Area ID

Enter the name of the area or department. Unlike other types of information, no code is used to identify an area, since there are usually only a few of them, and it is unusual to have areas with duplicate names. The system will always check your entries for Area ID to ensure that the area name is spelled according to the entry you make here.

Sub-project

(Required) Each area of a project must be assigned to a sub-project, which allows you to group areas into larger sections. Each new project will have a default sub-project, 001, to which the areas can be assigned if no others are needed. If you need to add specific sub-project IDs, simply type the ID into this field and then confirm that you want to add it to the list. 

Sub-projects, including the default "001" sub-project, can be edited on the Projects screen using the Subsets command. You can change both the ID and its description as needed for each project. 

Group Code

This is an optional user-defined code that can be used as a budget codes. This field is usually used as a part of customized reporting.

Target Budget

Enter the proposed budget for the area. The budget you enter here will be compared with the aggregate budgets for rooms which are in this area, for tags which are in the rooms, and for the actual costs for those tags.

Note: The budget amount can also be entered directly into the "Budget" column on the Areas List.

If you are working with detailed budgets, and it becomes necessary to revise the target amount, you can do so by returning to this screen with the Edit command.

Contact

Enter the first and last name for the contact person (if any) for this area or department.

Phone

Enter the phone number for the above.

Area

Enter the square footage associated with this area. This field is provided for information only.

Add

Used to add a new area to the system. Choosing this command will create a blank record on the screen. You will then need to fill in an ID for the new area. Note: For areas, the ID is the area's name and it is the only ID that will accept upper and lower case letters. The system will check this ID to make sure it does not already exist. If the ID is valid, you can enter the rest of the information for the area.

To cancel the Add command, press [Esc] or use the Cancel button. 

Once you have entered the desired information for the record, click on the Save button or press [Alt-S] to save your work and leave the editing mode. 

All new records will be indexed automatically so that they will appear in their proper place in the database. 

Edit

The Edit command is similar to the Add command, except that you are working with an existing record. The Edit command always acts on the record currently highlighted on the screen, so if you wish to edit some other record, use the up and down arrow keys or the Query command to highlight the desired record first. 

Changes you make to an area record (typically the ID) will be reflected in any rooms in that area. If you change the spelling of the Area ID, the system will change the spelling in all related rooms as well.

Once you have made the desired changes, click on the Save button or press [Alt-S] to save your work and leave the editing mode. 

To cancel the Edit command, press [Esc] or use the Revert button. 

Delete

(Undelete)

The Delete command is used to permanently remove an area from the system. If you choose this command, you will be asked to confirm your choice by typing "YES." While using the list at the top of the screen, the shortcut for the Delete command is the [Del] key (this key works on text as expected when you are actually editing text entries).

This command deletes the rooms within the area and the room contents, meaning object usages. It does not delete objects from the Object List, which will appear as "not used" unless they are used in other areas. 

The Undelete command (right-click) displays a list of eligible deleted areas that can be restored, with some important limitations. Areas can be restored as long as the the File Cleanup utility has not been run and they were deleted with version 4.03.30 or later. For more detailed information, see the Undelete Area section.

Query

When you choose this command, the system will display the Query Form. This command is used to limit the display (and subsequently, reports) to areas that meet certain conditions. For more information, see the Query Form topic.

You can close the Query form by pressing [Esc]. 

Print

This function displays the Reports Form, on which you can select and print reports specific to this form. For more information, see the detailed descriptions and procedures about reporting elsewhere in this manual.