- Click here for Work Order tutorials
(Work Orders & Asset Management (RZ) module required.)
Overview
Click Add Work Order from the Work Orders main menu or Navigation page top open the "Work Order (Add)" screen. Fields required before saving is permitted are: Type, From, and Location. The Description field is required by default but can be
configured to be optional. Status is set to New and the Priority to Normal by default.
The tabs offer many detailed fields to assist in progress, billing, and cost tracking. Tabs available are Details (left side of the form), Charges, Time, Assets, Comments, and Notes. Once saved, the system assigns a
Work Order ID (or System ID if Work Order ID is not defined) and the main menu is enabled. Additional fields pertaining to Owners are available to properties with the R3 Condominium Owner Accounting module installed as shown in the sample below.
Main Menu
- File
- Options available from the File menu are Save (Ctrl+S), New (F2), Save and New (F4), and Close (Ctrl+C).
- Help
- Click the Help option to open the Help system.
Send E-mail Notification
When a vendor is assigned a the work order saved, the system can be configured to notify the vendor (and or others) by e-mail. When Yes is clicked, the E-mail Notification screen opens. Fields available on this screen are Message Type, Priority, Subject, Include, Body, and Add E-mail Address. Some systems can also send work order e-mails to the owner (R3 module required).
- Message Type
- Select what type of e-mail to send to the Vendor/Contact. Default options available are plain text message, plain text message with Work Order as PDF attachment, or plain text message with Work Order as Word attachment. WARNING: When sending an e-mail notification, an option in the Message Type drop-down offers "Plain Text message with Work Order Detail as PDF attachment". PDF attachments use Crystal Reports to send the detail. When the designated report includes vendor billing information, any e-mail notice to the owner contains the billing information as well. Customers that do not care to include billing information for owner viewing should select a more general report. The report is selected on the Work Orders and Asset Management Configuration page on the Options tab and NOT on a work order by work order basis.
- Priority
- The system stamps the Priority field with the Work Order Priority level from the Work Order.
- Subject
- The system stamps the Work Order ID and Location information from the Work Order.
- Include Work Order Description in Body
- Check to display the Work Order Description text in the body of the e-mail message. When the Description has been recorded with sufficient information, no further information should be necessary to explain the requirements of the Work Order.
- Body
- Enter text to clarify the need for the work order. For example, the Maintenance Manager may want the Vendor/Contact to contact Ross upon arrival at the property. Type the text into the Body. When the "Include Work Order Description in Body" box is checked, the Description is displayed in the body as well and eliminates extra data entry.
- Send Copy of Work Order Notification to Owner (R3 module required)
- Check "Send copy of work order notification to owner" to send the room owner an exact copy of the work order notification sent to the vendor. If no e-mail is sent to the vendor, no e-mail can be sent to the owner. This option is disabled if the owner has no e-mail address on the master. The "send copy to owner" option is not displayed if the location of the work order is for a non-rental (NR) unit such as lobby, rest rooms, of the unit selected is not currently assigned to an owner. If properties do not want owners to know about charge information, billing information cannot be included in the work order or the e-mail text. This is also available from the Add and Change Work Order main menu under E-mail once a work order has been saved. See Warning regarding information available in e-mailed work orders.
- Add E-mail Buttons
- To send the notice to a different or additional e-mail address than in the Vendor/Contact record, click the Add E-mail button to add a row to the grid and allow entry of more information.
- Send Button
- When all fields have been completed, click the Send button to launch the e-mails to all selected addresses. Any copies designated in the Configuration Options tab are also be sent at this time. Should the Vendor or Contact E-mail not be valid, the copies are not sent either.
- Vendor and Contact Grids
- Vendor and Contact grids allow the selection of e-mail addresses from the Vendor/Contact records and displays any e-mail address(es) on file. When contacts do not exist on a vendor master, the Contact grid is not displayed. An e-mail address must be selected (checkbox) or entered to enable the Send button. Use the Add E-mail button to enter any additional e-mail addresses. The Type field in the grid describes the e-mail address (i.e., Home, Work, Text Message to Cell Phone). The Vendor and Contact names are displayed in red. For assistance with grid capabilities, see Grids.
Save, Reset, and Close
Click here for instruction on how to Save, Reset, and Close forms.
Click these links for Frequently Asked Questions or Troubleshooting assistance.
Last Updated 11/11/2008
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