This document outlines the layout changes, new standard options and the advanced configuration options available when using the BETA version for raising work orders.
Changes to existing screens
When viewing a location, the RAISE QUOTE and RAISE WORK ORDER buttons are now anchored to the top of the location page, above Operator Notes and Important Messages if any are configured for the location.
In addition, a temporary button has been added to allow you to try out the new RAISE WORK ORDER screen in BETA.
Changes to the Work Order creation screen
Although the core functionality remains unchanged when selecting the BETA version, the look and layout of the screen is different. We’ve also introduced some minor workflow improvements to the work order creation process which will be covered in this document.
Single view
The first difference you’ll notice is that the work order fields are contained in a single view in the new screen, allowing an overall review of the details before creating the work order.
Location address
The location address is now clearly displayed at the top of the work order screen, and remains anchored to the top of the page when scrolling down.
Mandatory fields
Mandatory fields are indicated with an asterisk*. When creating the work order, missing mandatory fields are highlighted in red for easy identification.
Advanced Search pop-ups
Where a drop-down is available, the system will return matched results based on your system configuration. In addition, an advanced search option is available to extend your search.
The search option will load in a pop-up window when clicking on the pop-up icon.
Account Name - enter an account name to return results
Work Order Assignee - enter a name to return results
Job Assignee - enter a name to return results
Budget - available budget/s will be listed for the selected Account
Work Order creation screen (BETA)
Your existing configuration is applied automatically at the time of this update, therefore the available options in the new work order screen will match your existing work order creation process.
The new work order screen allows the required data to be captured in sections.
General Information
The fields in the General Information section are currently captured in Steps 1,2 and 3 of the existing work order creation process.
Field name | Notes |
|---|---|
Level | Visibility of the Level field is determined by area hierarchy configured for your site. |
Areas | Areas selection is visible when a level is selected and if areas are configured for the location. |
Work Order Title* |
|
Job Description |
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Account Name* |
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Requester Fields:
| Visibility of the Requester fields is available as an advanced configuration option. |
* Mandatory field
Job Details
The fields in the Job Details section are currently captured in Steps 2 and 3 of the existing work order creation process.
Field name | Notes |
|---|---|
Job Template* | Selecting a Job Template is now quick and easy, removing the need for the Job Skills filter used in the existing work order creation process. |
Priority* | The job's Priority will default to the priority configured on the Job Template and can be modified when creating a work order. |
Work Order Assignee |
|
Job Assignee |
|
Suppress notification to Supplier Agent (NEW) |
|
Compliance |
|
Check in Instructions | Visibility of the Check in Instructions field is based on check-in instructions on the Job Template and can be changed when creating a work order. |
Close Instructions | Visibility of the Close Instructions field is based on completion instructions on the Job Template and can be changed when creating a work order. |
Survey | The Survey field is visible when the Survey module is enabled for your site and there are surveys configured. |
* Mandatory field
Job Fields
The fields in the Job Fields section are currently captured in Step 3 of the existing work order creation process.
Visible fields are based on the input types of TEXT and LIST configured in the contract’s Job Fields.
Financial
The fields in the Financial section are currently captured in Step 3 of the existing work order creation process.
The Financial section will only be visible when creating work orders when one or more of the fields below are configured to be visible.
Field name | Notes |
|---|---|
Budget |
|
GL Code (NEW) |
|
PO Amount (NEW) |
|
Work Order Attachments
Work Order attachments are currently captured in Step 3 of the existing work order creation process using the existing ‘upload photo’ field.
A separate field for Work Order attachments is available in the new work order screen. Images or documents attached here will be attached to the Work Order only.
Work Order Attachments are available to be displayed or hidden as an advanced configuration option. An option is also available to add descriptive help text to display underneath the Work Order Attachments field to assist operators when creating work orders.
When adding a Work Order attachment in the new work order screen, a new option is now available to flag the document as 'supplier visible'. This option is deselected by default.
Job Attachments
Job Attachments is a new field available in the new work order screen. Images or documents attached here will be attached to the Job only.
Job Attachments are available to be displayed or hidden as an advanced configuration option. An option is also available to add descriptive help text to display underneath the Job Attachments field to assist operators when creating work orders.
When adding a job attachment in the new work order screen, a new option is now available to flag the document as 'supplier visible'. This option is deselected by default.
Note: When using the Urbanise FM Location Compliance module, the new Work Order creation form will load when raising a new job from the AD HOC JOBS tab of a location compliance record.
Advanced Configuration Options for Work Order creation
Please review the available options and consult with Urbanise Support to assist in customising the new Work Order creation process to meet the requirements for your business.
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Account Associations
An option is available to specify the type of accounts to include in the account list when raising a reactive location work order when multiple account types are associated with the location.
The displayed accounts will match your existing account filtering criteria and can be applied at site, building or unit level.
Manager
Owner
Occupier/Tenant
Default Account Type
These options are also available to specify which account type should be used as the default when raising a reactive location work order. If only one account of that Account Type is found, it will be set as the default.
Manager
Owner
Occupier/Tenant
Requester Fields
Visibility of the Requester Fields in the new work order screen is configurable. An option is also available to specify whether completion of the fields is mandatory.
If your current configuration stipulates that Requester Fields should be optional, then requestor fields will be visible in the new work order screen, and completion of the fields will be optional.
If your current configuration stipulates that Requester Fields should mandatory, then requestor fields will be visible in the new work order screen, and completion of the fields will be mandatory.
Work Order Title
To assist operators when assigning work, descriptive help text may be added to display underneath the Work Order Title field in the new work order screen. This could include guidelines for the type of information to add in this field.
Work Order Assignee
Visibility of the Work Order Assignee field in the new work order screen is configurable. This field is known as ‘Auto assign work’ in the existing work order creation process. An option is also available to specify whether completion of the field is mandatory.
By default, the Work Order Assignee field will be visible in the new work order screen, and completion of the field will not be mandatory.
In addition, an option is available to show/hide Suppliers when assigning a work order. By default, Suppliers will be available for selection in the new work order screen.
To assist operators when assigning work, an option is also available to add descriptive help text to display underneath the Work Order Assignee field in the new work order screen.
Job Description
To assist operators when assigning work, descriptive help text may be added to display underneath the Job Description field in the new work order screen. This could include guidelines for the type of information to add in this field. An option is also available to specify whether the completion of the field is mandatory.
Job Assignee
Visibility of the Job Assignee field in the new work order screen is configurable. An option is also available to specify whether the completion of the field is mandatory.
By default, the Job Assignee field will be visible in the new work order screen, and the completion of the field will not be mandatory.
In addition, an option is available to show/hide Operators when assigning a job. By default, Operators will be available for selection in the new work order screen.
To assist operators when assigning jobs, an option is also available to add descriptive help text to display underneath the Job Assignee field in the new work order screen.
Compliance
Visibility of the (Location) Compliance field in the new work order screen is configurable. This option is only available when the (Location) Compliance module is enabled.
Budget
Visibility of the Budget field in BETA WORK ORDER is configurable. This option is only available when the Budgets module is enabled.
GL Code (NEW)
Visibility of the GL Code field in the new work order screen is configurable. An option is also available to specify whether completion of the fields is mandatory.
PO Amount (NEW)
Visibility of the PO Amount field in the new work order screen is configurable. An option is also available to specify whether completion of the fields is mandatory.
Job Attachments
Visibility of the Job Attachments field is configurable. An option is also available to add descriptive help text to display underneath the Job Attachments field to assist operators when creating work orders.
Work Order Attachments
Visibility of the Work Order Attachments field is configurable. An option is also available to add descriptive help text to display underneath the Work Order Attachments field to assist operators when creating work orders.