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Cartegraph AMS Self-Service Guide: Administration

In this session, you will learn how to:

  • Access the Administration area of Cartegraph
  • Manage users
  • Update library lookups
  • Import and export data
  • Integrate your Cartegraph and Esri data

Administration Overview

To access the Administration area of Cartegraph, you must be assigned to the Default Power User role. When you have the Default Power User role, you will see the Administration shield    in the upper right-hand corner of the Cartegraph system when accessing it from a web browser. Simply click    to access all of the Administration features described in this session. Multiple users can be assigned to the Default Power User role. If you cannot determine who at your organization has access to Administration, contact support@cartegraph.com.  

User Administration

From User Administration, you can see all the users that exist in your system. Only active users can login to the Cartegraph system. For individuals such as seasonal workers, you can deactivate their account when they are not working at your organization. For individuals who will not return, you can delete their user account.   

User records are linked to labor records for individuals who will be assigned to and complete tasks at your organization.  Review the information related to Labor records in the Resources session to associate a user account to a labor record. 

If you have purchased more users than you are currently using, simply click Create and fill in all the required fields to create a user.

Security Roles

Security settings are based on role in Cartegraph system. Each user is assigned to one of two roles: Default User and Default Power User. The only difference between the two roles is that the Default Power User has access to all the Administration features covered in this session. The Default User cannot access Administration. You can change a user’s role at any time by editing their user account.

Library Manager

In the Libraries topic of the System Configuration session, we introduced you to Libraries and covered some aspects of managing them while focusing on a few top priorities. You learned how to add and edit records in Library Manager. When you have a lot of library records to add, we recommend that you consider importing them instead of adding them manually. Refer to the Import/Export section below to learn how to import records. 

Activities Library

When you create a task, you will select the Activity that will be performed. That list of activities comes from the Activities Library and will only display the sub-set of activities that are applicable to the type of asset (or non-asset). The Activities library is pre-populated with records to help get you started; however, you may need to add or edit activities to meet your specific needs. When adding or editing an activity record, use the Applies to check boxes to identify which asset types the activity should be available for. The Activities library also has settings related to Key Dates so you can determine which activities Set Key Dates. And finally, select the Inspect check box for any inspection activities.

Remove a Library Record

There may be times when you no longer want to display a value in the list. For libraries, you can choose to delete a record or mark it as inactive. In both scenarios, the value will be removed from the list. If that value has been used anywhere in the system, you will not be able to delete it. If you want an existing record to keep the value but not allow future records to use the value, mark it as inactive.  

Import/Export

Chances are you have a lot of data to get entered into the system. The Import/Export feature helps you to bring in hundreds of records quickly such as new assets, getting all of your street names loaded, or updating asset records. Let’s begin by focusing on how to set up and run an import.

Using Import to Add Records

Now that you have reviewed an example of an import, walk through the steps of setting up your own import.

Spatial Data Imports

What if I do not access to a GIS Server? There is the ability to import or export spatial coordinates. This is a great option if a GIS Server is not an option to connect with to bring over asset data. You can select what coordinate system the source data is using, and then Cartegraph will read that and display in the system.

Child Records

There will be scenarios where you may need to import or export data that is residing in a child recordset. Some examples are Labor Rates, Equipment Rates, or Attachments.  It is important that the <Parent ID> is included in the Fields Section. Without it, the import will not know which record to apply the imported information.

Using Import to Update Data

The import feature can be used to update existing records in addition to creating new records. Use the Check for Duplicates setting to identify which field your source data and Cartegraph data should be matched on. Check for Duplicates is most often set on the ID field since it is unique and required. If you are importing data where there is an identical record ID in Cartegraph, the incoming data will update the existing Cartegraph record corresponding to the source file.

Using Export

To export data from the system, you also need to create a file format. The same format can be used for both import and export. Once the format is created, simply Run an Export.

GIS Integration

As mentioned in the System Configuration session, GIS Integration is a great way to populate asset and other data in your Cartegraph system as you are getting started. Connecting your ArcGIS database to your Cartegraph database is also a great way to keep both systems up to date. Before you start the process of integrating the two systems, review the following topics to understand the system requirements and setup steps.

Normalizing data is an important step when preparing to integrate two systems.  There are a few items to be aware of when reviewing the GIS data to get ready for the integration.

  1. No special characters (#, +, *, , ,:, @,%,&,”,!, ‘) in the text fields.
  2. When connecting to a Cartegraph quantity field, the GIS data will not accept 0. Null values are fine.
  3. Do not connect the GIS shape.length field to a Length field in Cartegraph.
  4. Do not connect the ObjectID to the Cartegraph record ID.
  5. The record ID shall be a unique value. We suggest creating a carteID field and then copying the Object ID and pasting into the carteID column.
  6. Delete a record in GIS will Retire the associated record in Cartegraph.
  7. Delete the Cartegraph record will delete the associated GIS record.
  8. You cannot integrate from GIS to child recordsets in Cartegraph.

Manage Servers

To set up your integration in Cartegraph, you first need to create a connection to your ArcGIS Server for Windows. As a part of this setup, you will specify a server namewhich is any name you want to use to identify this connection within Cartegraph.  Once the information is completed, you will test the service to verify a successful connection.

Associations

Now that you have established a server connection, you will create an association to 1) match an Esri feature class layer to a Cartegraph recordset and 2) map the fields between the two systems. We recommend to first associate the Esri carteID attribute to the Cartegraph ID field and save. After the initial sync is successful, edit the association and match the other fields that should be integrated between the two systems. Not all fields need to be mapped; as few or as many fields as you desire can be mapped.

Learn More

To learn more about Cartegraph and ArcGIS Integration, review the following additional topics.

Geocode Settings

Cartegraph uses a default geocode service. Learn more about when locators are used and the default service that is available. You also have the option to set up and use an alternate Esri locator.

Error Log

If a problem occurs, you can check the error log to review errors logged by any user. The errors are logged either from the user’s machine or from the server host.  The log displays the type of error, details, date/time, and the user account.  Contact support@cartegraph.com to help resolved any issues.

Review

Now that you have completed this session, you should be able to:

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