Linking Your Record360 Account With Your Elite System

Current Record360 customers can use a configuration between Point of Rental and Record360. Connecting the systems will facilitate syncing fleet records from Elite to Record360 and provide direct access to assets in Record360 from within the Elite asset item record.

Topics included in this article

• Getting Started and Setup

• Accessing Record360

Getting Started and Setup

A fleet file can be generated at regular intervals, allowing updates to existing assets and adding new assets to the Record360 ecosystem. 

Fleet File

The fleet file is generated as a CSV file. The file includes Serialized fleet with an item type of "Rental - Normal," "Rental - Hour Meter," "Rental - Usage Item," and "Rental - Accessory." Inactive items with a quantity are also included. 
Bulk items and serialized items with a quantity greater than 1 are excluded.

Security Setup

To configure this, the desired external ID needs to be set in Point of Rental.  This can be found within Elite's Configurations panel (Configuration gear > Security > Configuration area).

Two security settings control the view/editing of the Record360 configuration. Viewing and editing this configuration can be restricted at the company, group, or employee level. Setting Yes at any level will give users access at that level.

When enabled, return to the Browser Configuration screen (Configuration Gear). You will see the Record360 configuration settings at the bottom of the screen (scroll down). This is where you will define the Elite field corresponding to assets in Record360 (what a user in Record360 would use to search for an asset).  For Elite customers, this is likely the Item Key field.  

Automatic Report Setup

Next, an Automatic Report should be set up to email a fleet file to Record360 at regular intervals.  This is accessed through Configurations>Reports and Notifications>Automatic Reports. Follow the steps below on how to set up an automatic report. For more information, see our article Automatic Reports.

1. Add a new automatic report by clicking the ‘Add’ button in the bottom right.

2. Give the report a description and store number. ‘000’ should be used.

3. Select the file name R360.FleetListing.SQL.rpt.

4. Set the File Name field to R360FleetListing.csv (this will force the export to a CSV file for ingestion by Record360). Important! Double-check the File Name field for leading or trailing spaces. Extra characters may cause report delivery to fail.

   • You can set the File Save frequency if you would like a copy of the file, but it is not necessary.
      

5. Set the Email option to the desired frequency.

   • Most likely Daily.
      

6. Add the email address Record360 provided you (this is a special email address that only Record360 can provide).

7. Update the parameter settings on the Details tab:

   • Set the Store Name

   • Set the Export option to true

   • Set the Language option to 1 (your default system language)
      

8. Use the ‘Test Report’ option at the top of this screen to ensure the report generates correctly.

Confirm System Notifications Email

1. In the Configurations panel, open App Configurations > Reports and Notifications > System Email Setup and select System Notifications from the drop-down. Select Edit to proceed.
2. To ensure accurate report delivery, please verify the email address in the Email Address field. Record360 will utilize this address as the report's sender.

Accessing Record360

This happens from the item record, which can be accessed from multiple places in the Elite application (File Maintenance, Item Availability, Purchase Orders, Contracts, Repair Orders, etc.).  From the top menu bar in an item record, the Record360 option will open the asset in the Record360 web app.  Access is only available from a true serialized/non-bulk item.

• If you have an active login session, it will open the Unit Details page corresponding to the asset in Expert.  If no active session exists, you will be prompted to log in.

• If there is a unique identifier defined in Elite Configurations, but the corresponding field in the item record is blank, you will receive a warning message.  

• If no unique identifier is selected in Elite Configurations, you will be redirected to a demo request page for Record360.