Work order


Read also:

A work order is a job that should be performed, but does not count as a recurring service. Used in e.g. repairs and installations.

There are a variety of settings for customizing work orders according to your business needs. Therefore, the documentation here is only one version of what a work order might look like. If you do not see features presented here, it depends on the settings you or an administrator at your company have selected. All optional settings for Work orders are listed at the bottom of this documentation under Information to administrators.

You can create a work order by clicking Execute – Work Order , in conjunction with a bug report and after a service performed.

Below you see an example of Assignment.


How to create a Work order:
  1. Sign in to your account.
  2. Go to Perform > Work Order.
  3. Press the button with the +sign to the right of the search box.
  4. Fill in the required fields.
  5. When you are done, press the Save button at the bottom of the page to save the new work order.

When the work order has been saved, the date of creation is displayed and (if you have selected that setting – see more under Module settings – Work order settings – Show last edit) in a drop-down list, you will see the date and name when and by whom the order was changed.

Search Work order 

Click this button to filter your search.
Example: select those assigned to you, refine by date, customer, etc.

If you want to use the same filter multiple times, you can choose to Save settings, at the bottom of the box. Your selected filter will be viewed under the search box.

Bläddra-knappar

You can scroll through the work orders, partly by clicking on an order in the list, and partly by scrolling with the arrows in the upper right corner inside an order.

If you used a filter for your search among orders, you scroll through that selection.

If you want to search for a specific order and know the number, you can write an asterisk * before the number.

3 streck kan betyda lite olika saker

By clicking on this symbol, you can display lists of work orders and can handle several orders at the same time, eg Print the list, Send orders to accounting software, sign

Image 1: view settings
Image 2: +sign

Sort the list

You can sort the work orders in your list.

  1. Click on the right half of the symbol shown in Image 1: view settings).
  2. Click on the small plussymbol (Image 2) to the right above the list.
  3. Select categories to be visible.

If you want to change the order, drag the categories where you want them.

Delete a category by dragging the category to + (the same one you clicked to add) and drop the category there.

Creating a list of work orders
Sökfilter

1. First select if and how to filter your list by clicking the filter button.

Ladda ner/exportera lista

2. Then click on this button. The list is created as a csv-file and can be opened in Excel, Numbers and other spreadsheet programs.

The different fields on a work order.

Image 1

The fields and functions you see depend on the settings you have selected, whether you create a new work order or perform the task in the work order. These settings are made by signing in with an admin account. Read more about settings and rights for work orders at the bottom of this page.

Custom fields are those you create yourself. See Image 1 and the field named “Special information.”


Subgroups

If you use the subgroups function, select which subgroup to link to the work order.

If you have added custom fields for a subgroup, they will be automatically added to the work order.

Planned

Enter the date when the work is planned to be performed.

Customer

Enter the customer’s name in the box. The search function (click on the magnifying glass) helps you to find the right existing customers. If the customer is not on the list, write the customer’s name. You will then be asked if you want to add the customer. Answer yes and the customer will be added automatically. If you want to directly fill in more information about the customer, click on + Add customer. A new tab in your browser opens where you can fill in all the information in your Customer Register.
This field is mandatory ie you must enter a customer.

Adding a facility inside a work order
Image 2
Facility

Fill in the name of the facility. The search function (click on the magnifying glass) helps you to locate existing facilities.

If the facility is not in the list, enter the name of the facility and it will be automatically saved in the Facility Register . If you want to fill in the address of the facility at the same time, click on + Add facility. A box will open where you can fill in the address. Click Add when done.

If you want to enter more information than the address of the facility, click directly on the More button and the facility will open in your Facility Register. (Opens in a new tab in your browser.) Fill in and save the information. You can now close that tab and return to the tab with your work order.

If the billing address differs from the address of the service object, a facility must be selected or added.

Custom field

You can create any number of custom fields to add your own information. These fields are created using an admin account.

Invoiced to

Here you enter the information needed when a customer other than the one specified in the work order is to be invoiced.

Person of contact

Here you can either search for contact persons / customers for the customer / facility or add a new contact person / customer. The information is saved so you can quickly search for it next time.

Custom field

If you have created your own custom fields for work orders the field will appear here. See example in image 1. The custom field is here named Special information.

Cost center

If further information regarding the cost center needs to be included on the invoice, it can be stated here.

Customer order number

Fill in if requested.

Custom status

Own status is a field that is formulated and set by yourself, for example if it should be mandatory to enter your own status. The settings for this are made via your administrator account.


TASK

A work order can contain several assignments. An assignment contains a description, measures and articles. To add a new assignment, click the + Add Assignment button. An assignment is located in its own field with a blue background so that you can easily see the different parts of the assignment.

You can also, after saving the work order, duplicate an assignment by clicking +Duplicate Assignment under the assignment you want to duplicate. To edit the duplicated assignment click Edit at the bottom of the work order.

When working in the mobile with a work order, you will find a box at the top of the mobile that indicates which assignment is displayed (the service object and the description of the assignment). If you click on the box, you will get to the top of that assignment.

QR-code symbol

If you see this symbol, you can use the mobile phone’s camera to read the QR code on service objects. Then all information entered on the service object is filled in automatically.

Service object

Service objects entered on the customer in the Customer register appear when you place the cursor in the box.

If the service object is not in the list, you can add it by clicking + Add a new service item.

Description

The description is displayed in the list of work orders to support identification.

Error/Cause

In the case of an error report, enter the error here.

Mesasures

Under measures, list what was done and the date of the action.

Time

If you have chosen to separate time from articles, there are fields for this here. This is a setting made with an admin account.

Articles

Enter articles needed for the assignment and used items. You can see who added the articles and the price for them if you have that permission.

The article search function helps you find the right one. You see recently used items as well as the items of the selected service item. This applies to all article search fields. Prices are retrieved from the article register.

Viewing price, net / gross and discount is a setting of user permission made with an admin account.

Streckkodssymbol

The barcode symbol indicates that you can use the phone’s camera / barcode scanner to read a barcode to add items.


Articles to be ordered

Click + Add Item to add items that need to be ordered to complete the quest.
NOTE: These items will not be sent to the invoice. If you want, the article can be converted to a used article by clicking the green arrow and the article will be moved over.

Self-checks

Here you add any self-checks. You create a self-check under the menu Function> Self-check. See more under Creating templates.

Other articles

Other articles may be those that do not directly belong to the assignment. It is a separation that can be used if you want to differentiate in the statistics.

If you have chosen to separate time / articles, Time and Articles will appear both under Assignment and under Other articles. This is a setting made in Group settings – Edit article settings – “Separate time report articles”.


Booked

Select/assign a resource to carry out the assignment and specify the booked day and time. Click + Add a booking. The resource’s working hours are filled in automatically – if you have entered these under User settings.

A warning triangle appears if you try to book a resource that is already booked on another order.

When you create a booking, you will be asked if you want to send a booking confirmation to the contact person for the order. The date for when the booking confirmation has been sent and if the booking has changed after the confirmation has been sent is displayed. You can also send a booking confirmation directly from the detail view of the order.

The booking confirmation e-mail includes the name of the technician, date of the booking and the order number. If the recipient of the booking confirmation has a login as customer user the e-mail also includes a link to the Work order.


Comments

Here you can add additional information. By default, the comments are not displayed to the customer. If you want the customer to see the comments, you can change it when you have saved the order.

Pratbubblan och en siffra visar att det finns en kommentar

This symbol with a number indicates that there are comments in a work order. The symbol appears in the lists of work orders (but not if you have selected the list mode).



SAVE

When you have filled in all the information for the work order, click on Save.

Signing

To approve a work order, a signature is required. This signature can either be filled in by the responsible technician or customer. If work on the work order is performed on several different occasions, the work order is partially signed.

Even if you have signed the order, you can still add lines (items, actions) to work orders but not change in the already signed lines. Click Edit to make changes on the order.

A name clarification is automatically located for the name you entered under your account settings. If you ask another user or customer to sign the work order, enter a new name clarification in the field.

Once you have signed the order, you can mark it as Ready for invoicing and / or Send order to accounting software. It is now also possible to Generate invoicing data.

Signatures can be cleared if the user has that permission. Admin account is required to set this permission.



More to do

Edit, Assign, Upload document, Email protocol, Cancel, Delete, Set to recurring, History

Concerning Delete and Cancel
If you choose to delete an order, it will disappear completely, including the history of the order. If you choose to cancel, the history remains and is marked with a large red cross in the list of work orders and in To do.

Concerning Upload Document
To be able to delete documents, you need a special right that an administrator can grant you.
If you need to rename a document, do so locally on your device, reload the document, and delete the old one. It is not possible to rename an already uploaded document.

If you use a mobile phone to take photos as attached documents, the photo will be sent directly to the work order. They are not saved on your mobile.


Information to administrators

There are a number of settings for work orders and permissions that can be made. Sign in with the admin account – In Group settings you will find Module settings.
Read also:

List of module settings – Edit Work order settings
  • Articles to be ordered email.
    Enter an email address to receive email about items that need to be ordered. These are sent automatically when a work order is saved.
  • Articles ordered email.
    Enter the email address to receive email about items that have been ordered. These are sent automatically when a work order is saved.
  • Articles delivered email.
    Enter the e-mail address that should have e-mail when parts are delivered. These are sent automatically when a work order is saved.
  • Description suggestions.
    Give suggestions for, for example, common descriptions of the assignment.
  • Measure suggestions.
    Indicate proposals for, for example, common measures for the assignment.

  • Print settings:
    • Show signatures.
    • Show images.
    • Show full self checks.
    • Remove prices from print.


  • List settings:
    • Sort on serial number as default.
    • Set begun on added articles
    • Show sub group shifter
      The different subgroups appear as menu tabs over the work order list so that you can quickly choose to see work orders for each subgroup.

  

Custom statuses

Click on +Add status. In a text field, enter the different status expressions you want to use. Select the color that the status should have in the list of work orders. The color is placed as a narrow strip on the symbol for the work order – see picture / symbol below. The green stripe.
You can change the order of the status fields by dragging the three dots on the left.

A drop-down menu is created on the work order where you then select the status that applies to the current order.
Should it be mandatory to enter status, select that setting – see further down in this list under Require custom status to sign the order or save order.

En arbetsorder. Den smala gröna remsan berättar att ordern har en egendefinierad status

View settings

  • Show customer comment on order
    Comments you put on the Customer in the Customer Register are displayed on orders under the customer’s name. See image below.
  • Show facility comment on order
    Comments you have placed on the facility in the Facility Register are displayed on orders under the name of the facility. See image below.
Showing where comments on customer and/or facility will show.

  • Show service object comment on order.
    Comments you put on service objects in the service object register are displayed on orders under the name of the service object.
  • Disable ready if there are articles to be ordered. 
    When you click on Ready to invoice, a box will appear informing you that there are items to order and the order can therefore not be marked as Ready to be invoiced.
  • Auto assign user when signing.
  • Include custom fields on PDF.
  • Include custom status on PDF. 
  • Include creation date on PDF.
     
  • Require measures to send order.
    You must have specified one or more actions before you can send the order to the accounting software.
  • Require service object for signature.
    The work order cannot be signed without a service object linked to the order.
  • Require service object runtime if a counter exists.
    The work order cannot be saved without filling in the current operating time.
  • Require custom status to sign order.
    You can not sign the order without having selected a custom status. You create custom status based on your own needs.
  • Required custom status to save order.
    You can not save the order without having selected a custom status. You create custom status based on your own needs. See Custom Status.
  • Show “Add measure”-button in details view.
    The + Add measure button appears below the ASSIGNMENT – Measures field so you quickly can add actions. So you do not need to click Edit first.
  • Require price on all articles.
    Price must be stated for all items you add to the order.
  • Show address on details view.
    Displays the visit address (in text) on the work order.
  • Show last edit.
    The top part of the order shows the field Last modified:. In a drop-down menu, you see when and who made changes to the order. The field only appears when there are changes.
  • Require contact information to save order.
    You must enter a contact to save the work order.
  • Require articles from registry .
  • Add model to database.
    When you add a service item and specify a new model, it is added to “Group Models”.
  • Set default planned date to today.


Fast add articles

Here you can list items that are always coming up as suggestions when creating a work order. If you have subgroups, you set whether all or only selected subgroups should display the articles.


Custom field

Read more about custom fields here.

User permission concerning work order

View, View (only) assigned, Edit, Edit (only) assigned, Create, Delete, Invoice, Generate invoice, Assign, Assign to self, E-mail protocol, Send booking confirmation, Set to recurring, Sign, Remove uploaded file, Remove self check from order, Change measure user, Set to ready for invoicing.

Other
Clear signatures 
All signatures on an order are deleted.

User permission concerning qr-verification

Activation och Perform.
Activation means that the user has the right to activate QR verification on service objects.

Permissions for Service object, Customer and Facility also effects your functionality on a work order.