contracts and Purchasing modules)

The following graphic shows the single-page Currency Codes application.



8-48 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 8: Start Center and Security Group Setup

Review of Login Controls, User Status, and


Security Groups
To set login controls, change user status, and add security groups, the user must have
security privileges.

Login Controls
Login controls are established for a group and affect all users in the group. The login
controls are accessed via the Actions menu.

Login tracking enhances user security in Maximo. If you enable login tracking, you can:

• Gain control of login attempts

• Track login attempts

• Block a user from logging in after a specified number of consecutive unsuccessful


logins

• View the current login status of users

If you enable login tracking, you can specify the maximum number of unsuccessful logins
allowed by using the Set Security Controls dialog box.

When login tracking is enabled, Maximo keeps track of all login attempts—successful and
unsuccessful. After each successful login, the maximum allowed number of chances to log
in is restored. If the failures for a particular user reach the maximum number allowed,
Maximo automatically changes that user’s status to BLOCKED. That user is prevented
from signing in until an administrator uses the Change Status dialog box to unblock him
or her.


©Copyright IBM Corp. 2007 • 8-49


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 8: Start Center and Security Group Setup

Login tracking is required if you use electronic signature and electronic audit. Refer to the
IBM Maximo System Administrator's Guide for information on how to use these options.

User names cannot be reused when you enable login tracking.

User Status
When login tracking is enabled, a status is associated with a user. A user is either ACTIVE
or BLOCKED. A user is considered ACTIVE if that user logs in successfully. Each time
a user signs in successfully, the number of login attempts is reset to zero. A BLOCKED
status is the result of reaching the allowed maximum number of unsuccessful login attempts
for a user. After a user is blocked, only the administrator can change the status back to
ACTIVE. From the Actions menu, use Change User Status to return the user back to the
ACTIVE state.

The administrator can also manually change the status of a user from ACTIVE to
BLOCKED if the administrator feels the user name and password have been compromised
or if there is a need to restrict access for a specific user.

Security Group
When you create a group, you establish a profile that encompasses all members of the
group. The profile is a set of authorities and access privileges assigned to the group.

The user can create a signature group in the Security Groups application.



8-50 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 8: Start Center and Security Group Setup

Review Questions
1. How many different Start Center templates are available to you with out-of-the-
box Maximo? ____________

2. What application is used to assign a Start Center to a specific user?

3. What application is used to customize the arrangement of and access to various


Maximo applications?

a. Change Content/Layout

b. Security Group

c. Application Setup

d. Multisite Setup

4. A user signed in as __________ can add security groups, set login controls, and
change the status of a user.

a. MAXIMO

b. ADMIN

c. SMITH

d. SYSADM

5. What type of status is associated with a user? (Choose all that apply.)

a. ACTIVE

b. INACTIVE

c. BLOCKED

d. BUSY

e. UNRESTRICTED



©Copyright IBM Corp. 2007 • 8-51


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 8: Start Center and Security Group Setup

Chapter Summary

IBM Maximo Start Center


Every Maximo user is assigned a Start Center Template on sign-in. The Start Center
Template can be customized by the user if he or she has security privileges to make the
necessary changes.

Layout and Configuration Setup


The user can use this portlet, accessed from the Start Center, to create or modify the layout
and content of the Start Center page(s).

Security Groups
The Security Groups application allows you to create a new group. Associate with that
user a password, group, labor group, site, and Start Center template.

Groups
Maximo users are assigned to a group or groups. When setting up a group, access
capabilities of that group to applications and menus are defined. Any user assigned to that
group inherits those access capabilities for as long as that user is a member of the group, or
until the access capabilities are changed for that group.



8-52 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 9: Using the Application
Designer

This chapter contains the following topics.

Topic See Page

Chapter Overview 9-2


Application Designer Overview 9-2
The Application Designer Work Area 9-5
Using the Application Designer 9-12
Importing an Application 9-30
Exporting an Application 9-31
Using Crossover Domains 9-33
Chapter Summary 9-37



• 9-1


Chapter 9: Using the Application Designer

Chapter Overview
Application Designer is a WYSIWYG editing environment for managing, editing, and
creating applications and user interfaces of Maximo by leveraging a component-based
approach to building user interfaces as introduced in Maximo.

Chapter Focus
In this chapter, you will learn about the functionality of Application Designer.

Learning Objectives
When you have completed this chapter, you should be able to:

• Modify the user interface of Maximo applications by adding, removing, and


moving fields and other attributes that make up the user interface.

• Create duplicates of existing applications to modify the layout of fields, as well as


data binding aspects to meet the needs of users of the duplicated application.

• Create entirely new applications by defining the user interface, and binding the
user interface components to new and existing data objects.

Application Designer Overview


The Application Designer provides an interface-based environment for configuring
Maximo applications to meet the user’s specific business needs and requirements.

The ease of use of the Application Designer enables both technical and non-technical users
to configure Maximo applications without editing a line of code. The drag-and-drop feature
in the Application Designer further simplifies the process of editing applications.

Some of the common modifications the user can make with the Application Designer are
moving fields and sections, and creating new fields, tables, and tabs. Other advanced
capabilities are creating or duplicating applications, defining signature options, and editing
the Toolbar or the Select Action menu.



9-2 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 9: Using the Application Designer

Application Designer Tabs


The Application Designer contains the following tabs:

• Applications tab

• Workspace tab



©Copyright IBM Corp. 2007 • 9-3


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 9: Using the Application Designer

Use the Workspace tab to configure the selected Maximo application. When you select an
application on the Applications tab, the selected application opens in the Workspace tab.

Before Using the Application Designer


Before you begin using the Application Designer for configuring Maximo applications,
please consider the following recommendations:

• For best results, set the resolution of the machine that you use to access the
Application Designer to 1280x1024. This, however, is not a requirement. Setting
the resolution to 1280x1024 gives you more screen space. This avoids cluttering
of the application area and makes configuration easier as the floating dialog
boxes, used for configurations, can reside outside of the application area.

• Create three separate environments (development, staging, and production) for


making configurations in the Application Designer.

The development environment is your individual dedicated system where you make the
necessary configurations. The staging environment is the server machine where all the
configurations are merged and tested to verify the configurations. After you have finished
configuring and testing, you can migrate all the changes to the production environment.

This approach ensures that no configurations are made to the Maximo applications directly
on the production environment. The development and staging environments serve as a test
bed to make your configurations and to verify them before going into the production
environment.



9-4 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 9: Using the Application Designer

The Application Designer Work Area

Workspace Tab
The Workspace tab of the Application Designer is the work area for configuring the
Maximo applications.

When an application is opened on the Workspace tab, a container indicating the boundaries
of the application surrounds it. Above the application, at the top of the screen, resides the
Application Designer’s Navigation Bar, followed by the Toolbar and the Tab bar.

The Application Designer’s Select Action menu, accessible from the Workspace tab,
allows you to configure toolbar buttons, signature options, the search menu, and menu
items in the Select Action menu for a Maximo application. It also provides you with a
feature to view and hide certain controls of an application.

The drag-and-drop functionality allows you to easily configure your application. You can
drag controls (such as fields, checkboxes, or sections) within the application as well as from
the Controls dialog box.

You can use the Control Palette and the Control Properties floating dialog boxes for
configuring your application. These dialog boxes can be moved anywhere in the work area.

The Control Palette lets you add controls to an application and the Control Properties lets
you modify properties of controls.

Controls can be dragged from the Control Palette and dropped onto the application. The
Control Properties dialog box displays the attributes and values of the highlighted control.

Any control that you drag needs to be dropped on top of another control. When a control is
dragged within an application or from the Control Palette, the exact location where the
control will be dropped is highlighted. If a control cannot be placed inside another control,
a message box appears informing you that the action is not allowed.



©Copyright IBM Corp. 2007 • 9-5


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 9: Using the Application Designer

The Control Palette


The Controls floating dialog box contains the controls that you use to configure a Maximo
application. These controls are dragged from the Controls dialog box and dropped onto the
application work area. The Controls dialog box can be moved anywhere in the work area.

To view the labels of the following control, select the Show option.

Any control that you drag needs to be dropped on top of another control. When a control is
dragged from the Controls dialog box, the exact location where the control will be dropped
in the work area is highlighted. If a control cannot be placed inside another control, a
message box appears informing you that the action is not allowed.



9-6 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 9: Using the Application Designer

The following table shows the controls that appear in the Controls dialog box, along with
a description of what each control does.

Control Control Name Control Function

A container that displays all the


applications, belonging to the current
APPBAR
module, at the top of the screen; except
for the currently displayed application.
An attachments icon that allows you to
attach different types of information to
ATTACHMENTS
a Maximo record, including, images,
spreadsheets, and Web pages.

BLANKLINE Inserts white space in a section.

BUTTONGROUP A container for adding buttons.

CHECKBOX An HTML checkbox.

COMBOBOX Combo box (drop-down) functionality.

DATASOURCE Use for the data source.

Forces a default value for a control that


DEFAULTVALUE
resides within a container.

HELPGRID Help text displayed in dialog boxes.

A hyperlink that supports both text and


HYPERLINK
graphics.

IMAGE Allows you to insert an image.

INCLUDE Use to determine what to include.



©Copyright IBM Corp. 2007 • 9-7


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 9: Using the Application Designer

Control Control Name Control Function

A drop-down menu, which is always


LISTBOX
open, displaying dynamic contents.

A menu bar that contains signature


MENUBAR options for the Search, Query, and
Bookmark menus.

MULTILINETEXTBOX Text input box with multiple lines.

Two text boxes next to each other; one


MULTIPARTTEXTBOX for entering text and the other for
entering a description.

Dynamic values that reside within a


PARAMVALUE
section header.

A container for the PARAMVALUE


PARAMVALUES control to be used in sections and table
windows.

Individual buttons that belong to the


PUSHBUTTON
button group.

An individual radio button that belongs


RADIOBUTTON
to the radio button group.

RADIOBUTTONGROUP A container for radio buttons.

A section container for adding controls


SECTION such as fields, buttons, combo boxes,
check boxes.

A column in a section. This control can


SECTIONCOL
be used only in a row within a section.



9-8 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 9: Using the Application Designer

Control Control Name Control Function

A container to label a section or a table


window, with provisions for dynamic
values in its label.
SECTIONHEADER This control contains the
PARAMVALUES control, which in
turn contains the PARAMVALUE
control.

SECTIONROW A row in a section.

Informational text that is displayed in


STATICTEXT
the application.

TAB An individual tab in a tab group.

TABGROUP A container for adding tabs.

TABLE A container for a table window.

A container for a column in the table


TABLECOLUMN
window.

TEXTBOX A text input box with a single line.

TREE A container for a hierarchical structure.

A value to describe the Tree Node


TREEATTRIBUTE
control within the Tree control.

A container for defining the child


TREENODE
elements within the Tree control.



©Copyright IBM Corp. 2007 • 9-9


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 9: Using the Application Designer

Control Properties
You use the Properties dialog box to modify properties of controls.

The Properties dialog box displays all the attributes and assigned values of the highlighted
control along with the name of the control at the top of the dialog box. You can move the
Properties dialog box anywhere in the work area.

Once a value is modified in the Properties dialog box, the change takes effect when you
move the focus to another field in the Properties dialog box or highlight another control in
the application work area.

Modifying Control Properties


In this exercise, we will modify the Terms and Conditions application.

To modify the properties of a control, follow these steps.

1. From the Start Center, click Go to > Configuration > Application Designer.

2. In the Description Field, enter Terms and Conditions.

3. Open the Terms and Conditions application.

Result: The Workspace tab for Terms and Conditions opens.



9-10 • Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 9: Using the Application Designer

4. Highlight the control whose properties you want to modify. For this exercise, you
will highlight the Type field.

5. Click the Control Properties button on the toolbar.

Result: The Properties dialog box opens, displaying the attributes and values of
the highlighted control. The name of the Properties dialog box differs, depending
on the control that is highlighted. As an example, if you highlight a text box and
click Control Properties, the Properties dialog box is titled Textbox Properties.

6. Make modifications to the properties you want to.

7. Click X at the top of the dialog box to close it or click Save if you want to save the
changes.



©Copyright IBM Corp. 2007 • 9-11


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 9: Using the Application Designer

Using the Application Designer

Creating a New Application


You can create a new application in the Application Designer. You can specify whether
you want the new application to be a power application, a self-service application, or a
single-page application.

To create a new application, complete the following steps.

1. In the Application Designer, on the toolbar, click New Application Definition.

Result: The Create a New Application dialog box opens.

2. In the Application field, enter a unique name for the new application.

3. In the Description field, provide a brief description of the new application.

4. In the Main Object field, enter the name of the main object for the application.
Before you enter the name of the main object in this field, make sure the main
object already exists in the Maximo database.

5. In the Module Name field, enter the name of the module you want this
application to belong to, or click Select Value.

6. Depending on the type of application you want to create, click the Power App,
Self Service App, or Single Page App button.

Result: The new application opens on the Workspace tab.



9-12 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 9: Using the Application Designer

7. You can use the Control Palette and the Control Properties floating dialog
boxes to add controls (such as tabs, buttons, and table windows) and to change
properties of controls, respectively, for the new application.

8. Click Save Application Definition to save changes to the database.

Result: The new application is displayed in the module of Maximo.

Saving an application does not overwrite the XML file; it only updates the table in
the database. To save to a file, use the Export function.

Duplicating an Application
You can duplicate an existing Maximo application. Upon duplication, a clone of the
existing application is created and Maximo copies all the information from the existing
application to the duplicated application.

You can modify the values in this duplicate application and save it as a new application.

1. In the Application Designer, open the application you want to duplicate (on the
Workspace tab). In this exercise, the Work Order Tracking application will be
duplicated.

2. From the Select Action menu, select Duplicate Application Definition.

Result: The Duplicate Application dialog box opens.



©Copyright IBM Corp. 2007 • 9-13


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 9: Using the Application Designer

3. In the Application field, enter a unique name for the duplicate application and a
short description of the new application in the Description field.

4. Click OK.

Result: The duplicate application opens on the Workspace tab.



9-14 • Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 9: Using the Application Designer

5. Click Save Application Definition to save the duplicate application.

Result: The duplicated application is displayed under the Work Order module.

Adding Signature Options


You can add, modify, or delete signature options for a selected application.

To add a signature option, complete the following steps:

1. In the Application Designer, open the application for which you want to add
signature options (on the Workspace tab). In this exercise, the COPYWO—
Duplicate Copy of Work Order Tracking application, which you created in the
previous exercise, is selected.

2. From the Select Action menu, select Add/Modify Signature Options.

Result: The Add/Modify Signature Options dialog box opens.



©Copyright IBM Corp. 2007 • 9-15


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 9: Using the Application Designer

3. Click New Row.

4. In the Option field, enter an identifier for the signature option. Enter a short
description for the new signature option in the Description field.

5. In the Option Also Grants field, you can enter additional signature options that
will automatically be granted access with this signature option.

6. In the Option Also Revokes field, you can enter additional signature options that
will be automatically revoked when this signature option is revoked.

The values entered in the Option Also Grants and Option Also Revokes fields
must be separated by a comma.

7. You can enter values in the other fields as needed.

8. Click OK.



9-16 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 9: Using the Application Designer

Modifying Signature Options


You can add, modify, or delete signature options for a selected application. To modify a
signature option, complete the following steps:

1. In the Application Designer, open the application for which you want to modify
signature options (on the Workspace tab). In this exercise, the COPYWO—
Duplicate Copy of Work Order Tracking application, which you created in the
previous exercise, is selected.

2. From the Select Action menu, choose Add/Modify Signature Options.

Result: The Add/Modify Signature Options dialog box opens.

3. Click the View Details icon of Apply Route.

Result: The Row Details open.

4. Make the required modifications to the fields.

5. Click OK.


©Copyright IBM Corp. 2007 • 9-17


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 9: Using the Application Designer

Deleting Signature Options


You can add, modify, or delete signature options for a selected application. To delete a
signature option, complete the following steps:

1. In the Application Designer, open the application for which you want to delete
signature options (on the Workspace tab). In this exercise, the COPYWO—
Duplicate Copy of Work Order Tracking application, which you created in the
previous exercise, is selected.

2. From the Select Action menu, select Add/Modify Signature Options.

3. In the Add/Modify Signature Options dialog box, click the Mark Row for
Delete button for the signature option ID you want to delete. For this exercise, the
BOOKMARK option will be deleted in the Work Order Tracking application.

4. Click OK.



9-18 • Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 9: Using the Application Designer

Result: The next time you select Add/Modify Signature Options from the Work
Order Tracking application, the BOOKMARK option will no longer be
available, as shown in the following graphic.

Adding a Toolbar Button


You can add, modify, or delete toolbar buttons in the Maximo Toolbar of an application.

The Maximo Toolbar contains buttons that are common to most Maximo applications, as
well as application-specific actions.

Before adding a toolbar button, you need to create a signature option to associate it with the
application. For information on creating signature options, refer to Adding Signature
Options on page 16-15 and Modifying Signature Options on page 16-17. To add a toolbar
button, complete the following steps:

1. In the Application Designer, open the application for which you want to add a
toolbar button (on the Workspace tab). In this exercise, the COPYWO—
Duplicate Work Order Tracking application, which you created in the previous
exercise, is selected.

2. From the Select Action menu, select Add/Modify Toolbar Menu.

Result: The Add/Modify Toolbar Menu dialog box opens.



©Copyright IBM Corp. 2007 • 9-19


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 9: Using the Application Designer

3. Click New Row.

4. In the Key Value field, enter the signature option ID associated with this toolbar
button.

5. In the Element Type field, enter the type of element that this toolbar button
belongs to, or click Select Value.

If the element type is a header, you need to enter the label of this header that is
displayed in the application in the Header Description field.


9-20 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 9: Using the Application Designer

6. In the Position field, enter a numerical value to indicate the position of the toolbar
button in the Maximo Toolbar.

7. If you want the button to appear under a header, enter a numerical value in the
Subposition field to indicate its position within the header.

8. You can enter values in the other fields as needed.

9. Click OK.

Modifying a Toolbar Button


You can add, modify, or delete toolbar buttons in the Maximo Toolbar of an application.

To modify a toolbar button, complete the following steps.

1. In the Application Designer, open the application (on the Workspace tab) for
which you want to modify a toolbar button. In this exercise, select the COPYWO
—Duplicate Work Order Tracking application that you created in the previous
exercise.

2. From the Select Action menu, select Add/Modify Toolbar Menu.

Result: The Add/Modify Toolbar Menu dialog box opens.

3. Click the View Details button.

Result: The Row Details open. In this example, the CLEAR toolbar is selected.



©Copyright IBM Corp. 2007 • 9-21


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 9: Using the Application Designer

4. Make the required modifications to the fields.

5. Click OK.

Deleting a Toolbar Button


You can add, modify, or delete toolbar buttons in the Maximo Toolbar of an application.
To delete a toolbar button, complete the following steps:

1. In the Application Designer, open the application (in the Workspace tab) for
which you want to delete a toolbar button. In this exercise, select the
COPYWO—Duplicate Copy of Work Order Tracking application.

2. From the Select Action menu, select Add/Modify Toolbar Menu.

3. In the Add/Modify Toolbar Menu dialog box, click the Mark Row for Delete
button for the signature option ID associated with the toolbar button you want to
delete. In this example, the NEWBUTTON toolbar will be removed.



9-22 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 9: Using the Application Designer

4. Click OK.

Result: The next time you select Add/Modify Toolbar Menu from the
COPYWO—Duplicate Copy of Work Order Tracking application,
NEWBUTTON will no longer be available, as shown in the following graphic.

Adding Items to the Search Menu


You can add, modify, or delete menus in the Search menu of an application. You can use
the Search menu that resides in the Search toolbar to search the Maximo database for a
specific record or group of records that meet your criteria.

Before adding a menu item to the Search menu, you need to create a signature option to
associate it with the application. For information on creating signature options, refer to
Adding Signature Options on page 16-15 and Modifying Signature Options on page
16-17.

To add an item to the Search menu, complete the following steps:

1. In the Application Designer, open the application (in the Workspace tab) for
which you want to add menu items to the Search menu. In this exercise, select the
COPYWO—Duplicate Copy of Work Order Tracking application.

2. From the Select Action menu, choose Add/Modify Search Menu.

Result: The Add/Modify Search Menu dialog box opens.



©Copyright IBM Corp. 2007 • 9-23


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 9: Using the Application Designer

3. Click New Row.

4. In the Key Value field, enter the signature option ID associated with this menu
item.



9-24 • Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 9: Using the Application Designer

5. In the Element Type field, enter the type of element that this menu item belongs
to, or click Select Value.

If the element type is a header, you need to enter the label of this header that is
displayed in the application in the Header Description field.

6. In the Position field, enter a numerical value to indicate the position of the menu
item in the Search menu.

7. If you want the menu item to appear under a header menu, enter a numerical value
in the Subposition field, to indicate its position within the header menu.

8. You can enter values in the other fields as needed.

9. Click OK.

Modifying Items on the Search Menu


You can add, modify, or delete items on the Search menu of an application. To modify an
item on the Search menu, complete the following steps:

1. In the Application Designer, open the application (on the Workspace tab) for
which you want to modify items on the Search menu. In this exercise, select the
COPYWO—Duplicate Copy of Work Order Tracking application.

2. From the Select Action menu, select Add/Modify Search Menu.

Result: The Add/Modify Search Menu dialog box opens.

3. Click the View Details icon.




©Copyright IBM Corp. 2007 • 9-25


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 9: Using the Application Designer

Result: The Row Details open. In this example, SEARCHMORE is selected.

4. Make the required modifications to the fields.

5. Click OK.



9-26 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 9: Using the Application Designer

Deleting Items on the Search Menu


You can add, modify, or delete items on the Search menu of an application. To delete a
Search menu item, complete the following steps:

1. In the Application Designer, open the application (in the Workspace tab) for
which you want to delete items on the Search menu. In this exercise, select
COPYWO—Duplicate Copy of Work Order Tracking.

2. In the Add/Modify Search Menu dialog box, click the Mark Row for Delete
button for the search ID associated with the menu you want to delete.

3. Click OK.

Adding Menu Items to the Select Action Menu


You can add, modify, or delete menu options on the Select Action menu of an application.
The Select Action menu contains all application-specific actions that are available to you.
Before adding a menu item to the Select Action menu, you need to create a signature option
to associate it with the application. For information on creating signature options, refer to
Adding Signature Options on page 16-15 and Modifying Signature Options on page
16-17.

To add a menu item to a Select Action menu, complete the following steps:

1. In the Application Designer, open the application (in the Workspace tab) for
which you want to add items to the Select Action menu. In this exercise, select the
COPYWO—Duplicate Copy of Work Order Tracking application.

2. From the Select Action menu, select Add/Modify Select Action Menu.

Result: The Add/Modify Select Action Menu dialog box opens.

3. Click New Row.



©Copyright IBM Corp. 2007 • 9-27


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 9: Using the Application Designer

4. In the Key Value field, enter the signature option ID associated with this menu
item.

5. In the Element Type field, enter the type of element that this menu item belongs
to, or click Select Value.

If the element type is a header, you need to enter the label of this header that is
displayed in the application in the Header Description field.

6. In the Position field, enter a numerical value to indicate the position of the menu
item in the application menu.

7. If you want the menu item to appear under a header menu, enter a numerical value
in the Subposition field to indicate its position within the header menu.

You can enter values in the other fields as needed.

8. Click OK.

Modifying Menu Items on the Select Action Menu


You can add, modify, or delete menu options on the Select Action menu of an application.
The Select Action menu contains all application-specific actions that are available to you.

To modify a menu item on a Select Action menu, complete the following steps:

1. In the Application Designer, open the application (on the Workspace tab) for
which you want to modify menu items on the Select Action menu. In this
exercise, select COPYWO—Duplicate Copy of Work Order Tracking.

2. From the Select Action menu, select Add/Modify Select Action Menu.

Result: The Add/Modify Select Action Menu dialog box opens.



9-28 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 9: Using the Application Designer

3. Click the View Details icon.

Result: The Row Details open. In this example, STATUS is selected.

4. Make the required modifications to the fields.

5. Click OK.



©Copyright IBM Corp. 2007 • 9-29


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 9: Using the Application Designer

Deleting Menu Items on the Select Action Menu


You can add, modify, or delete menu items on the Select Action menu of an application.
The Select Action menu contains all application-specific actions that are available to you.

To delete a menu item on a Select Action menu, complete the following steps:

1. In the Application Designer, open the application (on the Workspace tab) for
which you want to delete menu items on the Select Action menu. In this exercise,
select COPYWO—Duplicate Copy of Work Order Tracking.

2. In the Add/Modify Select Action Menu dialog box, click the Mark Row for
Delete button for the signature option ID associated with the menu you want to
delete.

3. Click OK.

Importing an Application
You use the Import function in the Application Designer to import the exported XML file
into any environment and configure the application, corresponding to that XML file,
according to your needs. This enables you to easily move the Maximo applications between
multiple environments while the applications are being configured and tested by various
people in the organization.

Use this functionality to import those Maximo applications into the production
environment that have been configured and tested in the staging environment and are ready
for production.

Importing an application overwrites the application in the database. It is a good practice to


export the applications that you intend to import. This enables you to revert to the last saved
changes if something goes wrong during the import process.

The Import functionality imports the XML file and loads the application, corresponding to
that file, in an environment. If the XML file contains more than one application, the import
process automatically reads the beginning and the end points of the code of each application
and loads the code in the appropriate applications.

To import an application, complete the following steps:

1. In the Application Designer, click the Import Application Definition toolbar


button.



9-30 • Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 9: Using the Application Designer

Result: The Import Application Definition dialog box opens.

2. Click Browse to look for the XML file associated with the application you want to
import.

3. Click OK.

Result: A message appears in the Maximo Navigation bar informing you that the
application has been successfully imported.

Exporting an Application
You use the Export function in the Application Designer to export the code of Maximo
applications into an XML file that is saved in a location you specify. This XML file can
then be imported into any environment and used for configuring Maximo Export either a
single application or multiple applications simultaneously.

Exporting a Single Application


To export a single application, complete the following steps:

1. In the Application Designer, open the application (on the Workspace tab) you
want to export in the Workspace tab. In this exercise, select the COPYWO—
Duplicate Copy of Work Order Tracking application.

2. Click the Export Application Definition toolbar button.



©Copyright IBM Corp. 2007 • 9-31


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 9: Using the Application Designer

Result: The browser window opens, displaying the code of the application in an
XML file.

3. Save the XML.

Exporting Multiple Applications


To export multiple applications, complete the following steps:

1. In the Application Designer on the Application tab, select the check boxes for
the applications you want to export.

2. Click the Export Application Definition toolbar button.

Result: The browser window displays the code of all the selected applications in
one single XML file.

3. Save the XML file.




9-32 • Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 9: Using the Application Designer

Using Crossover Domains


In this section, you continue the concept of Crossover domains from the previous chapter.

Creating Fields for a Crossover Domain


Use the following steps to create the labels and the fields on the Create Requisition
application for the Crossover domain.

Recall that you created a Crossover domain for the supervisor of the requester (Entered By)
using MRLA4 and MRLA5.

1. Using the Application Designer, find and select the CREATEDR application.

Result: Maximo displays the CREATEDR application in the Application


Designer workspace.

2. Open the Control Palette and add a text box above the Priority field.

Result: Your display should look similar to the following graphic.



©Copyright IBM Corp. 2007 • 9-33


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 9: Using the Application Designer

3. Open the Properties dialog box for your new text box; then enter the following
values:

Field Value
Label Display Name
Attribute MRLA5

4. Close the Textbox Properties dialog box and save the record.

5. Add another text box above the Priority field.

Result: Your display should look similar to the following graphic.



9-34 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 9: Using the Application Designer

6. Open the Properties dialog box for your new text box, then enter the following
values:

Field Value
Label Supervisor
Attribute MRLA4
Lookup PERSON

7. Close the Textbox Properties dialog box and save the record.

Result: Your display should look similar to the following graphic.

8. Sign out of Maximo.



©Copyright IBM Corp. 2007 • 9-35


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 9: Using the Application Designer

Check Your Work


Use the following steps to verify your work:

1. Stop and then restart the Maximo server.

2. Open the Create Requisition application.

Self Service > Desktop Requisitions > Create Requisition

Result: Your display should look similar to the following graphic. Notice your two
new fields, correctly filled in.

3. Return to the Start Center.



9-36 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 9: Using the Application Designer

Chapter Summary

Application Designer
Application Designer is a WYSIWYG editing environment for managing, editing, and
creating applications and user interfaces of Maximo by leveraging a component-based
approach to building user interfaces as introduced in Maximo.

Application Designer Tabs


The Application Designer contains the following tabs:

• Applications tab

Use the Applications tab to search for Maximo applications. You can use the
filter fields in the table window to enter basic search criteria.

• Workspace tab

Use the Workspace tab to configure the selected Maximo application.

When you select an application on the Applications tab, the selected application opens in
the Workspace tab.

Control Palette
The Controls floating dialog box contains the controls that you use to configure a Maximo
application. These controls are dragged from the Controls dialog box and dropped onto the
application work area. The Controls dialog box can be moved anywhere in the work area.

Control Properties
You use the Properties dialog box to modify properties of controls.

The Properties dialog box displays all the attributes and assigned values of the highlighted
control along with the name of the control at the top of dialog box. You can move the
Properties dialog box anywhere in the work area.



©Copyright IBM Corp. 2007 • 9-37


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 9: Using the Application Designer



9-38 • Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 10: Workflow
This chapter contains the following topics.

Topic See Page

Chapter Overview 10-2


What Is Workflow? 10-2
Workflow Components 10-7
Workflow Stages 10-16
Creating Workflow Processes 10-17
Starting and Processing Records in a Workflow Process 10-29
Checking the Workflow 10-46
Completing My Workflow Assignments 10-46
Chapter Summary 10-57



• 10-1


Chapter 10: Workflow

Chapter Overview

Chapter Focus
In this chapter, we will discuss the nature of a Workflow solution. We will also discuss the
process you will use to design, build, test, and deploy a new workflow.

Learning Objectives
When you have completed this chapter, you should be able to:

• Describe the purpose of Workflow

• Define what the Workflow solution consists of

• Demonstrate by written example what a Workflow business process is

• List two Workflow components

• List the advantages of using Workflow

• Enable and validate a Workflow process

• Start a Workflow process

• View the history of a Workflow process

• View an in-process assignment

• Complete a Workflow assignment

What Is Workflow?
In this section we define and explore the tools used to create, modify, and complete a
Workflow process.



10-2 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 10: Workflow

Workflow Goals
The goals of Workflow are to:

• Provide a solution that allows you to customize business processes

• Manage defined processes from start to finish

• Push information to the right people at the right time

• Provide access to required applications and functions at the right time

• Provide an audit trail of your business processes

What Makes Up Workflow?


Workflow is comprised of a number of related components that are integrated with
Maximo. These components are used to:

• Design and administer processes

• Create the elements used to develop the Workflow process

Most of these components are created using a variety of applications, including:

• Workflow Administration

• Workflow Designer

• Actions

• Roles

• Communication Templates

• Escalations

You use several other applications when designing Workflow processes and related
components:

• People

• People Groups

• Security

• Security Groups

• Labor


©Copyright IBM Corp. 2007 • 10-3


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 10: Workflow

There are a couple of other Workflow components to consider:

• A non-application component of Workflow is the Inbox/Assignments table,


which resides on each user’s Start Center.

• Workflow options are configured using the Organizations application.

Each of these components will be introduced as they are first used in the course.

Pushing Information
Workflow gets information to the right people at the right time. Therefore, Workflow
provides you with all of your work assignments in one place.

You do not need to search through long lists of information to find what you need to do.

Service work is requested and, using the


Work Order Tracking application, is
entered into Maximo.

Financial Yes Yes


Cost > Yes Safety Stop
Start Approval
$3,000? Approval (Approved)
Supervisor

No
No No

Stop Stop
(cancel) (cancel)
Financial
Approval
Level 1 Yes

No

A work order begins its Workflow journey and is


Stop
waiting for approval; thus, based on the right (cancel)
criteria, pushing the right task assignment to the
right person.



10-4 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 10: Workflow

Workflow Capabilities
The Workflow components provide a variety of features that you can include in your
Workflow design to streamline your approval processes:

• Assignments to Roles that can be comprised of Labor, People, Person Groups,


Supervisors, and Delegates

• User-defined escalation periods and procedures

• Manual initiation of a Workflow process

• Automatic initiation of Workflow process when selected system activities occur;


for example, when the system generates purchase requisitions or purchase orders
from inventory reorder

• Automated initiation when specified record types are saved

• Escalation of processes based on determined time intervals

• Notifications using communication templates

• Use of an SQL Expression Builder to more easily build detailed criteria for
process points

• Context-based interactivity to bring the right application or application


component to people when needed to perform a specific task in the process

• Manual reassignment of tasks using the Workflow Administrator

Several Categories of Workflows


You can create several different general categories of Workflow processes:

• Process workflow (traditional, assignment-oriented)

Where a structured process manages a record’s lifecycle, conditionally pushing


assignments to people, running actions, and sending notifications along the
routing paths.

Example: Route a corrective work order for cost approval, safety approval,
scheduling, labor assignments, and supervisory signoff on completion.



©Copyright IBM Corp. 2007 • 10-5


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 10: Workflow

• Context-based interactions (assignment-less)

Where a menu of action choices is presented to the user based on the current
record’s data properties, scripting the user’s interaction with the application.

Example: When a help desk technician enters an SR and presses Route, properties
such as ticket type and status conditionally present the available next steps—for
example, close or create incident. Close could go to the Start Center; Incident
could take you to the newly inserted Incident in its application.

• Hybrids

Where there is a mix of structured routings along with interactive, conditional


page, and dialog navigation.

Example: Detect at the time of a work order’s completion that a failure report
should have been entered, and take the user to the Failure Reporting tab with
instructions to that effect.

Notifications
Workflow allows you to send a configurable e-mail message (called a notification) when
events occur during the process.

These notifications are created in Communication Templates that are linked to the
process using the Workflow Designer and that specify recipients of the notifications.

Notification recipients are defined in Roles. These roles include:

• A Maximo person or a person group as defined in the People and Person Groups
applications, respectively

• An e-mail address to someone outside the Maximo system

With Communication Templates, you can create templates used to notify the right people
at the right time about what is happening in the process. Communication Templates are
reusable many times within a process or within a number of processes.

You can configure the system to generate e-mail messages whenever the process moves
from one node to the next.



10-6 • Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 10: Workflow

Workflow Components

Overview
In the previous section, we mentioned the Workflow-related components and how to access
them. In this section, we will briefly describe each component.

You will be given more detailed information on these components as they are used in
exercises.

Locations of Workflow-Related Components


All directly Workflow-related applications, except for Escalations, are located in the
Workflow submodule of the Configuration module.

The Escalations application is located directly within the Configuration module.



©Copyright IBM Corp. 2007 • 10-7


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 10: Workflow

Workflow Administration Application


The Workflow Administration application allows the stopping or reassignment of
existing records in a Workflow process.

View/Modify Active
Assignments

Stop Process

There are two key buttons on this screen:

• View/Modify Active Assignments

• Stop Process



10-8 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 10: Workflow

Workflow Designer Application


You use the Workflow Designer application to create a series of paths for records to flow
through, called a process.

A Workflow process can be thought of as a map that guides a record, or a user’s interaction
with that record through a set of steps.

The graphical interface of the Workflow Designer illustrates the possible paths the record
can follow.

You can use Workflow to create a set of paths as simple or as complex as your business
process demands.

A process might be able to handle all of the routing necessary for one type of record.
However, more complex process flows (or processes that involve a number of record types)
may require a series of processes.

For that reason, Workflow processes might appear quite simple or complex, depending on
the business need.



©Copyright IBM Corp. 2007 • 10-9


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 10: Workflow

Actions Application
Actions are scheduled events that occur when a record leaves a Workflow node. For
example, an action can cause a Maximo status change, execute a defined program, set a
field value, or execute a custom class action.

You use the Actions application to manage the administrative functions of creating actions
and action groups within Workflow, Escalation, and Service Level Agreements (SLA)
processes.

Select Members
Button

Members Table

You manage actions in a central administrative application because they are used in
multiple applications. Use the Actions application to build individual actions or action
groups.

When creating an action group, you can add members (that is, other actions) to the group
by clicking the Select Members button. The members are displayed in the Members table.
The Sequence column in the Members table is used to determine the order in which the
member actions occur.



10-10 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 10: Workflow

Roles Application
You use the Roles application to create and manage roles in Maximo.

You manage roles in a central administrative application because they are used in multiple
applications.

The following table describes the role types.

Role Type Description

Calls a custom class that resolves to some type of data as


CUSTOM
determined by the called class and associated parameters
A relationship that resolves to a piece of data found within
DATASET
the record type in the workflow
One or more literal strings of e-mail addresses that can be
EMAILADDRESS
used on notifications but not on assignments
PERSON Resolves to a Person record
Resolves to one or more available people from a Person
PERSONGROUP Group record, or all the people in a person group if the
broadcast flag is set
Data that relates to the user that is currently signed in to
USERDATA
Maximo



©Copyright IBM Corp. 2007 • 10-11


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 10: Workflow

Communication Templates Application


You use the Communication Templates application to create and manage generic
communication templates that Maximo users can leverage to standardize frequently used
e-mail communications (also known as notifications).

Communication Templates Application: Recipients Tab


The Recipients tab of Communication Templates indicates who will receive the
notification. The four distinct types of recipients are described in the following table.



10-12 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 10: Workflow

When the Recipients tab first opens, all the sections are collapsed. They must be manually
opened.

Recipient Type Description

A variable used in Workflow that Maximo resolves to one or


Role
more people or an e-mail address.
A specific person to whom you want to send the
Person
communication.
A set of people that are grouped together, typically by function
Person Group or department. By default, Maximo sends the communication
to all of the people in the group.
An e-mail address, typically for someone who is not a known
E-mail Maximo user; for example, when you need to reply to a third-
party vendor.

Escalations Application
You use the Escalations application to automatically monitor critical processes across your
enterprise.

The primary goal of Escalation Management is to ensure that critical tasks are completed
on time, such as those defined in Workflow processes and service level agreements.

Escalations can be used for other purposes, such as notifying someone before contracts
expire, changing the status of a Maximo object (such as for invoices or contracts), or
changing the owner of a Maximo object (such as for service requests, incidents, or
problems).


©Copyright IBM Corp. 2007 • 10-13


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 10: Workflow

Workflow Inbox/Assignments
When added to your Start Center, the Workflow Inbox/Assignments table performs a
number of functions:

• It provides a list of current assignments.

• It allows you to click on the assignment description to see the underlying record.

• It allows you to route assignments to the next point in the Workflow process.

Workflow Options
Workflow options are accessed from the Select Action menu of the Organizations
application. An example of the Workflow Options dialog box is shown in the following
graphic. Workflow options are organization- and site-specific.



10-14 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 10: Workflow

Workflow options allow you to choose a site and indicate a process that is to be auto-
initiated for any of four non-manual activities that may occur in the site. The four activities
are shown in the previous graphic.

Review
Work with your instructor and the others in your class to answer and discuss the following
questions.

1. What are the components that are related to Workflow?

2. What is the Workflow Designer component is used for?

3. What is the Inbox/Assignments component is used for?



©Copyright IBM Corp. 2007 • 10-15


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 10: Workflow

Workflow Stages
To better acquaint you with the Workflow solution, a high-level overview of Workflow
stages will be explored throughout the remainder of this chapter.

The following chart illustrates the stages.

Creating

Starting

Completing

In the first stage – Creating – after extensive design discussions, a Workflow process is
created or modified and then enabled and activated using the Workflow Designer
application.

You can also use this application to modify and manage Workflow processes.

In the second stage – Starting – a record is manually or automatically started through a


Workflow process.

Click on the Route Workflow icon in a Workflow-supported Maximo application to start


manual records.

For automatically started records, you can:

• Use the Select Action menu in Workflow Designer to indicate that certain flows
automatically enter a Workflow process when the record is saved or submitted.

• Use an escalation to poll the system and start processes.

• Use the Workflow options to indicate that certain automatic processes should
auto-initiate when specific actions occur.


10-16 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 10: Workflow

In the third stage – Completing – you use Inbox/Assignments in your Start Center to
perform Workflow assignments.

Creating Workflow Processes


You have learned that Workflow consists of three stages (Creating, Starting, and
Completing), each with its own application to meet its requirements. In this section, you
will learn how to navigate the Workflow Designer application and to enable and activate
a previously created Workflow process.

You Are Here

Creating In the first stage, a Workflow


process is created and/or
1 modified, then enabled/
activated using the Workflow
Designer application and
related applications.

Starting You can also use this


application to modify
2
Workflow processes.

Completing

Opening Workflow Designer


Workflow Designer is the key application used to bring all the components of Workflow
processes together.

To get acquainted with the application, let’s access it and take a brief look.

The Workflow Designer application uses standard Maximo navigation, so we will describe
only the functionality and navigation that is specific to Workflow Designer.

1. Sign in to Maximo with the user name and password provided by your instructor.


©Copyright IBM Corp. 2007 • 10-17


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 10: Workflow

Result: The Start Center opens.

2. From the Go To menu, select:

Configuration > Workflow > Workflow Designer

Result: The List tab for the Workflow Designer application opens.



10-18 • Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 10: Workflow

3. Click the Filter Table button (binoculars) on the Processes table to view a list of
the available processes.

4. Click the INVOICE process to open it.

Result: The Canvas tab for the process opens.

Either zoom in or use the scroll bars to move up and down or left and right to view
the entire process.



©Copyright IBM Corp. 2007 • 10-19


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 10: Workflow

Workflow Designer: Canvas Tab


You use the Workflow Designer Canvas as a place to build and update processes for use
with Workflow.

Additional Tools Node Tools

Canvas (Work Area)

The Workflow Designer canvas has a series of eight node tools on a toolbar, or palette, that
you use to create the Workflow processes.

You drag the necessary nodes onto the canvas, or work area.



10-20 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 10: Workflow

Canvas Tab: Node Tool Descriptions


The following table provides a graphic and a description of each node tool.

Tool Image Description

The Start node indicates the beginning of a Workflow process.


Workflow places one Start node on the canvas when you create a new
process. There can be only one starting point to any process.
Stop nodes mark the point where a Workflow process ends and a record
leaves Workflow control. Workflow places one Stop node on the canvas
when you create a new process.
You can place additional Stop nodes on the canvas as needed.
Task nodes allow you to direct the path of the record. You must have at
least one connection coming out of a Task node.
You use a Task node when your business rules call for an affirmative or
negative user response to an inbox assignment.
Condition nodes are defined to automatically direct records according to
information contained within the record. There must be one positive
connection and one negative connection coming out of a Condition
node.
The connection used by a record as it exits a Condition node is dictated
by the SQL expression within the node, which resolves to either true
(positive connection) or false (negative connection).
Manual Input nodes allow you to direct the path of a record. Use a
Manual Input node when you want the user to select the next step from
a menu.
A Subprocess node represents a complete Workflow process nested
within another Workflow process. A Subprocess must have a negative
line flowing out of it, in addition to the positive.
When a Subprocess encounters a Stop node, it returns to the master
process along the same line on which it finished. This enables the
Subprocess to carry back the logic that caused the termination to the
master process.
An Interaction node must have one or more action lines entering it, but
only one action line can exit.
You use an Interaction node to help lead an end user down particular
problem resolution paths by offering well-defined choices, which guide
you through a scripted path and manage the relationship with the record
in any given session.
A Manual Input node usually precedes the Interaction node.



©Copyright IBM Corp. 2007 • 10-21


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 10: Workflow

Tool Image Description

You use a Wait node to create a certain reaction to an action. You can
define any action to trigger a specified reaction in a Wait node.
When Workflow encounters a Wait node in an active process, the
process pauses at that node indefinitely until any of the specified events
occur.
When the specified event does occur, it informs the node, and the
process resumes by exiting the node at the single exit point.

Extra Interaction Node Information


The Interaction node is packed with many capabilities. You will use some of those
capabilities in this course. For example:

• You can cause a message to pop up on the screen in a dialog box. This message
could inform the user about something they need to know or do during the
process.

• If a new record type is created from another record type using an action, the new
record could be displayed in its application for the user without the user’s having
to access the new record manually.

• The application for the new record and the specific tab could be indicated in the
Application and Tab Name fields.

• A choice from the Select Action list of the indicated application could be
indicated in the Action field.

• It must be emphasized that, in this case, we are referring to choices available in


the Select Action menu of the specified application, not choices from the Actions
application.

• Another valuable way that an Interaction node can be used is to indicate another
Workflow process to be started. The process would be indicated in the Launch
Process field.



10-22 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 10: Workflow

Canvas Tab: Additional Tools


After dragging the appropriate nodes onto the canvas, you can move, connect, delete, or
configure them using the other tools on the toolbar.

The following table describes the additional Canvas tools.

Tool
Description
Image

You use the Move/Add Nodes tool to drag and drop the nodes from the
tool bar for placement on the canvas.
You also use this tool to position nodes on the canvas.
You use the Connect Nodes tool, the yellow pencil icon, to create positive
connections from one node to another.
Positive connection lines also contain properties that allow you to enable
an action between nodes when the process runs along its path.
You use Connect Nodes with a Negative Action, the red pencil icon, to
create negative connections from one node to another.
Negative positive connection lines also contain properties that allow you
to enable an action between nodes when the process runs along its path.

You use the Delete button to remove a highlighted graphical object.

You use the Properties tool to enter a node’s Properties dialog box to
review and edit the attributes associated with that node.
You use the Zoom tool to increase or decrease the size of the canvas as a
percentage of the default (the size that you see when you first enter the
canvas).



©Copyright IBM Corp. 2007 • 10-23


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 10: Workflow

Process Tab
While on the INVOICE process, access the Process tab from the Workflow Designer
application. Your screen will look similar to the following graphic.

The Process tab provides a tabular representation of the nodes on the Canvas tab.

You can edit properties for process nodes by clicking the Edit Properties button located to
the right of the node.

The Actions table shows the contents of any connection/action lines associated with a
selected node. You can also edit Actions by clicking the relevant Edit Properties button.



10-24 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 10: Workflow

Action Buttons
From both the Canvas and Process tabs you can access a number of buttons that perform
a variety of actions on the selected process.

The following table describes these buttons.

Button Description

The Create Process Revision button inserts a new copy of the selected
process onto the Canvas for update and editing. The number in the
Revision field will be incremented by one. You can then edit your new
process.
You use the Validate Process button to check your process to determine
that all elements are set up and working properly.
The Enable Process button enables your process so that other processes
can use it as a subprocess. When you enable a process, it is first
validated just as if you had clicked the Validate Process button.
If validation is not positive, then the process cannot be enabled.
When the process is enabled, Maximo creates the relationships and other
needed technical setups to run the process against the designated object.
The Activate Process button activates a process to be used as a top-level
process that can use enabled subprocesses in the flows. A process must
be both enabled and active to be a top-level process.

Review Questions
1. To use a Workflow process as a main process, what two things have to be done?

a.

b.



©Copyright IBM Corp. 2007 • 10-25


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 10: Workflow

Exercise: Scenarios 1 and 2


To demonstrate the various ways a Workflow process can be started and completed, for the
rest of this chapter’s exercises you will use the Purchase Order Status Cycle
(POSTATUS) and Change Order Approval Process (CHANGE) Workflow processes.

Specifically, you will learn how a Workflow process is:

• Enabled and activated using Workflow Designer

• Started in a Maximo application

• Completed by accessing the Inbox/Assignments table on a user’s Start Center

Exercise 1: Enabling and Activating a Workflow Process


In this exercise, you are going to enable and activate the SOLUTION Workflow process to
demonstrate how Workflow reacts when a process is enabled and activated.

This will allow us to put records through a Workflow process and then to access the
Workflow task in the sections that follow.

1. For this exercise, sign in to Maximo as Fred Stanley with the following
information:

User name: stanley / Password: stanley

In this chapter’s exercises, Fred is our Workflow administrator and will enable
and activate several Workflow processes.

2. Access the Workflow Designer application; then access the SOLUTION


process.

3. Click the Enable Process button.

Result: Maximo displays a message indicating that the process has been validated
and enabled.



10-26 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 10: Workflow

4. Click Close to close the message.

Result: Maximo checks the process to ensure that it contains valid nodes and
accompanying parameters. The Enabled? field is selected.

5. Click the Activate Process button.

Result: The Add Workflow Support to Applications dialog box displays a list of
the applications associated with the Object to which the process is associated.

The Object field in both the dialog box above and on the Workflow Designer
screen indicates which MBO is being associated with the process.

Many objects are associated with specific Maximo applications. In this example,
the SOLUTION object is associated with the Search Solution (SEARCHSOL)
and Solution (SOLUTION) applications.

6. Keep the Add Support? check box selected for both applications and click OK.

You will allow Maximo to add support for both the Search Solutions and the
Solution applications.

Result: Maximo adds all necessary code to allow the selected applications to be
supported by Workflow. The Active? field is now selected.

Because there is quite a bit going on behind the scenes, the activation process may
take several minutes to complete.



©Copyright IBM Corp. 2007 • 10-27


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 10: Workflow

Enabling/Activation: Select Action Menu


Here are a few notes regarding enabling/activation and the Select Action menu of the
Workflow Designer application:

• You can enable and activate processes by using the Select Action menu.

• You can deactivate processes by selecting Deactivate Process.

• You can disable processes by selecting Disable Process.

• Applications associated with the object can be manually Workflow-supported by


selecting Add Workflow to Applications. (You may recall that this is also
determined when activating a process.)

The following graphic shows the selections available from the Select Action menu for the
Workflow Designer application.

Exercise 2
Enable and activate the Purchase Order Status Cycle (POSTATUS) Workflow process,
if it is not already enabled and activated.

Apply Workflow support to all applications that are associated with the PO object used by
this process.



10-28 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 10: Workflow

Starting and Processing Records in a


Workflow Process
As you saw earlier, Workflow consists of three stages (Creating, Starting, and Completing)
each with its own application and requirements.

In this section, our discussion centers on the different methods used to start a record in a
Workflow process routine.

You Are Here

Creating
In the second stage, a record is
1
automatically or manually started
through a Workflow process.

You start records manually by


clicking on the Route Workflow
Starting button in a Workflow-enabled
Maximo application, such as
2 Purchase Orders.

One way to automatically start


records is to use the Set Process to
Auto-Initiate action of Workflow
Completing
Designer to automatically enter a
Workflow process when the record
3 is saved or submitted.



©Copyright IBM Corp. 2007 • 10-29


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 10: Workflow

Workflow Actions
Once an application is Workflow-supported, a Workflow action is added to the Select
Action menu of the application. From the Workflow selection in Select Actions of a
supported application, there are a number of subactions available, as shown in the
following graphic.

The following sections describe each action.

Methods for Initiating a Record in Workflow Process


There are three methods for starting a record in a Workflow process:

• Manual

• Escalation initiated

• Auto-initiate



10-30 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 10: Workflow

Manually Routing a Record


Records can be manually moved through a Workflow process by means of routing. To
manually route records, select the Route Workflow action.

Manual routing of records is generally accomplished in three ways:

• A Workflow-supported application will display a Route Workflow button in its


toolbar.

• Workflow-supported applications also have a Route Workflow


subselection in the Workflow selection of the Select Action menu.

• The Route Workflow button also appears on assigned records in the Inbox/
Assignments table on the Start Center.

Escalation Initiated
You create an escalation using the Escalation application with an action created with the
Action application to poll the system on time and data criteria.



©Copyright IBM Corp. 2007 • 10-31


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 10: Workflow

When conditions are met, the escalation will trigger an action to start those records meeting
the criteria conditions into a Workflow process.

Auto-initiation
You learned previously how a record, through the use of an escalation being created, polls
the system and automatically starts those records in a Workflow process. You also
demonstrated manual Workflow initiation by clicking the Route Workflow button to start
the process.

Another method to set up the process to start a Workflow process upon the saving of a
record is to select Set Process to Auto-Initiate from the Select Action menu in the
Workflow Designer application.



10-32 • Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 10: Workflow

Interactive Initiate Checkbox


As indicated, an auto-initiated process is set up to start the Workflow process when a new
record is saved. When you select this action, the Interactive Initiate? checkbox is selected.

One limitation with this method is that you can have only one auto-initiated process per
object.

Escalation Initiation versus Auto-Initiate


Escalation will search for noninitiated records and will place them into a specific Workflow
process. However, because Auto-initiate is limited to one process per object, bypassing the
Auto-Initiate functionality in Workflow Designer where with escalation use can enable a
large number of processes to be automatically started in Workflow at one time.

Stop a Workflow Process


You can stop a Workflow process for a selected record by choosing the Stop Workflow
subaction of the Workflow action from Select Action.

When you choose Stop Workflow, Maximo displays a dialog box similar to the following
graphic, which allows you to send e-mails indicating that you are stopping the process.



©Copyright IBM Corp. 2007 • 10-33


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 10: Workflow

You also can add a note in the Transaction Memo field to indicate why the process was
stopped.

You can also stop processes for selected records by using the Workflow Administration
application.

Viewing Workflow History


You can view a history of what has happened to the current record in the Workflow process.

This information is accessed from the View Workflow History subaction of the Workflow
action from Select Action.

You can access the Workflow assignments and map from this dialog box by clicking the
respective buttons in the lower right corner of the dialog box.

Viewing Workflow Assignments


You can view the assignments of the current record in a Workflow process by selecting the
View Workflow Assignments sub-action of the Workflow action from Select Action.

You can access the Workflow history and map from this dialog box by clicking the
respective buttons in the lower right corner of the dialog box.



10-34 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 10: Workflow

Viewing the Workflow Map


You can view a map of the Workflow process and see where the current record resides in
the process.

You can access a Workflow Map for the current record by selecting the View Workflow
Map subaction of the Workflow action from Select Action.

In the process above, the record is at the MANAGER node, as indicated by a gray square
around the node in the map.

You can access the Workflow assignments and history from this dialog box by clicking the
respective buttons in the lower right corner of the dialog box.



©Copyright IBM Corp. 2007 • 10-35


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 10: Workflow

Accessing Workflow Help


To access some basic, general help about Workflow processes, you can select the
Workflow Help subselection of the Workflow selection from Select Action.

The Show this help when launching records from the inbox? checkbox controls whether
you see this help dialog box when you click the Route Workflow button in the Inbox/
Assignments table on your Start Center.



10-36 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 10: Workflow

Exercise Scenario 1: Solution Activation Workflow


In the process described below, a solution is created in the Solutions application. The new
record will be manually put into the process. The following graphic illustrates how this
Workflow process is displayed in the Workflow Designer Canvas.

The following procedure explains how records can be processed through this Workflow
process.

1. The new solution record is started in Workflow [START] and goes to the solution
administrator [SOLADMIN], who can either activate it or send it back to the
originator.

2. If the solution administrator activates it, the record’s status is changed to


ACTIVE, and it goes to the end of the process [STOP].

3. If the record is sent back to the originator [RETURNED], the originator can
either send it back to the supervisor [SOLADMIN] or cancel it. If it is canceled,
the record’s status is changed to CANCEL and it goes to the end of the process
[STOP].



©Copyright IBM Corp. 2007 • 10-37


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 10: Workflow

Exercise 1: Manually Starting a Workflow Record


In this exercise, we are going to create and start a solution record manually in the
SOLUTION Workflow process using the Solutions application.

It is assumed that you already know how to create a solution in Maximo.

Because the SOLUTION process has not been set to auto-initiate, you will start the record
in Workflow by clicking on the Route Workflow button.

1. Sign in to Maximo as Fred Stanley.

User name: stanley / Password: stanley

2. Access the Solutions application and insert a new solution record.

Write your record # here:

The status should be DRAFT.

3. Enter the following information:

Field Value
Description How do I connect to the network printer?
Classification 3 \ 302
a. Go to: http://printers.corporate.com

b. Select the floor where the printer is located.

c. Click on a printer from the list (the printer


driver will automatically download and install
on your computer).
Resolution
d. Go to Control Panel > Printers.

e. Highlight the newly installed printer.

f. Right-click and select Properties. Set to


default if you will normally be printing to this
printer.

4. Save the record.

In this example, the record did not enter the workflow because the underlying
process is not set to auto-initiate (that is, start on the saving of a record).



10-38 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 10: Workflow

5. Click the Route Workflow button:

Result: The record is placed into the Workflow process. The Route Workflow
button changes to indicate that the record is now in a Workflow process.

You may also see a message that briefly flashes just above the toolbar, indicating
that the record has been placed into a process.

6. Keep this record open.

Look on the next page to see where the record is in the process.

Check Out the Process


Take a look at the status of the current work order record. View its Workflow Map from
the Select Action menu. The map should look like the following graphic.

The record has been manually entered into the process. The first stage of the process is the
SOLADMIN, where the record now resides.



©Copyright IBM Corp. 2007 • 10-39


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 10: Workflow

Exercise Scenario 2: Requisition Workflow


In the process described below, a purchase order is created in the Purchase Orders
application. The new record will be automatically put into the process when it is saved. The
following graphic illustrates how this Workflow process is displayed in the Workflow
Designer Canvas.

The following table explains how records can be processed through this Workflow process.

Step Node Action

In the POSTATUS process that we will be using, a purchase order


1
(PO) is created in the Purchase Orders application.

A new PO is selected to determine whether it has a status of WAPPR


2
(WAPPR?).

If the PO does not have a status of WAPPR, it goes to an approval


3 condition (APPR?) that checks to see if the PO has a status of APPR
and goes to the end of the process (STOP).

If the PO has a status of WAPPR, the record goes to a financial


4
condition (COST) to evaluate whether the cost is greater than $500.

If the PO is not greater than $500, it is approved and goes to the end
5
of the process (STOP).

If the PO is greater than $500, then it goes on for approval


6
(APPROVE).

If the PO > $500 is approved by the originator, the status of the


7 record is changed to APPR and it goes to the end of the process
(STOP).

If the PO > $500 is not approved, the PO is canceled and moves to the
8
end of the process (STOP).



10-40 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 10: Workflow

Notes on the POSTATUS Process


You need to point out some things about the POSTATUS process:

• The connecting lines in a process (called actions) can be used to generate system
actions, such as canceling or approving records. These actions can be viewed in
the Properties of the connecting line.

In many cases, these connecting lines do the processing work and you may not see
the action in the nodes themselves.

You can more easily see where actions exist by taking a look at the Process tab of
the Workflow Designer.

• Processes need to be set to auto-initiate, if this is the desired state. This is not a
default. There are several ways to do this, but you will use the Select Action menu
in Workflow Designer to do this in the next example.

Exercise 1A: Setting a Process to Auto-Initiate


You want purchase order records to automatically enter the POSTATUS process when they
are first created and saved. The first step is to set the process to auto-initiate.

Ensure that you are still logged in as Fred Stanley (stanley/stanley).

1. Access the Workflow Designer application as Fred Stanley.

2. Access the POSTATUS process.

This process should be enabled and active from a previous exercise. If it is not,
enable and activate it now.

3. Select Set Process to Auto-Initiate from the Select Action menu.

Result: The process will now automatically initiate when a new PO record is
saved. The Interactive Initiate? checkbox is now selected.



©Copyright IBM Corp. 2007 • 10-41


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 10: Workflow

Exercise 1B: Automatically Starting a Workflow Record


In this exercise, we create a purchase order in the Purchase Orders application, which is
in the Purchasing module.

Then, based on the Workflow process setup from the previous exercise, after a PO record
is created and saved it will automatically start in the Workflow approval process journey.

1. For this exercise, you will sign in to Maximo as the user Frank Jones (jones/
jones22).

You will need to sign out before signing in as Frank.

2. Access the Purchase Orders application from the Purchasing module.

3. Insert a new PO record using this information on the PO tab:

Field Value
Description Office Supplies
Company OFFRUS

Write the PO number here: __________________

The status on the new record is WAPPR. You will leave that status as it is.



10-42 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 10: Workflow

4. On the PO Lines tab, add the following line items:

Line 1:
Field Value
Line Type MATERIAL
Description CDs
Quantity 8
Order Unit BOX
Unit Cost 53.00
GL Debit Account 6000-300-200
Line 2:
Field Value
Line Type MATERIAL
Description Storage container
Quantity 10
Order Unit EACH
Unit Cost 14.73
GL Debit Account 6000-300-200

5. Save the record.

Result: A note indicating that the POSTATUS process has been started flashes
briefly above the toolbar. The record goes into the process.

Exercise 2: Self-Register Scenario


Upon initial access to the Maximo Sign-In screen, users can start a self-registration process
by clicking the register now link.

Some companies do not use the self-registration method. Check with your Maximo
administrator to see how your company handles this process.

Self-registered users are automatically assigned to a default group, which controls the
initial basic privileges provided to the user.

It is assumed that you are familiar with Maximo security procedures.

When a new user self-registers, the registration activity can trigger a Workflow process
(SELFREG) during which the Maximo administrator is assigned to review the registration.

Upon receiving the user review assignment, the Maximo administrator checks the new user
record and provides privileges appropriate for the new user.



©Copyright IBM Corp. 2007 • 10-43


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 10: Workflow

Exercise 3: Make the Process Available


The first thing you need to do is to make the SELFREG process available to Maximo. This
involves:

• Enabling

• Activating

• Auto-initiating

Follow the steps below to do this.

1. Access the Workflow Designer application as Frank Stanley.

User: stanley / Password: stanley

2. Access the Canvas tab for the SELFREG process.

Result: The SELFREG process nodes look like the following graphic.

3. Enable and activate the process, if necessary.

Result: The process is now ready to be used. The Enabled? and Active?
checkboxes are selected.

Depending on your classroom setup, this process might already be enabled and
activated.

4. Set the process to auto-initiate.

Hint: Use the Select Action menu.

Result: The process will now automatically start when a relevant record is saved.
The Interactive Initiate? checkbox is selected.



10-44 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 10: Workflow

Exercise 4: Follow the Process


At this point, you have got the process ready to go.

Now do a self-registration and follow the process through its steps.

1. Sign out of Maximo.

Result: You are now at the Sign In page.

2. Click the register now link.

Result: The User Self Registration page opens.

3. Enter the following information in the Required Information section:

First Name [Your First Name]


Last Name [Your Last Name]
User ID [Your Last Name] (Must have eight letters)
Password [your last name – lowercase]
Confirm Password [your last name – lowercase]
Primary E-Mail [Your E-mail Address]

In the spaces provided, write down the values in the User ID and Password
fields. This information will come in handy for a later optional exercise.

User ID:

Password:



©Copyright IBM Corp. 2007 • 10-45


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 10: Workflow

4. Enter the following information in the Personal Information section:

Supervisor WINSTON
Default Insert Site BEDFORD
Default Storeroom CENTRAL
Language EN
Additional Information I am a new Maximo user.

5. Click Submit.

Result: Maximo displays a message indicating that the registration is being


processed.

6. Click OK to close the message.

Result: You are taken back to the Maximo sign-in screen.

The Maximo administrator must access the new registration record and determine
whether the registration will be accepted. Until the registration is accepted, you
cannot access Maximo.

Checking the Workflow

Overview
Maximo enables you to view the present state in the workflow of a currently selected
record.

You learned these previously, but now that we actually have records in the Workflow
processes, you will look at some of their states.



10-46 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 10: Workflow

Review: Checking the Workflow History


You can view a Workflow history of the current record by selecting Workflow > View
Workflow History from the Select Action menu. See the following graphic.

Check Out the Process


At this point, you have created a PO record and saved it. Because you set the process to
auto-initiate, the act of saving the record automatically put the record into the POSTATUS
process. Note that if the PO is greater than $500, it must be re-selected APPROVED by the
person who originally created the record. In the Purchase Orders application, view the
Workflow Map for the new PO record to see where it currently resides in the process.

Result: Your Workflow Map should look similar to the following graphic.

Because the new PO is more than $500, it is now in the APPROVE node, just as it should
be.


©Copyright IBM Corp. 2007 • 10-47


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 10: Workflow

Exercise 1: Checking a Workflow Record


What is the last entry in the Workflow History of your purchase order for office supplies?

Write your answer here:

Review: Checking the Current Assignments


You can view the current assignees for the selected record by selecting Workflow > View
Workflow Assignments from the Select Action menu. See the following graphic.

Exercise 2: Checking a Workflow Record


Who is the current assignee for the purchase order review?

Write your answer here:



10-48 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 10: Workflow

Completing My Workflow Assignments


In this section, you will learn how to navigate the Inbox/Assignments table for various
users to complete a Workflow process.

You Are Here

Creating

Starting

Completing In the third stage, you use the Inbox/


Assignments table in the Start Center
3 to perform the Workflow assignments.

Inbox/Assignments Table
The Inbox/Assignments table provides a handy place from which to review and route tasks
that have been assigned to you.

In the following exercises, you will be using this table to complete the processes we started
in the previous exercises.


©Copyright IBM Corp. 2007 • 10-49


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 10: Workflow

You can also use the Route Workflow button to move selected records. However, you will
focus on the use of the Inbox/Assignments table.

What Happens When a Record Leaves Workflow?


A record has completed its Workflow assignment journey when it reaches a STOP node. If
the current process is a subprocess, it returns to its calling process. A calling process is the
parent (top-level) process of a subprocess. If it is already in the calling process, it leaves
Workflow.

When a record leaves the control of a Workflow process, it becomes a regular Maximo
record that retains whatever status it had at the time it left the Workflow.

You can specify that a record will leave Workflow control at any point along the approval
process. You do this by:

• Choosing Workflow > Stop Workflow from the Select Action menu of the
selected record; or

• Stopping the process from the Workflow Administration application.

Exercise 1: Complete the PO Workflow


In the following exercise, you will complete the PO process from the Start Center Inbox.

1. If you have not already done so, sign in to Maximo as Frank Jones.

User: jones / Password: jones22

Result: You are taken to Frank’s Start Center, similar to the following graphic.

Frank actually has two Start Center pages: Maintenance and Purchasing. The
Inbox on both pages reflects the current assignment for the PO record of Move
from WAPPR to APPR.


10-50 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 10: Workflow

2. Click on the Move from WAPPR to APPR description in either of Frank’s


Inboxes.

Result: The underlying record opens in the Purchase Order application with
Workflow Help displayed.

You can clear the Show this help when launching records from the inbox?
checkbox if you do not want help to show each time that you view an underlying
record from the Inbox.

3. Clear the Show this help when launching records from the inbox? checkbox;
then click OK in the Workflow Help dialog box.

Result: Workflow Help closes and the PO record is fully displayed.

The automatic Workflow Help will no longer display when viewing a record
from the Inbox. However, application help is still available.


©Copyright IBM Corp. 2007 • 10-51


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 10: Workflow

The status of the PO record is WAPPR at this point.

The last two steps show you how you can access the underlying record from the
Inbox. It is not necessary to view the underlying record, as you have done here.
However, you will learn how this can be done from the Inbox.

4. To route the record to the next point in the Workflow process, click the Route
Workflow button on the displayed record.

Result: The Complete Workflow Assignment dialog box opens on top of the
underlying record, asking whether the record should be approved.

The process scenario discussed previously indicates that, if the PO is greater than
$500, it must be approved or canceled at this point (APPROVE). This is where
we are in the process.

While reviewing the record in the previous steps, you actually could have clicked
the Route Workflow button on the record itself. But, for this example, you will
learn how the routing can be done from the Inbox.

5. Ensure that the Approve this purchase order option is selected; then click OK.

Result: The process goes to the next step, which is the Stop node.

The status is now APPR.



10-52 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 10: Workflow

Challenge Question: The Workflow Map


Access the Workflow Map of the PO record for office supplies.

The View Workflow dialog box opens.

Question: Why does Maximo not display the Workflow Map for this record?

Review: What Happens When a Record Leaves


Workflow?
A record has completed its Workflow assignment journey when it reaches a STOP node.

If the current process is a subprocess, it returns to its calling process.

A calling process is the parent (top-level) process of a subprocess.

If it is already in the calling process, it leaves Workflow.

When a record leaves the control of a Workflow process, it becomes a regular Maximo
record that retains whatever status it had at the time it left the Workflow.

You can specify that a record will leave Workflow control at any point along the approval
process. You do this by:

• Choosing Workflow > Stop Workflow from the Select Action menu of the
selected record

• Stopping the process from the Workflow Administration application



©Copyright IBM Corp. 2007 • 10-53


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 10: Workflow

Exercise 2 Complete the Self Register Workflow


In the following exercise, you will complete the self-registration process.

1. Sign in to Maximo as the Maximo administrator using the following information:

User name: maxadmin / Password: maxadmin

Result: You are taken to the Start Center for the Maximo administrator. The new
registration is in the administrator’s Inbox.

The user maxadmin has been assigned the task of reviewing the new registration,
so you are signing in as that user to check the Inbox.

2. Click on the Review and approve/reject the self-registered user text in the
Description field of the Inbox.

Result: The new user record displays in the Users application.

If you did not disallow the Workflow Help from automatically displaying, it will
display on top of the user record. Click OK to close the help window.

The Route Workflow button shows that the record is already in a workflow. This
is because the SELFREG process is auto-initiated.



10-54 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 10: Workflow

3. Click Route Workflow.

Result: A task displays for the Maximo administrator with two choices, as shown
in the following graphic.

4. Ensure that Approve the self-registration is selected; then click OK.

Result: The new user is now registered in Maximo. The SELFREG process stops.

The administrator needs to put the new user into a Security Group for the new user
to actually access Maximo. You will do this in the next exercise.

Exercise 3: Put the User into a Security Group


You want to finish the process of adding the user to a security group. Use the following
steps.

1. Sign in to Maximo as Mike Wilson (wilson/wilson) and access your new user
from the Users application in the Security module.

The user record would be the value in the User ID field during self-registration.
Hopefully you wrote it down.

2. Click the Groups tab to view it.



©Copyright IBM Corp. 2007 • 10-55


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 10: Workflow

Self-registered users are automatically put into the DEFLTREG group. However,
this group only allows you to enter a new password on first registration. There is
no access to applications or a Start Center.

3. Add a new row in the Groups section.

4. In the Group field of the new line, enter MAXADMIN.

This group will give your new user access to just about everything in Maximo.
Normally you would give access to a security group with fewer privileges.

5. Save the record.

Result: Now your user is fully registered in Maximo and has access to
applications and a Start Center.

6. Sign out of Maximo and sign back in with the user name and password that you
wrote down in a previous exercise.

Depending on your system setup, you may be asked to enter a new password on
first sign-in. Follow the steps and sign in.

New password on first sign-in: ________________________

Result: Your user now has access to Maximo with a Start Center and rights to use
all applications.



10-56 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 10: Workflow

Chapter Summary

Components of Workflow
Workflow is comprised of a number of applications used to create workflow processes,
applications used to create records used by these processes, the Inbox, and Workflow
Options.

Workflow Categories
There are several general categories of workflows:

• Process workflow

• Context-based instructions

• Hybrids of the two

Location of Workflow Applications


All directly Workflow-related applications, except for Escalations, are located in the
Workflow submodule of the Configuration module.

The Escalations application is located directly within the Configuration module.

Workflow Applications
The main applications involved with Workflow processes are:

• Workflow Administration

• Workflow Designer

• Actions

• Roles

• Communication Templates

• Escalations



©Copyright IBM Corp. 2007 • 10-57


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 10: Workflow

Workflow Options
Workflow options are accessed from the Select Action menu of the Organizations
application.

Three Stages of Workflow Development


The three key stages of workflow development are:

1. Creating

2. Starting

3. Completing

Canvas Nodes
The nodes on the Workflow Designer Canvas tab are:

• Start

• Stop

• Task

• Condition

• Manual Input

• Subprocess

• Interaction

• Wait



10-58 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 10: Workflow

Canvas Tools
The additional tools found on the Canvas tab are:

• Move/Add Nodes

• Connect Nodes

• Connect Nodes with a Negative Action

• Delete

• Properties

• Zoom

Action Buttons
The action buttons on both the Canvas and the Process tabs are:

• Insert Process Revision

• Validate Process

• Enable Process

• Activate Process

Workflow Select Action Menu


When an application is Workflow-supported, a Workflow item appears on its Select Action
menu. The following choices are available:

• Route Workflow

• Stop Workflow

• View Workflow History

• View Workflow Assignments

• View Workflow Map

• Workflow Help



©Copyright IBM Corp. 2007 • 10-59


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 11: Managing Domains
This chapter contains the following topics.

Topic See Page

Chapter Overview 11-2


Managing Domains 11-3
Modifying Domains 11-5
Creating Domains 11-11
Creating a Crossover Domain 11-22
Chapter Summary 11-26



• 11-1


Chapter 11: Managing Domains

Chapter Overview
This chapter covers domains, some of which were previously known as value lists.

Chapter Focus
The intent of this chapter is to provide a high-level overview of key application elements
and functionality.

You will obtain maximum benefit if you:

• Work actively with your instructor during demonstrations and exercises

• Ask many questions that relate to your additional informational needs

Learning Objectives
When you have completed this chapter, you should be able to:

• Describe a domain

• Modify a domain

• Create a domain

• Associate a domain with an attribute



11-2 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 11: Managing Domains

Managing Domains
When you create a new table, add a new column, or modify an existing column, if the data
being inserted in this column is being used from another table, this data will need to be
validated before it can be inserted into the table. Some of these fields in Maximo have drop-
down lists from which users choose an appropriate value. These lists of defined values are
known as domains (sometimes referred to as value lists). Maximo uses many domains in its
applications. As an administrator, you will use the Domains application to add new
domains or modify existing ones to fit with your business practices.

DOMAINID
A DOMAINID in Maximo identifies a set of data. By assigning a DOMAINID to a column
(or columns) in a table, you are grouping that data as a set, and making it easier to validate
that set of data.

Types
Maximo uses the following kinds of domains, each of which is explained in more detail in
its associated How Do I… topics in the online help.

Type Description

SYNONYM Special, reserved domains in Maximo. You cannot add new


SYNONYM domains or delete existing ones. You can add new
synonym values.
ALN A simple list of values using one of the alphanumeric data types.
NUMERIC A simple list of values using one of the numeric data types.
NUMRANGE A list of values you define by specifying a range.
TABLE A dynamic set of values derived by specifying an object attribute
in the database.
CROSSOVER A value you program Maximo to retrieve from one field to insert
into another. Unlike the other domains, this one does not involve a
list of values, but rather a particular value, if it exists, from another
record.



©Copyright IBM Corp. 2007 • 11-3


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 11: Managing Domains

The Domains Application


The Domains application contains a single table window to add, view, modify, or delete
domains.

• To modify existing domains, you can edit a domain in the table window, or click
Edit Details to edit in a Domain dialog box.

You can edit only the Description and Length fields in the table window. If you
click Edit Detail, you can edit Description, Length (depending on type), and
Add/Modify Values.

• To add a domain, you click Add New Domain at the bottom of the table window.

Beyond Domains
Adding a domain in the Domains application is only part of the process of adding a
working domain to Maximo. After you add a domain, you still have several tasks to
perform, depending on the domain and how you want to display it in Maximo:

• Associate the new domain with an attribute. You perform this task in the
Database Configuration application.

• Configure the database.

• Use the Screen Designer to modify the UI as needed. For example, if you added
an ALN domain, you add the drop-down list button using the Screen Designer.
New crossover fields may require new fields in the receiving application.



11-4 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 11: Managing Domains

Modifying Domains

Synonym Domains
SYNONYM domains are restricted. You cannot add new SYNONYM domains. You can
add new synonym values.

An example of a SYNONYM domain is work order status (WOSTATUS). Maximo has


several values to reflect status: APPR (Approved), CAN (Canceled), CLOSE (Closed),
COMP (Completed), WAPPR (Waiting on Approval), and others.

Each work order status has an internal value, used by Maximo in its business rules, and a
value that users see and choose from. You cannot add a new internal value. You can add a
synonym, the value presented to the user. For example, suppose your company procedures
require two people to approve a work order. You could add synonym values for the internal
WAPPR value. You could then present two different values to the user (for example,
WAPPRMAN and WAPPRVP) to represent approvals at the manager and vice-president
level.

Adding a Synonym Value


Use the following exercise to create a new synonym value (PENDING) for the internal
work order status value of WAPPR.

1. Sign in to Maximo as user wilson (or as otherwise directed by your instructor).

2. Open the Domains application (Configuration module) and search for the
WOSTATUS domain.



©Copyright IBM Corp. 2007 • 11-5


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 11: Managing Domains

3. Click the Edit Detail button to open this domain for editing.

Result: The SYNONYM Domain dialog box opens.

In the Synonym Domain table window, you see the set of current values. The
Internal Value is used by Maximo and must be unique. The Value and its
Description are what users see.

4. Click New Row.

Result: A new row opens for data entry.

5. Enter the following information:

Field Value
Internal Value WAPPR
Value PENDING
Description Pending Approval

6. Click OK.

Result: Your new synonym value is saved.



11-6 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 11: Managing Domains

Notes
Default? checkbox: Select this checkbox if you want Maximo to use the new synonym
value by default. Each internal value can have only one default synonym value. Example:
Maximo inserts WAPPR as the status when you create a new work order. You add a
synonym value, PENDING. If you want Maximo to insert PENDING instead of WAPPR,
then make PENDING the default.

Organization or Site: Maximo by default applies domains at the system level. If you want
a domain value to apply to a specific organization or site, enter the relevant values in the
Organization and Site fields.

Warning: After you have implemented Maximo and inserted records, do not add a synonym
value with a site or organization specified. This can invalidate existing data.

Checking Your Work


Use the following steps to verify your new SYNONYM domain value.

1. Sign in to Maximo as user wilson (or as otherwise directed by your instructor).

2. Open the Work Order Tracking application, then search for and select work
order 1000.

3. Open the Change Status dialog box.

4. Open the drop-down list for the New Status field.

Result: Your new synonym displays as part of the Value List for Work Order
Status.

5. Click Cancel, and return to the Start Center.

[Optional]: Choose Pending Approval.



©Copyright IBM Corp. 2007 • 11-7


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 11: Managing Domains

Modifying an ALN Domain


In this exercise you will modify an ALN domain. Recall that earlier in this course you
looked at the Password Hint Question. There is only one value in this domain. Use the
following steps to add more values.

1. Sign in to Maximo as user wilson (or as otherwise directed by your instructor).

2. Open the Domains application (Configuration module) and search for the
PWHINTQUESTION domain.

3. Click the Edit Detail button to open this domain for editing.

Result: The ALN Domain dialog box opens.

4. Click New Row.

Result: A new row opens for data entry.



11-8 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 11: Managing Domains

5. Enter the following information:

Field Value
Value FAVCOLOR
Description Your favorite color?
Organization [ Leave blank ]
Site [ Leave blank ]

6. Click New Row to add another new row.

Field Value
Value [ Your choice ]
Description [ Your choice ]
Organization [ Leave blank ]
Site [ Leave blank ]

7. Click OK.

Result: The ALN Domain dialog box closes, saving your new domain values.

8. To view your results, click the Edit Detail button for the PWHINTQUESTION
domain.

Result: Your Domain values should look similar to the following graphic.

9. Close the ALN Domain dialog box, and return to the Start Center.



©Copyright IBM Corp. 2007 • 11-9


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 11: Managing Domains

Checking Your Work


Use the following steps to verify your new ALN domain values.

1. Sign in to Maximo as user wilson (or as otherwise directed by your instructor).

2. Open the Users application, then search for and select user WILSON.

3. From the Select Action menu, choose Set Password Hint.

Result: The Set Password Hint dialog box opens.

4. Click the Select Value button of the Password Hint Question field.

Result: The Select Value dialog box opens, displaying your newly created domain
values.



11-10 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 11: Managing Domains

5. Click to select any one of your newly created domain values.

Result: The Select Value dialog box closes and your choice is displayed in the Set
Password Hint dialog box.

6. Enter a value in the Answer field, and then click OK.

Result: The Set Password Hint dialog box closes, saving your values.

Creating Domains
In the last section we modified an existing ALN domain. In this section you will create a
new domain. And remember, after you create a new domain, there are some additional
required actions:

• Associate the new domain with an attribute. You perform this task in the
Database Configuration application.

• Configure the database.

• Use the Screen Designer to modify the UI as needed. For example, if you added
an ALN domain, you add the drop-down list button using the Screen Designer.
New crossover fields may require new fields in the receiving application.



©Copyright IBM Corp. 2007 • 11-11


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 11: Managing Domains

Creating a New NUMERIC Domain


In this exercise you will create a Work Priority domain (Numeric) that you will later
associate with the Work Priority attribute of the Work Order object, which is currently a
free-form field.

1. Open the Domains application and click the Add New Domain button.

Result: The Add New Domain button displays a menu.

2. Click to select Add New NUMERIC Domain.

Result: The NUMERIC Domain dialog box opens.

3. Enter the following values:

Field Value
Domain WORKPRIORITY
Description Work Order Priority
Data Type INTEGER (Use Select Value button.)

The Length and Scale fields default to 12 and 0, respectively.



11-12 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 11: Managing Domains

4. Click New Row.

Result: A new row opens, ready for data entry.

5. Enter the following information:

Field Value
Value 01
This will display as 1.00
Description Routine
Organization EAGLENA (or use the Select Value button)
Site [ Leave blank ]

6. Repeat steps 4 and 5, entering all of the following data:

Value Description Organization


02 Problem EAGLENA
03 (Reserved for future use) EAGLENA
04 Urgent EAGLENA
05 Critical EAGLENA

7. After you enter the last new row, click OK.

Result: The NUMERIC Domain dialog box closes, saving your values.

You cannot change the Length field. It defaults to the length of its type, in this
case as type INTEGER.



©Copyright IBM Corp. 2007 • 11-13


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 11: Managing Domains

8. To view your results, click the Edit Detail button for the WORKPRIORITY
domain.

Result: Your Domain values should look similar to the following graphic.

9. Close the NUMERIC Domain dialog box.

Associating a New Domain with an Attribute


Now that you have created the new domain, the next step is to associate the new domain
with an attribute.

1. Open the Database Configuration application and select the WORKORDER


object.

Result: Maximo displays the WORKORDER object.



11-14 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 11: Managing Domains

2. From the Attributes tab, open the details for the WOPRIORITY attribute.

Result: Maximo displays the details for the WOPRIORITY attribute.

3. Click the Select Value button for the Domain field.

Result: The Select Value dialog box for the Domain field opens.

The Select Value dialog box will show only the domains where the data type
matches, but does include crossover and table domains.

4. Click to select your new WORKPRIORITY domain.

Result: The Select Value dialog box closes, saving your values.

5. Save your record and close the Database Configuration application.




©Copyright IBM Corp. 2007 • 11-15


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 11: Managing Domains

Checking Your Work [Optional]


Use the following steps to check your work.

1. Sign out of Maximo and stop your Maximo Application Server.

2. Configure the database. (See Chapter 10, Database Architecture and


Configuration.)

3. Restart your Maximo Application Server.

You can make changes, such as in step 4, using one of the following methods:

– Using the Application Designer, open the application WOTRACK. For the
attribute WOPRIORITY, open the Control Palette.

Set menutype = normal and set lookup = valuelist.

– Use the following steps to make the changes by manually editing the files.

4. Use the following steps to set up a lookup for your new domain.

a. In Windows Explorer, go to this directory:

\\<maximo-root>\resources/presentation

b. Locate and edit the wotrack.xml file.

You may have to remove the read-only property.

c. Find:

<textbox id="main_grid3_6"
dataattribute=”wopriority” />

Change this to read:

<textbox id="main_grid3_6"
dataattribute=”wopriority” lookup=”valuelist” />

d. Save the file.

e. Restart your Maximo server, open to the Maximo sign-in screen, and then
change the Internet Explorer browser path as follows:

Your server path/maximo/ui/maximo.jsp?event=importapp

Sign in as user wilson.

f. Click the Browse button; then go to wotrack.xml and select it.

g. Click Import.


11-16 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 11: Managing Domains

5. When the import is finished, your display should look similar to the following
graphic.

Close your Internet Explorer browser.

6. Sign in to Maximo, go to the Work Order Tracking application, and insert a new
record.

Record your new record number here:

7. Tab to the Priority field, and use the Select Value button to choose a value from
your new domain.

If you were to change your default insert site (My Profile) to CHILEHDQ, insert a
new work order, and try to use the lookup, there would be no values listed because
the domain values that you entered are specific to EAGLENA and the record for
CHILEHDQ is in EAGLESA.

8. You have verified your new domain. Return to the Start Center.

Select No in the Do you want to save your changes…? dialog box.



©Copyright IBM Corp. 2007 • 11-17


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 11: Managing Domains

Add a New Table Domain


You use the TABLE Domain dialog box to add a new domain that draws its values directly
from a column in the database. This is in effect a dynamic value list because the values it
draws from the database might change. You do not create a list of static values.

To create a New Table domain, complete the following steps.

1. Open the Domains application (Go To > Configuration > Domains).

2. At the bottom of the Domains table window, click Add New Domain and select
Add New TABLE Domain.

Result: The TABLE Domain dialog box opens.

3. In the Domain field, enter a name for the domain.

4. In the Domain Description field, enter a short description.

5. Click New Row.

Result: The Row Details open.



11-18 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 11: Managing Domains

6. In the Object field, enter the name of the object or click Select Value. The object
you want is the object containing the attribute from which you want to create a
domain.

For example, to obtain values from the ASSET object, you would enter: ASSET.

7. In the List Where Clause field, enter the part of the clause that specifies the
specific values you want to select based on the validation WHERE clause. For
example, to select asset records that begin with the numbers 114, you would enter:
assetnum like ‘114%’.

Caution: Maximo does not validate your entry for syntax or any other errors. Be
very sure you have entered a correct WHERE clause. If you make errors, they will
not become apparent until you configure the database.

8. In the Validation Where Clause field, enter the part of the clause that, when
queried against the Object field, should return at least one record if the value to be
validated by this domain is considered valid. Usually, the clause involves a bind
variable for the field that uses this domain for validation. For example, if you want
a field named Z (attribute Z) to contain values from the assetnum field in the
Assets application, you would enter: :z=assetnum



©Copyright IBM Corp. 2007 • 11-19


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 11: Managing Domains

9. In the Error Message Group field, enter the group name of the message you
want to be displayed when domain validation fails. A group and key value pair in
the MAXMESSAGES table identifies a Maximo message.

10. In the Error Message Key field, enter the key of the message you want Maximo
to display when domain validation fails.

11. Maximo by default applies domains at the system level. If you want a domain
value to apply to a specific organization or site, enter the relevant values in the
Organization and Site fields.

Either leave the Organization and/or Site fields empty for all values (users in all
organizations and sites can access them) or specify organization and site for all
values (users in the specified organizations and/or sites can access them).

12. Click New Row again to add more rows, or click Close Details.

13. Click OK.

Result: You have now added a new domain to the Maximo database. However,
you must still attach the domain to the object/attribute with which you want the
domain to be used, as well as other tasks.

After Adding a Domain


After you add a domain, you might still have several tasks to perform, depending on the
domain and how you want to display it in Maximo. You can assign a domain to an attribute
in the Classifications application, or use the Database Configuration application to assign
the domain.

In the Classifications application, you associate a domain with an attribute in the


Attributes table window, and no further configuration is needed.


11-20 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 11: Managing Domains

If you use a domain in any other context in Maximo, adding a domain involves additional
tasks, as outlined:

• Associate the new domain with an attribute. You perform this task in the
Database Configuration application.

• Configure the database.

• Use the Application Designer to modify the user interface as needed. For
example, if you added an ALN domain for a field, you would add the Select
Value button using the Application Designer. New crossover domains might
require new fields in the destination application.

Deleting a Domain
You can never delete a SYNONYM domain. You can delete other types of domains, but
not if the domain is assigned to a Maximo attribute.

To delete a domain, complete the following steps.

1. Open the Domains application.

2. In the Domains table window, find the domain you want to delete and click Mark
Row for Delete.

Result: Maximo displays a warning message and asks if you want to continue.

3. Click Yes.

Result: Maximo marks the row for deletion.

To cancel a deletion at this point, click Undo Delete.



©Copyright IBM Corp. 2007 • 11-21


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 11: Managing Domains

4. Click Save Domain.

Result: Maximo removes the domain from the Domains table window.

Deleting a domain does not affect values that have already been inserted in Maximo
records. For example, if a user inserts a value in a field using a domain select value list, the
value remains on the record even if the domain is subsequently disassociated from the
attribute and deleted.

Creating a Crossover Domain


You use the CROSSOVER Domain dialog box to instruct Maximo to bring a value from
a field in one application to a field in another application. For example, you may want
Maximo to retrieve the serial number of an asset in the Assets application and insert it into
a field in the Items application.

You can take an existing Maximo field, or create a new one, and design the field to be
populated with data from another field in another application. To do this, you add a new
CROSSOVER domain.

After You Add a Domain


After you add a domain, you may still have several tasks to perform:

• Associate the domain with an attribute.

• Configure the database.

• Use the Application Designer to modify the user interface as needed.


(New crossover domains might require new fields in the destination application.)

Create a Crossover Domain


This is actually a two-part exercise. In this first part, you will create the actual
CROSSOVER domain. Then, in the next chapter, you will use the Application Designer
to create a field in the destination application in which to apply the CROSSOVER domain.

Scenario: You will be using a CROSSOVER domain to add the supervisor of a requester
on an MR.

1. Open the Domains application.




11-22 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 11: Managing Domains

2. At the bottom of the Domains table window, click Add New Domain and select
Add New CROSSOVER Domain.

Result: The CROSSOVER Domain dialog box opens.

3. In the Domain field, enter SUPNAME.

4. In the Description field, enter Supervisor Name.

5. In the CROSSOVER Domain section, click New Row.

Result: The CROSSOVER Domain table window opens.

6. Set the Object field to PERSON.

7. Set the Validation Where Clause field to personid=:enterby.



©Copyright IBM Corp. 2007 • 11-23


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 11: Managing Domains

8. In the CROSSOVER Fields section, click New Row.

Result: The CROSSOVER Fields table window opens.

9. Set Source Field to DISPLAYNAME.

10. Set Destination Field to MRLA5.

11. In the CROSSOVER Fields section, again click New Row.

12. Set Source Field to SUPERVISOR.

13. Set Destination Field to MRLA4.

14. Click OK.

Result: Your display should look similar to the following example (sorted by
Domain Type).

Associate the New Domain with an Attribute


Use the following steps to associate your new CROSSOVER domain with an attribute.

1. Open the Database Configuration application.

2. Search for and select the MR object.

3. On the Attributes tab, find and open the details for the ENTERBY attribute.



11-24 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 11: Managing Domains

4. Use the Select Value List for the Domain field and select your new domain:
SUPNAME.

Result: Your new domain populates the Domain field.

5. Save the record.

Result: The ENTERBY object is set to be changed when you reconfigure the
database.

6. While still in the Database Configuration application, find and select the MR
object.

7. Set the MRLA4 attribute to a length of 30.

8. Set the MRLA5 attribute to a length of 62.

9. Save the record.

10. Configure the database.

In the next chapter, we will continue this exercise by using the Application
Designer to add the appropriate Crossover field to the MR application.



©Copyright IBM Corp. 2007 • 11-25


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Chapter 11: Managing Domains

Chapter Summary

Managing Domains
Some fields in Maximo have drop-down lists from which users choose an appropriate
value. These lists of defined values are known as domains (sometimes referred to as value
lists). Maximo uses many domains in its applications.

As an administrator, you will use the Domains application to add new domains or modify
existing ones to fit with your business practices.

Modifying Domains
In this section you learned how to modify an ALN domain.

Creating Domains
In this section you created a new numeric domain. Whenever you create a new domain, you
must also perform some additional required actions:

• Associate the new domain with an attribute. You perform this task in the
Database Configuration application.

• Configure the database.

You could use the Maximo Screen Designer (beyond the scope of this course) to modify
the UI as needed.

For example, if you added an ALN domain, you could add the drop-down list button using
the Screen Designer.

New crossover fields (for crossover domains) may require new fields in the receiving
application.



11-26 • ©Copyright IBM Corp. 2007


Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Working with Actuate Basic Report
& Report Deployment in Maximo

1
Adding Libraries

Click on tools menu and click on option

Step 01

Open option
A dialogue box will appear click on global search path and add the following files ….

c:\programefiles\actuate8\source\custom\config
c:\programe…………………………………….\libraries
c:\programe…………………………………….\oracle
c:\programe…………………………………….\Templates

2
Step 02

Click on libraries tab

Click on add button to add following libraries from the following paths

c:\programefiles\actuate8\source\custom\config\libraries\MroBaseControl
c:\programe…………………………………….\libraries\MroControls
c:\programe………………………………………………\MroReportsPage
c:\programe………………………………………………\MroReportsFrames
c:\programefiles\actuate8\source\custom\config\oracle\MroDataComponent

3
Step 03

Select General tab and Click Refresh Button click on add button to add following
libraries

Add following paths

c:\programefiles\actuate8\source\custom\config\mroConfig.xml

Click OK

4
GOTO > Tool menu and Click > Database Connections

5
Build a New Connection

DBinterface ……………….By Default (acorcl90)


HostString ……………….. maximo
Password …………………..maximo
UserName …………………maximo

Click Finish

6
Developing Report

Open actuate report designer


Select file menu and click new

Open the MRO single SubHeader Templates > Click OK.

7
In reports Structure Tab
Delete Connection
Delete DataStream
Delete Content –Group Section

Create new database connection


drag Database connection from Data tab of Tool box and drop on connection node of
Report Structure
drag database source and drop on DataStream node
drag data row and drop on data row

8
On toolbar click on Data

Username maximo
Password maximo

Click OK.

9
drag table from database browser and drop on SqlQuerySouce-Query Editor

Place appropriate join if needed

10
Drag fields from table on column name

Open designer and place fields in content tab of report designer

11
Formatting the report

Click run report

Click ok

12
Report will run

13
HOW TO DEPLOY REPORT IN MAXIMO

Open the internet explorer


And write this URL: - http://localhost:8900/acadmin

From drop down menu select System Administration


Username maxadmin
Password maxadmin

Press login button

14
Click on rpt

Click on appropriate model in this situation click on asset

15
Click on reports

Click on add file

16
Click browse and select appropriate file having an extension of rox

Click on upload button

17
Click ok

Click logout

login to Maximo

18
Go to report administration application

Select reporting application click on report administration

19
Click on NEW Button > Add new Report
Report file name demo.rox

Description Demo Report

Application Asset

20
Click on Generate XML on the Report Tab

Click save button

Now Report has been deployed in Maximo

You can run appropriate report from appropriate Application in Maximo.

21
Working with Actuate Basic Report
& Report Deployment in Maximo

1
Adding Libraries

Click on tools menu and click on option

Step 01

Open option
A dialogue box will appear click on global search path and add the following files ….

c:\programefiles\actuate8\source\custom\config
c:\programe…………………………………….\libraries
c:\programe…………………………………….\oracle
c:\programe…………………………………….\Templates

2
Step 02

Click on libraries tab

Click on add button to add following libraries from the following paths

c:\programefiles\actuate8\source\custom\config\libraries\MroBaseControl
c:\programe…………………………………….\libraries\MroControls
c:\programe………………………………………………\MroReportsPage
c:\programe………………………………………………\MroReportsFrames
c:\programefiles\actuate8\source\custom\config\oracle\MroDataComponent

3
Step 03

Select General tab and Click Refresh Button click on add button to add following
libraries

Add following paths

c:\programefiles\actuate8\source\custom\config\mroConfig.xml

Click OK

4
GOTO > Tool menu and Click > Database Connections

5
Build a New Connection

DBinterface ……………….By Default (acorcl90)


HostString ……………….. maximo
Password …………………..maximo
UserName …………………maximo

Click Finish

6
Developing Report

Open actuate report designer


Select file menu and click new

Open the MRO single SubHeader Templates > Click OK.

7
In reports Structure Tab
Delete Connection
Delete DataStream
Delete Content –Group Section

Create new database connection


drag Database connection from Data tab of Tool box and drop on connection node of
Report Structure
drag database source and drop on DataStream node
drag data row and drop on data row

8
On toolbar click on Data

Username maximo
Password maximo

Click OK.

9
drag table from database browser and drop on SqlQuerySouce-Query Editor

Place appropriate join if needed

10
Drag fields from table on column name

Open designer and place fields in content tab of report designer

11
Formatting the report

Click run report

Click ok

12
Report will run

13
HOW TO DEPLOY REPORT IN MAXIMO

Open the internet explorer


And write this URL: - http://localhost:8900/acadmin

From drop down menu select System Administration


Username maxadmin
Password maxadmin

Press login button

14
Click on rpt

Click on appropriate model in this situation click on asset

15
Click on reports

Click on add file

16
Click browse and select appropriate file having an extension of rox

Click on upload button

17
Click ok

Click logout

login to Maximo

18
Go to report administration application

Select reporting application click on report administration

19
Click on NEW Button > Add new Report
Report file name demo.rox

Description Demo Report

Application Asset

20
Click on Generate XML on the Report Tab

Click save button

Now Report has been deployed in Maximo

You can run appropriate report from appropriate Application in Maximo.

21

Potrebbero piacerti anche