The purpose of this article is to provide suggestions on the utilization of Files and Extended Data in the Facilities window.  These tabs are a very useful tool for recording information, tracking, storing and maintaining current as well as historical information unique to the facility.  The flexibility combined with the association to a facility allows for critical information to be quickly accessible. 

Extended Data

Extended data can be utilized to configure custom data elements that are not a part of the default elements available elsewhere in MET/TEAM.  Exended data elements are tied to the Facility record and can be used in searches and also added to custom reports.  You would use extended data in the same manner you would other data elements present in MET/TEAM. 

To utilize this feature, you must first add custom Defined Fields under the Configure -> Extended Data sub-menu.  The Affected Page you are interested in is Facility from the drop-down menu.

From here you will select the data type.  Which type you want depends on the information to be present in the field as show in this chart:

Please note: for using the Combo display type, you can follow the article Configuring Drop-down Lists in Extended Data Fields.  The process is similar but done in the Edit Facilities window rather than the Work Order window.

As you can see, this provides a lot of options when adding custom elements to the Extended Data tab.  You can use it to define the information for both internal and any external entity you wish to assign as a facility: this could be your lab, internal labs, manufacturers or subcontractors.  Among many of the use cases you could:

• Attach a link to the facilities internet page or scope of accreditation.
• Enter the date you last audited a supplier.
• The date you need to next audit a subcontractor.
• Any specific information you will want to look at when reviewing.
• Previous findings/future items to look at.

Files Tab

The use of the files tab can be just as helpful as the Extended Data tab.  Here you can attach documents to the Facility that are kept with that facility’s record.  Normally you are limited to around 50 MB in file size, though this can be changed as detailed here: Increasing maximum allowed size for file uploads for MET/TEAM.

You have the option to either Attach File (a file already uploaded to MET/TEAM via the Maintenance->Files sub-menu) or Upload File (upload a new document to the DB tied to the Facility key) the same as you would in other menus with this capability. 

In the Attach File dialog, you will search for an existing file you want attached.  You can do a general search or look for a specific Search Value.

In the Upload dialog you will Browse for a file you have external to MET/TEAM.  You will want to ensure that the Active box is selected and the Link To remains as Facility to ensure the file is tied to the Facility Search Value after upload (this enables you to search easily for Facility in the Find File search window).  If you wish to link to a website, check the URL box and enter the address.

Use cases for uploading a file associated to a Facility are just as varied as the Extended Data.  You have more freedom in the size and content of these files than you do with the Extended Data types.  A few examples are:

• A copy of current and historical accreditation for vendors.
• Service contracts such as Service Level Agreements.
• Auditing history.
• Website content.
• Specific customer requirements documentation.

The flexibility of the Files tab creates a single source repository for documents and other information that may be important to maintain.  The consolidation of various documents tied to a facility reduces the need for multiple location searches during auditing, invoicing or other regular and infrequent activities.

Takeaway

The use of Facilities in MET/TEAM has a broader scope than just listing vendors and subcontractors.  The Extended Data and Files tabs allows for the creation of a single source information for every document, interaction and activity that you deem fit to maintain within MET/TEAM.  Organization and maintenance are as simple as any other record entry and is just as invaluable.

LINKS:

Configuring Drop-down Lists in Extended Data Fields

Increasing maximum allowed size for file uploads for MET/TEAM