Viewpoint Vista Integration Overview & Requirements
Tenna provides the ability to integrate with Vista to streamline equipment and site creation and maintenance. This integration allows users to input the data into one system and have it flow to the other bi-directionally to ensure sync between the two systems. Our integration can be configured to support multiple Vista companies within the same Vista database.
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Data Flow
Enhance your ERP with Tenna’s integration with Viewpoint® Vista™ to eliminate duplicate data entry and improve visibility.
Benefits of Integration
- Field Productivity: Alert a project team when a piece of equipment arrives at a jobsite or when it is left behind.
- Accurate Job Costs: View up-to-date equipment listings to code equipment hours more easily and accurately.
- Visibility over Equipment Costs: Analyze and review equipment cost more accurately.
- Collaboration and Efficiency: Keep your office, shop and field teams connected sharing the same data. Eliminate static spreadsheets with efficient data sharing.
- Accountability: Increase accountability among field teams when using or handling assets to help control costs.
- Decision Making: Make educated decisions by taking appropriate action when assets are under (or over) utilized.
Partnership with Data Xchange
Tenna partners with Data Xchange to process transactions, ensuring your Vista system’s integrity and security. Data Xchange will install an agent on your server that will connect to your Vista system. Every 30 minutes, Data Xchange pulls data from your Vista system and reviews for any changes. If there are changes, Data Xchange triggers transactions to process the update into Tenna. Changes in Tenna are sent to Data Xchange in real time and processed to sync with Vista.
Equipment Configuration Validation
As part of the pre-validation steps, we ask that you provide an EMEM Equipment Master View Columns report. This will provide us with details of how you configured your fields in the EMEM module. This report should look like this:
New Assets in Tenna
New equipment or assets are entered in Tenna and automatically updated to Vista. Our team will help streamline the initial seeding in Tenna with your existing Vista equipment.
Initial Asset Load
The Tenna-to-Vista integration allows for the initial seeding of assets to match what is already in your Vista system, thus ensuring a true synchronization from day one. This process involves steps that will validate accuracy and conformity before the data is loaded into Tenna.
The following steps must be taken prior to the Initial Asset Load:
- 1
- The Data Xchange agent is installed and connected to Vista.
- 2
- The below Integration Setup Instructions are completed.
Once those items are completed, the following will occur:
- 1
- The Tenna Integrations team will perform an intial Vista cache load and review the assets as they are stored in Vista.
- 2
- Validation steps are taken to check for any data that may cause issues in the Tenna platform.
- 3
- A review is set up with the Vista point of contact to go over any potential issues found and make corrections if needed.
- 4
- A sample of assets will be chosen and loaded into Tenna.
- 5
- Customer and Tenna will jointly review the assets in Tenna and agree on results or make changes.
- 6
- After the validation is completed, all assets selected to load into Tenna (via the udSendToTenna flag) will be released to populate Tenna assets.
- 7
- You will need to edit the assets in Tenna to add the correct category (all assets will come over with a category of "New from Vista" unless you utilize the category ud fields mentioned below.), organization, and bill type. This step can be performed through a bulk edit if desired.
New Jobs in Vista
New jobs or sites need to be entered in Sage300 and they will flow into Tenna. All jobs in Sage300 need to have a unique physical address so that Tenna can create the default geofence based on the Google geo coordinates of the address.
Initial Jobs Load
The Vista-to-Tenna integration allows for the initial seeding of jobs to match what is already in your Vista system, thus ensuring a true synchronization from day one. This process involves steps that will validate accuracy and conformity before the data is loaded into Tenna.
The following steps must be taken prior to the Initial Asset Load:
- 1
- The Data Xchange agent is installed and connected to Vista.
- 2
- The below Integration Setup Instructions are completed.
Once those items are completed, the following will occur:
- 1
- The Tenna Integrations team will perform an intial Vista cache load and review the jobs as they are stored in Vista.
- 2
- Validation steps are taken to check for any data that may cause issues in the Tenna platform.
- 3
- A review is set up with the Vista point of contact to go over any potential issues found and make corrections if needed.
- 4
- A sample of jobs will be chosen and loaded into Tenna.
- 5
- Customer and Tenna will jointly review the sites in Tenna and agree on results or make changes.
- 6
- After the validation is completed, all jobs selected to load into Tenna sites (via the udSendToTenna flag) will be released to populate Tenna sites.
- 7
- Each new site will render a default geofence which you will need to edit to match the actual job site. Each job needs to have a physical address in the record to render the default geofence with the address being the center point of the geofence.
Integration Setup Instructions
The following actions must be taken within Vista prior to activating the Equipment/Site integration.
NOTE: Instructions to create a user-defined field in Vista can be found here.
EM Equipment
- 1
- Create a user-defined field on EM Equipment: "udSendToTenna".
NOTE: This is optional; however, if not present all Active or Down (status “A” or “D”) equipment will always sync with Tenna. The ud custom field allows you to control what equipment will sync.
- Type = text
- Predefined = bYN
- 2
- If you intend to furnish categories to Tenna through the integration, you must establish custom fields for the following:
- udMajorCategory
- udSubcategory1
- udSubcategory2
- udSubcategory3
These custom fields can be designated according to the specified nomenclature or can be tailored to align with your company's preferences. Kindly communicate the employed values to the Tenna integration team for incorporation. Subsequently, upon populating these values onto the equipment record, the integration mechanism will employ them to populate the corresponding categories within the Tenna system.
Important! The designated category must exist within the Tenna system; otherwise, the integration process will encounter an error, resulting in the default assignment of the category as "New from Vista."
It's pertinent to note that this integration exclusively operates during the asset creation phase within Tenna originating from Vista. At present, it does not facilitate modifications to assets already existent within the Tenna system.
- 3
- To limit location transfers from Tenna to Vista, create a user-defined field on EM Equipment: "udTennaTransferEnabled".
Please create this field in Vista with:
- Type = text
- Predefined = bYN
- Default all to "Y"
NOTE: If there are assets you do not wish to record location transfers for, set this field to "N".
- 4
- To override equipmenet ownership, create a user-defined field on EM Equipment: "udTennaOwnershipOverride".
Please create this field with:
- Type = text
- Only valid value = "O"
NOTE: If the field does not exist, or is anything other than the letter “O”, the system will set the Tenna designation as whatever the Vista Ownership Status is set to (“O” for owned or "Rental" for any other value). The udTennaOwnershipOverride field set to “O” will force the Tenna designation to be Owned regardless of the Vista Ownership Status setting.
Location Transfer Configurations
Within the Tenna-to-Vista integration model, location transfers occur when a tracked asset moves out of a geofenced area and either enters another geofence or moves into a "No Site" zone (an area that is not within a geofence). These movements trigger updates to the equipment record in Vista to reflect the asset's new location. To provide more control and reduce unnecessary data noise, two configuration options are now available.
- In Data Xchange, users can disable location transfers into "No Site" zones entirely, ensuring that movements into undefined locations do not create additional transfer records.
- In Vista, location transfers can be disabled on a per-asset basis by adding the custom field udTennaTransferEnabled to the equipment record in Vista and setting its value to “N.” When this field is set, location transfers for that specific asset will no longer be sent, offering more granular control over integration behavior.
NOTE: Remember that location transfers are not usually activated until a major portion of trackers are installed (including Tenna and AEMP telematics). Your Onboarding Manager and Integrations Project Manager can work with you to suggest the right time to activate this feature.
Meter Readings Batch Setup
Meter readings are sent daily (default of only weekdays) in an EM batch to be viewed and processed. There are configuration options in Data Xchange to allow for weekend runs and also to change the default run time of 12:01am local time. Please let your Onboarding Manager and Integrations Project Manager know how you would like this configured.
JC Job Master
- 1
- Create a user-defined field on JC Jobs: "udSendToTenna".
- Type = text
- Predefined = bYN
EM Locations
- 1
- Create a user-defined field "udSendToTenna" on the EM Location to identify which sites to send to Tenna.
This is optional; however, all EM locations will be synced if not present as long as the site is not “Sandbox”, "Disposed” or “No Site”.
- 2
- Create the following user-defined fields for EM Location address:
- udAddress1: Type=text length=60
- udAddress2: Type=text length=60
- udCity: Type=text length=30
- udState: Type=text Predefined=bState
- udZip: Type=text Predefined=bZip
- udCountry (optional, if not present, will default from HQCo if not present): Type=text length=2
- 3
- Set up the following Vista EM Locations:
- "sandbox"
- "disposed"
- "no_site"
NOTE: These are case sensitive.
EM Meter Readings/EM Company Parameters
The following parameters should be reviewed/changed prior to turning on Meter Reading integration
- 1
- Turn off updates for meter readings in Vista company parameters.
- Go to "EM Company Parameters".
- Go to the "Updates" tab,
- In the Equipment Usage section at the top of the tab, select the second checkbox "Always update Meters, never update meter reading date".
- Go to "EM Revenue Rates by Equipment".
- Uncheck the "Update Meters" box in the far-right column for all existing equipment/revenue code combinations .
- Go to "EM Revenue Rates by Category".
- Uncheck the "Update Meters" box in the far-right column for all existing categories/revenue code combinations.
- Go to "EM Revenue Codes".
- Uncheck "Update Hour Meter" flag for any Revenue Codes you do not want to default to update meters when setting up any new Category or Equipment rates.
- 2
- Once meter readings are turned on, hold the first batch for analysis to ensure the data is correct.
NOTE: Vista only allows equipment to be in one open meter reading batch.
The following instructions for EM Departments and EM Category are only required if you plan to utilize the Tenna-to-Vista integration for assets. If only using the Vista-to-Tenna integration, these steps are not required and you can skip to the Tenna Setup Instructions.
EM Departments
- 1
- Set up EM Department in Vista.
This is required to create Equipment in Vista.
- Code = 9999
- Description = New from Tenna
EM Category
- 1
- Set up EM Category in Vista.
This is required to create Equipment in Vista.
- Code = "UNASSIGNED" or "Unassigned"
- Description = New from Tenna
Tenna Setup Instructions
The following setup must be completed in Tenna prior to activating the integration.
Tenna Category
- 1
- Create a "New from Vista" category in Tenna with a type "Equipment". This is case sensitive.
See How to Create and Edit Categories for more information.
Tenna Equipment
Equipment numbers must be in the following format: “Equipment/EMCo”
Tenna Sites
Project numbers must be in the following format: “EMCo/Project Number”
Field Mapping
IMPORTANT! Any information from Vista will overwrite the existing information in Tenna for the fields in the Field Mapping tables below.
Vista EM Equipment to Tenna Assets
Filters
If the customer has chosen to set up a custom field, “udSendToTenna”, Vista EM Equipment records will be added to Tenna Assets when the following is true:
- Custom field, udSendToTenna = “Y”
If the customer has chosen not to set up a custom field, Vista EM Equipment records will be added to Tenna assets when the following is true:
- EM Equipment Status = A (Active) or D (Down)
If the Tenna asset has the designation of ‘disposed’ no update will be made in Tenna.
Sync Frequency
Every 30 minutes.
Data Mapping
Tenna Assets to Vista EM Equipment
Filters
EM Equipment records will be created in Vista when assets are created in Tenna when the following is true:
- Fleet number in Tenna is formatted as “[Equipment No]/EMCo”.
Sync Frequency
Near real time.
Data Mapping
Vista EM Locations to Tenna Sites
Filters
If the customer has chosen to set up a custom field, “udSendToTenna”, Vista EM Location records will be added to Tenna Sites when the following is true:
- Custom field, udSendToTenna = “Y” ; AND
- EMLocation does not equal “sandbox”, “disposed”, “no_site”
If the customer has chosen not to set up a custom field, Vista EM Location records will be added to Tenna Sites when the following is true:
- EMLocation does not equal “sandbox”, “disposed”, “no_site”
Sync Frequency
Every 30 minutes.
Data Mapping
Vista JC Jobs to Tenna Sites
Filters
If the customer has chosen to set up a custom field, “udSendToTenna”, Vista JC Jobs records will be added to Tenna Sites when the following is true:
- Custom field, udSendToTenna = “Y” ; AND
- Job Status = 1 or 2
If the customer has chosen not to set up a custom field, Vista JC Jobs records will be added to Tenna Sites when the following is true:
- Job Status = 1 or 2
Sync Frequency
Every 30 minutes.
Data Mapping
Tenna Meter Readings to Vista EM Meter Readings Batch
Filters
Any assets in Tenna with an Hours or Miles value greater than the Hours or Miles value in Vista will overwrite the data in Vista.
Sync Frequency
Once, daily at 11pm Central Time.
Batches must be processed and posted in Vista for Meter Readings to update on EM Equipment records.
NOTE: Vista only allows a piece of equipment to exist in one open batch at a time. If the previous day’s batch is left unprocessed or a meter reading entry was manually added, that piece of equipment will not be included in subsequent batches until the containing batch is processed.
Data Mapping
Batch
Batch Entry
Tenna Location Update to Vista EM Location Transfer
Tenna can provide location transfers for any assets moving from one site to another. If the flow is activated in Data Xchange, any movement that is recorded in Tenna will be transmitted to Vista with the mapping defined below.
Filters
The customer has the option not to do equipment transfers for any assets if desired. To activate this option, create a user-defined custom field named “udTennaTransferEnabled”.
If this field exists in the equipment record and is set to “Y”, that asset will be included in location transfers.
Sync Frequency
Near real time when location has changed in Tenna.
Data Mapping
Expected Implementation Timeline
The timeline is an average of 10-20 days beyond kickoff. The following example assumes the activity starts the first of January 2023 and extends for 17 days.
NOTE: For questions, reach out to the Tenna Integrations Department integrations@tenna.com.