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Managing Work Orders via Email

Managing Work Orders via Email

Owned by Joseph Yarborough (Unlicensed)

For some actions that you want to take on work orders, you don't need to log in to Provider Automation. You can use your email account instead — either on your computer or mobile device. Here is what you can do via email:

Make sure the email account you are taking action from is the same as the account registered with ServiceChannel.

Responding to a Service Request

When your clients dispatch work orders to you, you can either accept or decline them via email. See Responding to a Service Request through Email for details.

Adding Notes and Attachments to a Work Order

You can add notes and attachments to work orders via email, without having to navigate to the corresponding page in Provider Automation.

⦿ How to Add a Note to a Work Order via Email
  1. Create a new email, and specify the recipient as follows: [TrackingNumber]@wonote.servicechannel.net. For example, you should enter 123456789@wonote.servicechannel.net for the service request whose Tracking Number is 123456789.
  2. In the email body, add your note to the work order.
  3. Send the email.

The note appears on the Attachment & Notes tab of the work order details page.

Work order note added via email that appears on the work order details page

When you receive an email notification about a note added to a work order, you can add a new note from the email. In the email, you can see the last and the last but one added note (if any).

 Click here to find out how to create a note from an email alert about a new note.
⦿ How to Add a Note to a Work Order from an Email Alert about a New Note
  1. Click Create New Note in the email. You are prompted to log in to Provider Automation if you are not logged in.
    Adding a note to a work order from an email notification about a new note
  2. You land on the Work Orders List where you can add a new note to the service request.


---OR---


  1. Reply to the email, and type your note in the reply.

  2. Send the email.

    Ensure the original message is included in the reply.

The client gets an email notification about a new note added to the work order.

⦿ How to Add an Attachment to a Work Order via Email
  1. Create an email to attachments@servicechannel.net.
  2. In the email subject, specify the Tracking Number of the work order you are adding an attachment to.
  3. Attach one or more files that you want to add to the work order.
  4. (Optional) In the email body, add a comment to the attachment(s).
  5. Send the email.

The attachment appears on the Attachment & Notes tab of the work order details page, and a note is added to the work order showing the file name and your comment.

Attachment added via email that appears on the work order details page

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