Please refer to the relevant section below to find out about important Object Manager Settings for Equipment Management Tracking module:
1.2.1 Object Manager: User Permissions
Access to the Dispatch Module is permission based. Set the permission of Advanced Users in Object Manager > User > Modify User window > Permission Profile > Edit > Permissions window.
- Dispatch Module: Access: Yes.
- Can Edit Dispatch Reports: Yes (Optional).
For Web Users set the permission in Object Manager > User > Modify User window > Edit > Web Profile Manager:
- Dispatches: Can Access: Yes.
- Can View Reports: Yes (Optional).
Also enable in upper left corner the Access Tiers: “Dispatch Access Through Desktop Client”.
This way the User can connect to the Desktop version of farmerswife and check out the pending Dispatches in a Desktop computer rather than on the iOS device.
If the Media Management is also licensed, access to the Desktop version can also be given for the Media Library. Rates can be hidden if necessary.
1.2.2 Object Manager: Objects Setup
Objects (equipments, kits, etc.) can be created manually or imported into the Object Manager via a .csv file. Supported Categories for importing: Rooms, Machines and Other (see the “Object Manager” Document for more details).
To use the EMT, Inventory Numbers should be assigned to all Objects that are supposed to be tracked in farmerswife (checked in or out) if barcode scanning is needed.
Go to the Object Manager click on the drop down icon at the upper left corner and select:
New In > now select the Category/Type. In the example the Category/Type is called Equipment/Machines. These Types can be renamed in the Toolbox > Settings tab > Server Setup > Rename Object Types.
The Modify Object window opens. Add a name and the Rates. Usually in rental businesses the Day Rate is the default one. Please check mark Day. Add a Note that can be printed on any Dispatch Note or any Quote and Invoice and/or add a Confirm Note that will popup every time the Object is booked. Add the Inventory number if barcode scanning is wanted.
Allow Multiple Check Outs (Virtual Object): Check this if the Object is a consumable Object. See further information here.
Click on the Advanced button to add the Object to an Object Class or to add an Accessory. Specific Objects can be added as an Accessory or an Object Class.
1.2.3 Object Custom Fields
Object Custom Fields allow to link inventory data to an Object and can be created in the Object Manager drop down menu > Setup Object Custom Fields. Specific Templates can be created if needed.
Example Custom Fields could be:
- Serial number
- Warranty expiration date
- Purchase date
- Images (allows to upload images)
- Thumbnail (allows to upload a thumbnail in 144x144 pixels --> recommended size)
- Purchase price *
- Price to pay if lost **
* The Purchase Price can be entered e.g. 3500 (use "," as thousand separator but don’t use decimal numbers). Later if equipment is not returned the Item/Object Status can be set to Ignore (select in the original Dispatch Out > right mouse click > Ignore: Yes). This way when printing a Report from the Dispatch, the ‘Ignored’ items can be filtered and from here a print out of ‘Lost Items’ with a total Purchase Price value of all ‘Ignored’ items can be created.
** Or add a ‘Price to pay if lost’ to distinguish between Purchase Price and the price a client has to pay if he lost the equipment.
Once the Object Custom Fields are setup, create one example Object and assign the Object the correct template and then export the Object into a spreadsheet. Take this csv file to create farmerswife Equipment Management Tracking Manual Prerequisites and configuration 9 the importer file for all equipment. For more information consult the Object Importer How To.
1.2.4 Add Thumbnails and Images to Objects
To be able to add Thumbnails or Images to Objects, certain Object Custom Fields have to be setup. Go to Menu > Object Manager > Click on the button: Setup Custom Fields.
Create a new Object Custom Field Template (Menu button: “New”) and add the “Thumbnail” Custom Field Type and the Images Custom Field Type (click the green + icon). The label names of these Custom Fields are fixed and can’t be changed.
Only one Thumbnail can be uploaded to the Object, but various images. Set the allowed file extensions e.g. “png,jpg,jpeg”. To delete, rename or download a Thumbnail or an Image, click on the file so it gets highlighted in yellow and click on the paper clip icon to select the next action. See picture. Thumbnails (*.png or *.jpg) can be added at a max size of 144x144px. Images don’t have a file or size restriction. To be able to see the Thumbnails in the Object Manager enable the setting in the drop down menu > Settings > Show Thumbnails.
Alternative way to add images or thumbnails to Objects: From the Object Manager window, highlight the Object > Upload Files To Custom Field > Images > Thumbnail. Using this option will delete any previous uploaded picture and replace it.
If there is no option to add a Thumbnail or Image, please check if the Object has an Object Custom Field Template assigned which contains the Thumbnail and the Images Custom Field types. Please note, multi selection of Objects won’t work for uploading images.
If the same Thumbnail or Image should be applied to various Objects, an Object Custom Field Template can be assigned to an Object Class. All Members of the Object Class will get the same Thumbnails/Images. If an Object belonging to an Object Class doesn’t display the Thumbnail even though a Thumbnail has been added to the Object Class, check whether the Object has the Object Custom Field Template assigned to it or not.
Uploaded Images and Thumbnails are stored in the farmerswife Equipment Management Tracking Manual Prerequisites and configuration 10
1.2.5 Import Equipment
To import equipment please refer to the Object Manager manual. Here is a short explanation how to handle the import. Difference to the other import is that first all Objects (equipment) need to be imported. The Object Classes will be generated automatically in a next step. And in a second import, kits (through Groups) are imported.
First import of Equipment:
- Create one Object in the farmerswife database inside of the Object Manager and choose the option to export this item. Or take the Object Importer csv file provided by farmerswife.
- Copy or fill in the missing Objects into that list.
- When saving the Excel or Numbers file to a csv file (as needed for the import), please make sure you select the option to save it as a Windows Comma Separated (csv) file if you work on a Mac, otherwise the import won’t work.
- Make sure that in the Object Manager > drop-down menu > Import/ Export farmerswife Objects Format CSV file > Update Object Name If Matches When Importing is turned OFF the first time you import. If this enabled, in a list of 10 HD Cams it would only import 1 HD Cam, since it will combine all matching Object with the same name. This setting was developed for clients that use the same csv file, without farmerswife's ID numbers and re-import the same csv file more than once. To prevent doubling up Objects with the same name, this setting was added. This setting can always be turned off if you respect the import and export workflow in farmerswife. Do a first import. If changes are needed on the Object, please do an export of all the equipment and do the changes inside of the newly exported csv file and take this as your original Object importer file. farmerswife Equipment Management Tracking Manual Prerequisites and configuration 11
- Now start importing by clicking on the drop-down menu or do a right-mouse click in the Object Manager, and select Import/Export farmerswife Objects Format CSV File > Import.
- Select the csv file and make sure the column separator is set correctly. Easy rule: if it doesn't work with a comma, try the semicolon.
- The "Default Type To Create New Objects In When Not Defined In File" window will just refer to the fact that if the column Type in the csv file is not filled, where to import the equipment. If the column Type is filled, it doesn't matter which option is chosen in this window.
- farmerswife will show how many Objects have been imported or updated and the Object Manager will show the latest imported Objects. Please check the numbers of items you want to import in the Excel file and compare to the updated Object message you will receive in farmerswife.
Creating Object Classes
- Once the Objects are imported, please enable the setting in Toolbox > Settings tab > Server Setup > Auto Build Object Class When Server Starts. After the first import, enable this setting. Then log out (no need to restart the Server) and log back in again. farmerswife created the Object Classes and added the Objects to them.
- If needed, go to Object Manager > Type > select Classes > highlight all Classes and export them. Now, go through them and do name adjustments or delete the ones you don't need and re-import the file. Make sure not to touch the ID* column. It is easier to clean up or rename Object Classes than to prepare a special csv file manually with all Object Classes.
- Export the list of Object Classes, and add the name of the kit (Group) each Object Class belongs to under the column Group. If belonging to more than one kit, use comma to separate the names.
- Add as many kits as necessary. E.g. if you have up to 3 Sony Camera Kits, create them like this: Sonny Camera Kit 1, Sonny Camera Kit 2, Sonny Camera Kit 3.
- Once done, import as explained above.
Modify Equipment, Kits...
To modify equipment, export the needed equipment and modify the exported csv file. Don't alter the ID* column. Then re-import again. farmerswife Equipment Management Tracking Manual Prerequisites and configuration 12
1.2.6 Object Classes, Groups and Accessories
Object Classes allow to group Objects of the same kind and rate into one Class which makes it easier to book available equipment. As an example in the farmerswife client application drag the Object Class HD Cams onto the highlighted days in the Long Form and let farmerswife pick the available HD Cam for those days from the member list.
When setting up the database an easy way to create Object Classes for a huge list of equipment is to use the Toolbox setting in Toolbox > Settings tab > Server Setup > Auto Build Object Classes When Server Starts. This setting will create a new Object Class if there are at least 2 Objects with the same name and adds those Objects into that newly created Object Class as members.
Recommendation: Prepare the equipment csv file and import the equipment into the Object Manager. (See the Object Manager manual for further information and the Import Equipment chapter) After the successful import please tick the Toolbox Setting “Auto Build Object Classes When Server Starts”. Logout of the client application and log in again. In the Object Manager farmerswife now created the new Object Classes and added the members. Untick the Toolbox Setting again. Object Class names can be edited later if needed.
Object Classes allow to use the Classes (Availability) Tree in the Long Form. Add any Object Class to the tree and get an overview how many members of that specific Class are still available for a specific date. Numbers in the day cell indicate how many members are still available on that day.
Groups and Accessories
Equipment can be rented on its own or in Kits. To create Kits there are two options.
Create a Group in Object Manager > New In > Groups.
Groups can exist of specific Objects or be made out of Object Classes. In the moment of booking the Group farmerswife takes one available member of that Object Class to complete the Group Booking.
If an Alexa Kit is created via a Group the suitcase where the Alexa Kit is inside can get the Groups barcode (Group’s inventory number).
Current known limitations:
When creating a Checkout directly from the Dispatch Module without a previous Booking, then only Involved Objects are booked with the Groups. Involved Object Classes are not booked.
In the iOS: When booking a Group or create a Checkout through the iOS and add a Group, no Group Children are booked.
--> Workaround: First create a Booking in the client application then create a Dispatch from the Booking.
To create a Kit using Accessories, enable the Server setting: Financial tab > Ignore Accessory Rates = Yes.
This way the rate is set on the main Object and the Accessories rates will be ignored thus allowing a Kit price. Accessory Objects will never have a rate when using this option.
Create a new Object and add Accessories to it by clicking on the Advanced button.
In the Accessories column select whether to add a specific Object or an Object Class. Be aware that this setting could clash with other workflows in the Production or Post Production if an Object is Accessory to another Object.
Current known limitations: When creating a Checkout directly from the Dispatch Module without a previous Booking, then only Objects are booked with the main Object. Involved Object Classes are not booked. Accessories can’t be imported via a csv file yet.
In the iOS: When booking an Object with Accessories or creating a Checkout through the iOS, no Accessories are booked.
--> Workaround: First create a Booking in the farmerswife client then create a Dispatch from the Booking.
Please consult your Project manager in regards whether to use Groups or Accessories to create Kits in farmerswife.
Below some things to consider:
- Group’s children (equipment) can be hidden in the Edit Project window, so only the Group name is visible
- Groups have an own selector filter in Toolbox > Objects tab and can be found easily
1.2.7 Virtual Objects (Allow Multiple Check Outs)
Allow Multiple Check Outs (Virtual Object)
Objects can be converted into Virtual Objects. This is useful for dispatching consumables like cables, keyboards, plugs, connectors etc. This way not all consumables have to be setup as individual Objects in the system, unnecessarily filling up the database. Make an Object a Virtual Object by check marking the Allow Multiple Check Outs (Virtual Object) checkbox, take farmerswife Equipment Management Tracking Manual Prerequisites and configuration 15 off the Causes Conflict check mark and consider whether to uncheck the Is Expected To Be Returned When Checking Out setting. If it is a consumable, the item won't be expected back. However if you use it for a bunch of cable connectors you do expect them to come back.
After creating the Object, check in the ‘Virtual Object’ a first time, by selecting it > right mouse click or click on the drop down menu: New Check In From Selected. In the Check In window, select the dispatched Object and ‘Copy’ the item x times as you have on stock (-1, that has been already added to the Check In).
The Virtual Objects Stock Amount is displayed in the Dispatch Status column in the Object Manager and Toolbox as well as when doing a mouse over on the Dispatch Status icon on the Object that was added to the Objects Tree. If Object Classes are shown as Tree in the window to the right in the Object Manager the Stock will be displayed in brackets.
Set Stock Limit
Set a “Stock Limit” per Object and enable the Notification Email warning when the stock falls below or reaches the stock limit. (Please refer to the “Email and Notification Types” manual on the setup of the Notification Email functionality). The email will be sent to the Contact Email address that has been setup in Toolbox > Settings tab > Server Setup > Dispatch Module: “Notification Email Include / From Email Address”.
Is Expected To Be Returned When Checking Out
This is to inform the Dispatch module if it should warn/check if an Object was returned.
Tick it off if the Object is a consumable that won’t return because it will be totally used (e.g. gaffer tape).