The first step in any work order system is
to create a new work order. The workflow changes depending on the type of order
you are creating, however, the fields within the Adjustable Fields pane are
consistent with every work order.
1. Click
the Orders/Troubles menu.
2. Within
the Navigation pane, click Orders and then All Active Orders.
3. There
are two ways to create a new work order:
·
Within the toolbar directly above the
Navigation pane, click the drop-down arrow next to New. From the list, select
Work Order.
·
Within the Actions pane, click the Create
New Work Order link.
The Work Order – [New Work Order] window
opens allowing you to generate a new work order.
4. In the Basic Information
pane, click the Work Flow drop-down arrow to access a list of the
workflows created within your database. From the list, select the workflow.
5. After selecting the
workflow, the Order Number and the Due Date field become available. Depending
on how your administrator has designed your work flow, the fields may
auto-populate. However, if the fields are blank, complete the following fields:
·
Order Number – type an alphanumeric order
number. This field may auto populate with a number generated by cairs if your
administrators have setup auto-numbering.
·
Alt Order Number – type an alphanumeric
alternate order number.
·
Due Date – this field may auto-populate with
a date as determined by the Days to Completion field within the Work Flow
Setup. You can change the date and time
by clicking on the field to type the due date and time.
6. In addition, the Adjustable
Fields, Other Fields, Portal Request, and Description panes become available.
7. Within the Adjustable
Fields pane, complete the following information (required fields are marked
with an asterisk (*):
·
Site* – click the drop-down arrow to access
a list and from the list, select the site. The site drop-down list displays the
bottom-most site first. After the ~~ is the complete path to the site. Each
site level is separated by a >.
·
Building– click the drop-down arrow to
access a list and from the list, select the building name. This is the physical
location of where to install, move, or modify the component.
·
Switch Name – click the drop-down arrow to
access a list and from the list, select the switch name associated with the new
component(s).
·
Organization Name – click the drop-down
arrow to access a list and from the list, select the name of the organization.
The organization drop-down list displays the bottom-most organization first.
After the ~~ the complete path to the selected organization displays. Each
level of the organizational tree is separated by a >. Once you select an
organization, the complete path populates within the field.
·
Subscriber Name – click the drop-down arrow
to access a list and from the list, select the name of the subscriber
associated with the new component(s).
·
Account Number – click the drop-down arrow
to access a list and from the list select the account number for the new
component(s). The list of accounts displays not only the account number but
also the account type, one-time, recurring or call charges and organization.
·
Contact Name – type the name of the contact
for this work order.
·
Contact Phone – type the telephone number
for the contact for this work order.
·
TCO – click the drop-down arrow to access a
list of the TCO Groups within your database, from the list select the group to
associate to the work order. This field
must be populated if you want your subscribers to see the TCO when viewing the
work order through the Subscriber Portal.
·
Portal Request – if the work order was
requested via the portal, this is the description the user entered. This field appears here as well as in its own
pane because you can restrict editing based on profile.
·
Work Order Category – click the drop-down
arrow to access a list and select the work order category. After the order
creation, you can change the work order category, if necessary.
·
Order Misc 1 – 30 - use these fields to
enter in any additional information regarding the work order.
8. The Other Fields pane is
read-only. This pane displays information regarding the status of the work
order; the following information is displayed:
·
Created By - this field remains blank until
you generate the work order at which time the field populates with your user
name. Once you generate the work order, this field name changes to Created By.
When anybody views the work order within your system, their user name displays
in this field.
·
Open Date – auto-populates with the current
date. When viewing the work order, this field displays the open date of the
work order.
·
Close Date – remains blank until a user
closes the work order at which time this field populates with the work order’s
close or cancel date.
·
Current Status*– auto-populates to Open.
When viewing the work order, this field displays the work order status. You may
see one of the following statuses:
o Open
o Closed
o On Hold
o Reviewed
o Cancelled
o Complete
o Not Active
o Pending Sent Back
·
Current Time Frame * – displays the time
frame number the work order is currently in.
·
User Name & Last Opened By – this field
remains blank until you generate the work order at which time the field
populates with your user name. Once you generate the work order, this field name
changes to Last Opened By. When anybody views the work order within your
system, their user name displays in this field.
·
Last Activity Date & Last Opened – this
field remains blank until you generate the work order, at which time the field
populates with the current date and time. Once you generate the work order,
this field name changes to Last Opened. When the work order is viewed or any
changes are made, this field displays the date and time those actions were
saved.
·
Hold Date – this field remains blank until
you place the work order on hold, if applicable. Once you place the work order
on hold, the date the hold is placed on the order displays in this box.
9. The Portal Request pane
populates with information submitted via the Subscriber Portal.
10. Click the Description
field to type a Work Order description. Within this field be as descriptive as
possible as all users with access to the Work Order can view this field. You
can access the field any time during the work order process.
11. Once the required
information is complete within the upper pane, click the Create New Order
button. The order is created and the workflow, order number and due date are
grayed out. The open date, last opened by and last opened fields are completed
with the appropriate information.
12. To exit the work order,
click on the Save & Close button within the Actions ribbon group. If you access rights permit you may be able
to continue working with the work order. To learn what to do now, see the ‘It’s
Created, What Happens Now?’ section.
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