Creating Work Items
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      Creating an Internal Repair

      How to create a 'Internal Repair' work item and in-depth look at the fields.

      The Internal Repair work item is designed to be used for repair work carried out internally within your site i.e. where a problem is resolved using labour and/or parts/materials.

      Some features are dependent upon your select plan for your account.

      live_s_icon Indicates a feature is only available in Standard plan or above.

      live_e_icon Indicates a feature is only available in Enterprise plan.

      Feature Summary

      These are the key features of this type of work item:

      = yes      = no

      • Partial Site Address/Location  (no detail)
      • Contact Name/Details
      • Equipment Information
      • Product Information
      • Problem Details
      • Description of Task
      • Action Details
      • Link to Agreement/Contract live_s_icon  
      • Billable via Pricing Policy/Service Level live_s_icon
      • Associate to Project
      • Requested Schedule Date/Time
      • Additional Resource Criteria live_s_icon  
      • Attached Document (Sent to Mobile)
      • Travel Time/Expenses
      • Parts/Materials Used
      • Break/Fix Coding
      • Signature Capture
      • Upload Photos/Files from Mobile
      • Equipment Collection/Return
      • Request Follow-up

        To create a new Internal Repair work item:

        1. From any web portal page, look for the “Plus” menu button on the bottom right of the page.
        2. Click on the Plus button.

          A slide-in pane will appear offering a list of all available types of Work Items and Data Sources to select. If your list is longer than your screen, you can scroll down using the scroll bar, or you can type in search text in the search box at the top of the pane to filter the list.
        3. Click on “Internal Repair” in Work section. 

          The pane will display a new Field Repair work item.
        4. All sections are displayed expanded but if you ned to make more space you can collapse a section by clicking on the relevant button to the right of each section header.

        5. In the General section, you can choose to manually set a unique “Reference” for the work item, or add tags or a summary “Description” text.

          1. Work Items are setup to automatically generate a unique Reference (the ID field) for every work item created (you can turn this off by editing the associated template). In most cases, you will not need to enter anything in the Reference field. If you do choose to set manually, it must be unique within the existing range of work items.
          2. You can add Tags to the work item which provide for easier filtering and searching within Views.
          3. The Description field is an optional multi-line text field which can be used for any purpose.
        6. In the Location section, you can choose from a known Site (assumed to be of a Customer that is your organisation only) or choose to manually enter a site address by overtyping.
           

          1. In the Site field, type text to act as search term and the matching Sites will be displayed in a drop-down picklist below as you type. The search function will look for any matching text within the three fields displayed. The default is Name, Address, City but if you wish to change the fields that are searched, you need to edit the configuration of the field in the Work Item Template.

          2. Select a Site from the picklist by clicking on it. This will populate the following simplified address fields (and set the Customer field for consistency).

          3. If you wish to manually enter a Site address, you can manually type in the address fields. You can also edit any address retrieved from the Site file too.
          4. The Customer field is automatically populated as this is taken from the Customer record associated with the Site selected. This type of work item does not support billing however.
        7. In the Contact section, you set the person to be contacted and their communication details i.e. phone, mobile and/or email. These details are automatically set from the primary contact details, if they are set on the Site record.
           
          1. In the “Contact” field, if the automatically populated details are not correct, you can select another Contact from the list of Contacts associated with the Site. Type a search term and the matching Contacts will be displayed in a drop-down picklist below. The search function will look for any matching text within the Contact data. You can also click anywhere on the input box to look for a contact and scroll within it.
          2. Select a Contact from the picklist by clicking on it. This will populate the following communications fields, if this data exists in the Contact record.
          3. If you wish to manually enter a contact's name (and any of the following communications details), you can manually type these in by clicking on the cross in the input box. To accept your inputted text, you need to click on Use Custom Value in the drop-down picklist. You can also edit any data pulled from the Contact file too.
        8. In the Asset/Equipment section, you set the Equipment to be worked upon. By selecting Equipment, some other fields as relevant will be filtered as required.
           
          1. In the Equipment field, you can select an Equipment item from the list of Equipment associated with the Site. Type a search term and the matching Equipment will be displayed in a drop-down picklist below. The search function will look for any matching text within the three fields displayed. You can also click anywhere on the input box to look for an Equipment item and scroll within it.
          2. Select an Equipment item from the list by clicking on it. This will populate the Serial Number and Asset Number fields, if this data exists in the Equipment record.
          3. If you wish to manually enter details of equipment, you can manually type these in by clicking on the cross in the input box. This will clear the existing data and allow you to type in a name of the equipment or item to be worked upon. To accept your inputted text, you need to click on Use Custom Value in the picklist. You can also edit any data pulled from the Equipment file too.
        9. In the Task section, you record details of the work to do and as this is a repair-oriented template, the option to record either the “problem” to be resolved task “to do” is presented.  
          1. In the Problem field, type a search term and the matching Problems will be displayed in a drop-down picklist below. The search function will look for any matching text within the three fields configured in the field from the Problem file. You can also click anywhere on the input box to look for a Problem and scroll down to view all available Problems.
          2. Select a Problem from the picklist by clicking on it. This will then populate the field automatically.
          3. If you wish to manually enter details of a problem, you can manually type these in by clicking on the cross in the input box. To accept your inputted text, you need to click on Use Custom Value in the drop-down picklist.
          4. In the Description field you can optionally enter additional text to describe the problem in more detail. If the Problem record’s Memo field contains text, this will be automatically populated into this field. 
          5. In the Memo field you can enter additional text to describe the required actions/tasks/work in more detail. If the Action record’s Memo field contains text, this will be automatically populated into this field.
        10. In the Schedule section, you can optionally record details of when the work should be done i.e. requested. The expected duration of the work can also be set here too. The duration field may be defaulted from an Action if this has been set. This information is used to  assist users schedule and plan work later.
           
            1. In the Start By field, you store the date and time requested (this does not schedule resource for the work; only sets the requested date/time). Click on the field to display a date/time picker, allowing selection of dates via a calendar style input. Clicking on a date selects the date. You can scroll around the calendar using the arrows on near the top. To the right is a time selector; you can scroll to find the desired time.
            2. In the Duration (Hours) field you can set the expected duration of work in hours. If you selected an Action, this may be populated automatically.
            3. In the End By field, you store the date and time requested for the work to be completed. Click on the field to display a date/time picker, allowing selection of dates via a calendar style input. You can scroll around the calendar using the arrows on near the top. To the right is a time selector; you can scroll to find the desired time.
            4. In this specific work item template, there is one “Working” workflow stage that is defined to be a scheduled stage i.e. have a date/time & duration. This section will be automatically populated when the work item is scheduled using the Calendar to a specific User. The date/time is shown in the Schedule @ Working section.
            5. To create the work item, click on the Create button. If you wish to abort and not create a work item, click the Cancel button.

          Continue the Using Work Items section with Creating a Depot Repair.