[A companion article to CMMS Integration Field Configuration. This article covers only how to normalize CMMS fields to Virtual Facility (VF) fields. For setting up the CMMS Configuration tab, see the main article.]
Overview
Normalized fields allow Virtual Facility to standardize CMMS data across different integrations. They provide a common field definition that multiple CMMS-specific fields can reference, enabling consistent reporting, filtering, dashboards, and business logic regardless of the source CMMS.
For example, different CMMS platforms may use different field names for the same concept:
| CMMS Field | Purpose |
|---|---|
| Shop | Maintenance Shop |
| Craft | Maintenance Trade |
| Maintenance Group | Responsible Work Group |
A normalized field allows these different CMMS-specific fields to be associated with a single standardized concept within Virtual Facility.
When to Use a Normalized Field
Configure a normalized field when:
- Multiple CMMS systems represent the same business concept using different field names.
- Reporting requires a consistent field structure across integrations.
- Data mappings need a standardized destination field.
- Business processes should operate against a common field regardless of the CMMS source.
Please note: Even if an organization only has a single CMMS integration, the VF platform is built to be vendor agnostic. Because of this, the normalized fields are necessary to represent standardized business concepts within the platform regardless of which CMMS, and how many CMMS integrations, are configured so that users can view, organize, and report on the standardized concepts without unnecessary difficulty.
How Normalized Fields Work
A normalized field serves as a common reference point.
Instead of treating similar CMMS fields as unrelated data elements, Virtual Facility can associate them with the same normalized field.
Example
| CMMS | Source Field | Normalized Field |
|---|---|---|
| CMMS A | Shop | Shop |
| CMMS B | Craft | Shop |
| CMMS C | Maintenance Group | Shop |
Although each CMMS uses different terminology, Virtual Facility can treat the fields as the same field through normalization.
Configuring the Normalized Field Setting
- Navigate to Settings.
- Open CMMS Configuration.
- Select Fields.
- Open the field you wish to configure.
- Locate the Normalized Field setting.
- Select the appropriate normalized field from the drop-down list.
- Save the configuration.
Available Normalized Fields
When configuring a field, the Normalized Field drop-down displays the following standard values.
| Normalized Field | Description | Example Use Case |
|---|---|---|
| Asset | Identifies an asset associated with a work order, event, or record. | Equipment ID, Asset Number, Asset Reference |
| Location | Represents a general location where work occurs or an event is associated. | Location Code, Location Reference |
| Building | Identifies a building within the facility hierarchy. | Building Name, Building ID |
| Floor | Identifies a floor within a building. | Floor Number, Floor Name |
| Room | Identifies a room or space within a facility. | Room Number, Room ID |
| Assignee | Identifies the individual or group assigned responsibility for the work. | Assigned Technician, Responsible Party |
| Shop | Identifies the maintenance shop, trade, craft, or work group responsible for performing work. | Shop, Craft, Trade, Maintenance Group |
| Priority | Indicates the urgency or importance of the work. | Work Order Priority, Service Priority |
| Resolution Notes | Stores notes, comments, or descriptions related to the resolution or completion of work. | Resolution Notes, Completion Comments, Closeout Summary |
Note: Select the normalized field that best represents the business purpose of the CMMS field. The source field name does not need to match the normalized field name exactly. Fields from different CMMS integrations that represent the same business concept can be assigned the same normalized field.
Selecting the Appropriate Normalized Field
Choose the normalized field that most accurately reflects the business purpose of the CMMS field.
Correct Example
| CMMS Field | Normalized Field |
|---|---|
| Shop | Shop |
| Craft | Shop |
| Trade | Shop |
All three fields represent the maintenance organization responsible for performing work and can therefore share the same normalized field.
Additional Examples
| CMMS Field | Normalized Field |
|---|---|
| Building Name | Building |
| Facility Building | Building |
| Room Number | Room |
| Assigned To | Assignee |
| Technician | Assignee |
| Work Order Priority | Priority |
| Closeout Comments | Resolution Notes |
Incorrect Examples
| CMMS Field | Normalized Field |
|---|---|
| Priority | Shop |
| Trade | Resolution Notes |
The field meanings do not align and should not be normalized together.
Best Practices
Normalize by Business Meaning
Normalization should be based on the purpose of the field, not simply similarities in naming.
Avoid matching fields solely because the fields contain similar values or labels.
Establish and Reuse Normalized Fields Consistently
Before creating new field mappings, determine whether an appropriate normalized field already exists.
Establish normalized field assignments early in the implementation process and apply the assignments consistently across integrations. Reusing established normalized fields improves consistency, simplifies reporting, reduces mapping complexity, and improves long-term maintainability.
Maintain Consistency Across CMMS Platforms
When multiple CMMS systems use different names for the same business concept, assign the fields to the same normalized field whenever appropriate.
For example:
| CMMS Field | Normalized Field |
|---|---|
| Shop | Shop |
| Craft | Shop |
| Maintenance Group | Shop |
A consistent normalization strategy allows Virtual Facility to treat equivalent data consistently regardless of the source CMMS.
Review Reporting Dependencies
Changes to normalized field assignments may affect:
- Reporting
- Dashboard filters
- Data mappings
- Integration behavior
Review existing dependencies before modifying an established configuration.
Consolidated Location Field vs Separate Location Fields
Some CMMS platforms utilize a singular, consolidated location field instead of separate, discreet location fields for each level of a location's hierarchy. This can make normalizing the location data challenging. Because of this, VF has both types of normalized fields available for use in standardizing the CMMS data within the platform. Ensure you are using the appropriate normalized field(s) for the type of source data that is integrated into VF.
Troubleshooting
Reports Show Separate Fields for Similar Data
Verify that related CMMS fields are assigned to the same normalized field.
Data Appears Under the Wrong Field
Review the normalized field selection and confirm that the selection reflects the business purpose of the source field.
Expected Data Is Missing from Reports
Verify that:
- A normalized field has been assigned.
- The field mapping is configured correctly.
- Relevant CMMS values are being populated.
Frequently Asked Questions
Does changing a normalized field modify data in the CMMS?
No. Normalized fields affect how data is interpreted and organized within Virtual Facility. Normalized fields do not modify data in the connected CMMS.
Can multiple CMMS fields use the same normalized field?
Yes. This is the primary purpose of normalization and enables consistent reporting and processing across multiple systems.
Should every field have a normalized field assigned?
No. Normalization is typically used only when a field represents a standardized business concept that may exist across multiple CMMS platforms.