Create templates to avoid a lot of tedious work and copying of service components and information!
The system contains several different template functions:
The phrase “Select a template” shows you where you can use a template. This is what it looks like in a Service Order when you add a service object.
When you add a service object in Service > Service object and realizes that it would be good to have a Custom info template for the object, you can create it directly by clicking + Add custom info template. A new tab opens. Name, fill in and save the new template. Then go back to the service object and select the newly created custom info template. Just place the cursor in the field Templates to select the template.
Remember to give the template a clear descriptive name so it will be easy to choose the right template when you create an order!
A service template can be used to specify what to do on a service. It also forms the basis for the service protocol and provides traceability of what has been done and needs to be done in the future.
Service templates can, for example, be created for the different steps or levels in a specified service: large, small, 1-year service, 2-year service, 100-hour service, etc.
You can link several templates to the same service interval, replace existing components or add service components from a new template.
Should you e.g. create one (1) large service and three small ones, you create two different service intervals, each with its own service components.
Read more about the different symbols for the service components on the page Service orders under the heading Templates.
Move the order of the service components by dragging the three dots on the left.
When you choose to use a template in a service order, you are asked if you want to add the service components from the template or replace existing service components for the service object with those from the service template.
If you need a new but similar template, you can choose to duplicate a template, give it a distinctive name and then add, delete or edit the service components.
You can add and remove service components in a service order without affecting the template itself.
Modification to the template does not automatically change existing created orders, items or service intervals.
In order for the changes to take effect in existing service objects, these must have been included in the Group’s models, have a service interval and, of course, been created with the service template.
Warning: The Update Linked Components function adds all service components from the template. If you have previously removed service components from a service object, these will be added again.
If you often need to enter the same or similar information when adding new service objects, you can create a custom info template for this and, if suitable, set default values.
You can add and remove service components on the service object without affecting the template itself.
Making changes to a template does not affect service objects where you have already added the template. Such changes need to be made for each service object.
The black symbol to the right indicates that this point is displayed on the protocol. This is not a default setting. Contact us if you want to use this function.
The three dots on the left mean that you can change the order of the information.
Do you work with certifications for ISO standards and have requirements from customers that these are complied with? By creating a template for Self-check, you can easily specify the type of Self-check to be carried out and how, as well as add clear instructions, to facilitate and ensure quality.
You add self-checks to a work order under the heading Assignments.
Self-check can be mandatory when performing a service, ie you must perform the Self-check to proceed in the service protocol. Read more about how to set Self-checks as mandatory HERE.
How to create a Self-check
This is what the above self-check looks like when you have added it to and clicked on it in a work order.
When you are done, sign the self-check. You can see if the check is complete and signed by the changing of status of the work order to Passed. If there are remarks, the status is set to Passed with remarks. The colors on the status also indicate whether the self-check is approved or not.
Use self-checks to create forms for risk analyzes, for example in connection with a work or service order. With your signature, you confirm that the risk analysis has been performed.
A risk analysis can be mandatory.
The self-check or risk analysis can be mandatory, ie you can not proceed in the service protocol without having performed the self-check.
If you choose to use mandatory self-check, the self-check will be mandatory for all service protocols. If you specify two or more mandatory self-checks, all of them will need to be performed before you can proceed with the service protocol.
Sign in with your admin account, go to Module settings – Service protocol settings and add the self-check that should be mandatory.
Create your own email templates for sending out a work order. The template can, for example, be used to send out a questionnaire to the customer.
How to create email templates:
How to select epost templates:
At the bottom of a work order you find the Email link. Click Send Custom Email. Place the cursor in the Subject field to display all email templates. Select the desired template, edit the text if desired.
Create a permission template for the users in your group. When you then add users, you simply select the template that suits the best.
To create a permission template, follow these steps:
You can create multiple templates with different settings.
Making changes to the permission of individual users does not affect the template.
You can not modify an existing template. Instead, we recommend you to create a new template.
Permissions for users concerning templates and self-checks:
View, Create, Modify, Delete