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When creating or modifying a Task, sometimes not all of the desired information is accessible. The most common causes are:
Custom Fields & Descriptions not imported
When field descriptions are changed or custom fields are created in Sage, MyAssistant needs to be made aware of the changes. To do so, the "Import Sage Customizations" process must be run:
1.Open the MyAssistant Designer
2.Click "File" and select "Options"
3.Click "Server Settings" on the left side of the window that opens
4.Click "Import Sage Database Customizations" near the top-right of the window
5.If MyAssistant is monitoring multiple Sage data folders, select which data folder's custom fields and descriptions will be imported. If MyAssistant is monitoring one Sage data folder, this step will be skipped.
Note: Only one Sage folder’s custom fields & descriptions can be in MyAssistant at a time. Importing another Sage data folder’s customizations will overwrite previous Sage customizations in MyAssistant.
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6.Click "OK" in the bottom-right to close the window once the import is complete
7.Click "File" and select "Restart Run and Send"
8.Click "OK" on the message that appears
9.Close and reopen MyAssistant -- the information should now be accessible
Information Not Accessible (Data Relationships)
When creating a MyAssistant Task, one of the first steps is to identify what the Task will send a list of, a spreadsheet of, or what Sage record the Task will use to create a mailing list. The Sage record selected becomes what's called the "Driving Record". After a "Driving Record" has been selected, MyAssistant automatically filters available information on the Task to Sage records that have a "one-to one relationship" with the Driving Record.
A "one-to-one" relationship means that one item exists in the other Sage record for each one of the items in the Driving Record. For example, every JC Cost Code is tied to one JC Job. This means that if a Task has a Driving Record of "JC Cost Code", information on the JC Job record can be added/used on the Task. This means there is a one-to-one relationship going from the JC Cost Code to the JC Job.
However, the inverse is not true: one JC Job could have multiple Cost Codes, so there is a "one-to-many" relationship going from the JC Job to the JC Cost Code. This is why the JC Cost Code record is not available when a Task's Driving Record is JC Job.
Depending on the Task and the information that needs to be accessed, there are two possible solutions to this issue:
1.Create a new Task with a new Driving Record: The Driving Record on a Task cannot be changed once a Task has been activated. Instead, create a new Task with a different driving record that can access all desired information
2.Create a MyAssistant Formula: Depending on the information being looked up, another potential solution is to create a MyAssistant Formula. This is a viable option when a one-to-one relationship between records does not exist, but only one piece of information needs to be looked up (for example: looking up the Project Manager name on the PJ Job Contacts List when the driving record in PJ Job).
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