TRAINING GUIDE Wrk Flw Setup
Wrk Flw Setup The Lucity suite ffers yu a cmprehensive slutin fr Wrk Management. The Wrk mdule allws yu t establish yur wrk flw, track custmer requests, create wrk rders, establish a preventative maintenance plan, set pririties, prvide timetables, track system rehabilitatin, and perfrm budget frecasting. In rder fr yur emplyees t use these features, yu as an administratr will need t perfrm the ne-time setup actins listed in this wrkbk. Yu ll need t set up ther aspects f yur wrk flw in rder t fully utilize the Wrk mdule; hwever, this wrkbk will give yu a basic intrductin. Fr additinal infrmatin, cnsult the Lucity help guide. First, we ll begin by discussing the wrk flw setup. We ll shw yu hw t set up categries, create resurce recrds, create wrk crews, enter prblems, and establish wrk tasks. Then, we ll mve n t ntificatins. Ntificatins are used t infrm custmers f their request s status as well as ntify emplyees when a wrk rder has been assigned t them r has becme verdue. In this wrkbk, we ll shw yu hw t create ntificatin templates, set default ntificatins, and verride ntificatins. Finally, we ll shw yu hw t set up Wrk Optins and General Optins fr Wrk Orders and Requests. These ptins allw yu t determine hw yur emplyees will enter varius types f data int the Wrk mdules. Table f Cntents Wrk Flw Setup... 2 Getting Started... 2 Adding Categries r Sub-Categries... 4 Resurces... 6 Crews... 11 Assciating Resurces... 14 Prblems... 15 Wrk Tasks... 19 Ntificatin Templates... 24 Creating Email Ntificatins... 25 Custmer Ntificatins... 27 Overdue Prblem Ntificatins... 28 Overdue Task Ntificatins... 30 Overriding Ntificatins... 32 Wrk Optins... 33 Frmat... 33 Editing Wrk Optins... 34 New t 7.5... 35 New t 7.6... 35
Wrk Flw Setup T get started using the Wrk mdule, yu need t establish the wrk flw. This will help yu crdinate yur agency r department s unique terminlgy, functins, and prcedures. Yu can assciate actins with resulting tasks, assign crews t specific resurces (emplyees, equipment, and materials), establish unit csts fr resurce expenses, dcument emplyees training and certificatins, and track resurces. The fllwing mdules are available t help yu structure yur wrk: Categries Emplyees Certificatins Crews Cntractrs Equipment Materials Fluids Wrk Tasks Prblems Causes Classificatin Exclusin Days Ntificatins used t be part f the Wrk Flw Setup, but have nw been mved t the general menu. Hwever, Ntificatins are still imprtant t the Wrk Flw setup s they will be discussed here. Getting Started Befre using the wrk flw setup mdules listed abve, we recmmend creating an utline t help yu better rganize yur infrastructure. 1. Identify all main departments such as Water, Sewer, Street, Administrative, etc. 2. Identify all emplyees, cntractrs, equipment, materials, and fluids and determine unit csts per hur. If available, include the apprpriate ID numbers. 3. Create a list f all tasks r actins perfrmed by each department. 4. Create a list f all prblems encuntered that require wrk fr each department. Prblems refer t instances that generate wrk, such as pthles, sewer dr, etc. 5. Create a list f all causes that trigger wrk rders fr each department. Causes refer t what created the prblem, such as weather, vandalism, etc. Upn cmpiling yur lists yu will need t eliminate any duplicates. Fr instance, ne department may label a cause Strm while anther department labels a cause Severe Weather. Bth departments refer t the same type f cause, but have given that cause different labels. Yu will need t decide which label t use. Wrk Flw Setup 2
Categries First, yu ll need t define the main categries fund in yur infrastructure. We recmmend making each department a categry. Yu may want t define mre specific categries within yur main categries. Fr example, Street Department is a main categry while Engineering, Street Maintenance, and Traffic Services are all sub-categries f that main categry. Yu may wish t g int even mre detail by defining the divisins within a sub-categry. Fr example, Curbs, Sidewalks, and Pavements are divisins f the Street Maintenance sub-categry. Yu can add as many sub-categries as needed, but be aware that the mre yu create, the mre cmplicated yur system will becme Next, yu can grup yur resurces (emplyees, equipment, materials, etc.) under the apprpriate categry r sub-categry. Fr example, yu may grup street maintenance equipment, materials, tasks, prblems, pssible causes, and Street Department emplyees under the Street Maintenance subcategry. Nte that yu can grup assets under mre than ne categry. Fr instance, yu may have emplyees wh wrk fr mre than ne department, r equipment that is used by every department. Ntes: Wrk Flw Setup 3
Adding Categries r Sub-Categries 1. Open the Categries mdule by selecting Wrk>>Wrk Flw Setup>>Categries frm the desktp applicatin main menu. 2. T add a Categry, highlight the Categries branch in left-hand windw. This flder appears at the tp f the list. 3. T add a Sub-Categry, highlight the existing categry yu wish t be assciated with the new sub-categry. 4. Click Add n the mdule tlbar. 5. Create a Categry name by entering a unique cde and descriptin. This will be used in the Categry pick list thrughut the Wrk mdules. In the example belw, we ve named the categry Facility Maintenance Wrk Flw Setup 4
6. Select a Classificatin frm the drp-dwn menu. If yu select Inventry Item, the Cmmn Name field will be enabled and yu will be required t ppulate it. If yu select Classificatin, the Cmmn Name and the three Unit f Measure fields will remain inaccessible. 7. Select a cmmn name frm the drp-dwn menu. This links an asset t the categry and enables wrk rders t pull quantity infrmatin frm the mdule that huses that asset. Upn selecting a cmmn name fr an asset, an icn will appear next t that asset in the categry tree. Fr example, in the Facility Maintenance categry belw, we ve included the fllwing cmmn name assets: Facility Building, Facility Dr, Facility Flr, Facility Furnishing, Facility Rf, Facility Rm, and Leased Building. 8. Select the UOM (Unit f Measure) Type frm the pick list. If yu select cunt, the Quantity field in the Wrk Orders mdule will cunt the number f like assets assciated with that wrk rder. If yu select sum, the Quantity field will add the ttal measurements f the like assets. 9. Enter the field yu want the system t sum in the UOM field. If yu chse cunt, yu can leave this field vacant. 10. Select the unit f measure frm the pick list. Fr example, these include hurs, each, gallns, feet, etc. 11. Enter any default accunt r prject numbers yu want aut-ppulated in a wrk rder when this categry is selected. 12. Save yur new categry. Wrk Flw Setup 5
Resurces As the next step in wrk flw setup, we ll g ver hw t create resurce recrds. Resurces include the emplyees, cntractrs, equipment, materials, and fluids needed t cmplete wrk rders. Each time yu add a resurce recrd, the resurce will be added t the apprpriate pick list (Emplyees, Fluids, Materials, etc.). These pick lists are available thrughut the Wrk mdule. Individual wrk flw setup mdules are available fr each resurce type; hwever, the steps t add a recrd and the functins in each mdule are similar. In this sectin, we ll g ver the Materials setup mdule as an example. 1. Open the resurce mdules by selecting frm the menu Wrk>>Wrk Flw Setup>>Emplyees, Cntractrs, Equipment, Materials, r Fluids. 2. Click the Add buttn n the tlbar t enter Add Mde. 3. While each resurce mdule tracks infrmatin specific t the resurce type, all f the resurce mdules cntain a header with identificatin infrmatin plus the fllwing three critical tabs: General Cntaining general infrmatin abut the resurce. Categries Indicating what Categries the resurce is assciated with. WO as Resurce Listing all wrk rders where the resurce has been assigned. Wrk Flw Setup 6
4. Header Infrmatin Enter a Material ID. This is required; it allws yu t identify the resurce yu ll be entering. This same ID type appears in the ther resurce mdules. In ur example, we ve created a Material ID f 215 fr 10 inch PVC pipes. Indicate whether the resurce is active using the check-bx prvided. Nte: If marked, the resurce will be designated as active and will appear in the Wrk Order s pick list fr this resurce type. If this bx is nt marked, the resurce will nt be available fr selectin. 5. First Tab: General This tab allws yu t enter specific infrmatin abut each resurce. The Unit f Measure and Unit Cst fields are present in each f the resurce mdules. The data in the Unit f Measure and Unit Cst fields is autmatically carried ver t the wrk rder when the resurce is selected. Belw, we ve entered Feet as the Unit f Measure and a Unit Cst f $5.43. This means that each ft f 10 inch PVC pipe csts $5.43. The Department field is als present thrughut the resurce mdules. This allws yu t track which department the resurce is assciated with. Fr ur example, we ve assciated this material with the Sewer Department. Wrk Flw Setup 7
6. Next Tab: Categries Use this tab t assciate categries with the resurce. When a Categry is chsen in Wrk Orders, the available resurces are limited t thse assciated with that Categry. T add a categry, pen the Categries tab. Then, right click in the grid and select Add Recrd. A new frm will pen allwing yu t enter a categry. Click n the Categry buttn t access the pick list. This list cmes frm the Wrk Flw Setup, Categries mdule that we discussed earlier. Highlight a categry in the list and click Select. Then, click t save the recrd. The new categry will be added t the grid. As yu can see in the example belw, we ve assciated ur 10 inch PVC pipe with Lift Statins, Pipe Maintenance, Cllectins Systems, Sewer Department, and Miscellaneus Categries. Wrk Flw Setup 8
Nte that the Categries tab in the Wrk Flw Setup, Emplyees mdule cntains a unique functin allwing yu t replicate emplyee s categry links. Many emplyees in a department may need access t the same categries f wrk. While yu can assciate categries t Emplyee resurces in the same manner that yu assciated categries t the Material resurce abve, this additinal functin helps t simplify the prcess f assigning multiple categries t a single emplyee. In the Emplyees mdule, right click in the Categries grid and select Replicate Emplyee s Categry Links. A windw listing all emplyees in the Wrk Flw Setup, Emplyees mdule will appear: Highlight an emplyee listing and click Select. All categries assciated with the selected emplyee will nw als be assciated with the current Emplyee recrd. Yu can repeat this prcess if an emplyee shares categry assignments with mre than ne ther wrk emplyee. Yu can then add r delete individual categries as needed by using the additinal right click ptins in the grid. Ntes: Wrk Flw Setup 9
7. Next Tab: WO as Resurce This tab lists all f the wrk rders where the resurce has been used. This includes incmplete and cmpleted wrk rders. At a glance, yu can see the Wrk Order #, Main Task, Categry, Resurce Start/End Dates, and Units Used. Ntes: Wrk Flw Setup 10
Crews The next Wrk Flw Setup mdule we ll discuss is the Crew mdule. Crews are anther type f wrk resurce. This mdule allws yu t select a grup f emplyees and include them as resurces in a crew. In additin, yu ll als be able t assciate resurces frm the Equipment, Materials, and Fluids setup mdules. This expedites data entry when creating a wrk rder as it allws yu t enter the crew numerical cde instead f entering each individual emplyee, supervisr, and resurce. When the crew cde is entered int a wrk rder, all assciated emplyee and resurce infrmatin will be autmatically ppulated. 1. Open Wrk>>Wrk Flw Setup>>Crews frm the desktp applicatin main menu. 2. Click the Add buttn t enter a new recrd. 3. Yu ll generally include infrmatin in the fllwing critical areas: Header Includes crew numerical cde and name, supervisr, and lead wrker. Resurces Allws yu t include resurces frm the Wrk Flw Setup mdules. Categries Allws yu t assciate yur crew with multiple wrk categries. Yu ll assciate Categries with yur crew in the same manner as yu assciated Categries with yur Material recrd abve. 4. Header Infrmatin Create a unique cde and name t identify yur wrk crew. This is required. Be certain t pick smething recgnizable as yu ll select this crew frm a pick list in the Wrk Order mdule. In ur example belw, we ve created a Sewer Repair Crew. Select a Supervisr and Lead Wrk frm the pick lists. These lists cme frm the Wrk Flw Setup, Emplyees mdule. Indicate whether the crew is active using the check-bx prvided. Nte: If marked, the crew will be designated as active and will appear in the Wrk Orders mdule pick lists. If this bx is nt marked, the crew will nt be available fr selectin. Wrk Flw Setup 11
5. Next, in the Resurces grid, yu can assciate multiple resurces with yur wrk crew. These can include Emplyees, Equipment, Materials, Fluids, and Cntractrs Right click in the grid and select Add Recrd. The dialg shwn belw will appear. Select a Resurce Type frm the pick list. In ur example, we ve selected Materials. Select an individual Resurce frm the pick list. This list will be limited by the Resurce Type yu selected in the previus field. Fr ur example, we ve selected the 10 inch PVC pipe that we created in the previus example. Cntinue selecting additinal resurces as needed. Here, we ve included tw emplyees, a flush truck, and the PVC pipe. Ntes: Wrk Flw Setup 12
6. After yu ve saved yur Crew recrd, yu ll be able t select this crew in the Wrk Orders mdule, Task grid. As yu can see belw, all f the resurces (Emplyees, Equipment, and Material) that were assciated with ur Sewer Repair Crew have been autmatically entered by the system int the Wrk Order mdule s Resurces grid. Wrk Flw Setup 13
Assciating Resurces Once yu have created categries and sub-categries, yu can begin assciating resurces frm the ther setup mdules (Equipment, Materials, Tasks, Emplyees, Crews etc.). Assciating resurces with a categry enables the Wrk mdule t autmatically ppulate resurce data when a categry is selected in a wrk rder r request. T assciate a resurce with a categry, cmplete the fllwing steps: 1. Select the apprpriate resurce tab. Fr example, if yu want t assciate a material with a categry, yu wuld select the Material tab. 2. Click n the Shw All buttn t reveal a list f all resurces included in the Material setup mdule. 3. Highlight a resurce. Using yur cursr, drag the resurce ver t the left-hand windw and drp it int the categry. Nte that the resurce will be autmatically assciated with that categry and all sub-categries. 4. Yu can assciate as many resurces as needed with yur categries. Als, each resurce can be assciated with mre than ne categry. In ur example abve, we ve assciated the material we created earlier, 10 Inch PVC Pipe, with the Sewer Department categry. Wrk Flw Setup 14
Prblems In this next Wrk Flw Setup step, we ll discuss hw t create recrds fr prblems that result in wrk rders. All f the recrds that yu enter int the Prblems mdule will be added t the pick list used thrughut the Wrk mdule. When yu select a prblem frm the list in Wrk Orders, the default infrmatin, scripts, and ntificatins will als be carried ver. It s imprtant t keep in mind that prblems are different frm causes in Wrk Flw Setup. A prblem is smething that generates a wrk rder. This includes sewer stppage, sewer dr, pthle, missing sign, etc. A cause is smething that creates a prblem, such as weather, flding, vandalism, r accident. 1. Open Wrk>>Wrk Flw Setup>>Prblems frm the desktp applicatin main menu. 2. Click the Add buttn t enter a new recrd. 3. Yu ll generally include infrmatin in the fllwing critical areas: Default Data Data that will be carried ver t the wrk rder. Prblem Scripts Includes questins t be asked f the custmer calling in a request. Categries tab Assciates a categry with a prblem. This limits the prblems available when a categry is chsen in the Wrk Orders mdule. Wrk Flw Setup 15
4. Header Infrmatin Enter a Prblem ID. This is required; it allws yu t identify the prblem yu ll be recrding. In ur example, we ve created a Prblem ID f 205 fr Sewer Stppage. Indicate whether the prblem is active using the check-bx prvided. Nte: If marked, the prblem will be designated as active and will appear in the Prblem pick list fr wrk rders. If this bx is nt marked, the prblem will nt be available fr selectin. 5. Defaults Tab This tab allws yu t enter default infrmatin that will be carried ver t a wrk rder anytime this prblem is selected. This includes a default task, department, supervisr, pririty, verdue days, and verdue ntificatins. In ur example belw, we ve entered the fllwing default infrmatin: Default Task Flush Sewer. This will be perfrmed by the wrk crew. Department Sewer Supervisr Omer Matzen Pririty Medium Overdue Days 2 Overdue Ntificatin Sewer Supervisr. An verdue ntificatin will be sent t the Sewer Supervisr tw days after the request is submitted. Yu can als use the check-bxes at the right-hand side f the tab t indicate whether custmer email ntificatins will be sent. If the Cust Thank Yu bx is marked, the custmer submitting a request with this prblem will be sent an email when the request is saved. If the Cust Cmpleted bx is marked, the custmer wh submitted the request will receive a cmpletin email when the wrk rder is clsed. Wrk Flw Setup 16
6. Prblem Scripts The Prblem Scripts grid allws yu t create a list f questins t ask custmers when they call in t reprt a prblem. T enter a script, right click in the grid and select Add Recrd. The Prblem Scripts dialg will appear. Enter a sequence number and type a questin int the fields prvided. Fr ur sewer stppage prblem, we ve entered the script Is there any sewage material r standing water? This will help us determine the extent f the prblem. Click t save the recrd. Yur prblem scripts will appear in the grid. These scripts will be autmatically carried ver t the wrk rder when this prblem is selected. Ntes: Wrk Flw Setup 17
7. Next Tab: Categries Use this tab t assciate categries with the prblem. When a Categry is chsen in Wrk Orders, the available prblems are limited t thse assciated with that Categry. T add a categry, pen the Categries tab. Then, right click in the grid and select Add Recrd. A new frm will pen allwing yu t enter a categry. Click n the Categry buttn t access the pick list. This list cmes frm the Wrk Flw Setup, Categries mdule that we discussed earlier. Highlight a categry in the list and click Select. If yu chse, yu can select a pririty frm the pick list (lw, medium, high). Then, click t save the recrd. The new categry and pririty will be added t the grid. As yu can see in the example belw, we ve assciated ur Sewer Stppage prblem with Lift Statins, Pipe Maintenance, Manhle Maintenance, Cllectin Systems, Sewer Department, and Miscellaneus categries. Wrk Flw Setup 18
Wrk Tasks After establishing categries, creating resurce recrds, and entering prblems, yu ll want t create recrds in the Wrk Tasks mdule fr each task perfrmed when cmpleting a wrk rder. Each task recrd yu create is added t pick lists used thrughut the Wrk mdule. The task recrds cnsist f default infrmatin fr the task, such as unit cst, estimated cmpletin time, resurces used, and assciated wrk rder categries. Whenever a task is selected as the main task in a wrk rder, all default infrmatin will autmatically be carried ver t that wrk rder. 1. Open the tasks mdule by selecting frm the menu Wrk>>Wrk Flw Setup>>Wrk Tasks. 2. Click the Add buttn n the tlbar t enter Add Mde. 3. Yu ll generally include infrmatin in the fllwing imprtant areas: Default Data Data that will be carried ver t the wrk rder. Resurces tab Assciates resurces with a task. This limits the resurces available fr use n a wrk rder when the task is selected as the Main Task. Categries tab Assciates a categry with a task. This limits the tasks available when a categry is chsen in the Wrk Orders mdule. Ntes: Wrk Flw Setup 19
4. Header Infrmatin Enter a Task cde and descriptin. This is required; it allws yu t identify the task yu ll be recrding. This cde and descriptin will appear in the Task pick lists thrughut the Wrk mdule. In ur example, we ve created a task entitled Street Cnstructin Install Drainage. This is a gd example f a task descriptin as it is easy t identify its purpse. Mark the task check-bxes. Active Task Signifies whether this task is actively used. If active, it will appear in the Main Task and/r Sub Task pick lists, depending n which buttns are selected. Main Task If marked, this task will appear in the Main Task pick list. Sub Task If marked, this task will appear in the Sub Task pick list. 5. Default Infrmatin Tw tabs allw yu t enter default infrmatin abut a task: Defaults and WO Defaults. This default infrmatin will autmatically be carried ver t a wrk rder when the task is selected. Yu can use these tabs t include default units f measure, cst, estimated hurs, and wrk crews, amng ther things. Fr example, in ur Street Cnstructin Install Drainage task, we ve set the UOM as Linear Miles and the Unit Cst at 120. This means that fr each linear mile f street cnstructin, the cst t install drains will be $120.00. We ve als included Strmwater Cnstructin as the default wrk crew. Nte the presence f a Lck UOM checkbx. When this is marked, the specified Unit f Measure will always be used with the Wrk Task in this recrd. When this Task is added as a sub-task t Wrk Orders r PMs, the UOM will be autmatically ppulated and will nt be editable by users. Wrk Flw Setup 20
In additin t the default data n the previus page, we ve included a pririty f 2 Medium, assigned a supervisr (Chuck Adams), a lead wrker (Dn Carrll), and assigned this task t the Strmwater Management department. This infrmatin will als be carried ver t the wrk rder when this task is selected. 6. Resurces Tab This tab allws yu t include all resurces needed t cmplete the task. Yu can include emplyees, materials, fluids, equipment, etc. In the example belw, yu can see that we ve included a backhe (equipment) as well as cncrete and sand (materials). Wrk Flw Setup 21
Since we already have all f the equipment and materials needed, we ll demnstrate hw t add an emplyee. Keep in mind that the steps we ll g ver belw are used fr adding all resurce types. Right click in the grid and select Add Recrd. Chse Emplyee as the Resurce Type. Select an emplyee name frm the pick list. We ve chsen Mark Stephens. The unit f measure (hurs) will be carried ver frm Wrk Flw Setup. Enter ther infrmatin in the fields prvided. Fr example, we ve entered 8 in the units field, meaning that Mark wrks 8 hurs a day (by default). Save the recrd. Yu can Add anther resurce r Clse the frm. Ntes: Wrk Flw Setup 22
7. Categries Tab This tab allws yu t assciate yur wrk task with established categries. When a categry is chsen in Wrk Orders, the assciated wrk tasks will be the nly nes available fr selectin as valid tasks; hwever, yu can still add invalid wrk tasks thse nt assciated with the categry. Right click in the grid and select Add Recrd. Click n the Categry buttn t access the Categry pick list. Highlight the categry yu wish t be assciated with yur wrk task. Fr ur wrk task example, Street Cnstructin Install Drainage, we ve selected Street Department as ur default categry. Click t save the recrd. Ntes: Wrk Flw Setup 23
Ntificatin Templates Nw that yu ve established categries, created resurce recrds, entered prblems, and created a series f wrk tasks, yu can set up yur ntificatin templates. These templates are created in the General > Ntificatins mdule. Ntificatin templates can be used fr several mdules, thrughut Lucity. Fr Wrk the ntificatins are sent frm the Wrk Order mdule, Wrk Requests mdule, Master Prject mdule, and Prject PO mdule. Ntificatins can be used in any f the fllwing ways: T autmatically alert emplyees and supervisrs when a new wrk rder is created and assigned t them. T alert emplyees that the prblem in a request r a task in an pen wrk rder has changed r is past due. T thank custmers fr their requests (Thank Yu email). T infrm custmers that yu have taken care f the prblem reprted (cmpletin email). T autmatically alert supervisrs when a wrk rder is cmplete. T autmatically alert supervisrs when a wrk rder s pririty is changed Ntificatins can be frmatted as emails, text messages, Lucity Messenger pp-ups, r reprts. Custmer ntificatins and verdue task ntificatins are sent as emails by default. This sectin will cver creating a ntificatin template, then setting up a custmer ntificatin, r either type f verdue ntificatin. Fr mre detailed infrmatin abut creating ntificatin templates, r abut setting up ther types f ntificatins please read the Ntificatins guide als included in the ACT material. Nte: Fr any email ntificatins t be sent, the Lucity Services must be installed n the server. Ntes: Wrk Flw Setup 24
Creating Email Ntificatins 1. Open the Ntificatin Setup mdule by selecting General > Ntificatin Setup frm the desktp applicatin main menu. 2. Click t add a new recrd. 3. Enter a unique ntificatin label. This allws yu t easily identify yur template. We ve titled the example abve, Request Ntice. We ll be using this sample template t send a request ntificatin back t the custmer. 4. Select the Ntificatin Type in the header. Yu ll click n the captin buttn t chse frm a pick list. The Ntificatin Types include Email, Reprt t Printer, Reprt t Default Printer, and Messenger. The frmat yu select will determine which fields need t be filled ut n the screen abve. We ve selected Email fr ur example. The majrity f ntificatin types nly supprt Email ntificatins. General Prblem and Task ntificatins supprt the ther types f ntificatins. 5. Select the Ntificatin Mdule. This specifies which mdule this ntificatin will be available fr. If a ntificatin culd be triggered by tw separate mdules, select either ne f them frm the list. Fr ur example we chse Wrk Request. 6. In rder fr the email message t be sent, yu ll need t include an email address. Sme ntificatins pull recipients frm the mdules the ntificatin is sent frm and dn t need recipients added t the ntificatin s recipient list. Hwever, any recipients that are specified in the ntificatin template will receive the ntificatin every time it is used, n matter what. Wrk Flw Setup 25
Yu can chse t include multiple emails in the recipient list. Use a semi-cln t separate the email addresses. Fr the example we aren t ging t add any email addresses t the recipient list. The email address f the custmer putting in the request will be supplied by each request. 7. Type what yu wuld like t appear in the subject line f the email. 8. On the Email Bdy tab, type what yu wuld like t appear in the email bdy text. 9. Yu can autmatically insert field data frm the wrk rder r request int the subject line r email bdy f a ntificatin. Data can be aut-inserted frm the main tables (WKREQ fr Requests and WKORDER fr Wrk Orders) and Cmment fields (i.e. WO_MEMO, RQ_MEMO1, etc.). T aut-insert data, enclse field names in brackets []. Field names can be fund using the CTRL + Right Click ptin. The Field Name will be listed in the Field Definitin dialg bx. In ur example belw, we have included the fllwing fields: RQ_LINK1 Affected Asset RQ_PROB_TY Prblem Type RQ_FLLW_DT Due Date The data in these fields will then be autmatically inserted in the email ntificatin. Thus, in ur example, the email ntificatin bdy will read: A request has been submitted n [this affected asset, e.g. pavement] fr a [prblem, e.g. pthle]. The due date is [whatever date has been set, e.g. 5/15/2009]. Wrk Flw Setup 26
Custmer Ntificatins Yu can use an email template like the ne yu just created t set up custmer ntificatins. These are the Thank Yu and Cmpleted emails sent frm Requests. Wh receives the ntificatins? The Thank Yu email is sent t the riginal requester (listed in the Requester tab), as well as any requesters that were added t the recrd at a later date. When the request r assciated wrk rder status is Cmplete, the Cmpleted email will be sent t all requesters listed. These ntificatins are als sent t anybdy specifically included n the Recipient list n the ntificatin template. (Fr example, smetimes supervisrs like t see the an email f all requests that cme in.) When are the ntificatins sent? Thank Yu emails are sent autmatically when the request is saved, as well as anytime a requester is added t the recrd. Cmpleted emails will be sent t all requesters when the request r wrk rder status is changed t Cmplete. T start we will need t specify which ntificatin templates will be used fr the custmer ntificatins. This is dne in the Wrk Optins mdule. 1. Open Wrk > Administratin > Wrk Optins frm the desktp applicatin main menu. 2. Open the Advanced Optins tab and click t enter Edit Mde. Wrk Flw Setup 27
3. Using the field captin buttns t access the pick lists, select Ntificatin Templates fr the Thank Yu and Cmpleted emails. Then, save yur changes. 4. Nw whenever a custmer ntificatin is triggered, these ntificatin templates will be used. The Custmer Request ntificatins are cntrl by the prblem mdule. S the ntificatins are nly sent if a prblem that has the ntificatin turned n, is selected n the request. 1. T turn the Custmer Ntificatins n fr a prblem g t the Wrk > Wrk Flw Setup > Prblems mdule. Find the prblem(s) t turn this ntificatin n fr. 2. Click t enter Edit Mde. 3. On the Defaults tab mark the Cust Thank Yu and/r Cust Cmpleted fields. 4. Save and clse the recrd. 5. Nw whenever this prblem is selected n a request the crrespnding ntificatins will be sent. T test the Custmer ntificatin g t the request mdule and create a new request. On the Custmer tab enter the custmer infrmatin, making sure t include the email address. Select the prblem n the Request tab. Save the request. The ntificatin will be sent. Overdue Prblem Ntificatins Email ntificatins are als used t infrm emplyees f verdue requests. Yu can create specific email templates fr verdue prblems using the prcess we went ver abve. What determines when a prblem is verdue? The fllw-up date in the Request (under the Department/Utility Lcates tab). The system calculates the fllw-up date based n the status date (when the request was entered) and what yu have set up as the verdue days in Wrk Flw Setup. Wh receives verdue prblem ntificatins? The verdue ntificatin is always sent t the supervisr s email, but can be sent t additinal recipients based n what yu set up in the Ntificatins mdule. When are verdue ntificatins sent? Overdue ntificatins are prcessed each night n the server. They are dispatched by the Requests mdule. Wrk Flw Setup 28
Yu ll need t set up default verdue ntificatins in the Wrk Flw Setup, Prblems mdule. 1. Open Wrk > Wrk Flw Setup > Prblems frm the desktp applicatin main menu. 2. Find the prblem fr which yu d like t setup a default ntificatin and then click t enter Edit Mde. 3. On the Defaults tab, click the Overdue Ntif field captin buttn t access the pick list. Then, select a ntificatin template (like the ne yu created befre). 4. Fr ur example, we re using the Sewer Stppage prblem. 5. After selecting the ntificatin t be sent when a prblem is verdue lk at the Overdue Days field. Enter the number f days between when the request is created and when it is cnsidered verdue. This number is used t calculate the fllw-up date. Ntes: Wrk Flw Setup 29
T make sure that the request supervisr receives an email they need t have their email address specified n their emplyee recrd in the Wrk Flw Setup. 1. G t Wrk Flw Setup > Emplyee Setup. 2. On the Cntact Inf tab fill ut the Email field T test the Overdue ntificatin g t the request mdule and create a new request. Select the prblem n the Request tab. Save the request. Check the fllw-up date n the Department/Utility Lcates tab. A ntificatin shuld g ut the day after the fllw up date. Overdue Task Ntificatins Just like verdue prblem ntificatins, email ntificatins can als be used t infrm emplyees f verdue wrk tasks. Yu can create specific email templates fr verdue tasks using the prcess we went ver abve. What determines when a task is verdue? The prjected cmpletin date n the Csts tab f the Wrk Order. The system calculates the prjected cmpletin date based n the Wrk Order start date + the value (number f days) in the Estimated Task Duratin field (n the WO defaults tab). Wh receives verdue task ntificatins? The verdue ntificatin is always sent t the supervisr s email, but can be sent t additinal recipients based n what yu set up in the Ntificatins mdule. When are verdue ntificatins sent? Overdue ntificatins are prcessed each night n the server. They are dispatched by the Wrk Orders mdule. Wrk Flw Setup 30
Yu ll need t set up default verdue ntificatins in the Wrk Flw Setup, Wrk Tasks mdule. 1. Open Wrk > Wrk Flw Setup > Wrk Tasks in Lucity desktp. 2. Find the task fr which yu d like t setup an verdue ntificatin and then click t enter Edit Mde. 3. On the Ntificatins tab, click the Overdue Ntif field captin buttn t access the pick list. Then, select a ntificatin template (like the ne yu created befre). Fr ur example, we re using the Street Cnstructin, Install Drainage task. 4. After chsing the ntificatin t send, g t the WO Defaults tab and fill ut the Est Task Duratin field. Enter the number f days befre the Wrk Order shuld be cnsidered verdue. The system will use this number and the wrk rders start date t calculate the Prject Cmpl field. Then verdue ntificatin will be sent ut the day after the date stred in that field. T make sure that the request supervisr receives an email they need t have their email address specified n their emplyee recrd in the Wrk Flw Setup. 1. G t Wrk Flw Setup > Emplyee Setup. 2. On the Cntact Inf tab fill ut the Email field T test the Overdue ntificatin g t the wrk rder mdule and create a new wrk rder. Select the task in the header fields. Save the recrd. Check the prject cmpletin date n the Csts tab. A ntificatin shuld g ut the day after the prject cmpletin date. Wrk Flw Setup 31
Overriding Ntificatins 1. Supervisr, verdue prblem, and custmer ntificatins can be verridden using the Department/Utility tab f the Wrk Requests mdule. Simply pen the Department/Utility Lcates tab and mark the checkbxes at the righthand side f the screen fr whichever ntificatins yu wish t be verridden. By marking these bxes, the system will NOT send the crrespnding emails; hwever, ther ntificatins may be sent if they are included in the Ntificatin tab. 2. Supervisr, lead wrker, verdue prblem, and verdue task ntificatins can be verridden using the WO tab f the Wrk Orders mdule. Open the WO tab and mark the checkbxes at the right-hand side f the screen fr whichever ntificatins yu wish t be verridden. By marking these bxes, the system will NOT send the crrespnding emails. Ntes: Wrk Flw Setup 32
Wrk Optins The Wrk Optins mdule allws yu t custmize yur Wrk Order and Request numbers, select ptins t track in Wrk Orders and Requests, set up general ptins, select integratin ptins, and chse default email templates in the advanced ptins. T access this mdule, select Wrk>>Administratin>>Wrk Optins frm the desktp applicatin main menu. Frmat Within each tab yu can select t fcus n ptins fr Wrk Orders r Wrk Requests. Each tab s available ptins will change depending n yur selectin frm the drp-dwn bx at the tp f the Optins screen. The tabs and their functins are listed belw: Number Frmat Use this tab t custmize the number frmat fr Wrk Orders r Wrk Requests. Tracking Optins This tab allws yu t select which actins are tracked in the Wrk Orders and Wrk Requests Tracking tabs. General Optins Cntains individual ptins fr Wrk Orders and Wrk Requests. Parts Integratin This tab allws yu t set ptins fr integratin f parts fr Wrk Orders and Wrk Requests. Financial Integratin This tab allws yu t set financial integratin ptins fr Wrk Orders and Wrk Requests. Advanced Optins This tab allws yu t chse the default custmer Thank Yu and request cmpletin emails that will be autmatically sent t clients. These emails are created in the Wrk Flw Setup, Ntificatins mdule. The Thank Yu email is sent upn saving a new request, and the cmpletin email is sent upn clsing a request. Remember, we discussed these ntificatins earlier in this wrkbk. Wrk Flw Setup 33
Use the arrws at the right-hand side f the screen t access all f the tabs. Editing Wrk Optins Fllw the steps belw t turn n r ff ptins in the tabs. 1. Click the Edit buttn n the mdule tlbar t enter Edit Mde. 2. Select the tab with the ptins yu wish t edit and chse Wrk Orders r Wrk Requests frm the drpdwn menu. 3. Highlight the ptin yu wish t turn n r ff. Right click and select Edit. A dialg bx will appear. Type Y r N in the field prvided t turn n r ff Yes r N ptins. Type P in the field prvided fr ptins with the Prmpt feature. Type a number (r ther character) in fields where it is indicated. 4. Click OK t make yur changes. 5. Click t save yur selectins. Wrk Flw Setup 34
New t 7.5 Emplyee Mdule Added Starting and Ending Shift Times Added Permissin t hide the Cntact tab, if desired making thse fields invisible t users Time Cst Setup Added Filter, Brwse and Lcate t the mdule New t 7.6 Prblem Setup Default Categry This is a new field that specifies what categry is a default fr the prblem. When a Wrk Request is entered and n categry is specified the system will autmatically assign a Categry based n the Default Categry field n the Prblem recrd. Emplyee Setup Added new Issued Tab Displays parts that are issued frm a warehuse t the emplyees fr cnsumables glves, shvels, etc. Cst Markup Library - New mdule that allws users t establish typical cst markups that can be applied t wrk resurces like sales tax, utside charges, etc. Wrk Flw Setup 35