Step 1: Navigate to WorkOrders and click the green New button.
Step 2: Select Amenitiy or Owner/Unit
The work order can either be assigned to a specific amenity, such as a clubhouse or pool, or to an unit in the community. After selecting the amenity or unit, click Ok.
Step 3: Select Category/Subcategory
In this screen, you'll select the category and subcategory for the work order. After selecting, click Ok.
Step 3: Enter details of the Work order
Now it's time to fill in the information for your work order. You'll see in the top section, the Amenity, Category and Subcategory from the previous screens. If you need to change these, you can click the yellow pencil icon.
The name has also been populated for you using the Amenitiy - Subcategory naming convention. You can make any changes to the name that you'd like.
The map of the location of the work order will display on the right column of the drawer. Any floating amenities, such as light posts or fences will need to be mapped before saving the work order.
NOTE: your location will need to be on to map a work order.
The description, details and conclusion fields are optional, however, we recommend using at least one of these fields to best explain what needs completed with the work order.
The next three fields are where you'll choose what users are assigned to the project.
To assign, you'll click on the yellow pencil icon.
Vendor: When selecting the assigned vendor, the default view of vendors will show only the vendors assigned to the category of the work order and only those vendors assigned to the current association. Using the checkboxes in the bottom right corner, you are able to expand the list of vendors as needed.
In order to assign a vendor, you will need to have a vendor user created for the vendor company.
After selecting your vendor, click Ok. You'll now see the vendor information populated in the Vendor field along with the date the vendor was assigned.
Assigned to/Approved by: Each of these fields will pull in current users assigned to the association. Search for the user by typing at least the first 3 characters. Once you select the user, click Ok. Similar to the vendor line, you should now see the user along with the assigned date in the field of the work order.
Due Date: The due date of the work order is populated based on the settings of the association. The global default can be updated in the management settings area.
You can also edit by clicking the calendar icon and choosing the new due date.
Reported by: This field is populated based on the settings of the association. The global default can be updated in the management settings area.
You can edit by clicking the yellow pencil and choosing a
Pre Work Order: The pre work order is an option you can choose to indicate that the work order isn't ready for work to start yet.
Documents can be uploaded to the work order. This is a great place to upload and pictures, emails or PDFs associated with the work order.
Status: The status area is where you'll update the workorder with the most recent status. You can also leave any activity notes as needed.
Status updates will be tracked underneath the notes field.
Click Save.
The next drawer that will pop open will be an email template. These will be based on the workflow you have configured for your work order. Review these emails and click Send. If for some reason, you'd prefer not to send the communication, you can click the x to close the drawer and no email will be sent.
The work order should now populate in your Open view.