This page provides additional details for setting up new services and frequencies in the Preventative Maintenance module in Service Automation. Below you will find screenshots of the Add New Service and Add New Frequency windows and the definitions of the terminology used in them.
Add New PM Service Terminology
The following field names and definitions are found on the Add New Service window in the Planned Maintenance module. To access, navigate to PMs > PM Services and click Add New Service.
Add New Planned Maintenance Terminology
Field Name | Description |
|---|---|
| Trade | Drop-down to select trade name (type of provider). Contractors are attached to each location and trade name. |
| Category | Drop-down to select category you wish the work orders to load into. Best practice is to use “Maintenance” as the category. By using “Maintenance,” the work order will display on the Dashboard Summary Calendar with a red number (versus a blue number). A blue number indicates repairs and a red number indicates maintenance. Also, by using “Maintenance,” the work order will expire at the end of the length of work order. The work order will expire if the contractor does not provide service within the service window dates. Example: A monthly work order with a call date of 1/1/15 and an end date of 1/31/15 will expire at midnight on 1/31/2015. If the contractor attempts to check in on 2/1/2015, he will not be allowed to check in because he missed the January service window. The service must be provided within the call date and end date. |
| Priority | Drop-down to select priority name. For PM Services the priority is usually Scheduled, Contracted Services or 30 Days. |
| FullStatus | Drop-down list with Status/Extended Statuses, where you may select which Status/Extended Status work orders will generate /load into. The main statuses are listed below. The extended status, which follows the status, describes the current state of the work order.
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| Description | Text box to enter the type of PM Service which shows on work order to contractor. Example: HVAC PM Service, Fire Extinguisher PM, Pest Control Planned Maintenance Service, etc. Best practice is to enter a brief description with type of service and to not enter frequency or contractor in this area. The frequency will be entered in the next step. |
| Append Service Window to the Problem Description | If this box is checked, a service window appears on the work order showing length of time service must be completed within. Example: An annual January work order will show a service window of 1/1/15 through 1/31/15. This lets the contractor see the exact time frame that the service must be completed within. |
| Append Frequency to the Problem Description | If this box is checked, the description located in the Frequency area will appear directly after the service description, creating a more detailed description. Example: If the PM Service description box contains “HCVAC PM Service” and the Frequency description box contains “Quarterly,” when the work order loads it will read “HVAC PM Service Quarterly.” |
| Location Note Header | When selecting a Location Note Header, the email attached to that Location Note Header will be notified 5 days before work orders load. It’s a pre-notification alert giving you (the client) time to stop or make changes before the work orders load. |
| Email(s) | The pre-notification alert can be sent to an actual email address instead of Location Note Header mentioned above. Note: If a Location Note Header is selected and an email address is entered, alerts will only be sent to the email address, not to the email address attached to the Location Note Header. Therefore, if you want to receive pre-notification before PM Service work orders load, then you will either need to have it sent to a Location Note Header or a specific email address, but not both. If you do not want to receive pre-notification alert then leave both the Location Note Header and Email blank. |
| Auto Dispatch | If this box is checked, the contractor will receive a dispatch email with an attached list of tracking numbers. This box defaults to being checked so uncheck only if you do not want the contractor to be notified when work orders load. Note: The contractor will only be sent one email with attached list of all tracking numbers. |
| Auto Complete | If this box is checked, work orders will auto-complete at the end of the frequency period without the contractor needing to check in/out. Check this box only if you do not expect the contractor to IVR in and out. Example: If a monthly work order loads at the end of the month the work order will automatically go from Open status to Completed status and be ready to invoice. |
| Auto Invoice | If this box is checked, the system will automatically create the invoice once the work order is in Completed status. Only use the Auto Invoice feature if the pricing for each location is 100% correct. Additionally, if Auto Invoice is checked, the system will generate an invoice number. Therefore, if a contractor wants to use his own invoice number, do not use the Auto Invoice feature. |