CMMS Software Information Page


Facilities and Maintenance Software Information Page

At the Controls: Using COGZ CMMS Software Tools

This section provides an overview of each type of screen and procedure contained in COGZ CMMS Software. The keys used to navigate the screens are also discussed for facilities and maintenance.

Keyboard Guide

When it is necessary to indicate a combination of keys, the following convention is used throughout this manual:

TAB Windows standard field navigation key is the TAB key. Pressing TAB moves the cursor to the next field. SHIFT-TAB moves to the previous field.

Alt+A     This means to press and hold the Alt key, then press and release the A key. After releasing the A key, release the Alt key.

A button or field prompt that contains a highlighted character indicates that you can select this field or prompt by typing Alt + the highlighted character.

The following keys are used consistently throughout COGZ CMMS Software.

F1: Press for Help.

Esc: Escapes from the current operation. This key will bring you back to the Main Menu if pressed enough times.

Cursor up and cursor down keys: Allows you to scroll through the rows of the list.

Cursor left and cursor right keys: Allows you to scroll through the columns of the list.

Ctrl+PageUp Ctrl+PageDown: Moves to the top or bottom of lists. Hold down the Control key while pressing the second key then release both.

End: Jump to the end of an entry field.

Home: Jump to the beginning of an entry field.

Add: Adds new record to a list.

Delete: Deletes record from a list.

Edit: Allows you to change a record contained in a list.

Enter: In a List: Displays the form for editing. In a Form: Completes and saves the form.

PageDown: Move down one list page at a time.

PageUp: Move up one list page at a time.


Mouse Guide

The mouse can be used to navigate the system. The left mouse button is used to select buttons or move from field to field. Double clicking on a highlighted list item is the same as pressing enter. The right mouse button is used to access the Xplore function of the lists. This function is explained in greater detail in the Lists section.


COGZ CMMS Software is a menu driven program. A menu is defined as a list of options. To proceed from one area to another, a menu selection must be made. The selections available include: another Menu, a List, a Report, or a Form.

To navigate the menu, use the Mouse to point at the desired choice and click with the left mouse button. Keyboard select the choice using the ­ and ¯  keys and press Enter, or type the highlighted letter of the menu item. This selects the highlighted item.



The Setup, Work, Equipment, Inventory, and Purchasing sections of COGZ CMMS Software all utilize Lists. They are used to look up data for verification purposes and to access forms where you may add, edit, or delete data.

You can access a list through a menu selection, or one might automatically pop-up when you have entered information that the system is unable to verify. Data is considered verified when the system is able to find that it already exists in a database. If it does not exist, the pop-up list provides an opportunity for you to enter it.

You may change the size of your lists in two different ways. Lists can be maximized to fill the entire screen by pressing the maximize button, located in the upper right-hand corner of the list. If the list is already maximized you may restore it to the original size by pressing the Restore Down button, located in the same spot. Lists may also be resized by dragging any edge of the list until it is the desired size.

Some lists have the ability to mark items as inactive. When you select to display these items they will be displayed in red to distinguish them from normal items.

Sort: Click on a column header to sort by that column. Once data is sorted, look for a > or < sign to indicate ascending or descending sorting order. Large files may require a few seconds before the sort will take effect.

Right clicking on a column header can access more sorting options. This will bring up three selections. Escape allows you to leave the window without making a change. Key Sequence undoes any sort orders in place. File Sequence displays the records in the order in which they were entered. The most recent record will be at the bottom of the list.

Find: Select the column header for the column you wish to search in. Typing in the first few letters of the record you are looking for and pressing the find button, will take you to the record that most closely matches what you have typed.

Click on the records section of the list and you will be in the Incremental Search mode. As you type, the list will search for the desired record. If an exact match is not found, the selector bar will highlight the closest recorded entry. This powerful function can be a tremendous time saver when working in lists with numerous entries.

Filter: The filter button turns the filter function on and off. When you turn this function on it calls up the filter window. By clicking on the Advanced check box, the filter will do a more thorough search of the data, but it will be slower, especially depending on the amount of records being searched.

The Filter Button calls up the Filter Window, which will filter out records from the List View that DO NOT meet your criteria. The filter function is available on all major lists. By turning the filter off you can view all information shown on the list.

Query Button: Calls the list of Saved Queries from which Queries can be selected, added, edited, or deleted.

Reset Button: Resets the list to its format before the current query was executed.

Tab Views On the top of many lists you can access information related to the record that is highlighted on the main list. For instance, in the Inventory List the tabs available are Inventory, Cross Reference, History, and Equipment Used On. Pressing any of the tabs will provide access to information related to the highlighted Inventory part.

Each of the following keys provides access to a form for a specific purpose:

Edit is used to add a record to the list. This will display the appropriate blank form where data may be entered. When you have completed your data entry press the save button and you will be returned to the list and the new record will be inserted in the proper sequence in the list.

Delete is used to delete an existing record and any associated records. Highlight the record with the selector bar and press the Delete button.

The system will display a form to verify the deletion. Press Yes to delete the record; press No to exit without deleting the record.

Please note that there is no way to restore the record once you have answered yes to “Are you sure that you want to delete the highlighted record?”

Copy: Copies the highlighted record, displaying the form to create a new record with duplicate information already entered, except for the identifying field. You must modify any fields that are unique on this new record or you will get a duplicate error. For example, if you copy a piece of equipment from the equipment list, the new record that you have copied to needs a modification of the equipment number. You cannot use the same equipment number since it already exists.

Select: This button is only highlighted when a list has been called up as a lookup, used for entering information into forms. Once selected you will return to the procedure from which the list was called.


The Xplore feature is designed to allow you to manipulate the columns contained within COGZ’s lists. Customization to the list is saved for the next time you run COGZ. Right clicking the mouse on the particular row or column of data that you wish to manipulate gives you access to this feature. The Xplore functions can be used on any list found in COGZ.

Adjust All Widths: This function adjusts the widths of all the columns in the list to fit the largest piece of data contained in each column, allowing you to view all of the text contained in each column more easily.

Filter: This function allows you to view only the data that you need by filtering words contained in the selected column. You can filter data by words contained in a field or by words that are not contained in the field. The following list of functions illustrates a few different ways of filtering the information that you would like to view. You may also design your own filter if none of the ones in this list suit your needs.

CMMS Software Filters

Sort: The sort function sorts the data in accordance to the column that your mouse pointer is over. For example, if you are over work order description when you click on the sort function your data will be sorted alphabetically by work order description. You can also sort data by simply clicking on the column header. Using this method, your previous sort will be retained on browses. A message will display to indicate that the previous sort has been saved on columns that are indexed. Click Don’t Show this again to disable this message.

CMMS Software Inventory List

On columns that are not sorted, the following message will appear.

CMMS Software Column Indexing

Clicking No will cause the browse to display with the default sort order. Yes will use the last sort.

Xplore:The Xplore function brings up a list of options for you to choose from. They all deal with rearranging data and column headers to allow for easier viewing. You can select an option from the list by clicking on the desired function and a check mark will appear on its left side. To change your selection click on another function and the check mark will move from the previous to the current option.

CMMS Software Xplore Option

The major features accessed from this menu are the abilities to resize your lists, color code your data for faster identification, and arrange columns in an order that best suit your needs.

Properties: Allows you to customize the list you are currently viewing. This function also has a button on the top of each list or you can right click on your mouse.

CMMS Software List Format Properties

This feature lets you change the format of the list in question. From this screen you can add, edit, or delete the fields that are displayed on the list. This feature also contains several options from the Xplore menu illustrated above.

Hide Column: Hides the column that your mouse is over. The column will disappear from the list view, but can be brought back at any time by using the default function.

Default: Brings the list in view back to its default form. This function will change everything that you have altered in the list back to its original format. To bring all lists back to their default settings delete the cg4brw.ini file, located in your Windows directory.

Output: Allows you to choose from several different options for output of your data. You may print your custom lists, graph, or export your data to a file or Excel. Exporting data to Excel is a powerful function that gives you the ability to manipulate your data any way you like and display data in charts or graphs as shown below.

CMMS Software Outpout to Excel

Wide List

CMMS Software Wide List View

An alternative way of viewing the list is using the Wide List. Wide List format enables viewing details of your equipment, work orders, inventory, and purchase orders at a glance just by scrolling through your data lists. As the data scrolls in the top list, details display in the related bottom list. The Wide List is designed to be used on monitors with a resolution of 800 x 600 or greater.



CMMS Software Equipment Form

The form is used to add or modify data. A form is accessed from a List.

A form has several different types of fields. There are required fields where information must be entered. The system will then verify that this information exists in the related database before accepting it. If it is not found, a list will pop-up allowing you to find the closest match or to enter new data. When you are positioned in the list you have two options. First, by using the locator field you can start searching for the desired information, highlight any item, press Select and that information will automatically be entered into the field in the form that originally popped-up in the verification list. Or, you can add the information that does not exist. You can create it on the fly by pressing the Add key to access a blank form.

Enter or pressing OK will save all the data. Any fields that are look-up fields will be verified when you press Enter. If a field entry cannot be verified a look-up list for this field will be displayed. See the List section in this manual for additional information.

Fields highlighted in red indicate a required field; information must be entered into all required fields before the record can be saved.

The button to the right of a field indicates that a lookup field is available. Click on the button or press tab and enter to access the lookup.

Esc will return you to the previous procedure.

Cancelwill exit from the form without saving.

OK will save the form and return to the previous procedure. Any fields that are look-up fields are verified. If a field is not verified, a look-up list for this field will be displayed. See the List section for additional information.


Lookup Fields

The Lookup field Drop-Down arrow indicates a required entry. This data always comes from a related database. To speed the entry of this repetitive information the Lookup Fields automatically search and complete the entry as you type. There are three methods of filling in Lookup Fields.

1.        Incremental Lookup: Place the cursor in the field; most times you will only have to type in the first few letters to find a matching entry. This will prompt the Selection List to give you an entry that matches. If the letters you have typed in do not match with any entries the Selection List will automatically pop up and take you to the closest matching entry. If a match cannot be found, the Selection List will automatically pop up, allowing a selection or addition to be made.

2.        Drop-Down Arrow: The Drop-Down arrow takes you to the Selection List where you can choose an entry that matches your needs.

3.        Arrow Up and Down Keys: Place the cursor in the field and press the up or down arrows to look through all of the entries in the Selection List.

Date Fields

To enter the desired date, click on the calendar icon to the right of the entry field to bring up the calendar selection.

The column headed by the question mark on the top right indicates the week of the year.

Bow tie: Highlights today's date.

Check mark: Selects the highlighted date.

X mark: Exits this screen.


Query Wizard

The Query Wizard easily creates savable queries. When a query is in effect, only the data that you have selected is displayed in the list.

Saved Queries

When you press the Query button from the lists you will be brought to the Saved Queries screen where you can view all existing queries. From this screen you can select a query to perform, insert a new query, change current queries, and delete saved queries.

Select: The select button performs one of the currently saved queries.

Insert: The insert button creates new queries. Pressing the Insert button will automatically take you to the Query Wizard, which will walk you through the process of creating new Queries from scratch.

Change: Allows you to modify existing queries.

You will be asked to enter a new description for the query or to keep the previous name.

Delete: The delete button allows deleting of a saved query.


Field Selection

The Field Selection box allows you to choose the field that you would like to evaluate. There may be more than one data field with a similar name listed in the box. You must keep this in mind and may need to scroll all the way down the list to find the field for which you are looking.


Operation Selection

The Operation Selection allows you to choose which operation you would like the query to perform on the data fields provided in the previous step. The operations displayed are dependent on the field you have selected.


Value Entry

The value entry box of the Query Wizard allows you to enter the value or text to be used with this query.


Current Query

The Current Query section adds additional conditions to your query by pressing the AND or OR buttons. The Change button will allow you to modify an existing value.


The additional condition will be displayed along with the initial condition. Finishing the query will allow viewing of the selected data


Press the Yes button to save the new query; press No to run the query without saving it to the list of Saved Queries.


Saving a New Query will require you to enter a description, which will be used as the title of the query. You can access queries saved in this manner from the Saved Query list for future use.


Work Order and Purchasing Entry Form

The Purchasing and Work Order sections of the program are the only two sections that utilize entry forms. The entry form consists of a header section and a list. The header section contains information related to the detailed lines of the list, such as vendor name, address, and work order number. Changes to this information can be made as necessary. The bottom of the entry list is identical to other lists providing access to a form for adding, editing, or deleting data and listing the available information.


Reports and Printing

COGZ contains many standard reports. They can be printed in two ways.

1.             Button Reporting: For Work Orders, Purchase Orders, Part Tags, and Equipment Labels easy Button reporting has been made available. This enables you to easily create or review information and print from the same location. You can create a Work Order or Purchase Order and just press the print button on the list to print it immediately. Most button reports also have a batch printing report so that you can print a range when required.

2.             Menu Reporting: COGZ also contains a Report Menu. This menu contains all reports for the entire system.

The two print options available are reports to be previewed on screen or printed reports. With the Optional Email Module, a third option is available to email a report to an individual.

Screen: The report immediately appears on the screen once you have made this selection. You may scroll through it or print it from the preview. Some Windows printers do not print exactly what you see on the screen. In this case we suggest printing directly and not from the print preview.


If you want to narrow the items printed on your report most of the reports available have From and To fields where some limiting factors can be entered.

A query option is also offered on several of the reports in the report menu. Use this option to narrow down the items that you will report. Checking the Query Report box will take you to the list of Saved Queries where you can choose an already existing query or you may create a new query using the query wizard.


From the print preview the report can be zoomed, specific pages can be printed, number of copies can be selected, and printer setup can also be changed. Some Windows printers do not print exactly as what you see on the screen. In this case we suggest printing directly and not from the print preview.


Print Preview

Zoom Buttons: Gives easy access to horizontal zooming and full page viewing of the document.

Zoom Pct: Zooms in and out of the picture for closer or further viewing.

Page Viewing: Scrolls through pages if it is a document with several pages. You can choose to go one page at a time using the single arrow keys, or you can go to the first or last page of the document with the double arrow keys.

Red 1: Prints Current Page.

Pages to Print: Lets you be selective about which pages you are printing.

T Button: Reports’ data is now exportable to an ASCII file. The print preview screen contains a “T” button. Press to export your report to a file.

Print Button: Prints the document

Copies: Specifies the number of copies you would like to print

Red X: Closes the Preview Window without closing the entire program



Detailed help is available by pressing the F1 key.

The help section will also help you to determine information about your COGZ system, such as what version of COGZ you are running, the serial number, and what modules are currently installed.

The About menu selection contained in the help menu will take you to this informative screen.