General description

The purpose of the project is to provide the service of maintenance record keeping for any property the user may have in one simple, ergonomic and useful application.

This the documentation of maintainMe application which attempts to achieve all the before mentioned goals.

The application interface is consisted of different sections and subsections. The description and function of these sections and subsections follows below.

Maintenance Records category

This category contains all the functionality that will allow the user to insert,view,update and delete maintenance records for his property. Its two subcategories are:

Maintenance records per property

Through this subcategory the user may view, insert and edit maintenance records for a specific property item.

After selecting the subcategory, a drop down property items selection menu appears, which will allow the user to choose one of items. By using the select button, the application displays the relative maintenance records already registered. If there are no maintenance records in the database, the user can use the insert new maintenance record option, in which case he is directed to the insert new maintenance record form. The insert maintenance record option is displayed even if maintenance records exist and is the main method of inserting maintenance records in the application. If the user selects the insert new maintenance record operation from within this subcategory, the Maintenance Types Per Property drop down list options are limited the the property item initially selected. If the user selects the insert new maintenance record operation from the Maintenance Reports subcategory, the the Maintenance Types Per Property drop down list options include all the maintenance types available in the user's database.

The insert new maintenance record form is consisted by the following fields: * Maintenance Types Per Property: This field represents the available maintenance operation per property item that the user has registered with the application. In this specific case, only the records relative with the users initial property item choice will appear. For example if you had selected a car Suzuki Swift, only relative maintenance operations will appear such as oil change for Suzuki Swift

* Pub date:

The date when the specific maintenance was performed By default it is pre-filled with the current date. Just a short cut in case the user has to insert records the day they were performed.

* Cost:

The maintenance cost. By default the field is filled with zero.


This is a field with different context depending on the property it is used on. In cars bikes etc it should be used in order to record the kilometers or miles. In other kind of equipment it can be used to record hours of operation (e.g in agricultural equipment, pumps, etc), number of pages in photocopying machines etc. In some cases it can not be used at all and should be left at its default value (for example in residences).


This field will describe the quantity of any kind of material used in the maintenance performed.


The person that has performed the maintenance we want to record.

* Comment:

A free non-obligatory comment. As example, in this field the user could use the kilometers or mileage of the car when the specific maintenance was performed.

After the registration of the new record, the application will return to the first screen, where all the maintenance records are displayed, with the newest record just registered on the top. The user can click on any record (they are links) and see the details of the record and edit or delete them.

Complete maintenance records list

This subcategory is similar with the previous one, with the basic difference that all the maintenance records available in the database for the specific user are displayed.

In the case that the user would like to register a new maintenance record, in the field Maintenance Types Per Property: he will see the maintenance types for all the property items he has registered.

Maintenance Reports

This category contains reports based on the data the user has registered with the application. This category will continually be enriched with new reports that will produce useful statistics, that would be difficult to attain with different maintenance record monitoring systems. Currently the following reports exist:

Total m. cost

This report will sum up the total maintenance cost of all the records and present them to the user.

Total m. cost/property

This report will present the total maintenance cost per property to the user

Total m. cost/year

This report will present the maintenance cost per property item/year and present it to the user. This is presented in a list that contains the yearly property items cost.

Properties and Maintenance types

This category will cover the maintenance types, property items management and the final link between the two of them.


This is the subcategory that will cover the property items management. At the first selection of the subcategory, all the property items the user has registered with the application will appear, with the option to select any of them. If the user selects any of them, he will see the details available in the database for the specific property item and the options to delete or edit them. The add new property item is presented at the end of the property items list.

In order for the user to register a new property item, the property general property item category has to be selected from the drop down menu, the name of the property item inserted in the form field and the date of the insertion filled in (usually auto included by the application)

At this point an explanation of the "general property item category" term is in order. This application is designed in such a way that the property items registered in it are divided among some general grouping categories depending on the type of the property item. For example if the user has 2 cars, he will register two property items that will belong to the general category "car".

The pricing policy of the application is based exactly on this characteristic. According to the current pricing policy, the use of the application is free of charge if the user has registered one or less property items per general category. There is a initial limit on this and a special feature through which the user can increase the maximum allowed property items per category, in order to avoid accidental charges.

An example of the policy is that the user can register for free one property item per category, for example the user can register one car, one bike, one house/flat etc. If the user wants to register 2 cars in the application, he will have to increase the maximum allowed property items per general category and as a result he will be charged for a small monthly fee.

For more on the pricing of the application, please check the details in the relevant section.


In this subcategory, the user will be able to register,edit and delete maintenance types. These maintenance types will have a general character as they are linked in a later subcategory with each property item.

The interface of the subcategory is more or less the same as the property items subcategory and the maintenance records subcategory.When the user selects the subcategory, the already registered maintenance types will appear, allowing for selection with the edit and delete function. The add new maintenance type is also included in the available actions.

It is desirable to use as generic as possible terms when inserting maintenance types. The same maintenance type would be able to be linked with a variety of property items. For example a maintenance type of paint restoration, could be linked with apartments, cars,bikes,boats etc. So there is no reason to add a maintenance type specifically for cars or bikes and limit its use to these property categories only. Choose a more generic term.

There is no limit in the number of maintenance types a user can register.

Maint.Types Per Property

This is the subcategory where a maintenance type is linked with a property item. The result of this combination is later used in the new maintenance records registration.

The logic is the same as the other subcategories. When the subcategory is selected, a drop-down list that contains the already existing property items appears, the user selects one of them and all the already registered maintenance types per property items are presented.

These records can be selected in order to view details, edit or delete them. After the list of the already registered maintenance types per property item, the insert new maintenance type per item option is included, which can be used to create new links between new maintenance types with property items.

The form presented is quite simple, there is a drop-down list that contains the already existing property items, a second list that contains the already registered maintenance types, a date field and a comment field. The date field is pre-filled with the current date.

Maximum Properties

This subcategory offers the functionality of maximum property items number change mentioned before. When selected, the user will be presented with a list of the property items number per general category that have been registered in the database, the number of the maximum allowed number of property items per category and a link that can be used to change the maximum allowed number of property items.

As mentioned before the maximum allowed number of property items per general category is used in the application pricing so use it with care.

The user has to keep in mind that if he want to reduce the number of maximum allowed property items, he will have to make sure that there is no general category with more property items registered than the new maximum number he desires to set, otherwise his change will not be accepted. For example the user will not be able to set as maximum property items allowed the number 4 if he has already registered 5 cars. He will have to delete one of the five cars and then proceed to the maximum number change.

Transaction center

The transaction center is consisted by 2 subcategories. These two subcategories are related with the invoice checkout and paid invoice history.

Pay invoices

In this subcategory the user will all see the outstanding invoices. The invoices appear in a list. The user can click on any of the invoices and he will be redirected to a page with a Paypal button.

By clicking on the button the user will be redirected on the Paypal web site, where he can use his Paypal account to pay for the account.

In case the user has not a Paypal account, he can use the relative option of Paypal and pay with his credit or debit card.

This subcategory offer to the user the option to view the history of his already paid invoices.

User details management

This category will allow the user to change his personal details and his password. The options of this category can also be found in a drop-down menu at the top of the page, for convenience sake.

User profile

This subcategory will allow the user to store his personal details in the application and update them whenever he feels it is necessary. These details will be not used for any other purpose than, the communication between the user and the application. The details will not be made available to anyone else.

Change password

This subcategory will allow the user to change his password.

Last modified: Sept. 16, 2012, 6:17 p.m.