NASHVILLE -- This year's Meridian Systems User Conference offered Meridian Prolog end users and consultants a chance to present their own quick tips for getting the most out of the software. Here we recount the seven tips that were on the agenda and the three tips presented, impromptu, during the session's Q&A session.

1. Updating Submittal Register item

Rich Zavali, an engineering application manager at Torcon, demonstrated a way to use temporary submittal packages to perform batch updates of submittal register items. First, create a temporary package; then, bring in the items that need to be updated, and, finally, copy the data from one field to all in the same column. Zavali also noted that data from Microsoft Excel can be pasted into Meridian Prolog's Submittal Package.

2. Updating multiple records with one step

Using custom queries as Pick Lists in data entry, coupled with the Quick Edit features, lets Meridian Prolog users update multiple records all at once, according to Julie Causey, project controls manager at AECOM USA. If you run a query with the desired filters, go into an RFI, use the Pick List to run it and then select the entire list, you can then use the Quick Edit button to change every item that has been selected, Causey said. Once the change has been made, these items should disappear from the Pick List.

3. Customizing buttons, toolbar menus

The far right of the Meridian Prolog toolbar features a button that lets administrators add or remove buttons from the toolbar, noted Craig DiGiorgi, PMAS systems manager for the Commonwealth of Massachusetts' Division of Capital Asset Management. Along the same lines, you can customize the action pane (by changing names, icons or tooltip text) in the Tools > Preferences > Customize menu. In both cases, DiGiorgi said, these changes can be reset.

4. Metrics Manager: Measuring what you encourage

Susan McDowell, manager of construction technology applications at Haskell, uses this process to see whether employees are making use of Project Talk, but it can be easily applied to construction scenarios.

The Metrics Manager tree includes a lot of preset queries. Once these queries are run, you can use the Group By menu to break the results down by the desired metric (subcontractor name or inspector name, for example). You can highlight a particular row to see a detailed breakdown, McDowell said, or you can export the data to Excel for analysis and graphing.

5. Using Crystal Reports to maximize Meridian Prolog

This tip, presented by Julie Adler of Barton Malow Company and the winner of the session's contest, uses Language formula fields in Crystal Reports to modify Report Manager information in Meridian Prolog and thus manipulate the output of a report without having to create an all new custom report.

The steps here are as follows.

• Modify the Crystal Report so that it contains the Language formula field.
• Add a new formula field that starts with "Ing." This way, it will appear on the Formula tab, Adler said.
• Add suppression statements to the necessary sections of the report.
• Modify the existing fields so that they contain Formula fields.
• In Meridian Prolog, update the run-time values in the Formula tab as necessary for the individual report that you are creating.

6. Creating "purchase order change orders"

Meridian Prolog's purchase orders cannot have duplicate item numbers. This typically isn't a problem -- unless you need to amend the PO and, therefore, want to show the additional quantity of an item, the item number, the PO revision number and the date of the revision. David Neilsen, associate construction manager at PBS&J, suggested that you create user-defined fields for the PO items grid, with the item number and revision number entered as text.

7. Categorizing invoices

When working with invoices in Meridian Prolog; you must categorize each invoice to agree with the item number in the application for payment schedule of values. The best way to do this, explained Suzi Pelhank, president of Contract Management Consultants, is through this four-step process:

• Enter an application for payment, noting the item number and period.
• Enter contract invoice and assign it to a category.
• Enter general invoice, again assigning it to a category.
• Run reports to get results.

8. Determining the right file type for data imports

If you need to import data into Meridian Prolog but don't know the appropriate file type, then export some data, one audience member suggested. Doing this will show you what required data fields you will need, and it will also export the data in the file format that Meridian Prolog supports for import

9. Saving time when creating invoices

When it comes time to send an invoice, as an Excel document, to a general contractor, lock all the cells that do not need to be filled out, a second attendee said. That way, when you create your invoice in Meridian Prolog, you only have to copy and paste the unlocked cells

10. Managing passwords

The process of setting and resetting passwords can frustrate users and administrators alike. One way to ease this process is to set the required password length as blank for a new user or for a user who cannot remember a password or has been locked out of the system. This will give the user access to Meridian Prolog but will also immediately prompt the user to enter a new password.