Pole Star: Survey Hub 1.8 Release Support Pack A review of what s been fixed or changed by business area Any questions please email AskPolestar@esurv.co.uk August 2016 Internal Communications (LH) / L&D Final
Contents From the list below, please either choose your relevant area / team to take a look at the fixes or changes, or simply click through to see everything. To return to this page, click on any of the green house icons. 1. General These are updates throughout the entire system. 2. Area Managers 3. Booking 4. Client Services 5. CVA 6. Management 7. Panel Maintenance 8. PVQ / PVTQ 9. Regional Admin 10. Surveyors 11. Systems Admin 12. Technical Services / Audit & Risk 13. WACM Any questions please email AskPolestar@esurv.co.uk
Pole Star: Survey Hub 1.8 Release Support Pack 1. General Any questions please email AskPolestar@esurv.co.uk
General Clear Filters button Within all Survey Hub list views, all Clear Filters buttons have been replaced with Reset Table buttons. Clicking Reset Table will clear both filters and any sort ordering that has been applied to the list. Before: After:
General Select Column feature A Select Column feature has been added, which allows users to define the columns that are displayed within a list view. Currently, this has been enabled within the Job PVQs list only. The Reset Table button will also reset the visible columns to the default set within list views that have a Select Column function. Before: After:
General Current On Hold column Changed the filter for the Current On Hold column within the resource list to be a drop-down list with the options No Hold, Partial Hold and On Hold. Before: After:
General Job ID field Changed the Job ID field within a Job Blocker record to show the user-friendly Job Ref rather than a system ID. Before: After:
General SLA Remaining column The SLA Remaining column within the Job list will now display n/a for Jobs without a Primary SLA. Before:
General SLA Remaining column cont. After:
General Fixes: Within the Job Details area, Cancelled, Closed and Not Started SLAs will now show n/a within the SLA Remaining column. Allocation and Assignment rules that calculate resource capacity now calculate over the number of working days specified, taking into account any non-working days specified within System Settings > Working Calendar. Previously, non-working days from System Settings were not taken into account. Fixed an issue where a drop-down list within a pop-up could remain open after the pop-up was closed, if the user double-clicked the pop-up close button.
General Fixes cont.: The Call Management area will now always display the status of the latest appointment from a Job. Previously, if an appointment was booked and then cancelled, and a further appointment was booked, then the Appointment Status within Call Management would be cancelled. Fixed a cosmetic issue when a user scrolls downwards in the Appointment Management Booking area while an alert is displayed. Fixed a cosmetic issue where list filters for date fields would render the calendar incorrectly, overlapping the contents of the list below. Renamed the 'Updated' column to 'Updated Date' within the tasks list. Within 'On Hold Management', correcting the spelling of Management within the table headers for both Resources and Firms.
General Fixes cont.: Fixed the Sent On field within a correspondence record having an American date format. Fixed a cosmetic rendering issue with the calendars for list view date filters. Fixed a case where the 'Availability Management' area could display an Internal Server Error and fail to load. Fixed Broker Portal users being able to access the Tasks Sidebar Menu item. Fixed the Call Management Further Job Details showing customer Outstanding Balance as in Credit when it should be a Debit. Fixed users without the Add Record Refund permission being able to access the Record Refund button within the Job products area.
General Fixes cont.: Removed the Appointment Booking warning message "No Lender Product found for any product on this Job. An appointment only booking will be sent to the Surveyor" as it is no longer applicable. Fixed users being able to Hold Jobs that were already On Hold via the Job List Hold Job(s) function. A validation error will now be displayed if a user attempts to Hold a set of Jobs that contains at least one already On Hold Job. Fixed Task List filters for date fields rendering the calendar incorrectly and overlapping the contents of the list. The Source System Creation Date field is now available within Job List Custom Lists. Fixed an issue so that it is no longer possible to create duplicates of the same note by clicking the Save Note button repeatedly.
Pole Star: Survey Hub 1.8 Release Support Pack 2. Area Managers Any questions please email AskPolestar@esurv.co.uk
Area Managers Fixes: Fixed the Area Name Field is Required message being duplicated when the Area Name was left blank in the Resource Coverage Add Area pop-up.
Pole Star: Survey Hub 1.8 Release Support Pack 3. Booking Any questions please email AskPolestar@esurv.co.uk
Booking Appointment Management Booking Within the Appointment Management Booking area and Appointment Management Resource Diary, the hover-over pop-up for a Resource On Hold Period will now display the Reason for the On Hold. Before: After:
Booking Call Back Times list Added a new Call Back Times list to the Dashboard. This displays the number of recent Jobs that fall into various Call Back Time intervals. The interval within which a Job falls is determined by the time that lapses between the Job's creation date/time and the date/time that an appointment is booked, a Call Back Request is added, or an Exception is added. Cancelled and Held Jobs are not included within the count.
Booking Latest Milestone Status fields Added Latest Milestone Status and Latest Data Set Status fields to the Job Details area. These display the status of the most recent milestone and Import Data Factory File for the Job. Before: After:
Booking Off Site and Access Denied Statuses The Off Site and Access Denied SMART Valuations Statuses will now be reflected within Survey Hub. Previously, if an appointment had one of these statuses within SMART Valuations, the Survey Hub status would be Unspecified. Details will display as either Off Site or Access Denied.
Booking Off Site and Access Denied Statuses cont. (Go to Surveyors section to find out more on Smart Survey)
Booking Off Site and Access Denied Statuses cont. Hovering over the appointment in the Surveyors diary, the appointment status ( Off Site and Access Denied ) should be reflected.
Booking Fixes: Fixed so users without the Remove Appointments permission being able to cancel appointments within the Appointment Management Booking area. Various other cosmetic improvements to the Appointment Management Booking area. Fixed an issue where Job and appointment statuses would not be updated if the Surveyor Notes contained the < > " or ' characters. Added a Previous Job Count field to the Appointment Management Booking area s Survey Details section. This indicates the number of entries that exist within the Job's Previous Jobs area. Note that this count will only be displayed if previous Jobs exist. Within the Job List, the Select checkbox will no longer be available for Jobs that are already On Hold.
Booking Fixes cont.: The Resource Diaries within the Appointment Management Booking area will now display only those On Hold Periods that are relevant to the Job being booked, i.e. full On Holds and those On Holds that apply to the product(s), district and/or agreement of the Job.
Pole Star: Survey Hub 1.8 Release Support Pack 4. Client Services Any questions please email AskPolestar@esurv.co.uk
Client Services Fixes: Fixed an issue where some Cancelled Jobs could incorrectly count as Active for the purpose of determining whether or not a Resource could be made Inactive. Fixed an issue where some Cancelled Jobs could incorrectly count as Active for the purpose of determining whether or not a Resource could be made Inactive. Fixed when Job Products being considered when calculating the capacity required to carry out a Job. Now, the highest non-removed Job Product will determine the capacity required to carry out a Job. Fixed Firms being counted as eligible within the Unallocated Job List if the Job's Postcode District was within their Inactive Coverage.
Pole Star: Survey Hub 1.8 Release Support Pack 5. CVA Any questions please email AskPolestar@esurv.co.uk
CVA Fixes: It is now possible to manually create an Audit with the Stop Report setting enabled within a Job that has any Status, including Survey Completed. The Completed On field within an Audit record now displays the date/time of completion rather than just the date.
Pole Star: Survey Hub 1.8 Release Support Pack 6. Management Any questions please email AskPolestar@esurv.co.uk
Management SLA Details The SLA Details area of a Job record now contains a View Notes icon on the right-hand side of the toolbar, in line with other Job areas. Before: After:
Management Allocation History area: Within the Allocation History area, more detailed information will now be displayed for each Firm that is passed to the Quota Management Rule, in order to make the results of the Rule easier to understand. (Note that the information that is displayed will be true at the time of Allocation). The following information will be displayed for each Firm: Projected Overall Quota Percentage Actual Overall Quota Percentage Projected Regional Quota Percentage Actual Regional Quota Percentage Whether or not the Overall Quota is Flexible Whether or not there is a Daily Cap set What the Daily Cap is How many Jobs have been Allocated to the Firm under the Quota today How many Jobs have been Allocated to any Firm during the Quota Period How many Jobs have been Allocated to the Firm during the Quota Period
Management Quota Management list: Added filtering and paging to the Quota Management list. More detailed information about changes that are made to Firm Projections and Caps will now be recorded within Quota Histories. The date/time of the change, the user that made the change, and the previous and new values will be recorded when a change is made to any of the following settings: Projected Overall Quota Percentage The Is Flexible setting The Apply Cap setting Cap Per Day Projected Regional Quota Percentages The History of changes to these Firms' settings can be accessed by clicking the icon to the left of each Proj column heading within the Quota Firm Settings area.
Management Fixes: Within SLA Breakdowns, corrected the ShowActiveOnly field label to Show Active Only. Fixed inconsistency between Firm Management SLA information and SLA information within the rest of Survey Hub. Fixed the Availability Management area not displaying Assigned Capacity correctly if an appointment was booked and then cancelled. Made changes to ensure that the capacity displayed within the Availability Management area is always consistent with capacity calculations within other areas of Survey Hub. Also added an Assigned Capacity column, which displays the duration/points of Jobs that are Assigned to a Surveyor but that have not yet been booked.
Pole Star: Survey Hub 1.8 Release Support Pack 7. Panel Maintenance Any questions please email AskPolestar@esurv.co.uk
Panel Maintenance Firm Management area Within the Firm Management area, renamed the Current SLA column to SLA Remaining, and made its appearance consistent with SLA Remaining fields within other areas of Survey Hub. Before: After:
Panel Maintenance Transmitting Busies Updates It is now possible for Survey Hub and the etech Quest integration service to transmit Busies updates from Quest without user intervention: This functionality can be enabled or disabled by etech at the system-wide level. If it is enabled, then each time a Coverage Availability Update (Quest Busies Export) is completed for a Client, Survey Hub will check whether or not all Coverage Availability Updates have been completed throughout the system. If all Coverage Availability Updates are complete, then Survey Hub will instruct the Quest integration service to click the Send Busy Indicator button within Quest.
Panel Maintenance Export Data Factory Files Added a Created Date column to the Export Data Factory Files list. Before: After:
Panel Maintenance Import Data Factory filtering Added filtering and paging to the Import Data Factory list. Before: After:
Panel Maintenance Import Data Factory errors Import Data Factory records now contain a list of Errors that have occurred for Import Data Factory files within that Data Factory, along with a count of the number of files affected by each error. Click the icon to bulk enable the Manually Actioned flag for all files that are affected by a given error. Click the icon to bulk Run Quest Rules for all files that are affected by a given error. (See screen shots on next page)
Panel Maintenance Import Data Factory errors cont. Before: After:
Panel Maintenance Resource On Hold Import Files The specification for Resource On Hold Import Files, and the process that occurs when such files are imported, has been redesigned. More information will be added in a future version of these release notes.
Panel Maintenance Remove Active Postcodes button Renamed the Remove Active Postcodes button within the Resource Coverage area to Remove Selected Postcodes. Also removed the individual Remove Postcode option from the right-click context menu for a Postcode District, as it is no longer needed. Before: After:
Panel Maintenance Fixes: Added a Product Completed on Job SLA event for Job and product SLAs. This will be triggered when a Job Product's Status moves to Completed. Improved the loading time of the Client External Access area for Clients where a large number of Coverage Availability Updates have been created. Removed a blank, unneeded button within the Agreement Resources area toolbar. Fixed an error when editing a Firm On Hold Period if the user set the period to Start Now, when it did not previously. Reinstated missing validation error message that should be displayed when a user tried to create an agreement that does not match the uniqueness criteria (unique combination of Company, Client Type, Instructed By, Lender and Icode).
Panel Maintenance Fixes cont.: Fixed cases where invalid Occupier/Instruction Addresses (for example a single space character in the Postcode) could cause Quest File Processing to fail and set the corresponding Import Data Factory File to Processed with errors without sending an Error to Log. If the address in invalid and Survey Hub is therefore unable to create a Job, then an error will now be added to the Import Data Factory File log. Fixed Resources appearing twice within the Agreement Resources area if they have an On Hold Period for that Agreement as well as an Overall On Hold Period. Fixed the Agreement Resources area not always showing a Resource as Inactive at Agreement level if that Resource is Inactive for multiple Agreements.
Panel Maintenance Fixes cont.: Fixed Firms that are Managed at Resource level being included in Out of Area sections in the Manual Allocation drop-down even if their Resources cover the relevant District. Fixed Firms that have a relevant Agreement level Coverage Exclusion being included in In Area sections in the Manual Allocation drop-down. Fixed Firms that are Inactive at Agreement level being including in the Manual Allocation drop-down. Fixed Firms that are Managed at Resource level being included in Supports Product sections in the Manual Allocation drop-down if their Resources support only some of multiple Job Products. Fixed a rare case where the Product Is Auto Allocatable Rule could fail incorrectly due to a Product being dissociated from the relevant Agreement.
Panel Maintenance Fixes cont.: Within an Import Data Factory configuration, renamed the DefaultCompanyId field label to Default Company. Within the Firm Products area, renamed the ProductName and ProductDescription column headings to Product and Description respectively. Fixed the Add Firm SPN Code pop-up not closing correctly if the user clicked Add without entering a code. The user will now be presented with a meaningful error in these circumstances. Fixed an application error when adding a Firm Attachment via the Toolbar Create drop-down while in the Correspondence area. Fixed the On Hold option within the Firm record Create Toolbar option presenting an Unable to Load Content error message.
Panel Maintenance Fixes cont.: Within edit mode for an Import Data Factory file, corrected the ManuallyActioned field label to Manually Actioned. It is now possible to download an Import Data Factory File from within a file record, and from within the Job History > Milestones area of a Job record: Within an Import Data Factory File, a Download button has been added to the Toolbar. Within the Job History > Milestones area, an icon has been added to Job Data Record entries. Fixed mandatory field validation messages being duplicated within the Create New Client Mapping pop-up. Fixed mandatory field validation messages being duplicated within the Create New Lender Mapping pop-up.
Panel Maintenance Fixes cont.: Fixed an issue where some Cancelled Jobs could incorrectly count as Active for the purpose of determining whether or not a Resource could be made Inactive. Fixed when Job Products being considered when calculating the capacity required to carry out a Job. Now, the highest non-removed Job Product will determine the capacity required to carry out a Job.
Pole Star: Survey Hub 1.8 Release Support Pack 8. PVQ / PVTQ Any questions please email AskPolestar@esurv.co.uk
PVQ / PVTQ Signing off reports On Behalf Of Enabling the Sign Off Reports On Behalf Of setting within the Firm External Access area will now cause reports for that Firm to be signed off within Quest using the Firm's details rather than the individual Surveyor's. The details used will be those within the relevant Quest Firm External Access Record. The On Behalf Of Sign Off process will take place within a new milestone that will be sent at the same point in the process that the standard Sign Off Milestone would ordinarily be sent. In addition, it is now possible for a Survey Hub user to manually Sign Off Report On Behalf Of a Surveyor that has left the company or is unavailable. It is only possible to initiate this manual process within Jobs at the Survey Submitted or Survey Completed statuses. The Survey Hub user will be prompted to enter the required credentials, after which the new Sign Off On Behalf Of Milestone will be generated. (See screen shot on next page)
PVQ / PVTQ Signing off reports On Behalf Of cont.
PVQ / PVTQ Fixes: Fixed a case where the manual Sign Off On Behalf Of pop-up would not close correctly.
Pole Star: Survey Hub 1.8 Release Support Pack 9. Regional Admin Any questions please email AskPolestar@esurv.co.uk
Regional Admin Fixes: Fixed a case where the 'Add Resource On Hold Period' pop-up could fail to close when adding an Area-level On Hold. Fixed the Postcode field within a resource's address not being marked as a mandatory field. Fixed a case where editing a 'Resource On Hold Period' would incorrectly result in an error. This would occur when changing an On Hold Period that was previously set to start immediately to have valid future Start and End Date/Times.
Pole Star: Survey Hub 1.8 Release Support Pack 10. Surveyors Any questions please email AskPolestar@esurv.co.uk
Surveyors Signing off reports On Behalf Of Enabling the Sign Off Reports On Behalf Of setting within the Firm External Access area will now cause reports for that Firm to be signed off within Quest using the Firm's details rather than the individual Surveyor's. The details used will be those within the relevant Quest Firm External Access Record. The On Behalf Of Sign Off process will take place within a new milestone that will be sent at the same point in the process that the standard Sign Off Milestone would ordinarily be sent. In addition, it is now possible for a Survey Hub user to manually Sign Off Report On Behalf Of a Surveyor that has left the company or is unavailable. It is only possible to initiate this manual process within Jobs at the Survey Submitted or Survey Completed statuses. The Survey Hub user will be prompted to enter the required credentials, after which the new Sign Off On Behalf Of Milestone will be generated.
Surveyors Signing off reports On Behalf Of cont.
Surveyors Latest Milestone Status fields Added Latest Milestone Status and Latest Data Set Status fields to the Job Details area. These display the status of the most recent milestone and Import Data Factory File for the Job. Before: After:
Surveyors Survey Pack Status After completed form data has been submitted to Quest, the status of the relevant Survey Pack (visible within the Job Survey Details area) will be set to Submitted, in order to indicate clearly which Survey Pack was used to update the external system. Before:
Surveyors Survey Pack Status cont. After:
Surveyors Off Site and Access Denied Statuses The Off Site and Access Denied SMART Valuations Statuses will now be reflected within Survey Hub. Previously, if an appointment had one of these statuses within SMART Valuations, the Survey Hub status would be Unspecified. Details will display as either Off Site or Access Denied. When the surveyor marks the appointment as Off Site and Access Denied in on SmartSurvey, the jobs will appear under separate categories Off Site and UTGA (Unable To Gain Entry). (See next two pages for screen shots) In SurveyHub - details will display as either Off Site or Access Denied. (Go to Booking section for more)
Surveyors Off Site and Access Denied Statuses cont.
Surveyors Off Site and Access Denied Statuses cont.
Surveyors Fixes: Fixed a case where the manual Sign Off On Behalf Of pop-up would not close correctly. Fixed 'Buy to Let Comparables Calls' failing for certain address formats. Fixed Appointments within Jobs with outstanding Audits not correctly displaying the Held on Survey Hub Status during the Sign Off Process. The 'Bedroom Count' will now be included, where possible, in the data that is sent in a Rightcheck call.
Pole Star: Survey Hub 1.8 Release Support Pack 11. Systems Admin Any questions please email AskPolestar@esurv.co.uk
Systems Admin Templates list Added filtering and paging to the Templates list.
Systems Admin Fixes: Added a default Survey Flow setting to product records. This allows you to set the Survey Flow that will be used if no relevant Client Product exists, or if a Job does not have a Lender. Following this change, an Appointment Only instruction will be sent only if there is no Client Product and no product default Survey Flow.
Systems Admin Fixes cont.: Within Workflow Conditional If and Branching If Steps, if an Id field is selected, then a Selected Operation setting will now be available. This allows you to choose whether to use the system Id (Equal To), to use the userfriendly value (Lookup Comparison), or to check for null values within the Id (Is Null). Note that not all of these options will be available for all Id fields. It is now possible to select a Comparison Type within Conditional If Workflow Steps. As in Branching If Steps, EqualTo or ChangedTo can be selected within this setting: Setting EqualTo will use the new field value entered during the changes that triggered the Workflow, if the user made changes to that field, and the existing value if not. Setting ChangedTo will use the new field value entered during the changes that triggered the Workflow, if the user made changes to that field, and will use a null value if not.
Systems Admin Fixes cont.: Within Property Compare Workflow Steps, null values within numerical fields will now be treated as if the field contains zero. Fixed an error when attempting to use the 'Date Created' filter within the Audit Flows list. Fixed error when adding code to a Liquid If Workflow Step. Fixed an error when attempting to use the Type filter within the Templates list. It is now possible to book Appointments for Jobs without Lenders, including Broker Portal Jobs. The Survey Flow that is sent to SMART Valuations will be determined by the Product default Survey Flow; if no Product default Survey Flow is present then an Appointment Only Flow will be sent.
Systems Admin Fixes cont.: Within System Settings > External Systems, added spacing to the Connection String, Policy Access Name and Token Access Key fields; also renamed the IsActive field to Active. Within Lookup Management, corrected the DisplayTitleOnly column heading to Display Title Only.
Pole Star: Survey Hub 1.8 Release Support Pack 12. Technical Surveyors / Audit & Risk Any questions please email AskPolestar@esurv.co.uk
Technical Surveyors / Audit & Risk Survey Pack Status After completed form data has been submitted to Quest, the status of the relevant Survey Pack (visible within the Job Survey Details area) will be set to Submitted, in order to indicate clearly which Survey Pack was used to update the external system. Before:
Technical Surveyors / Audit & Risk Survey Pack Status cont. After:
Audit & Risk Fixes: Redesigned the Audit Management area to fix cosmetic issues and to display information more clearly.
Pole Star: Survey Hub 1.8 Release Support Pack 13. WACM Any questions please email AskPolestar@esurv.co.uk
WACM Allocating a job to a firm manually: When allocating a Job to a Firm manually, available Firms will be split into four categories: 1. In Area + Supports Product: These Firms cover the Job's location and can carry out all of the Job products. 2. Out of Area + Supports Product: These Firms can carry out of the Job products, but do not cover the Job's location. 3. In Area + Doesn't Support Product: These Firms cover the Job's location but cannot carry out all of the Job products. 4. Out of Area + Doesn't Support Product: These Firms do not cover the Job's location and cannot carry out all of the Job products.
WACM Allocating a job to a firm manually: When allocating a Job to a Firm manually:
WACM Fixes: Fixed the 'Unallocated Job List Account Manager' filter field drop-down containing only Resource Case Manager s. This field now allows you to select from all users. The Firm Capacity Agreement Allocation Rule no longer takes into account whether or not there is a continuous block of capacity available within a Resource's diary; Firms with eligible Resources that have enough total capacity within the relevant period will now pass the Rule, regardless of whether or not there is a continuous capacity slot currently available for the Job. Within the Resource On Hold File Import pop-up, renamed the AddProductOnholds and ProductList fields to Add Product OnHolds and Products respectively.
WACM Fixes cont.: Fixed when Job Products being considered when calculating the capacity required to carry out a Job. Now, the highest non-removed Job Product will determine the capacity required to carry out a Job. Fixed Firms being counted as eligible within the Unallocated Job List if the Job's Postcode District was within their Inactive Coverage. Any questions please email AskPolestar@esurv.co.uk