Work order

Work order

With the possibility to create Work Order from most objects within Sweet you can almost instantaneously deal with issues that require on-premise service by notifying your agents that action is required.

Create a new work order

A new work order can be created from create newnew work order in the main side menu or from different objects (select more menu and new work order)

Tip

it is possible to relate already existing work order to the object by selecting ‘more menu’ – ‘relate work order’.

The list of the work orders related to the user can be found in the main menu as a separated menu called Work order. The list is divided into: My open work orders (status: new, planned and ongoing) and Closed Work orders (status: finished and cancelled). Work orders can be also found under selection menu. Selection list can be filtered and sorted. Sort order is changed by clicking on a column header.

The list can be exported to Excel by downloading an Excel file or by selecting an e-mail address to which the Excel file shall be sent. Under the More button above the filter, additional functions as Actions and Options are available. When using Actions it is possible to export selected rows to Excel. When using Options it is possible to edit filter and column options.

Work order card

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Actions

Action bar contains the following functionality:

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Map – opens the address related to this work order

Insert – shortcut to upload files which will be listed under the ‘document tab’

New service appointment – shortcut to create a new service appointment, the user is navigated directly to the calendar to see the available time, user can book an activity related to the work order

New Time report - create a new time report (here the user cannot check in/out as on the Project, the user can only create Time Report)

Add articles – shortcut to add one or multiple articles to the work order

Tag - set and edit tags on the work order

More menu – additional functionality to relate other ‘objects’ to work order or create new ‘objects’ related to this work order

Tabs

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Relations – the list shows all ‘object’ related to this work order. New relations can be added under the ‘more menu’ button in the action bar.

Articles – the list shows all the articles related to the work order

Time report - the list shows all the time reports related to the work order

Document – the list shows all the uploaded documents

Activities – the list shows all the activities related to the work order

Service appointments – the list shows all the service appointments related to the work order

Note – the list shows the list of all notes added to this work order. It is possible to create new notes (internal or external) as well as edit and remove the existing ones

Forms – the tab shows all the available form templates published on the object. To start a new form from a template, click on it. The list shows both ongoing (can be opened to continue) and finished forms (can only be previewed). The PDF icon enables to download the form (in PDF format). The bin icon enables to delete the form. The envelop icon enables the user to send a form with an e-mail (sent as a PDF attachment).

Service appointment

Planning the actual execution of the work order is done with the help of service appointments.

Create a new service appointment

A new service appointment can be created from the existing work order. The user can create a new service appointment by selecting new service appointment from the 3 dot menu or by using new service appointment icon from the action menu. New service appointment can be also created directly from Calendar or Time Report Calendar.

The list of all service appointments can be found in the menu - selection, it can be filtered and sorted. Sort order is changed by clicking on a column header. The list can be exported to Excel by downloading an Excel file or by selecting an e-mail address to which the Excel file shall be sent.

Under the More button above the filter, additional functions as Actions and Options are available. When using Actions it is possible to: set ready for attesting, change responsible, change time type, change type, delete and export selected rows to Excel. When using Options it is possible to edit filter and column options.

Service appointment card

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Header

Header presents the overview information about this service appointment.

Action bar

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The action bar contains the following functionality:

Insert – shortcut to upload files which will be listed under the ‘document tab’ (service appointment inherits work order’s documents)

Map – open the address related to work order to which this service appointment is related

Add articles – shortcut to add one or multiple articles to service appointment. User can only add articles which are available on the related work order.

Tag – set and edit tags on this service appointment

More menu – additional functionality to relate responsible user or the responsible group

Tabs

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Relations – the list shows all the objects related to this service appointment. New relations can be added under the ‘more menu’ button in the action bar.

Articles – the list shows all the articles related to this service appointment

Document – the list shows all uploaded documents (service appointment inherits work order’s documents)

Forms – the tab shows all the available form templates published on the object. To start a new form from a template, click on it. The list shows both ongoing (can be opened to continue) and finished forms (can only be previewed). The PDF icon enables to download the form (in PDF format). The bin icon enables to delete the form. The envelop icon enables the user to send a form with an e-mail (sent as a PDF attachment).

Service appointment can be attested only by users with feature ProjectManager. Only on service appointments with status ready for attested the status can be changed into attested. After the status is set to attested the view for users without feature ProjectManager is read only (meaning no additional changes can be made to the service appointment).

See also

Information about Articles is available under Admin: Articles & Price books