EDIFICE Inquiry - Service Management View

Use the Service Management View as a central dashboard for managing the work orders in your system.  From this view you can see work order details, as well as create, schedule, re-schedule and complete work orders.  Work order actions, mobile work order automation events and time related to work done for work orders or projects can also be managed here.  It is important to note that this view is not specific to an individual customer or location.  

Work orders display in a list, where they can conveniently be sorted by date, location, status, technician or other field.  Double-click a work order to open Work Order Entry so that you can view the details or edit the work order.  Print a single work order or a group of work orders.  You can also print a list of selected work orders.

Note:  To view work orders for a specific location or customer, use the EDIFICE Inquiry - Work Orders View.

Directions:

From the EDIFICE Inquiry, click Tools and then click Service Management.  

EDIFICE Inquiry - Service Management View Example:

To see directions for...

• Viewing & Managing Work Orders, click More.

  Below are instructions on viewing work orders, scheduling, re-scheduling, completing and printing work order.

   

  EDIFICE Inquiry - Service Management View Prompts
  Viewing Work Orders A count of the total number of work orders in the system displays: .  This can be a different count than the number of work orders currently displayed. There are several ways to limit and organize the work orders to display.  You can: Select a time period and only the work orders with a start date within that time period will display. Group the work orders by a column heading such as technician or status. Use the filter function to limit the work orders to only the ones that have matching criteria. Each are explained below. Note:  To view work orders with no scheduled date, click No Start Date.
  Date Range	The view defaults to work orders for today. To limit the work orders list to ones with a start date within a specified time period: Select an option from the drop-down list.   Today, next week, 2 weeks, next month Or, select custom to enter a custom date range. After selecting the date range, click Search.
  Ordering/Sorting	To organize the work orders in a certain order, click the desired column.  Click a second time to reverse the order.  For example, to list work orders in date order or technician order, click the date or technician column.
  Grouping	To organize items by a specific column heading such as technician or territory, drag the column heading to the box above the grid.  For example, to group the work orders by status, click on Status column heading and drag to the grouping box above the columns.   Grouping Box:
  Filtering	To only display the work orders that meet certain criteria, click Filter next to the desired column heading.  The available filter choices display as seen here. Problem Code Filter Example: To select the choices to use as criteria, click to check the desired box and then, click Ok. Note:  Advanced filtering options are available by clicking Text Filters.
  Work Order Status	To specify the work orders to display based on their status, click to check the desired boxes.  Multiple or all statuses can be selected.
  	To display only the work orders that do not have a start date assigned, click No Start Date.  Generally, these are work orders that need attention.  The work orders without an assigned start date display.
  Edit a Work Order	To view details or edit a work order, double-click the work order.  The Work Order Entry screen opens for editing.
  Printing Work Orders Note:  There are 2 types of printing functions available: Printing a list of selected work orders.  See the Print Work Orders section. Printing the actual work orders themselves.  The print instructions below explain how to print work orders.
  	To print a single selected work order or a group of selected work orders, click print and then select Print or Print View.  Work orders for the selected items print. Note:  The work order form is required and is generally set up during installation.  For assistance, contact NDS support at support@ndsys.com.
  Completing a Work Order 1.  Double-click the work order to open it in Work Order Entry.  For detailed instructions on entering fields, see Work Order Entry. 2.  Change the status to Completed or Completed Needs Review, Completed in Field, Completed with Errors. 3.  The completed date and time are automatically assigned, but can be edited as needed. 4.  Enter a result code and results notes. 5.  To complete the process, click Save . Keyboard shortcut:  [CTRL + s] Note:  The updated work order information displays in the Service Management view after clicking Save. 6.  To automatically generate miscellaneous receivables transactions associated with the work order, click Create Receivable and the Miscellaneous Receivable Entry screen opens. Notes:   Often miscellaneous receivables transactions are generated for inventory associated with the work that was done. There is setup required to use the Create Receivable function.  For assistance, please contact NDS Support at 800-649-7754.
  Rescheduling a Work Order Follow these steps to reschedule a work order.   1.  Double-click the work order to open it in Work Order Entry.  For detailed instructions on entering fields, see Work Order Entry. 2.  Change the Start Date by clicking the date picker and selecting a date or, simply entering a date. 3.  Change the Start Time by clicking a time slot from the drop-down list of available time slots or entering the time. 4. To complete the process, click Save . Keyboard shortcut:  [CTRL + s] Notes:   The updated appointment information displays in the Service Management view after clicking Save. Work orders can also be re-scheduled by going to Scheduler and dragging the appointment to the new date and time.
  Assign Selected Assign selected can be used to quickly assign a tech and a work date to a selected batch of work orders.  For example, you can use this to assign a group of work orders with anytime appointments to a technician for a selected date.
  	To assign a date, a technician and a problem code to a selected work order or a group of selected work orders, click to highlight the desired work orders and then, click Assign Selected.
  The following window displays:
  Technician	To specify the technician, select a defined technician from the drop-down list.
  Problem	To select the problem code, choose a code from the drop-down list.
  Schedule Date	Enter the date or select a date from the date picker.
  Status	To assign a status to the work orders, click a status in the drop-down list.
  Office Notes
  	To complete the change, click Ok.
  Service Management View Right-click Functions To see additional options, right-click.  Below is an example.
  	To expand all rows in the grid, click Expand All. To collapse all rows in the grid, click Collapse All.
  	To copy the information highlighted in the selected rows, click Copy.
  Printing & Exporting Functions These functions can be handy for further manipulating or formatting the data or sending copies to coworkers.  In addition, Print and Print Preview functions are available.
  	To begin printing a report of the work orders highlighted in the grid, click Print.   Tip:  The generated list is similar to the Service Call report. To print a report of the selected work orders to the Print Preview window, click Print Preview.
  	To create a Microsoft Excel spreadsheet from the selected items, click Save as Excel.  Then, follow the normal Windows® save procedure. Tip:  This can be handy if you want to further manipulate the report data. To create a PDF document from the selected items, click Save as PDF.  Then, follow the normal Windows® save procedure. To create a Microsoft Word document from the selected items, click Save as Word.  Then, follow the normal Windows® save procedure. Tip:  This can be handy if you want to change the heading or print the report on letterhead.
  Window Save As	The Windows Save As steps: At the Save In field, navigate to the desired location. At the File Name field, enter a file name. The Save as Type is set based on the Save as selected: Excel document to save as an Excel file. PDF to save as a PDF document. Word Document to save as a Word document. PNG to save as a PNG image. Click Save .

   

• Viewing & Managing Time Entry, click More.

  The Time Entry tab allows you to view employee time for work done, providing an overall view and analysis of work that has been done.  Time entries can be added, changed and removed here.  If you use mobile work orders, time that is entered in the field automatically updates here and can be edited.  A time sheet option will generate a pre-formatted weekly time sheet with a signature line for the technician and a totals page.  Each technician is listed on a separate page and is broken down by labor code with office and results notes, work order number if applicable, problem code and time entered for each day of the week.

  From the Service Management view, click Time Entry tab.  The following screen displays.

   

  

   

  EDIFICE Inquiry - Service Management View Time Entry Prompts
  Viewing Time Entries There are several ways to limit and organize the time entries.  Each are explained below.  You can: Select a time period and only the time entries with a date within that time period will display. Group the time entries by a column heading such as technician or project. Use the filter function to limit the time entries to only the ones that have matching criteria.
  Date Range	The view defaults to all time entries. To limit the list of time entries to ones with a date within a specified time period: Select an option from the drop-down list.   All dates, last QTR, Last Period Or, select custom to enter a custom date range. Or, select a week ending date.  This allows you to view time entries for 7 days at a time.  This can correspond to your week ending pay period and can allow you to view weekly time reports.  This date is also used for the time sheet report. After selecting the date option, click Search to find the desired time entries.
  Ordering/Sorting	To organize the time entries in a certain order, simply click the desired column.  Click a second time to reverse the order.  For example, to list entries in entry date order or technician order, click the entry date or technician column.
  Grouping	To organize items by a specific column heading such as technician or project, drag the column heading to the box above the grid.  For example, to see all the entries grouped the technician, click the technician column heading and drag to the grouping box above the columns.   Grouping Box:
  Filtering	To only display the work orders that meet certain criteria, click Filter next to the desired column heading.  The available filter choices display as seen here. Labor Code Filter Example: To select the choices to use as criteria, click to check the desired box and then, click Ok. Note:  Advanced filtering options are available by clicking Text Filters.
  Time Entry Functions The following functions are available: Add Time Entry - To add a time entry, click Add Time Entry and then enter the time.  For directions on entering time, click Time Entry. Remove Time Entry  - Click to highlight the time to remove from the list.  Then click Remove Time Entry. Time Sheet - To generate a weekly time sheet by technician with time totals, select the week ending date and then click Time Sheet.  For an example of a time sheet, see Time Sheet Report Sample.
  Time Entry Right-click Functions To see additional options, right-click within the grid.  Below is an example.
  	To expand all rows in the grid, click Expand All. To collapse all rows in the grid, click Collapse All.
  	To copy the information highlighted in the selected rows, click Copy.
  Printing & Exporting Functions These functions can be handy for further manipulating or formatting the data or sending copies to coworkers.  In addition, Print and Print Preview functions are available.
  	To begin printing a report of the time entries highlighted in the grid, click Print.   To print a report of the selected work orders to the Print Preview window, click Print Preview.
  	To create a Microsoft Excel spreadsheet from the selected items, click Save as Excel.  Then, follow the normal Windows® save procedure. Tip:  This can be handy if you want to further manipulate the report data. To create a PDF document from the selected items, click Save as PDF.  Then, follow the normal Windows® save procedure. To create a Microsoft Word document from the selected items, click Save as Word.  Then, follow the normal Windows® save procedure. Tip:  This can be handy if you want to change the heading or print the report on letterhead.
  Window Save As	The Windows Save As steps: At the Save In field, navigate to the desired location. At the File Name field, enter a file name. The Save as Type is set based on the Save as selected: Excel document to save as an Excel file. PDF to save as a PDF document. Word Document to save as a Word document. PNG to save as a PNG image. Click Save .

   

• Viewing & Managing Actions, click More.

• Viewing & Managing Automation Events, click More.