Uploading Auto-Assignment Rules in Bulk via Template
- Anastasia Troichuk (Unlicensed)
To automate work order assignment to your field technicians, consider uploading auto-assignment rules via template. This approach works perfectly when you have an army of field technicians, each of whom should be assigned to service specific locations and trades.
Work orders created by your client and dispatched to your organization will flow directly to a technician who services the WO trade and location per your assignment rules.
In Work Order Assignment, you can click the Bulk Upload button to perform the following actions:
- Download a sample template to create new auto-assignment rules for your field technicians.
- Upload existing auto-assignment rules to review them or make adjustments if necessary.
Creating Auto-Assignment Rules via Template
- Click the hamburger menu, and navigate to Work Order Assignment under Work Orders.
- Click Bulk Upload.
Switch to either the User ID or Employee ID tab.
- User ID — to upload auto-assignment rules for techs by providing their user IDs. Find the user ID in User Management.
- Employee ID — to upload auto-assignment rules for techs by specifying their employee IDs. Find the employee ID in User Management > user’s profile > Employee Details tab.
- Click Sample Template. A blank template is downloaded to your device.
- Launch the template in your preferred spreadsheet application, and enter the following information:
- * SubscriberID: the unique ID number of your client.
- * Username/Employee ID: based on the option you picked in step 3, enter either the User ID or Employee ID of a technician for whom you are creating an auto-assignment rule. You can find the user ID and employee ID in User Management.
- Last Name, First Name: the technician’s last name and first name separated with a comma.
* Trade: the trade to which you want to assign the tech.
- To assign multiple trades to the tech, enter each trade in a separate cell.
- Enter ALL in the Trade column to assign all trades to the tech including all the trades that will be assigned to your company in the future.
- To assign multiple trades to the tech, enter each trade in a separate cell.
* Location: the ID of a location your tech should be assigned to.
- To assign multiple locations to the tech, enter each location ID in a separate cell.
- Enter ALL in the Location column to assign all locations to the tech.
Role: assign the role to your technician by entering the corresponding number from 1 to 3: 1 for a technician, 2 for a supervising tech, or 3 for a regional manager. This column is available only to those who have the required feature enabled. Before assigning the role, please read about Technician Permissions.
- Add/Remove: enter Add or leave the column empty to create a new rule. Enter Remove to delete an existing rule. Learn more about Modifying Current Auto-Assignment Rules via Bulk Upload.
- Error: you do not need to fill out this column. It is designed to return an error message when the upload fails.
- Save the document in the XLSX format.
Go back to the Bulk Upload overlay, click Select File, and locate the saved template. Then, click Upload XLSX.
You can review the results by clicking Click Here to Download Last Upload Results, which will download the results of your last uploaded rules.
When errors are found in your file, check the Error column in the results file to fix them and re-upload your template.
Now that you have created auto-assignment rules, your technicians will start receiving work orders per these rules.
Keep track of service requests assigned to each of your technicians by expanding the list of assigned work orders right under the tech’s name and picture.
Modifying Current Auto-Assignment Rules via Bulk Upload
Your auto-assignment rules created for technicians can be modified using the Bulk Upload Template. This includes adding or removing rules for one or more technicians.
- Navigate to the hamburger menu, and click Work Orders > Work Order Assignment.
- Click Bulk Upload.
- Switch to either the User ID or Employee ID tab.
- Click Current Rules to download the MS Excel file with your current auto-assignment rules.
- Launch the file in your preferred spreadsheet application.
- Take the required action:
- To remove an existing rule, enter Remove in the Add/Remove column next to the rule you want to delete.
- To add a new rule, enter the required information (Subscriber ID, Username, Trade, Location). Learn more about filling out these fields in Creating Auto-Assignment Rules via Template.
- Save the file in the XLSX format.
- Go back to the Bulk Upload overlay, click Select File, locate the saved template, and click Upload XLSX.
To review the modification just made, click Click Here to Download Last Upload Results. Open the template to review the results file.
Reviewing Current Auto-Assignment Rules
You can view your current auto-assignment rules by downloading the Current Rules report available in the Bulk Upload overlay. The report shows to which locations and trades your technicians are currently assigned.
- Navigate to Work Order Assignment.
- Click Bulk Upload.
- Switch to either the User ID or Employee ID tab.
- Click Current Rules to download the MS Excel file with your current auto-assignment rules.
- Click Current Rules, which will download an MS Excel file.
- Open the file in your preferred spreadsheet reader.
The spreadsheet displays all of the auto-assignment rules that are currently in place.
