Supplier / Engineer notification to approve work assigned
Upon approval of schedule by the Help Desk, via the workflow, the supplier / Engineer assigned will receive an Email notification which will include all the details of the work required and who to contact and when to attend site etc. They will also have attachments in CSV and PDF formats (Client will advise on format they want use going forward). The supplier /Engineer would respond to this email with approval or decline that they can do the work, and this response would then be seen in the Email widget on the WO screen as an Inbound entry.
CSV Format attachment
PDF Format Attachment
Revised Work order notifications
If revisions are made to a work order after it has been returned for any reason, then the email will be headed as Revised as shown in the screen shot below. Within the content of the email, the revised areas will be denoted by an Asterix placed next to the items that have changed/amended.
The PDF attachment will also reflect the revised items and will show similar to the email with the word Revised and Asterix’s shown next to the items that have been amended.
The CSV attachment will also reflect the amendments but will only have Asterix’s against the items that have been amended.
Supplier / Engineer communications on WO (Inbound and Outbound Email widget)
The In and Outbound emails can be seen within the Email widget on the WO screen
Reporter – On Hold, Resumed, Cancelled, Work done
So that the reporter is kept informed of progress of a work order, we have developed Email notifications to be sent out to the reporter at the following stages. Notifications are scheduled to run around 5 mins after the initial workflow action takes place.
- When a WO is put On Hold (included reason and comments)
- When the WO is 'Resumed’
- When the WO has been ‘Completed’
- When a WO is ‘Cancelled’
The Email notifications that the reporter will receive are shown below for each type
On Hold
Resumed
Work Done
Cancellation
Notifications for Bulk shelf changes
There may be occasions where bulk changes are made to work orders. If that is the case, the following will be seen as far as notifications are concerned.
The user would select the WOs that they want to bulk change from the WO search screen and place a check against each as shown below. Then they would select the add to shelf icon, then finally select the Go to Shelf icon.
Then from the Bulk Shelf screen, select from the Bulk Action dropdown list the action you want to do, in this case assign to a specific supplier. Then whilst still on this screen, Bulk action and Approve Schedule all the WOs, this will send out a notification to the Supplier.
The supplier will get the following notification. Unlike the individual WO assignments, the supplier will only get a CSV attachment detailing the work that is assigned to them.
The CSV shown below.