Clients: Inside a Work Order

Work Order Details

Opening a work order will bring you to the details page. This page holds all information that was input on the creation of the work order. In addition, the details screen holds a place to create and view notes that are relevant to the work order and a place to assign purchase orders to your vendors.

Work Order Notes

Notes are the place to keep track of information that is relevant to the work order. The notes section allows you to communicate any information between your own team, your vendors, or your client. 

When adding a note, you must input a type and description. There are many different types of notes to choose from to help show what type of information that is being input.  The description is the body of the note. This is where you will put the information into the note.

Notes can be edited, shared, deleted, audited, downloaded, and emailed.

Editing a note will reset the time on the note to the current time This brings the note to the top of the note list Sharing a note will push the note to the client/vendor that the note is shared to The note will populate in the client/vendors work order as a shared note The shared note will keep the note label Deleting a note will remove the note from the note list A shared note cannot be deleted Auditing a note will show all changes that a note has had, and who made those changes, and when Downloading a note saves a PDF of the note Emailing the note opens a modal and allows you to send the note outside the system.

Created notes can be searched to filter the notes down to more easily find information in the work order. The envelope symbol at the top will email all notes, and the download arrow will download all of the notes, rather than the individual notes in the Work Order.

IVR

The IVR tab of a work order keeps track of vendors clocking in and out of your work order. The Vendor will be able to clock in and out on this page.

Hitting the 'Clock In' button opens up a panel that shows the current location of the user and the current time. The Clock In time can be changed to retroactively check into a work order by clicking the 'Now' toggle and inputting a different time. Clocking in will change the Work Order Status to 'On-Site'.

To clock out, hit the corresponding button and a new panel will open up.

The clock out panel contains a new field called "Clock Out Reason" and is required. This will give you 3 options and will affect the status of the work order.

1. Quote Needed - Changes Work Order Status to 'Vendor Proposal Required'
2. Work Complete - Changes Work Order Status to 'Confirm Complete'*
3. Work Incomplete - Changes Work Order Status to 'Clocked Out: In Progress'

Invoices

The invoices tab opens up to show any Vendor Invoices that have been created for this work order. Invoices can be created from these tabs and are broken down in detail here.

Proposals

The Proposals tab operates very similarly to the Invoices tab. The Proposals tab has two sub-tabs that lead to Client Proposals and Vendor Proposals. Proposals for this work order can be viewed and created here. The proposal process is broken down in more detail here.

Documents

The Documents tab holds relevant documents for the work order. This can be photos, emails, PDFs, worksheets, etc. Documents can be added by pressing the '+' button and dragging a file or choosing from your files. 

You can upload multiple files at the same time to save time. Documents can be selected to be shared between companies, archived, or downloaded.

Fill in the following fields to help find your documents in your work order.

1. Document label - gives the document a general type.
2. PO # - select which purchase order this document is related to within the work order.
3. Description - freeform field to write a description about the document.

Once a document has been uploaded, you can select document(s) to do any of the following:

1. Share - Document can be shared to vendors on the work order
   1. Shared documents cannot be archived or edited.
   2. Once Shared, a document cannot be unshared.
2. Preview - Click on a document to see a preview if it is a supported document type.
   1. Documents can be shared, downloaded, and archived from the preview view.
3. Download - Click on the file name to instantly download, or select multiple and download to a zip file.
4. Archive - You can archive documents to remove it from the document list
   1. Archived documents can be found in the archive box, next to the search bar.
   2. A document can be unarchived to be brought back to the main document list.
5. Edit - When a document is expanded down, you can edit the label, PO# , and Description

The document list can be sorted by each column, and the columns can be selected via the column chooser in the top right corner. The columns can be re-arranged to customize your view to fit your needs.

Tasks

The task tab shows any tasks that have been set for the work order. The tasks can be set to correspond with a purchase order and given a category to give information on the follow up that is required. When creating a task for a work order, you can set a target start time which is what will set the priority of the task as the set time approaches. The Start Date/Time field can be used to track when a task was actually followed up on.