In Service Automation you can take action on multiple work orders at a time — also called batch actions or bulk actions. You can perform the following actions in batch:
- editing work orders in batch for any work order that has not been invoiced
- adding notes to work orders in batch
- adding attachments to work orders in batch and adding multiple attachments to a work order
- copying one or many work orders to paste in HTML format to an email or another document
You can also reassign work orders in bulk.
The batch actions bar appears on the bottom of the screen.
Note that each button lists a number, which represents the total number of work orders selected for that feature.
Editing Work Orders in Batch
Sometimes you may need to edit multiple work orders at a time, for example, when you want to reschedule work orders scheduled for a specific day due to other events at the location; manage auto-invoicing for maintenance work orders; update the category or NTEs on similar scopes of work, or add a Purchase Order number for issues fixed by the same provider.
You may process up to 100 work orders in a batch.
You may change the following information on multiple work orders:
- Purchase Order number
- Add a Work Order Note
- Scheduled Date/Time
- Notify Providers of WO edit/cancellation
- Weather Type
- GL Code
- NTE Amount
- Subtotal and Tax
Only work orders that have not been invoiced can be edited.
In the illustration below, notice that the total number of work orders (A) is 10, but the number of work orders to edit (B) is 8. This indicates that there are 2 work orders that are already invoiced. Those work orders cannot be edited.
Provider Notification of Batch-Edited Work Orders
By default, the service provider assigned to each work order is notified of the changes made via email. While you are compiling your work orders, be mindful of whether the assigned service providers need to be notified of your changes.
You can turn on and off the functionality to notify providers. Therefore, you may want to batch edit work orders that do not require provider notification, and then batch edit those that do require notification.
Adding Notes to Work Orders in Batch
Similar to editing, you can add notes to work orders in bulk. This is helpful when you want to notify providers en masse about a store closing for renovations, or update related work orders of particular details. Again, by default, all providers will be notified unless you specify otherwise.
Unlike the Edit feature, you can Add Notes to work orders regardless of the work order status.
Adding Attachments to Work Orders in Batch
In situations where you have to attach additional photos and/or documents to help with the completion of work orders, you can add
- one attachment to multiple individual work orders, or
- up to 5 attachments to a single work order.
Those who have access to the work order can view all attachment(s) added to the work order.