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To create a new space description, you click the New button in the Space browser. Similarly, to edit an existing space description, you click the Edit button. In both cases, this opens a window that contains the following:
- Building: The building where the space is located.
- Code: An identification code for the space (30 characters maximum).
- Desc.: A description of the space (50 characters maximum).
- Identification: This section of the window describes the space.
- Location: The location of the space within the "Building" (40 characters maximum).
- Space Type: A type classification for this space. For more information on space types, see Space Types.
- System: The system to which the space belongs. For more on systems, see Systems.
- Drawing No: An identifier that specifies where workers can find a schematic drawing for the space, if the drawing is not available on your computer.
| Note: If drawings and other materials are available on your computer, they can be attached to this space record using the Specifications section (see below). |
- Contact: The person that maintenance personnel should contact for any questions regarding the space. Dropping the arrow on "Contact" displays your Contacts table (as described in Contacts.) If the contact person for this space isn't currently in the Contacts list, click New Contact to add the person's name to the table.
- New Contact: Opens a window where you can enter information about a new contact person.
- Comments: A blank area where you can enter miscellaneous comments about the space.
- Service: This section records information about warranties and service contracts.
- Warr. Exp.: The date when the original warranty on this space expires.
- Serv. Co.: The company that provides a service contract on this space (if any). The drop-down list here is actually your Vendor table; therefore, you should make sure that all service contractors are included in the Vendor table. (For more about the Vendor table, see Vendors.)
- Access: A default access code for this space, to be placed initially on all work orders pertaining to the space. For example, you might mark a particular space "Access only after 5:00 pm" if the space is occupied by a tenant who prefers not to have maintenance work done during business hours. Note that this is a default access code—individual work orders may be edited to have different access codes if necessary (for example, if a repair is too urgent to be delayed).
For more on access codes, see Access.
- Cost Ctr.: The cost center associated with this space. For example, if your cost centers are related to company departments, "Cost Ctr." could be the department that controls the space.
For more on cost centers, see Cost Centers.
- Service contract list: The area beneath the "Cost Ctr." field lists any service contracts covering the space. This list will be blank if you are just creating a new space record. After you have created the record, you can specify that the space is covered by a new or existing service contract using Units —> Service Contracts. For more information, see Service Contracts.
- Spare Parts: This section specifies any spare parts that are kept in your inventory for use with this space.
- Add Spare Part: Clicking this opens a window where you can record one or more spare parts used by this space. For more information, see Adding or Editing Spare Parts for a Unit.
- Edit Spare Part: To edit information about a spare part in the list, click the appropriate list entry, then click Edit Spare Part. For more about editing a spare part entry, see Adding or Editing Spare Parts for a Unit.
- Delete Spare Part: To delete a spare part from the list, click the appropriate list entry, then click Delete Spare Part.
- Specifications: This section lets you fill in templates describing the space, and lets you attach on-line documents and/or diagrams to the space record.
- New Specification: Clicking this button opens the Template browser so that you can choose a template to associate with this space. Click on a template in the template list, then click Ok. MainBoss opens a window where you can fill in the blanks of the template with information about the space. For more information on using this window, see Entering Specifications into a Template.
- New Attachment: Clicking this button opens a window where you can attach a document or diagram to the space entry. For more information, see Creating an Attachment.
- Edit: To edit an existing specification, click the appropriate entry in the specifications list, then click Edit. MainBoss opens a window that lets you edit the specification.
- Delete: To delete an existing specification, click the appropriate entry in the specifications list, then click Delete.
- Save & New: Saves the current record and clears fields in the window so you can enter a new record.
- Clone: Creates a new space record that has the same contents as the current one. The "Code" field in the new entry is blank, so that you can fill in a new identifier code.
- Delete: Deletes the space record.
- Save: Saves the current record, but leaves all data as is. You can then continue to edit the same record.
- Cancel: Closes the editor window. MainBoss discards any new information or changes that you haven't explicitly saved with Save.
For more about the Space browser, see Browsing the Space Table. For more about editors in general, see Browsers and Editors.
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