This function allows you to create one or more lots in Teambinder based on the lot information in CivilPro and is used when the lot information in CivilPro does not exist in Teambinder.
Before you can use this function, the following is required :
- Setup: The configuration that specifies the mapping between CivilPro and Teambinder lots and users must be complete
- Data: All information required by Teambinder (per the config) must be supplied. This includes things like custom register data for the Lot Type and any other fields required in you specific instance of Teambinder. This also includes mapping between CivilPro and Teambinder for any users contributing to your lot.
- Authority: You must have a role with permission for Teambinder Add.
For more information on Teambinder Integration workflow, see Teambinder Integration.
Related Links:
Match and Link Lots and Contacts / Users between CivilPro and Teambinder
Use the Teambinder functions in CivilPro
Instructions :
1. Navigate to the Lot Register (under Quality Assurance) and select the lot to be added to TB.
(Note: you can see the box under the column “Has Teambinder Lot” is not ticked, so it is not linked to any lot in Teambinder).
2. Click on the TB icon on the right menu, then select “Review and Create Lots in Teambinder”.
3. If you have not already signed into Teambinder, you’ll be prompted to sign in. Enter the username and password.
4. On this screen, you can review the proposed Lot number and update it if necessary. In this example, due to the mapping rules, the proposed Lot Number for Teambinder is very different from the Lot Number in CivilPro.
If there are issues preventing the lot from being uploaded, they will appear under the column 'Identified Synch Issues'. See Validation in the Notes section of this page.
To update the Lot Number, select the Lot and click on the tab “ Change TB Lot Number Pattern”.
5a. In the 'Update Teambinder LotNumber template' dialog box, you can see the Lot number-string mapping.
5b. You can type over this to override this format, but the mapping configuration (as agreed by your Administrator) should be the default format so the Lot Number is always consistent between your CivilPro and Teambinder database. Hence, this option should be used only for special cases. See 'Previewing and Confirming Lot Numbers' in the Notes section of this page.
Once you have entered the desired Lot Number, click on 'Apply Pattern'.
6. Ensure the Lot is still selected, click on the tab ‘Upload to TB’.
7. You’ll see this message “Lot creation successful”.
8. On the Lot register, you can now see the box under the column 'Has Teambinder Lot' is ticked for the Lot, meaning there it is now linked to a corresponding Lot in Teambinder.
Notes:
Previewing and Confirming Lot Numbers
The Teambinder Lot Numbering are available in four options as follows:
A. Standard CivilPro lot number format, with the same Lot Number duplicated in Teambinder
B. Custom CivilPro lot number ( see Create Custom Lot Numbers), with the same Lot Number duplicated in Teambinder
C. Independent format, with no similarities to the CivilPro Lot Number
D. Based on the CivilPro lot number plus additional information
For example :
| Applications | Option A | Option B | Option C | Option D |
| CivilPro Lot Number | EXMCN1001 | LTYPE-00CICG00-BP-00013 | EXMCN1001 | EXMCN1001 |
| Teambinder Lot Number | EXMCN1001 | LTYPE-00CICG00-BP-00013 | LTYPE-00CICG00-BP-00013 | [TBData]EXMCN1001 |
- As an example, the instructions above uses option C . Although CivilPro supports this option, this configuration is NOT recommended in most cases unless there is a special reason for creating unmatched Lot Numbers in Teambinder. For much better alignment, Options A, B and D are strongly recommended as their formats are based on their corresponding lot numbers (either in full or partially) in CivilPro.
- Option A and B give the same end result in terms of duplicating the identical Lot Numbers in Teambinder, so that you have matching lot Numbers ( standard or custom) across both applications. As such, the preview screen is mainly for validation as discussed in the next step.
- Option C and D will compile a Teambinder lot number based on the configuration setting that can deviate from the CivilPro lot number format. These options come with the ability to enter the lot number manually in the preview screen, if there is a requirement to do so. However, please bear in mind that if you make such an allowance in the configuration, you will need to consider the impact of using independent lot numbering in Teambinder and how to manage this in your workflow.
Validation
1. The preview screen's 'Is Validated' column contains information about validation. This is simply a summary of data that is required (as per the configuration) and is not available. Usually the issues with validation are either:
- A custom register value is required but has not been supplied. In this case simply update the lot record to provide the custom register value or
- A user is associated with the lot (e.g. as the person that raised, conformed or otherwise), but the CivilPro user is not yet mapped to a Teambinder user. To remedy this, map the user.
2. When it is NOT validated, you can see the issues flagged under the column 'Identified Synch Issues'. In the example on the screenshot below, the issues relates to unmapped fields with the Custom Register and User for that lot.
Note: A lot number will not be not generated for invalid lots.
3. To rectify these, you'll need to open the lot and
- Map and link the user AND
- Map the fields in the custom register
Note: see also Match and Link Users/Contacts and Custom Registers