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Managing Dispatch Preferences

Managing Dispatch Preferences

About Dispatch Preferences

By keeping your dispatch preferences up to date, you will ensure the correct person receives important notifications from Service Automation about the status of work and action required by your company.

Important: This section is a system requirement and without completing this information your client will not be able to accept you to do work for them.

You will provide dispatch preferences for:

  • Service Requests

  • WO Notes/WO Alerts

  • Proposals/Proposal Alerts

  • Invoices/Invoice Alerts

  • Training

System-generated emails are sent to those listed in a given section. Should you want to add or remove someone from receiving emails for a given section, simply update your dispatch preferences.

For new work order alerts, you can also choose to receive SMS alerts to your mobile number(s), including local and international numbers. By responding to an SMS alert, you can also accept or decline the work order.

Quick Tips

  • The email address listed under the Training section may receive the administrator account login for the ServiceChannel application. Be certain that the person listed in this section should, indeed, have possession of this information. Should you need to have someone else take training, simply place your email in this section and then, when you receive the training invitation, forward it to the intended trainee.

  • When entering dispatch preferences for the first time or when modifying them later, you can copy preferences from another client or enter custom preferences for each client. You can add, edit, or delete dispatch preferences as needed.

Completing Dispatch Preferences

To format email notifications according to your regional settings, contact your ServiceChannel representative. Such details as the location address, date, and time formats, as well as decimal separators in monetary amounts, will reflect your regional standards. 

 

Quick Tips

  • You can receive a test message to your mobile number by clicking the Send SMS link next to each mobile number.

  • Message and data rates may apply for receiving and responding to SMS Alerts.

How to Complete Dispatch Preferences

 

  1. From the top navigation bar, click Clients. The Clients page appears.

  2. Click Continue next to the desired client. The Clients page for the applicable client appears.

  3. In the left navigation bar, click Dispatch Preferences. The Dispatch Preferences page appears.

  4. At the top of the page, enter Name.

  5. Under Service Requests, click the green plus symbol next to Phone. The phone fields appear.

  6. Enter Phone.

  7. Under Service Requests, click the green plus symbol next to either Fax or Email. The applicable fields appear. (Note: It is required to enter either a Fax or an Email.)

  8. Enter Fax or Email. (Note: You can click the green plus symbol to add additional Fax or Emails.)

  9. (Optional) Set SMS Text Message for New Service Request preferences:

    1. Next to Dispatch Text Phone, click the Country name drop-down list, and select the desired country.

    2. Enter the full mobile number.

    3. (Optional) Repeat steps 8a and 8b to add more mobile numbers.

  10. Under WO Notes/WO Alerts, click the green plus symbol next to either Fax or Email. The applicable fields appear. (Note: It is required to enter either a Fax or an Email.)

  11. Enter Fax or Email. (Note: You can click the green plus symbol to add additional Fax or Emails.)

  12. Under Proposals/Proposal Alerts, click the green plus symbol next to either Fax or Email. The applicable fields appear. (Note: It is required to enter either a Fax or an Email.)

  13. Enter Fax or Email. (Note: You can click the green plus symbol to add additional Fax or Emails.)

  14. Under Invoices/Invoices Alerts, click the green plus symbol next to either Fax or Email. The applicable fields appear. (Note: It is required to enter either a Fax or an Email.)

  15. Enter Fax or Email. (Note: You can click the green plus symbol to add additional Fax or Emails.)

  16. Under Training, click the green plus symbol next to Email. The Email entry field appears.

  17. Enter Email. (Note: You can click the green plus symbol to add additional Emails.)

  18. At the bottom-right of the page, click Save. The information is saved, and a green check mark appears in the left navigation menu next to Dispatch Preferences.

Copying Dispatch Preferences

This option will only be available if you have previously completed dispatch preferences for another client.

How to Copy Dispatch Preferences from a Current Client to Another Client

 

  1. From the top navigation bar, click Clients. The Clients page appears.

  2. Click Continue next to the desired client. The Clients page for the applicable client appears.

  3. In the left navigation bar, click Dispatch Preferences. The Dispatch Preferences page appears.

  4. At the bottom of the page, under Copy all dispatch preferences from drop down, select the client name you want to copy from. 


Select Client Dropdown Menu

  1. At the bottom of the page, click Copy. The dispatch preferences fields populate. 

Copy Dispatch Preferences

Adding Dispatch Preferences 

How to Add a Dispatch Preference

 

  1. From the top navigation bar, click Clients. The Clients page appears.

  2. Click Continue next to the desired client. The Clients page for the applicable client appears.

  3. In the left navigation bar, click Dispatch Preferences. The Dispatch Preferences page appears.

  4. Click the green plus symbol for the section you want to add a dispatch preference to. The applicable field appears.

  5. Enter applicable phone, fax, or email.

  6. At the bottom-right of the page, click Save. The information is updated.

Editing Dispatch Preferences

How to Edit Dispatch Preferences

 

  1. From the top navigation bar, click Clients. The Clients page appears.

  2. Click Continue next to the desired client. The Clients page for the applicable client appears.

  3. In the left navigation bar, click Dispatch Preferences. The Dispatch Preferences page appears.

  4. Click the green plus symbol for the section you want to add a dispatch preference to. The applicable field appears.

  5. Enter applicable phone, fax, or email.

  6. At the bottom-right of the page, click Save. The information is updated.

Deleting Dispatch Preferences

Learn how to remove obsolete dispatch preferences below.

Handle with care

When deleting the last remaining Fax or Email for a given section, you will have to add a new Fax or Email before you will be able to save.

How to Delete a Dispatch Preference

 

  1. From the top navigation bar, click Clients. The Clients page appears.

  2. Click Continue next to the desired client. The Clients page for the applicable client appears.

  3. In the left navigation bar, click Dispatch Preferences. The Dispatch Preferences page appears.

  4. To the right of the desired dispatch preference, click the red trash can.

  5. At the bottom-right of the page, click Save. The item is removed from dispatch preferences.