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Managing Categories

Managing Categories

Categories are required to create work orders.Ā  They are also used for generating Work Order ReportsĀ (e.g., ā€œHow many Landlord requests are open/in progress?ā€ as opposed to ā€œHow many Roof Leaks are open/in progress?ā€) and GL Coding.Ā 

GL Codes can be set up by Category, Trade or Category/Trade. The table below shows an example of how Categories can be used with GL Codes and Trades:

CategoryTradeGL Code
Landlord
784321
MaintenanceHVAC344455
RepairsHVAC344457

Add, Edit, or Delete a Category

You can add or edit categories as required within Service Automation Admin.Ā  All categories can be edited with the exception of Maintenance for Preventive Maintenance (PM)/scheduled services. This is because automated processes have been set up for PMs. IVR check-in cannot occur before the call date/time and check-out cannot occur after the scheduled date or expiration date (whichever is greater). Here are a few important notes when creating Categories:

  • It is critical for data to be consistent. The categories contained in the dashboard templateĀ and the categories contained in Admin must be consistent (e.g., ā€œRepairsā€ cannot be listed in Admin and ā€œRepairā€ in the dashboard template). If the data does not match, the work order cannot be created.
  • There may be categories listed in Admin that are not in the dashboard template. However, if a category is needed in the dashboard, it must added to both Admin and the dashboard template to prevent any errors.
ā¦æ How to Add a Category
  1. On the top-left of the page, click the menu icon, and selectĀ Admin > WO Properties > Categories. The list of Category Names currently in the system appears.Ā 
  2. Click Add Category.
  3. Enter a name for the new Category. Special characters and apostrophes should not be used in Trade names.
    Add Category
  4. Click Save.
ā¦æ How to Edit or Delete a Category

To edit or delete a Category, it must not have any data associated with it in work orders, proposals or invoices. An error message will appear you attempt to edit or delete a Category associated with data.

  1. On the top-left of the page, click the menu icon, and selectĀ Admin > WO Properties > Categories. The list of Category Names currently in the system appears.Ā 
  2. Click the edit pencil next to the Category you wish to edit or click the red X to delete.
    • To edit, make your desired changes to the category name in the pop-up, then click Save.
    • To delete, click OK in the confirmation pop-up and the category will be removed from the Category page.

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