Create and Dispatch a Job to a Job Lead

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Cody Welch
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1 to a Job Lead The JOBS & QUOTES tab provides end-to-end control of every job or quote at every location. Jobs and Quotes are core to the delivery of service and business operations. They can be scheduled now or scheduled to dispatch later. They can be dispatched to one technician or to a Job Lead with unlimited members. They can last one minute, an extended duration over multiple days, or repeat on a recurring timeframe throughout the year or years. In addition, they can focus on a specific customer asset. Jobs can be created from several places within the web from JOBS & QUOTES, from the SCHEDULER, from CUSTOMERS, from ASSETS - and on the mobile device. Use Scheduled Jobs in conjunction with the Scheduler to ensure the right tech has the right job at the right time. FieldAware offers the following two ways to create and dispatch jobs; Dispatch to a Job Lead who occasionally has a crew and generally will complete the task in one-visit. This module focuses on the single time slot for one technician. Dispatch to a Crew when each crew member receives notification of the job with individual planned times and tasks to complete on a project. The module Create and Dispatch a Job to a Crew addresses this use case. To create a scheduled job using the NEW JOB entry tab requires Enable Job Create, Enable Job List, and Enable Job View in either Role or User Roles & Rights security settings. Jobs can be created with the following options or combination of options: As a Scheduled Job Scheduled date & time for immediate dispatch As a Deferred Job Scheduled date & time with a later dispatch As a Crew Job With multiple technicians or contractors As an Unassigned Job - Without a job lead As a Multi-Day Job Duration beyond working hours for one (1) day As a Recurrent or Repeating Job With reiterating scheduled date & time As an Asset Job With an asset focus For example, a scheduled job can be scheduled for several days or a recurring job can be unassigned.

2 Step 1 Create Job Summary Jobs are divided into a Job Summary and a Details area. The Job Summary identifies the customer, contact, and asset. Information and specifics about the job are contained in the Job Description field. Defined job custom fields will be available here. On the mobile, this information will appear in the Details, Customer, and Asset cells of the Job Summary panel. JOBS & QUOTES tab NEW JOB sub tab Job Summary Field Req Field Description Customer & Location Job Description Contact Asset Custom Field(s) Y Smart search enabled field to select quickly the customer and desired location from your Customers List. Customers placed On Hold will appear on the list in a lighter color. Enter information or job specifics in this field to communicate with the technician aspects, constraints, or characteristics of the job. Details can be communicated from the customer when requesting the job or from company policy. When the job is dispatched, the field is editable and enterable from the mobile device. The alphanumeric field supports 4096 characters. Select a contact name for the job from the dropdown arrow of this smart search enabled field. If field is darkened, the customer does not have a contact identified or associated to this location. Select an asset for the job from the dropdown arrow of this smart search enabled field. If field is darkened, the customer does not have an asset associated to this location. Unlimited custom fields are available to include on the Job and display or search on the Jobs List. Job custom fields have the ability to synchronize to the mobile device and can be read- only, accept a selection, or be an entry field. Job custom fields can display on the invoice. 2 Page 10/01/16 Updated

Step 2 Create Details JOBS & QUOTES tab NEW JOB sub tab Details Field Cost of Job Calculations Current Cost: Current Price: Current Profit: Field Description Display the total current cost of job.

3 Step 2 Create Details JOBS & QUOTES tab NEW JOB sub tab Details Field Cost of Job Calculations Current Cost: Current Price: Current Profit: Field Description Display the total current cost of job. On a New Job displays zero until task(s) or item(s) are attached to job. This action requires permission to right. Display the total current price of job. On a New Job displays zero until task(s) or item(s) are attached to job. This action requires permission to Job Price - Edit right. Display the total current profit of job. On a New Job displays zero until task(s) or item(s) are attached to job. This action requires permission to Job Cost - Edit and Job Cost - Edit rights. 3 Page 10/01/16 Updated

Field Scheduled Date & Time Field Description Repeat this job Click in box to activate the fields to create a recurrent job every Refer to the module on Create Recurring Jobs for additional

4 Field Scheduled Date & Time Field Description Repeat this job Click in box to activate the fields to create a recurrent job every Refer to the module on Create Recurring Jobs for additional information. Number Field will support three digits equal or less than 999 Interval Click the interval day(s), week(s), month(s), or year(s) with which you want the job to recur Frequency Select from for to pair with the number of jobs or until a defined end date. Operand Number of Field will support three digits equal or less than 999 Jobs Date Click on the arrow to display a calendar. Scroll by month forward and back or select year at bottom of calendar to jump forward or back by years. Click on date to populate the field. Date Display of the current day s date Time Dispatch Display of the current time. Select the display of an AM/PM clock by selecting English US or a 24 hour clock by selecting English GB in the Language field on My Account tab or User Record Immediately Select the radio button to transmit job instantly at Job SAVE to Job Lead Number Field will support three digits equal or less than 999 Time Select Select from minutes, hours, or days before job is scheduled Crew Table Job Lead START, PAUSE and COMPLETE Buttons Count Indicator Select Crew Member(s) Add Member Use to indicate the Job Lead. The initial member selected will automatically become the Job Lead. Once the remaining members are added, you can easily change the Job Lead to another added member or Unassigned. Unassigned provides an option to assign a members and then later assign the Job Lead. START, PAUSE, and COMPLETE buttons will begin all members assigned to the job with one click. Each members row will also have individual job Travel, Start, Pause and Complete buttons Indicates the number of members assigned to the job Selected user will display in the field Click to add selected member/user to the job. The initial member selected will become the Job Lead. Once the remaining members are added, you can easily change the Job Lead in the Job Lead field. Dropdown select becomes active when a member is selected in the previous field. 4 Page 10/01/16 Updated

5 Status icon for Individual Job Lead icon Individual Status Delete Field Job Time Field Description Estimated Effort / Duration - Log the total estimated man-hours, or effort, of the job. Both the hours and the minutes are editable and can be modified throughout the job. Entering a value for Estimated Effort/Duration is optional. hours Enter in a number for the projected, anticipated work labor in hours. Click the top arrow to increase the number and the bottom to decrease. Click into the box to enter in a value. minutes Enter in a number equal to or less than 59 for the minutes. Click the top arrow to increase the number and the bottom to decrease. Click into the box to enter in a value. Planned Effort - Calculates the total time by adding each time slot duration. The Planned Effort field will be calculated in real time as time slots and technicians are added. Hrs. Display of total hours scheduled. This field is editable by changing the Duration field Mins. in the Time Slots section. Display of total minutes scheduled. This field is editable by changing the Duration field in the Time Slots section. Scheduled Duration - Records the length of time in hours or days that the job is expected to last. It is calculated by subtracting the earliest scheduled date/time from the latest scheduled finish time. If the duration is less than 24 hours, the value is only given in hours and minutes. If the duration is greater than 24 hours, the value is given in days, hours and minutes. Days Hrs. Mins. Display of the elapse time from the first scheduled time to the last scheduled time when it exceeds 24 hours. This field is editable by changing the first and/or last Scheduled Date & Time fields. Display of the intervening time <24 hours from the first scheduled time to the last scheduled time. This field is editable by changing the first and/or last Scheduled Date & Time fields. Display of the overriding time <60 minutes from the first scheduled time to the last scheduled time. This field is editable by changing the first and/or last Scheduled Date & Time fields. 5 Page 10/01/16 Updated

Time Slots Matrix Time Slots allocates technicians to individual date and time schedules. Technicians can be scheduled at different times during the scheduled duration of the job.

6 Time Slots Matrix Time Slots allocates technicians to individual date and time schedules. Technicians can be scheduled at different times during the scheduled duration of the job. All jobs must have at least one time slot. When a job is created, it has one time slot by default. This cannot be removed. Select a checkbox or the top checkbox to select all and then the X to delete one or Delete more Time Slots Select a checkbox to divide the duration of the time slot. Split Refer to the module on Split Multi-day Jobs for additional information. Scheduled Date & Time - Modify the scheduled date and time by clicking the down arrow to select from the calendar or time select. The default is the current date and time. When a job is created, the Scheduled Date & Time of the first time slot defaults to your current date and time. All subsequent time slots will display the Scheduled Date & Time of the last-added time slot. Plan the job from the earliest Time Slot to latest Time Slot. Day and Date Click on the arrow to display a calendar. Scroll by month forward and back or select year at bottom of calendar to jump forward or back by years. Click on date to populate the field. Time Click on the arrow to display an AM /PM or 24 hour clock. Scroll forward and back by 15-minute increments. Click on time to populate the field. Click into the field refine the time to the minute. Select the display of an AM/PM clock by selecting English US or a 24 hour clock by selecting English GB in the Language field on My Account tab or User Record Duration - Displays the time in hours and minutes for this time slot. This field is editable. The duration for all time slots defaults to 0h 00m. Hr. Hours for the time slot Min. Minutes for the time slot Crew - Visually displays the number of members selected from the total members available for this job. The members are populated from the crew selected in the Crew section Name User name of members selected for job in the Crew Table. All members must be on at least on time slot. If there are members without time slots, then a validation error will be triggered when saving the job. If a job has one time slot, any members added to the job will automatically be added to that time slot If a job has more than one time slot, any members added to it will not be added to any time slots As members are added to the Crew Table, they will also be added to the Time Slots matrix in the order they are added. After saving, they will be reordered alphabetically. Radio select Click to assign member to this time slot Indicator Pie chart to visually show the percent of members available to the percent selected for this time slot 6 Page 10/01/16 Updated

Time and Labor Select User Add Labor button Tasks Dropdown Smart Search to select user from Users List The Time and Labor section will automatically populate with the members selected in the Crew

Select Task / Task Group Add task button Dropdown Smart Search to select task or task group from the Tasks List Click to add selected task or task group to the job.

7 Time and Labor Select User Add Labor button Tasks Dropdown Smart Search to select user from Users List The Time and Labor section will automatically populate with the members selected in the Crew section. Click to add selected user to the job s labor. Labor can added to a scheduled job and can be added when worked or travel hours are not present. Select Task / Task Group Add task button Dropdown Smart Search to select task or task group from the Tasks List Click to add selected task or task group to the job. This action requires permission to Add Task to Job right. Remove task Reorder tasks Select the checkbox preceding the specific Task Name or select all items by clicking on the checkbox in the header row and then click on the X to delete the tasks. No warning or confirmation is required. To save time, the task is immediately removed from the job. This action requires permission to Remove Task from Job right. Quickly and easily, change the order of your tasks on the job by clicking on the task and dragging it up or down. A green move icon will appear to assist with positioning the task in the correct order on the job. 7 Page 10/01/16 Updated

Collapsed Task Row Description Notes Items Type Item Name Add item button Remove Items The collapsed task row provides at-a-glance view at action checkbox select, Done icon, Cost and Price fields

The arrow at the end of the row will expand the task to reveal Task Description field, Task Notes, Item and Attachment accordions. Display of the task description. This field is not editable.

Conversely, a technician can enter specific details or observations while completing the task.

Items that are associated to a task will display in the Task s Items List.

8 Collapsed Task Row Description Notes Items Type Item Name Add item button Remove Items The collapsed task row provides at-a-glance view at action checkbox select, Done icon, Cost and Price fields when enabled in Roles and Rights, total count of items on the task and the number of attachment on the task. The arrow at the end of the row will expand the task to reveal Task Description field, Task Notes, Item and Attachment accordions. Display of the task description. This field is not editable. The office or the technician in the field enters notes within each specific task. The office records special conditions or requirements to the field. Conversely, a technician can enter specific details or observations while completing the task. Click in the field once a task has been added to the job to enter alphanumeric notes up to 4096 characters. A counter will reveal remaining characters count. Items that are associated to a task will display in the Task s Items List. Items are the materials, products, parts, inventory, consumable tools, and supplies used to complete a job or prepare a quote. Click on dropdown arrow to open the Items accordion to reveal the items grid. This action requires permission to Add Items to Job right. Dropdown Smart Search to select item from the Items List Click to add selected item to the job. Select the checkbox preceding the Item Name or select all items by clicking on the checkbox in the header row and then click on the X to delete the items. No warning or confirmation is required. To save time, the item is immediately removed from the job. This action requires permission to Remove Item from Job right. Add Attachments Upload Attachment button Remove Attachments Attachments that are associated to a task group will display in the Task s Attachments List. The Task Attachments List can include editable PDFs, documents, diagrams, spreadsheets, images, electronic files, or URL addresses. You can view, add, and edit attachment(s). Click to add selected attachment to the job. Select the checkbox preceding the attachment # and then click on the X to delete the attachment. The following delete attachment confirmation message will display. Click Delete to confirm removing the attachment or Cancel to exit this action. 8 Page 10/01/16 Updated

9 Step 3 - Save New Job and Dispatch to Job Lead You can Cancel this New Job any time before selecting the SAVE button. Once saved, the job is scheduled and a banner message will appear at the top of the Job Record. Job numbers are sequential whole numbers and are system generated. They are preceded with the letter J. The Job will be dispatched according to the dispatch rules set in Details. Dispatch Immediately Select a number <999 Hours, Minutes or Days before job is scheduled. Delayed dispatch will display job numbers that are whole numbers followed by a point one (.1) indicating that the job is a delayed dispatch. Recurrent (repeating) jobs will display job numbers that are whole numbers followed by a point one (.1), point two (.2), point three (.3) and so on indicating what number in the sequence of repeating jobs the job occurs. 9 Page 10/01/16 Updated

10 Tips and Techniques Consider the following tips and techniques when you create and dispatch jobs. You can create a job for customers placed On Hold. Type in a letter or a few letters to narrow the Customers List, Contact List or Assets list when using the smart search functionality. Custom Fields must first be defined in settings CUSTOM FIELDS Job / Quote to appear on the job entry page. Refer to the document on how to create custom fields for additional information. Cost, Price, and Profit actions requires Job Cost and Job Price enabled as View or Edit in either Role or User Roles & Rights security settings. Display the Task Notes within the task details on a Job PDF, Quote PDF, or an Invoice PDF. Crew notifications and individual crew task and time assignments are available with our True Crew function. If desired, call your account manager to have this feature activated. All jobs must have by default one job time slot and all members must have at least one time slot 10 Page 10/01/16 Updated

11 Summary Activity Jobs are central to efficient and effective delivery of service to you customers. They can be created from several places within the web from JOBS & QUOTES, from the SCHEDULER, from CUSTOMERS, from ASSETS - and on the mobile device. Use Scheduled Jobs in conjunction with the Scheduler to ensure the right tech has the right job at the right time. Activity 1: Create a Scheduled Job Step 1. Step 2. Step 3. Step 4. Step 5. Step 6. Step 7. Step 8. Step 9. Select Customer & Location Select Contact, if available Enter in a Job Description Enter in Custom field(s) if available Schedule for tomorrow at noon Add a Job Lead and two (2) members Add three (3) tasks Add two (2) items and one (1) attachment Click SAVE Activity 2: Create an Unassigned Job Step 1. Step 2. Step 3. Step 4. Step 5. Enter in Job Summary information Enter in Details Keep members at 0 and Job lead as Unassigned Add tasks, items and attachments, if applicable Click SAVE Activity 3: Create an Recurring Job Step 1. Step 2. Step 3. Step 4. Step 5. Step 6. Step 7. Enter in Job Summary information Enter in Details Select the Repeat this job checkbox Repeat this job every month on the 15 th for the next year Add tasks, items and attachments, if applicable Click SAVE Are these Jobs assigned or unassigned? 11 Page 10/01/16 Updated

Quote Record - Access from Quote ID quick link or Search for a Quote ID using the Search in Quotes selection within Quick Search to

Quote Record - Access from Quote ID quick link or Search for a Quote ID using the Search in Quotes selection within Quick Search to Manage quotes using the JOBS & QUOTES tab. Once a quote is created, you can schedule, edit, print, invoice, email, create a new version, or delete. The quote record is accessible from the quote ID that