Is there a way to clean up the list in the drop down “done by”. Currently it has every name that is in any record in the database. Can it be alphabetized? Can names be removed from it?
Great question! I’m happy to say there’s an easy and intuitive way to handle this. Just follow these steps to clean up your list of items:
- The names under Done By connect to your Custodian records. Depending on the length of time you’ve been in GAGEtrak, you may discover you have a lot of options out there that need adjustment.
- Click into the Configuration Menu > Settings, then select the sub-tab option for List Management.
- In the Managed Lists dropdown list at the top of the page, select the option for Custodian.
- Your complete list of Custodians will appear in the box.
- If your list is out of order, click the A-Z ↓ button at right to sort your items alphabetically.
- If you wish to remove a Custodian from view, uncheck the Allow User To Select checkbox to remove the value from your dropdowns. (This is preferable to entirely removing / deleting Custodians from your database, which may impact historical data.)
- PLEASE NOTE: Only Administrators can typically reach the Settings menu within the GAGEtrak application, so if you’re having difficulty reaching this menu option - you may wish to review with your organization’s sys-admin to adjust your login’s permissions.
I hope this helps! Please let me know if you have additional questions about this function.
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Hello,
I followed the instructions you provided. When I get to the list management tab the box that I think should have the names in is blank. Also, when I click the A to Z nothing happens, but when I click the arrow above A to Z the program shuts down. Seems like there may be a bigger issue .
I should add, there is no “custodian” in the list. The only items with “custodian are “custom custodian 4” and “custom custodian 5”. Neither of these have anything associated with them.
Are you trying to clean up the “Last Done By” drop down from the Schedules tab under Gages? If so, from the main menu go to custodians and on the right side you’ll see the custodian’s name and just right click on the name you want to remove, you’ll get a pop up box with options.
What I have found out is if the list is very large it takes a while for it to populate. If you try and click another button if will crash and make you exit the program.
When you click the button give it some time to populate. Voice of experience!!
As you can see, there is no “custodian” in my list. Should there be? Nothing populates when I activate the custom 4 and custom 5. What am I missing???
Hello TRH,
The Custodians list management item was added to GAGEtrak version 8.8.2, so if you’re on an earlier version than that, the Custodians won’t be able to be sorted alphabetically. The good news about this is that if you updated your GAGEtrak to the most recent version (8.8.4), it will add that item to your list management.
The population or deletion from that list comes from the Custodians page itself. So if you wanted to remove people from the drop downs, you would do so from the Custodians page itself. From there, however, I don’t recommend deleting them as it will blank out any records they were assigned to, instead, I recommend deselecting the “Assignable” box under the “Information” tab for the custodian. This will remove them from that drop down to where you won’t be able to select them for future records, but keep the history.
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How do we upgrade to the newer version?
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Yamaholick,
I would recommend reaching out to support@cybermetrics.com to receive the information for upgrading.
Will do thank you!
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