LifeLines Help

LifeLines

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Program Usage Instructions:

Please contact your Universal Lubricants' sales representative to activate your LifeLines^® on the Web account. Your salesman will issue you a password for LifeLines® and assist with data conversion if you are already using the LifeLines ^® PC-based application.

SYSTEM REQUIREMENTS
- Cookies and Javascript MUST be enabled. The cookie is used to keep track of the last UNIT presentation. The cookie will expire 20 days from the last time you access LifeLines^®. No personal data is collected.
- Computer capable of running IE 5.5 or Netscape 5 or newer.
- Internet Explorer 5.5 or Netscape 5 or newer.
- Minimum screen resolution of 800 by 600 pixels.
MAIN MENU SELECTIONS
- Units: Add UNITS and maintain UNIT information: METER readings, FUEL METER readings. Add and maintain COMPONENT information and details for each UNIT: enter FILTER, FLUID, SAMPLE, and GENERIC services performed on a COMPONENT.
- History: Record and review cost for services performed; review and maintain METER and FUEL history.
- Reports: Select specific REPORT to be printed; enter, maintain and print REPAIR WORK ORDERS.
- NOTE: Reports selected here and in other application screens will display in the BROWSER window. For hardcopy, select 'File, Print' from the BROWSER toolbar. To save a report to a file, select 'File, Save-As' from the BROWSER toolbar and select a file extension of 'txt'. When printing a HISTORY report where the report displays in a FRAME, select 'Options, Only the selected frame' in the print dialog.
- Utilities: Miscellaneous utility programs.
- Engine Guard: search for and display Oil Analysis results provided by Universal Lubricants' in-house laboratory.
- Help: this HELP file.
- Home: Universal Lubricants' homepage, www.universallubes.com
- Logout: Close LifeLines^® on the Web. This will explicitly expire your connection and display the LOGIN screen.
GETTING STARTED
- Use the following steps to efficiently enter unit and component information for the first time.
  1. Enter all the unit information.
  2. Enter the components for each unit. You can use the TEMPLATES to enter all components for a unit at one time. See HELP for UTILITIES
  3. Enter the part numbers and drain intervals for each component.
UNITS SCREEN – GENERAL
- The UNITS screen will display UNIT, METER, FUEL METER, or COMPONENTS, depending on the Radio Button selected under the Customer Name. To the left of the Customer Name, the Sort Order may be selected as UNIT (all UNITS in unit-number order) or LOCATION (only UNITS for a particular LOCATION). Choose the LOCATION desired from the Selection List. If the display is in UNIT order and a LOCATION is selected from the Selection List, the Sort Order changes to LOCATION.
- For UNIT, METER, and FUEL METER, several records are displayed per page, with the 'Active' UNIT highlighted in the center. The 'Active' UNIT is the UNIT which is available for UPDATE, PRINT, etc., when the appropriate buttons/links are selected. Browse the UNIT records using the Navigation buttons:
  - 'First' = make the first UNIT on file 'Active' [keyboard 'Alt-F']
  - 'Prev-page' = scroll back one page [keyboard 'Alt-V']
  - 'Prev' = make the previous UNIT 'Active' [keyboard 'Alt-P']
  - 'Next' = make the next UNIT 'Active' [keyboard 'Alt-N']
  - 'Next-page' = scroll forwards one page [keyboard 'Alt-X']
  - 'Last' = make the last UNIT on file 'Active' [keyboard 'Alt-L']
- SEARCH for a UNIT by entering a UNIT NUMBER or partial UNIT NUMBER in the 'Unit # Search' field and selecting the button.
- JUMP to a UNIT shown on the screen by selecting the UNIT NUMBER link.
- Successful 'Add', 'Update', and 'Delete' transactions will display a 'SUCCESS' message in BLUE at the top of the screen.
- Unsuccessful 'Add' and 'Update' transactions will display an ERROR message in RED indicating the type of error encountered. The error field or fields will be highlighted in RED and the first error field will be selected for correction.
UNITS – ('Unit' Radio Button selected)
- FIELDS AVAILABLE:
  - Unit Number: the number or identification for a specific piece of equipment. This can be all numbers, all alphabetic characters or a combination of both.
  - Make: an optional item used to help identify equipment.
  - Model: an optional item used to help identify equipment.
  - Serial Number: an optional item used to help identify equipment.
  - Job Location: used to determine how you wish to designate the machine for maintenance purposes. This can be a geographic or numeric location or any other designation that you choose. If the equipment is moved to another location, type in the new location in this field. This is useful when you want to print service work orders for all equipment in a selected location.
  - License Number: an optional item used to help identify equipment.
  - ADA: AVERAGE DAILY ACCUMULATION of miles or Hours for the unit (ADA is calculated by the system and may not be updated).
  - Year: an optional item used to help identify equipment.
  - Lead Time: the specified amount of advance notice you desire before a machine becomes due for service. If you enter a lead time of 5 days, LifeLines^® will look at the average daily hour or mile accumulation and notify you when it is less than or equal to the specified lead time. If the machine in question was accumulating an average of 4 hours per day, and the specified change maintenance was to occur every 1000 hours, LifeLines^® would notify you at or after 980 hours.
  - Meter: the most recent hour or mile reading.
  - Meter Date: the most recent date at which the meter reading was taken.
  - Last Damaged Meter: Used with First New Meter. This is the last reading from the damaged meter.(See discussion below under UPDATE)
  - First New Meter: Used with Last Damaged Meter. This is the first reading from the replacement meter.(See discussion below under UPDATE)
  - On Hold: If checked, the unit will not print on the “SERVICE DUE” report or on Work Orders. To take a unit off of Hold, click on the box to remove the checkmark. You may enter a date that On Hold takes effect, or the system will fill in today's date.
- To UPDATE the 'Active' UNIT, enter any changes desired in the form fields and select the UPDATE button. You may create a new LOCATION at this time by checking the NEW checkbox next to the LOCATION field. In this screen, METER would normally only be updated when also entering LAST DAMAGED METER and FIRST NEW METER. For example, a meter was entered on 01/15/04 of 110,000. It failed at 110,200. The new meter was 0 when first installed and now on 01/30/04 reads 300. Enter 300 in METER and 01/30/04 in METER DATE. Enter 110,200 in LAST DAMAGED METER. Enter 0 in FIRST NEW METER.
- To DELETE a UNIT, select the DELETE button. In the DELETE UNIT screen, select CONFIRM DELETE to delete the UNIT.
- To ADD a new UNIT, select the ADD button. In the ADD UNIT screen, enter the desired field values including UNIT NUMBER and select the ADD THIS UNIT button to add the UNIT. You may create a new LOCATION at this time by checking the NEW checkbox next to the LOCATION field.
- Select PRINT to print a one-page report of the information on file for this UNIT.
- Select HISTORY to jump to Service History for this UNIT.
UNITS – ('METERS' Radio Button selected)
- The purpose of the ‘METERS’ screen is to provide the user with a quick way to view or to enter new hour/odometer meter readings.
- To UPDATE the METER, enter the new METER DATE and METER reading and select the UPDATE button. You may also enter a number in ADD OIL if oil was added, and change the LOCATION if appropriate. You may create a new LOCATION at this time by checking the NEW checkbox next to the LOCATION field. When a METER is updated, the next UNIT becomes the 'Active' UNIT for METER update, and the previously updated METER DATE is carried forward.
- To DELETE a METER reading, select the DELETE button. In the METER DELETE screen, select CONFIRM DELETE to delete the METER reading.
- Select PRINT to print a listing of UNITS with UNIT description and last METER reading.
- Select HISTORY to jump to Meter History for this UNIT.
UNITS – ('FUEL' Radio Button selected)
- The FUEL screen operates just like the METERS screen, except that GALLONS is required, and COST/GAL is optional. The last updated FUEL METER DATE and COST/GAL are carried forward. The LOCATION may be changed or created, and a checkbox allows optional creation of a Service History record for this FUEL entry ('checked' by default).
UNITS – ('COMPONENTS' Radio Button selected)
- The COMPONENTS screen presents one UNIT at a time, with PREV and NEXT buttons for navigating UNIT to UNIT, and a UNIT search field.
- All COMPONENTS for the UNIT are displayed in the upper portion of the screen as buttons. When a DETAILS FOR [COMPONENT] button is selected, the COMPONENT DETAILS screen is displayed for that COMPONENT (see COMPONENT DETAILS below).
- The lower portion of the screen is used to ADD COMPONENTS to a UNIT. Three methods are provided to add COMPONENTS.
  - Enter any COMPONENT name desired in the 'New Component' field and select the 'Add New Component' button to add a COMPONENT that doesn't exist in the database yet. If an existing COMPONENT is added in this manner, a CAUTION message is displayed.
  - Select a COMPONENT from the 'Select Component' Selection List and select the 'Add Selected Component' button to add the COMPONENT.
  - Select the 'Add Components from Templates' button to display the ADD COMPONENTS FROM TEMPLATES screen. After selecting a TEMPLATE and/or a COMPONENT in this screen, you may ADD ALL COMPONENTS from the selected TEMPLATE to the UNIT, or ADD ONE COMPONENT (the selected COMPONENT) to the UNIT. The advantage to using TEMPLATES is that the drain intervals may be predefined in the TEMPLATE (see TEMPLATE MAINTENANCE help under UTILITIES below).
UNITS – (COMPONENTS DETAILS)
- The COMPONENT DETAILS screen provides a method to record the maintenance for a specific component of a unit.
- Enter the last service on the equipment for either lubricated or non-lubricated components. Enter any non-lubricated item into the GENERIC area. Enter a description of the item and the Meter Date and Hours OR Miles. You can also specify part numbers to be used to replace wear items. In this screen, the user sets up the specific service intervals for the component displayed. Enter the intervals (hours OR miles) and the Max Time (days) for the component. Intervals may also be predefined in TEMPLATES (see TEMPLATE MAINTENANCE help under UTILITIES below). The “Max Time” fields are designed as a fail safe for LifeLines^®. The user is to designate the maximum amount of time in calendar days that can elapse without the component being checked. It is critical that the computer running LifeLines^® keep real time, or this function will not work. When you are in a date field, type in the date of the service performed or press the F7 function to insert today’s date. To blank out a field, position the cursor on the desired field, then press the F8 function key. To duplicate a date or meter field, press the F9 function key. When you have finished entering information, select the UPDATE button to save the information. When the information is saved, an expense record is added to the SERVICES file.
- To DELETE a COMPONENT, select the DELETE button. In the COMPONENT DELETE screen, select CONFIRM COMPONENT DELETE to delete the COMPONENT and all Service History and Meter History for the COMPONENT.
- Select the PRINT button for a report-style summary of the information on the COMPONENT DETAILS screen.
HISTORY
- The purpose for this screen is to help the equipment manager track component cost. It is a place within LifeLines^® to record costs that are incurred within specific components and the UNIT in general. The top part of the HISTORY screen contains the UNIT-ID, COMPONENT name, total cost for the COMPONENT and total cost for the UNIT. The lower part of the screen displays one line for each expense item that has been recorded for this COMPONENT. This is where the “General” component becomes important. If you want to track maintenance and possibly, non-maintenance related expenses for a piece of equipment, the “General” component allows you to enter expenses that cannot be tied to a specific component. For example, if vandals break the windows out of a piece of equipment, the “General” component is the place to record this expense.
- When you perform services that involve replacing filters and lubricants or sampling a component, enter the information in the COMPONENT DETAILS screen. LifeLines^® automatically records this action and it will be displayed in this screen (SERVICE HISTORY). However, it is incumbent upon the user to record the cost of the services. Regardless of what COMPONENT is selected, LifeLines^® will always display the total dollars invested in the UNIT and the total dollars invested in the COMPONENT.
- To SELECT a UNIT for display in the left frame of the SERVICE HISTORY screen:
  - SEARCH for a UNIT by entering a UNIT NUMBER or partial UNIT NUMBER in the 'Unit # Search' field and selecting the button. – OR –
  - Browse the UNIT records using the Navigation buttons: 'FIRST', 'PREV-PAGE', 'NEXT-PAGE', 'LAST'.
  - – THEN – When the appropriate UNIT number is displayed in the left frame, selecting it will display the COMPONENTS for that UNIT in the right frame.
  - Then select the COMPONENT in the right frame which you wish to VIEW, or UPDATE, or ADD a Service to.
- To ADD a Service, select the ADD SERVICE button. This will display a screen where you can add an expense item. Enter the ITEM NAME, DATE, METER, PART NUMBER, DESCRIPTION, and ITEM COST. When you have finished entering information, select the SAVE button. This will save the information and return to the SERVICE HISTORY screen.
- To UPDATE an existing expense item, select the ITEM ID link. In the UPDATE screen, you may change the DATE, DESCRIPTION, COST, METER, and PART NUMBER. This is where you can enter the dollar amount for a service that was created in the COMPONENT DETAILS screen. Select the SAVE button to save any changes.
- The BACK button in the ADD or UPDATE screen will return to the SERVICE HISTORY screen.
- To DELETE an item, select the ITEM ID link, and then select the DELETE button.
- Select the PREV COMPONENT, SELECT COMPONENT, or NEXT COMPONENT buttons to navigate through the components for the current UNIT.
- At any time you may choose a different UNIT by selecting the buttons and links in the left frame.
REPORTS
- LifeLines^® produces several standard reports that can be used for a variety of purposes. The most critical report, the Work Orders report, shows the information regarding the machine, the component, and the needed service.
- Work Orders: Print Service Work Orders
  - W/O by Location: Select LOCATION, BEGINNING COMPONENT, and ENDING COMPONENT from the selection lists, and select the PRINT button.
  - W/O by Unit: Select BEGINNING UNIT, ENDING UNIT, BEGINNING COMPONENT, and ENDING COMPONENT from the selection lists, and select the PRINT button.
  - Print One W/O: Prints Work Orders even if it is not due. Select UNIT, BEGINNING COMPONENT, and ENDING COMPONENT from the selection lists, and select the PRINT button.
  - Print Blank W/O: Prints a blank Work Order using the TEMPLATE to print the COMPONENTS. Select the TEMPLATE from the selection list and select the PRINT button.
  - List Open Work Orders: Prints a report of Work Orders that do not have a DATE COMPLETED. No parameter selection is needed, the report prints when the LIST OPEN WORK ORDERS button is selected.
  - Spreadsheet Open Work Orders: Displays the same information as List Open Work Orders in a field-delimited format suitable for import into a spreadsheet.
  - Repair W/O Maintenance: Use this screen to print a work order for any type of service that is not covered in the component screen. A browse screen for the repair orders will be displayed.
    - The Browse Sort Order is select with radio buttons, either ORDER sequence or UNIT sequence.
    - Navigate the Browse with the Navigation buttons (similar to the UNIT Navigation buttons), the Search field and button, or by selecting the ORDER # links .
    - To ADD a Repair Order, select the ADD button. Select the UNIT and COMPONENT, and enter the rest of the information as needed. Select the ADD REPAIR ORDER button to save the information to the database.
    - To UPDATE the current Work Order, select the UPDATE button. Make the changes as needed and select the UPDATE REPAIR ORDER button to save the information to the database.
    - To DELETE a Repair Order, select the DELETE button. In the DELETE REPAIR ORDER screen, select the DELETE REPAIR ORDER button to delete the Repair Order.
    - To PRINT a Repair Order, select the PRINT button.
    - NOTE: The checkboxes labeled 'Add to Service History' in the ADD screen and 'Add or Update Service History' in the UPDATE screen are only valid if the Date Completed is present. If '...And Delete Completed Work Order' is selected, the DELETE REPAIR ORDER screen will display. Select the DELETE REPAIR ORDER button to delete the Repair Order.
- Due for Service
  - This will print a list of UNITS that are due for service.
  - Select LOCATION, BEGINNING UNIT, ENDING UNIT, and COMPONENT from the selection lists. Enter LEAD TIME if desired, and select USE INTERVAL ONLY if appropriate. Select PRINT to print the report.
- Units on Hold
  - Prints a list of UNITS which have the ON HOLD flag set. No parameter entry is needed.
- Unit List
  - Prints a list of the units currently on file. LIST BY UNIT prints all UNITS. LIST BY LOCATION will print one location; select the LOCATION from the selection list. Select the PRINT button to print the report.
- Fuel Report
  - Select SORT BY UNIT or SORT BY LOCATION
  - Select the REPORT FORMAT or EXPORT FORMAT. EXPORT FORMAT outputs data in a field-delimited format suitable for import into a spreadsheet.
  - Select BEGINNING LOCATION and ENDING LOCATION if sorting by LOCATION.
  - Select BEGINNING UNIT, ENDING UNIT, BEGINNING DATE, and ENDING DATE.
  - Select the PRINT button to print the report.
- History Report
  - The History Report displays historical information that has been entered by the user. The costs are broken out first by UNIT and then by COMPONENT.
  - Select SORT BY UNIT or SORT BY LOCATION.
  - Select BEGINNING LOCATION and ENDING LOCATION if sorting by LOCATION.
  - Select BEGINNING UNIT, ENDING UNIT, BEGINNING COMPONENT, ENDING COMPONENT, BEGINNING DATE, and ENDING DATE.
  - Select the PRINT FUEL HISTORY checkbox if appropriate.
  - Select the PRINT button to print the report or the SPREADHEET button for data in a field-delimited format suitable for import into a spreadsheet.
- Working with Spreadsheet Data
  - Save the webpage as a text file (File/Save As).
  - In an empty spreadsheet workbook, select Data/Import External Data/Import Data.
  - Choose the text file and in the Wizard, select 'Delimited' and make the 'Other' delimiter = '^' (caret, SHIFT-6 on the keyboard).
UTILITIES
- Change Unit Numbers for LifeLines^®
  - Use this program if you want to change the unit number for a UNIT and preserve the LifeLines^® information for this UNIT.
  - Select the FROM UNIT from the selection list and enter the TO UNIT. Select CHANGE UNIT NUMBER to change the UNIT.
- Change Unit Numbers for EngineGuard
  - Use this program if you want to change the unit number for a UNIT, and preserve the EngineGuard sample results for this unit. Please coordinate with the Universal Lubricants' Lab if you do this to ensure proper posting of Lab Analysis results.
  - Select the FROM UNIT from the selection list and enter the TO UNIT. Select CHANGE UNIT NUMBER to change the UNIT.
- Component List Maintenance
  - To ADD a component to the COMPONENT LIST, select the ADD COMPONENT button. Then enter the COMPONENT name in the entry field and select the ADD THIS COMPONENT button.
  - To CHANGE a COMPONENT name in the UNITS record, select the CHANGE COMPONENT button. Then select BEGINNING UNIT, ENDING UNIT, FROM COMPONENT, and TO COMPONENT from the selection lists. The CHECK FOR CONFLICTS button will display error messages for conflicts, i.e. the TO COMPONENT already exists for a UNIT which you are trying to change, without changing any records. Select the CHANGE THIS COMPONENT button to perform the change. Any conflicts that are flagged can be resolved in the UNITS/COMPONENTS screen.
  - To DELETE a component from the COMPONENT LIST, select the COMPONENT in the selection list and then select the DELETE COMPONENT button. Then select the DELETE THIS COMPONENT button to perform the DELETE.
- Job Location Maintenance
  - To ADD a Job Location, select the ADD LOCATION button. Then enter the LOCATION name in the entry field and select the ADD THIS LOCATION button.
  - To DELETE a location from the JOB LOCATION LIST, select the LOCATION in the selection list and then select the DELETE LOCATION button. Then select the DELETE THIS LOCATION button to perform the DELETE.
- Change Lead Time for All Units
  - Enter the new LEAD TIME and select the CHANGE LEAD TIME button.
- Template Maintenance
  - Templates are used to add all COMPONENTS for a new UNIT all at one time (see UNITS/COMPONENTS screen help).
  - Templates are also used to print blank Work Orders.
  - To ADD a template, select the ADD TEMPLATE button. Then enter the TEMPLATE name, the first COMPONENT name for this TEMPLATE, and appropriate INTERVALS and MAX TIMES. Select ADD THIS TEMPLATE to save the information.
  - To delete a TEMPLATE, select the TEMPLATE in the selection list, and then select the DELETE TEMPLATE button. Then select the DELETE THIS TEMPLATE button to perform the delete.
  - To PRINT a TEMPLATE, select the PRINT TEMPLATE button. A summary of the TEMPLATE and all it's COMPONENTS is displayed in print format.
  - To ADD a COMPONENT, first select the desired TEMPLATE in the selection list. Select the ADD COMPONENT button, then enter the COMPONENT name and INTERVALS and MAX TIMES. Select the ADD THIS COMPONENT button to save the information.
  - To UPDATE a COMPONENT, first select the desired TEMPLATE and COMPONENT in the selection lists. Enter changes in the INTERVALS and MAX TIMES as appropriate. Then select the UPDATE COMPONENT button to save the information.
  - To DELETE a COMPONENT, first select the desired TEMPLATE and COMPONENT in the selection lists. Select the DELETE COMPONENT button, and confirm the DELETE by selecting the DELETE THIS COMPONENT button. If a COMPONENT is the only remaining COMPONENT for a TEMPLATE, you must delete the TEMPLATE to delete the COMPONENT.
- Add Components From Templates
  - Select one UNIT or multiple UNITS in the UNIT list.
  - Select a TEMPLATE and a COMPONENT.
  - Select the ADD ALL COMPONENTS button to add all components from the TEMPLATE.
  - Select the ADD ONE COMPONENT button to add only the selected component from the TEMPLATE.
- Component Interval Maintenance
  - Select one UNIT or multiple UNITS in the UNIT list.
  - Select a COMPONENT.
  - Enter the desired interval values (blank intervals will not be updated).
  - Select the CHANGE COMPONENT INTERVALS button to perform the update.
- Import Meter Readings
  - Follow directions on the page to import Meter Readings from an external CSV file.
- Import Service History
  - Follow directions on the page to import Service History from an external CSV file.
GENERAL INFORMATION
- We may be required to down the server for maintenance at irregular intervals. Should this happen, please try again in 10 to 15 minutes.
- We regard LifeLines^® on the Web as a living document, and as such, we plan to enhance its usefulness and add features.
- Copyright Universal Lubricants, Inc. 2004.