How to use the Handle Automated Maintenance tool.
The Handle Automated Maintenance tool has several applications. The primary purpose is to manipulate data based on rules an organization defines/controls to make it easier to search and/or report on data.
For example, you may have integrations that automatically upload records into systems you use. However, that data may not be organized in a way that makes it easy for your team to search and report on.
Let’s say your system says:
- Make = Co
- Model = 123
- Description = XY 4wd 13’ Scraper
You would like to display:
- Make = Coherent
- Model = 123 4WD XY
- Description = 13 inch scrapers
This Handle utility can be used to keep track of the way you would like the data to be stored. Data is updated by Handle’s automation tools if it is ever entered or altered incorrectly.
Examples of use are as follows:
- Searching – Custom descriptions for easy searching and identification
- Corrections – Automatically detect and correct data for consistency
- Calculations – Automatically generate custom calculations
What Is Model Maintenance?
Model maintenance is the continuous update of data in order to keep it accurate. In Handle, we do that by creating a reference table that you can maintain, and then running scripts that change out data as needed.
Some Potential Use Cases
Stock unit maintenance is difficult to do manually because stock numbers and values change all the time. Handle solves this problem by automatically changing data based on other data elements.
Custom descriptions
Let’s say that you want a custom description of the stock unit, and you need to compile multiple data points, like make, model, and different spec codes into a singular field that users can search.
We can create custom fields that bring together or concatenate data in a way that makes it easy for you to search and find. Not only does this make it easy to find stock units, it also makes it easy to change data if it gets edited or updated.
With custom fields, you can add all the spec codes or details on the piece of equipment that make it unique, and compile them into the description field.
Then, when you do a search, you can find everything that has those particular codes.
Note: It can help to create naming conventions for your equipment pieces. For example, if there’s a specific field that everybody uses for searches, you can consolidate that into one field to be able to show it really easily and make it more searchable.
Simplifying complex calculations
Model maintenance can also be used to simplify complex calculations. For instance: custom margin dollars or price recommendations.
If there’s a repair order on an item, we can add a different formula to the reference table. Or if it’s being sold to a certain county or state, you may need to enter different variables. It can be as simple as, “If it’s A, make it B.” But it could be far more complex with a lot of different if-then scenarios.
The possibilities are endless.
A simple example is when model numbers are constantly changed by manufacturer updates. When Handle sees the manufacturer’s model, it knows to change the data to the organization’s desired model and update any related categories and subcategories.
Some organizations have asked to have fields automatically filled in based on changes they know will happen. Others want fields to populate if the category and sub-category don’t have a specific value.
One organization has asked us to combine multiple fields to create a scripted description field, so the data is easy to find via search and can be displayed on the screen.
Creating Standards that Are Easy to Maintain
Model maintenance concatenates a lot of data, making it more accessible while maintaining its accuracy. It starts with creating standards for your data.
When you identify data that needs to be kept as a standard, we can create a reference table that can easily maintained:
- Individual items can be added and edited by you directly in Handle
- Multiple records can be added or updated from a spreadsheet import
We then set up rules to keep your data in line with those standards. Each night, a script runs, updating any data that has changed.
How to Get Started with Model Maintenance
To set this up, we must understand the rules you want to execute.
Based on these rules, we create a reference table you maintain and scripts using Handle’s automation engine. The reference table tells the script what data needs to be changed.
Once it’s set up, you’ll have access to the reference table, so you can keep your data up to date and the rest will run automatically.
Want to get started? Let us know what you need.