Vendor & Primary Job Contact Acceptance Usage

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Reginald Berry
5 years ago
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1 Functionality: The user has the ability to send a work order with acceptance button options in the body of the . This acceptance can be sent to the Vendor assigneds to the work order or to the Primary Contact for the Job. The body of the can be customized t. The acceptance can be sent and will display at the work order level in.net ONLY. An admin user will need to enable the feature in the System Settings and create the body of the message. There are also work order report settings that need to be adjusted to ensure the work order has the correct fields displaying for the intended receiver. Ie You may not want the homeowner to see the action taken section or you may not want the vendor to see the homeowners information. WORK FLOW: Create Work Order Send to Vendor for Acceptance Receive Confirmation Send Homeowner Acceptance Receive Confirmation EXAMPLES: Notification s o Sent o Recieved Reference Stamps o Sent o Acceptance o Rejection Notification Buttons o Not Sent o Sent o Acceptance o Rejection For an overview of how to this feature up please refer to the following reference document Vendor and Primary Job Contacts Acceptance Setup available on the University under Training Documents Administrator. 1 P a g e

After a Work Order is Created & Saved Click on either REQUEST buttons to send the acceptance email.

2 After a Work Order is Created & Saved Click on either REQUEST buttons to send the acceptance . Note: by default, the NOT SENT icon displays on work order item detail and the work order in list management. Example of NOT SENT icons on WO in list management screen Send to Vendor for Acceptance Receive Confirmation Send Homeowner Acceptance Receive Confirmation 2 P a g e

3 Send Acceptance to Vendor Click REQUEST VENDOR Confirmation message will pop up Click OK 3 P a g e

4 After the user Clicks REQUEST VENDOR: the NOT SENT icon will change to SENT the Action Taken section of the WO will stamp with Acceptance Request Sent an will be sent to the Vendor that includes the WO as an attached PDF and the body of the will have the Accept/Reject buttons and customized message. Example of Work Order Detail Screen after Request Vendor button is clicked. (See end of document for List Management View) 4 P a g e

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After the Vendor clicks ACCEPT button in the email: the SENT icon will change to ACCEPTED the Action Taken

6 After the Vendor clicks ACCEPT button in the the SENT icon will change to ACCEPTED the Action Taken field will stamp with Accepted by Vendor Example of Work Order Detail Screen after Vendor Accepts. 6 P a g e

After the user Clicks REQUEST CONTACT: the NOT SENT icon will change to SENT the Action Taken section of the WO will stamp with Acceptance Request Sent an email will be sent to the Primary Job

7 After the user Clicks REQUEST CONTACT: the NOT SENT icon will change to SENT the Action Taken section of the WO will stamp with Acceptance Request Sent an will be sent to the Primary Job Contact that includes the WO as an attached PDF and the body of the will have the Accept/Reject buttons and customized message. Click REQUEST CONTACT Example of Work Order Detail Screen after Request Contact button is clicked. (See end of document for List Management View) Confirmation message will pop up Click OK 7 P a g e

After the Job Contact clicks the REJECT button in the email: A new browser window will open with a place to add a Name and Reason for the Rejection-Click SUBMIT the SENT icon will change to REJECTED

8 After the Job Contact clicks the REJECT button in the A new browser window will open with a place to add a Name and Reason for the Rejection-Click SUBMIT the SENT icon will change to REJECTED the Action Taken field will stamp with Rejected by Primary Job Contact if the Reject Name and Reason are filled in then the Rejection Detail will show in the Action Taken field also Example of Work Order Detail Screen with Rejected stamp 8 P a g e

9 Example of List Management Screen with Rejection Detail in Action Taken Example of List Managment Screen after Request Vendor button is clicked on item. 9 P a g e

10 Example of List Managment Screen after Vendor Accepts. Example of List Managment Screen after Request Contact button is clicked 10 P a g e

11 Example of List Management Screen with Rejection Detail in Action Taken EXAMPLES: Body Message Notification s o Sent o Recieved Reference Stamps o Sent o Acceptance o Rejection Example of Body Message to Vendor 11 P a g e

Example Email Received by Vendor when SEND REQUEST button is clicked.

12 Example Received by Vendor when SEND REQUEST button is clicked. Example: Received by Primary Contact when SEND REQUEST button is clicked Example: After clicking ACCEPT in the body of the , a new browser window will open with an acceptance message 12 P a g e

Example: After clicking REJECT in the body of

option. Then a Thank you message appears.

13 Example: After clicking REJECT in the body of the , a new browser window will open with a rejection message and a subbmission form to enter a name and reason for using the Reject option. Then a Thank you message appears. Example: Reference Stamp in Action Taken on the WO 13 P a g e

14 Details 14 P a g e

GET TO WORK IN A FEW SIMPLE STEPS

GET TO WORK IN A FEW SIMPLE STEPS These features can be activated and managed by your administrator. Send attachments Clean your documents as you go 4 Create a new email Attach your files Click the notification