To create a repair order

The procedure to create a repair order is as follows:

1. Using the global search facility, type in the first few characters of either the contact who requested the repair or the asset address 1.
2. Double-click on the row containing the exact record match. Where the expected record is not listed, a more advanced search can be conducted using the spy-glass icon ().
3. Click on Repair Requests (contact summary 360 view) or Repairs (for an asset) 2. The Repairs History tile (or Repairs tab) is activated, revealing a list of all recorded repairs in the Repairs History summary table.
4. Double-click on the row containing the specific repair request from which a works order is to be created. The Repair Request window is displayed.
5. Click on Tasks. The Tasks tab is activated.
6. Within the Tasks summary table, activate the Select tick box against each individual task that will comprise the works order 3.
7. Click on Create Order. The Orders tab is activated.
8. Using the Priority drop-down field, select a parameter value appropriate for the repair e.g. Emergency, Urgent, Routine, etc. 4. The Target start date and Target completion date will be derived from the rules linked to the Priority.
9. Use the Access notes field to add any contextual information relevant to gaining access to the asset e.g. during working hours the contact is able to make a key available via the neighbour.
10. Where the repair is to make good previously conducted work, activate the Rework tick box provided, select the corresponding Rework original order reference using the adjacent drop-down field and add any contextual information into the accompanying Rework notes field 5.
11. Using the Repair type drop-down field, select a parameter value to characterise the nature of the repair 6.
12. Using the Analysis drop-down field, select a parameter value to further characterise the repair, as required.
13. Click on Save 7. A system-generated reference number is assigned to the order and the status of each assigned task is updated to Allocated to Order 8.

Note

1 The search facility will automatically return all possible matches for a contact's first name and last name once the Number of characters before an automatic search commences system preference is reached; it will likewise return all possible matches for any corresponding address field.

2 The availability and customisation of all Contact Summary 360 View tiles is controlled separately for each end user via their unique system profile.

3 System preferences control whether tasks for different trades can be included on the same works order, and supported by the end user warning message 'Multiple trades are not permitted on a single order, please amend your task selection'.

4 The system preference Filter order priority by SOR selection via contract definitions ensures that only those parameter values matching the triggered contract definitions are available for selection.

5 The Rework original order reference can only be selected once the Rework tick box is activated.

6 The system preference Filter order repair type by SOR selection via contract definitions ensures that only those parameter values matching the triggered contract definitions are available for selection.

7 Once an order has been created for a repair request but not yet allocated to a contractor, no additional tasks can be added to the same order. Where further required tasks are identified for the same repair, a separate order must be created.

8 The system preference Zero repair task costs for rework orders determines whether the actual costs associated with any order identified as 'Rework' are upheld or cleared.

See related topics...

Repairs order management overview

To create a cascading works order for an asset hierarchy

To cancel a repair order

To add a repair task

To create a contract definition

To define the user profile

Using the search facility