User Guide Agilent Technologies CrossLab Smart Alerts

This document is copyright protected; reproduction is prohibited.

User Guide

November 2019

Agilent Technologies

CrossLab Smart Alerts

Revision A.01.05


Notices

© Agilent Technologies, Inc. 2019

No part of this manual may be reproduced in any form or by any means (including electronic storage and retrieval or translation into

a foreign language) without prior agreement and written consent from Agilent Technologies, Inc. as governed by United States and

international copyright laws.

Navigation

If the Bookmarks panel is not displayed, click the Bookmarks icon:

Click items in the Bookmarks panel; click page numbers and blue hypertext links in the body.

To return to the text you linked from, press Alt+◄.

Revision History This service manual is updated as necessary. New or significantly overhauled sections are listed under comments; for additional

details, see the separate Revision History: Smart Alerts document.

Date Comments

October 2019 Added Access Smart Alerts from a Remote Networked PC, Troubleshooting/ Cannot Access Smart

Alerts from a Remote Networked PC

August 2019 Added Support for LC, Remote Assist, Agilent Email Server and Fault Alerts

February 2019 Added support for 88x0 GCs; in Appendix, added a user roles table

September 2018 Added support for 7890 and MS systems

August 2017 Initial release; supports Agilent Intuvo 9000 GC systems only

Contents


Contents

1. Introduction .................................................................................................................................... 5

Overview .......................................................................................................................................... 5

General Procedure ......................................................................................................................... 5

Main Windows ............................................................................................................................... 5

Main Menu (Settings) ................................................................................................................... 6

Contact Agilent Support ............................................................................................................... 6

Acronyms and Terms .................................................................................................................... 6

2. Main Windows ............................................................................................................................... 7

System Configuration Window: Manage Systems ................................................................... 7

Dashboard Window: Set Up and Monitor Alerts ...................................................................... 8

3. Add a System and Import a Maintenance Template ............................................................... 11

Add a System ................................................................................................................................ 11

Start (All Instruments) ......................................................................................................... 11

Details (Instruments Directly Connected to Company Network Only) ........................ 11

Details (Instruments Directly Connected to Instrument Controller (CDS PC) Only) . 12

Select a Maintenance Template (All Instruments) ........................................................ 13

View System Connection / Data Update Status .................................................................... 14

4. Create and Edit System Alerts ................................................................................................... 15

Overview ........................................................................................................................................ 15

Create Preventive Maintenance Alerts .................................................................................... 15

Create Alerts (Schedule- and EMF-based) ....................................................................... 15

Enter the Last PM Date ....................................................................................................... 16

Create Consumables Alerts (Schedule- and EMF-based) ..................................................... 17

Save Alert Changes to a User Template (Optional) ............................................................... 18

5. Monitor Alerts and Update the Maintenance History ............................................................. 19

Monitor Alerts .............................................................................................................................. 19

Fault History and Event Log ....................................................................................................... 19

Fault History .......................................................................................................................... 19

Event Log ............................................................................................................................... 20

View and Update the Maintenance History ............................................................................ 21

6. Remote Assist............................................................................................................................... 23

Overview ........................................................................................................................................ 23

Remote Assist Request............................................................................................................... 23

Submit a Remote Request .......................................................................................................... 24

7. Access Smart Alerts from a Remove Networked PC .............................................................. 25

8. Quick Reference ........................................................................................................................... 27

System Configuration Functions ............................................................................................... 27

Contents


Dashboard Functions................................................................................................................... 28

Monitor and Create Alerts .................................................................................................. 28

View and Update Maintenance History ............................................................................ 28

Administrative Functions ............................................................................................................ 28

Communication Logs ........................................................................................................... 28

Laboratory Details ................................................................................................................ 28

User Details ........................................................................................................................... 29

Maintenance Templates...................................................................................................... 29

Email Alerts ........................................................................................................................... 30

EMF Reset History Function ...................................................................................................... 30

9. Troubleshooting............................................................................................................................ 31

Log On Generates a Certificate Warning ................................................................................. 31

Cannot Connect to a System ..................................................................................................... 31

E-mail Alerts Don’t Work ............................................................................................................ 32

Verify/Edit the E-mail Address and Password ................................................................ 32

Verify/Edit E-mail Server Details ....................................................................................... 32

Verify/Edit Proxy Details ..................................................................................................... 32

Test a Fix ................................................................................................................................ 32

For More Help ....................................................................................................................... 32

Cannot Access Smart Alerts from a Remote Networked PC ............................................... 32

10. Appendix ....................................................................................................................................... 35

Alert Types by System ................................................................................................................ 35

Permissions by User Role ........................................................................................................... 35

Update Instrument Firmware on Monitored Instrument/Module ....................................... 36

Introduction


1. Introduction

Overview

Agilent Technologies Smart Alerts helps users create, manage, and monitor maintenance alerts for analytical instruments. EMF- and/or schedule-based approaches can be created for preventive and consumables maintenance.

Main features include (1) industry-specific maintenance templates; (2) system updates every two hours; (3) e-mail notifications for due items; (4) robust logs.

NOTE Email alerts are typically set up during installation; for details, see page 30.

General Procedure

Smart Alerts includes the following high-level tasks, each with its own chapter; additional tasks are included in the Quick Reference chapter (see page 27).

A user is created during installation; to create additional users, see page 29.

1. Add a system and import a maintenance template (see page 11).

2. Create alerts (see page 15) and save them (see page 18) as a user template that can be imported into other systems.

3. Monitor alerts and, after maintenance is performed, update the maintenance history (see page 19).

Main Windows

The two main Smart Alerts windows and how to access them are described in Chapter 2 (see page 7).

Other task-based sections in this document refer to these windows.

Required fields are marked with red asterisks; others are optional.

Introduction


Main Menu (Settings)

Click Settings from the top right side of the Smart Alerts blue banner.

Figure 1 Main menu (Settings)

Contact Agilent Support

Click Help from the top right side of the Smart Alerts blue banner.

Figure 2 Agilent support

Acronyms and Terms

Schedule-based maintenance: Calendar based; for example, every 12 months

EMF-based maintenance: Early maintenance feedback; usage based

PM: Preventive maintenance, as opposed to consumables maintenance

Instrument EMF: Usage count incremented directly on instrument

Smart Alerts counter: Usage count; incremented by Smart Alerts application

Main Windows


2. Main Windows

System Configuration Window: Manage Systems

The System Configuration window shows all configured systems and their statuses. It allows you to add, edit, delete, enable, and disable systems.

1. From the Smart Alerts initial window, click the Smart Alerts tab.

2. From the window’s left pane, click System Configuration.

3. Click the –/+ icon to toggle a system’s model and serial number fields on and off.

4. Click any column heading to sort by that column.

Figure 3 System configuration

Main Windows


Dashboard Window: Set Up and Monitor Alerts

The Dashboard window allows you to monitor and set up alerts.

1. From the Smart Alerts initial window, click the Smart Alerts tab.

2. From the window’s left pane, click Dashboard; alert details are displayed.

3. To set up or edit alerts for a system, click the system name.

Figure 4 Dashboard: monitor alerts

Main Windows


Figure 5 Consumable alerts

Column Name Details

Active Blue calender icon: Indicates only schedule based alerts are available

Green icon: Indicates component EMF available from instrument; both schedule- and EMF-based alerts are available

Gray icon: Component EMF is not available from the instrument.

Reset Counter • EMF progress is updated from the instrument • Reset button resets progress with Smart Alerts but does not reset

the EMF counter in the instrument.

Main Windows


This page is intentionally left blank.

Add a System and Import a Maintenance Template


Add a System

Start (All Instruments)

Access the System Configuration window (see Figure 3); click the Add button.

Figure 6 System Configuration window; Add button

Details (Instruments Directly Connected to Company Network Only)

1. In the Add System dialog box, for Connection, select Instrument.

2. For the Host/IP field, enter the instrument’s hostname or IP address.

NOTE IP address can be the instrument IP address or fully qualified domain name.

3. For the System Type field, select Agilent LC or Agilent GC.

4. After connecting with the instrument, system details autopoulate.

5. Complete the required fields (optionally, complete other fields).

3. Add a System and Import a Maintenance

Template



Figure 7 Add instrument connected to network

Details (Instruments Directly Connected to Instrument Controller (CDS PC) Only)

1. Verify that Relay Services are set up (for details, see the Relay Service Guide).

2. In the Add System dialog box, for Connection select Relay Service.

Figure 8 Add instrument connected to Instrument Controller (CDS PC)

3. Select the checkbox for the desired instrument; click the Select button.



Figure 9 Select desired instrument

4. Complete the required fields (optionally, complete other fields); click the Get System Details button.

Select a Maintenance Template (All Instruments)

When Smart Alerts connects to the new system, system details are displayed.

NOTE If it cannot connect, troubleshoot (see page 31).

1. For the EMF Template field, select a template; click the Add System button.

Figure 10 Import a template

Agilent templates include maintenance tasks and consumables recommendations.



2. Create alerts for tasks (see page 15) and then save updates as a user-defined template (see page 18) to add to other systems.

After about a minute, the system is registered; enabled is displayed for the new system in the list of registered systems; if necessary, click the refresh button.

Figure 11 Refresh icon at the bottom of the window

3. To disable/disconnect a system, see page 27.

View System Connection / Data Update Status

1. Access the System Configuration window (see Figure 3) or Dashboard window (see Figure 4).

2. From the list of registered systems, review the Last System Contact column.

3. If a red waiting to add message is displayed, refresh (see Figure 11).

Figure 12 Refresh to update red contact status

Create and Edit System Alerts


4. Create and Edit System Alerts

Overview

There are two types of alerts: preventive maintenance and consumables, each of which can be schedule- or EMF-based.

This chapter describes how to create alerts using the imported Agilent template. To revert all in-progress changes to template defaults, click the Reset Settings button,

NOTE For system-specific alerts, see Appendix .

Create Preventive Maintenance Alerts

Create Alerts (Schedule- and EMF-based)

NOTE Each Preventive Maintenance alert must be schedule- OR EMF-based; at least one

schedule-based alert is recommended; create any number (or no) EMF-based alerts.

1. Repeat this process for each alert type that applies to the system.

2. Access the Dashboard window (see Figure 4); from the bottom of the window, select a system name; click the Edit button.

Figure 13 Edit alerts

3. Enter values for the schedule-based PM Alert Interval and Warning Alert fields.



Figure 14 Schedule-based parameters

4. Do one of the following.

Schedule-based alerts: Clear the Enable EMF-based Alert checkbox.

EMF-based alerts: Select the Enable EMF-based Alert checkbox.

5. Click the Enable checkbox for each desired schedule- or EMF-based task (based on Enable EMF-based Alert checkbox status); for EMF-based alerts only, edit the Limit Threshold and Warning % of Limit fields, if desired.

NOTE Agilent templates provide recommended limits as starting values. Modify these

limits based on individual system performance or applications. Agilent-

recommended limits are not a guarantee of instrument performance.

6. Click the Save button.

Enter the Last PM Date

NOTE For Consumable and Preventive Maintenance alerts, manually enter the date as described

below.

1. Access the Dashboard window (see Figure 4); from the bottom of the window, click a system name.

2. Click Enter Last Service Date or the Maintenance History button > Add Record.

Figure 15 PM alerts last PM date

3. In the Enter Last Service Date dialog, complete the required fields; complete the optional Notes field, if desired; click the Save button.



Create Consumables Alerts (Schedule- and EMF-based)

NOTE Each consumable alert can be schedule-based, EMF-based, or both; any number of (or no)

schedule-based alerts can be created; create any number of (or no) EMF-based alerts.

Repeat this procedure for each consumable.

1. Access the Dashboard window (see Figure 4); from the bottom of the window, click a system name; under the Enabled column, select the desired consumable.

Under the Consumable Alerts heading, next to the consumable, click + to expand the window to show details; click - to collapse the detail.

Figure 16 Consumable alert parameters

2. To create a schedule-based alert, do the following.

3. Select the Enable Schedule-based Alert checkbox.

The Enter Last Service Date dialog for the consumable is displayed.

4. In the dialog, complete the required fields; complete the optional Notes field, if desired; click the Save button.

5. Enter values for the Consumables Alert Interval and Warning Alert fields.

Due dates are calcuated from the dates entered above.

NOTE Schedule based alerts have a maximum interval of 12 months

6. To create an EMF-based alert, do the following.

a. Select the Enable EMF-based Alert checkbox.

b. Click the Enable checkbox next to the consumable.

c. Edit the Limit Threshold and Warning % of Limit fields, if desired.

d. Click the Save button.



Save Alert Changes to a User Template (Optional)

After all alerts are defined, save the changes.

1. Click EMF Templates button > Create Custom Templates.

Figure 17 Save changes to a custom template

2. Enter a name for the temlate; click the Create Template button.

The saved template is displayed under User Templates as you import templates.

NOTE If you change a user template that’s already associated to a system, save the changes

under a new name so that other systems with that imported template are not affected.

Monitor Alerts and Update the Maintenance History


5. Monitor Alerts and Update the

Maintenance History

Monitor Alerts

Access the Dashboard window (see Figure 4).

Fault History and Event Log

Smart Alerts monitors the instrument for any critical system faults. If an e-mail server is configured, a System Fault Notification e-mail is sent to users that are monitoring the system currently in a fault state.

Figure 18 Monitored systems

Green indicates no faults; red indicates at least one faul.t..

• Mouse over Fault to display a list of current faults. • Click Fault to display the Fault History and Event Log tabs.

After faults/errors have been addressed and/or repaired at the instrument, the system returns to a green state and a resolved time is listed in the Fault History. Fault Status changes from red to green in a few minutes.

Fault History

Unresolved faults’ Resolved Time value is blank.

Use the top row under the column headings to filter columns; for drop-down fields, select an item; for text fields, type text.



Figure 19 Fault history

Event Log

Use the top row under the column headings to filter the Name and Description columns; for the Name field, select an item; for the Description field, type text.

Figure 20 Event log



View and Update the Maintenance History

All EMF or counter-based alerts add a maintenance record automatically after the counter is reset at the instrument.

Schedule-based alerts add a maintenance record after the new service date is entered.

Optionally, maintenance events can be added manually to capture previous or current events as shown below.

1. Access the Dashboard window (see Figure 4); from the bottom of the window, click a system name.

2. From the top right of the window, click the Maintenance History button > Add Record > [Maintained Item] to display the Add Maintenance Record dialog.

Figure 21 Maintenance record

3. Complete the required fields; optionally, add a note; click the Save button.

4. Click in the Date Completed field to display a calendar; for schedule-based alerts, the alert is updated accordingly.

5. To display saved maintenance updates, click the Maintenance History button > View History.

6. If desired, delete maintenance items in this view.

7. For an EMF-based alert, also edit the alert’s Limit Threshold (for Preventive Maintenance alerts, see page 15; for Consumable alerts, see page 17).

8. To view EMF-based changes, click the Smart Alerts tab from the main window; from the window’s left pane, click EMF Reset History.

Remote Assist


6. Remote Assist

Overview

Remote Assist is an optional feature in Smart Alerts. It allows you to send a request to Agilent for assistance with any configured system in Smart Alerts. This feature can be configured in the Admin Menu.

Remote Assist Request

Before submitting a request, verify that Remote Assist is enabled.

1. Click Admin and select the Smart Alerts Configuration tab.

2. Verify that Remote Assist is set to Yes.

Figure 22 Verify that Remote Assist is enabled

Remote Assist


Submit a Remote Request

1. Click the Assist button in the top right corner.

Figure 23 Get assistance

2. Select the desired system.

3. Complete the required fields (optionally, complete other fields).

4. Click the Submit button to send the request.

Figure 24 Submit request for assistance

Access Smart Alerts from a Remote Networked PC


7. Access Smart Alerts from a Remote

Networked PC

A single installation of Smart Alerts can be used by more than one PC. PCs that reside on the same network as the original Smart Alerts PC can access Smart Alerts remotely.

1. Launch Smart Alerts on the orginal Smart Alerts PC.

2. Note the URL displayed in the web browser.

3. Enter the URL on a supported web browser on the remote networked PC.

4. Login with a valid Smart Alerts account.

5. If the Smart Alerts login page is not accessible, there may be a firewall preventing the connection that requires a rule/exception be added to the firewall.

6. For details on adding a rule/exception, see Cannot Access Smart Alerts from a Remote Networked PC.

Access Smart Alerts from a Remote Networked PC


This page is intentionally left blank

Quick Reference


8. Quick Reference

System Configuration Functions

Task Instructions

Add a system

(The added system is automatically connected and enabled.)

1. Access the System Configuration window (see Figure 3).

2. From the right side of the window, click the Add button.

3. Enter required fields; click the Get System Details button.

4. Select a maintenance template (Select EMF Configuration).

5. Click the Add System button.

Edit a system

(The edited system is automatically reconnected and enabled.)


2. Click a system name.

3. From the right side of the window, click the Edit button.

4. Make changes.

Delete a system 1. Access the System Configuration window (see Figure 3). 2. Click a system name.

3. From the right side of the window, click the Delete button.

Disable/disconnect a system


2. Select or clear the Enabled checkbox for a system.

3. An enabled system may take up to two hours to send initial data to Smart Alerts; after the initial send, new data is sent every two hours.

Enable/connect a system

Hide/show systems’ model and serial numbers

Click the – (minus) or + (plus) icon in the leftmost column of the system row.

Sort displayed systems Click the heading to sort by: Enabled, System Name, System Type, and so on.

Quick Reference


Dashboard Functions

Monitor and Create Alerts

Task Instructions

Monitor alerts View the Dashboard window (see Figure 4).

Add/edit Preventive Maintenance alerts

1. Access the Dashboard window (see Figure 4).


3. Next to the Preventive Maintenance Alert heading, click the Edit button.

4. Follow detailed instructions on page 15.

Add/edit Consumable alerts

1. Access the Dashboard window (see Figure 4).


3. Under the Consumable Alerts heading, click the + (plus) icon next to a consumable.

4. Follow detailed instructions on page 17.

Revert all in-progress changes to template defaults

On the Dashboard window, click the Reset Settings button.

View and Update Maintenance History

Task Instructions

View history 1. Access the Dashboard window (see Figure 4).


3. From the top right of the window, click the Maintenance History button > View History.

Update history 1. Access the Dashboard window (see Figure 4)

2. From the top right of the window, click the Maintenance History button > Add Record > [Maintained Item].

Administrative Functions

Communication Logs

Task Instructions

View logs for Smart Alerts interactions with registered systems

1. From the Smart Alerts initial window, click the Admin tab.

2. From the window’s left pane, click Smart Alerts Logs.

Laboratory Details

Task Instructions

View/edit details 1. From the Smart Alerts initial window, click the Admin tab.

2. From the window’s left pane, click Smart Alerts Configuration.

3. Next to Lab Details, click the View/Edit button.

Quick Reference


User Details

NOTE See Appendix for permissions available by user role.

Task Instruction

Add/edit/delete users with e-mail server configured


2. From the window’s left pane, click Users.

3. To edit or delete a user, click a field in the user’s row.

4. Click the Add, Edit, or Delete button.

5. If a user is added, an e-mail with password instructions are sent to the user.

6. All users fields except e-mail can also be be edited by clicking the main menu (Settings) icon > Profile (see page 6).

Add/edit/delete users without e-mail server configured


2. From the window’s left pane, click Users.

3. To edit or delete a user, click a field in the user’s row.

4. Click the Add, Edit, or Delete button.

5. Complete all the required fields. Give the password created here to the user.

6. All users fields except e-mail can also be be edited by clicking the main menu (Settings) icon > Profile (see page 6).

Change a Smart Alerts password

Click the main menu (Settings) icon > Change Password (see page 6).

Maintenance Templates

Task Instruction

Export a user template 1. From the Smart Alerts initial window, click the Admin tab.

2. From the window’s left pane, click EMF Configuration.

3. Click the template name; click the Export button; follow the on-screen prompts.

Import a different template to an existing system

1. Access the Dashboard window (see Figure 4); select a system.

2. Click the EMF Templates button > Load Settings from Template, select a template.

Quick Reference


Task Instruction

Import a template to the list of templates



3. Click the appropriate Import button (next to Agilent EMF Tempalte or User EMF Templates); follow the on-screen prompts.

Delete a user template

(A deleted template is removed from the list of importable templates only; not from systems it was imported into)



3. Under User EMF Templates, click the template name; click the Delete button.

Email Alerts

NOTE Email alerts are typically set up during installation; if they were not, refer to Smart

AlertsEmailSetup.docx in the Smart Alerts build folder to set them up now.

Task Instruction

Disable/enable e-mail alerts

Click the main menu (Settings) icon > Notification Settings (see page 6).

View/edit when a reminder for an EMF-based alert is sent (how many days before threshold)



3. Next to Options, click the View/Edit button.

View/edit the frequency of subsequent reminders and how many to send before stopping

Click the main menu (Settings) icon > Notification Settings (see page 6).

Map mail server e-mail address or password changes to Smart Alerts



3. Next to E-mail Server, click the View/Edit button

Send e-mail alerts to Agilent (as well as specified users)



3. Next to Options, click the View/Edit button

EMF Reset History Function

1. From the Smart Alerts main window, click the Smart Alerts tab.

2. From the window’s left pane, click EMF Reset History.

Troubleshooting


9. Troubleshooting

Log On Generates a Certificate Warning

If a certificate warning is displayed during Smart Alerts log on, do the following.

1. Click the Continue to this website (not recommended) option.

NOTE This is a known warning; continuing does not compromise Smart Alerts.

2. For details, check the installation guide or contact your local IT (see page 6).

Cannot Connect to a System

If Smart Alerts cannot connect to a system when the Get System Details button is clicked, troubleshoot as follows.

1. Verify that the system is powered on.

2. Ping the system to verify that its IP address exists and can accept requests.

3. Click the Windows Start icon; type cmd in the search box.

4. In the command window, type the following; press Enter.

ping [system’s IP address]

Figure 25 Successful ping; reply from IP address

Figure 26 Unsuccessful ping; timed out

5. If pinging is unsuccessful, verify the system’s IP address; if necessary, edit the system’s IP address (see page 27) or contact your IT department or Agilent support (see page 6).

Troubleshooting


E-mail Alerts Don’t Work

Verify/Edit the E-mail Address and Password

See page 29.

Verify/Edit E-mail Server Details



3. Next to E-mail Server, click the View/Edit button.

Verify/Edit Proxy Details

1. Proxy servers are not always required; check with your IT department first.



4. Next to Proxy Details, click the View/Edit button; add details.

Test a Fix



3. Next to E-mail Server, click the View/Edit button.

4. From the E-mail Server Settings dialog, click the Send Test E-mail button.

For More Help

Contact your IT department or Agilent support (see page 6).

Cannot Access Smart Alerts from a Remote Networked PC

Add a firewall rule/exception to open port 1337 on Smart Alerts PC 1, the PC that Smart Alerts is installed.

1. Open Windows firewall; click Advanced Settings.

Figure 27 Advanced settings

2. Select Inbound Rules.

Troubleshooting


Figure 28 Inbound rules

3. Click New Rule.

Figure 29 New rule

4. From the wizard, select the Port option; click the Next button.

Figure 30 Port

5. Specify port 1337; click the Next button.

Troubleshooting


Figure 31 Specify the port

6. Select the Allow the connection option; click the Next button twice.

Figure 32 Allow the connection

7. Name the profile (e.g., Smart Alerts Port) and click the Finish button.

Figure 33 Name the profile

Appendix


10. Appendix

Alert Types by System

System* Smart Alerts EMF-based Instrument EMF-based Schedule-based

PM Consumable PM Consumable PM

GC 7890A

GC 7890B

GC Intuvo 9000

GC 8860

GC 8890

LC Infinity I and II

* For a list of supported modules, see the Compatibilities Matrix.

Permissions by User Role

Function User Role

Instrument Operator

User Admin

View/sort Maintenance Status table with system alerts on the dashboard X X X

View system dashboard X X X

Enable/disable system on dashboard X X

Edit system dashboard (EMF limits, enable alerts, and so on) X X

Enter last service date X X X

Load templates X X

Save custom templates X X

Manage custom templates X X

View EMF Reset History X X X

Receive Smart Alerts notifications X X X

Select instruments to receive notifications for X X

Assign instrument notifications for other users X

Add/edit/delete systems X

Add/edit/delete relay host X

Add/edit/delete instrument on relay X

Appendix


Update Instrument Firmware on Monitored Instrument/Module

1. Select the Dashboard tab.

2. Manually stop monitoring the system being updated: clear the system’s Enabled checkbox.

3. Update the firmware.

4. After the update is complete, manually enable monitoring: select the system’s Enabled checkbox.

Figure 34 Disable/enable a system

www.agilent.com



User Guide Agilent Technologies CrossLab Smart Alerts

Documents

Transcript of User Guide Agilent Technologies CrossLab Smart Alerts