Forum Posts

contact5494382
Apr 11, 2022
In General
To access an existing Sweven account, you’ll be required to input your username (an email address) and password (provided via email or by your administrator). If you forgot your password, click “Forgot Password” to reset it. You’ll be required to input your username. Please note that the email with your new password will be sent to this username. If your username does not match your email address, contact your administrator for support. Note: If you don’t have an account or don’t know your username, please contact your administrator. Managing my Account You can access your account settings by clicking on the user icon on the top right of Sweven. There, go to My Profile to access your Account Profile. Options available in My Profile are: Profile Info: Edit your personal information such as name, address, or phone number. Change Password: Change your password to a new one of your choice. Note that it is required to input your current password, then the new password twice. Change Photo: You may change your Profile Picture, which will be displayed during your user session and in the Service Orders you have open. Change Location: Change your geographical location and timezone. Please note that your timezone determines how you visualize timestamps all over Sweven. Default Filters: Change the default filters Sweven applies to your Pipeline when you log in or go to the Home page. If you have specific questions about this topic, don't hesitate to contact us at contact@ecobpm.com!
Login and Account Management content media
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contact5494382
Apr 11, 2022
In General
Forms Administration features several configurations that will allow you to customize the way your Work Orders behave in Sweven. It is important to note that these configurations are applicable system-wide; therefore it is key that your fellow co-workers are up to date with the changes and layout you configure here. Priority Priorities reflect how urgent and/or important a Work Order is. In this page, you'll be able to create and configure different Priorities for your Work Orders. Priorities have 3 specific settings: Priority Name is the name shown in Work Orders and most screens in Sweven to identify the priority assigned. Priority Hours determines how many hours should pass in order to consider the Work Order as "Expired". Expired Work Orders are displayed in a special list where you can address your outdated work. Priority Details allows you to add text to clarify and guide other users into that priority's purpose. You also need to define which priority will be the default pick when creating new Work Orders in the Default column. By checking Include in Quick WO, you'll make the priority available when creating Quick WOs. The priority marked as Is Emergency will identify which Work Orders to show in the "Emergencies" View. In Total WOs you'll know how many WOs in the system are registered under a specific priority. Finally, Action will allow you to edit any priority parameters; note that this will be applied to all WOs set under that priority. If a priority has no WOs associated to it, a trash can icon will be displayed and you'll be able to Delete the record. Types Work Order types allow your company to categorize Work Orders based on shared characteristics, usually to distinguish Preventive Maintenance work from Reactive jobs. Each Work Order type can be renamed and features a Description for clarifications or comments. You also need to define which WO Type will be the default pick when creating new Work Orders in the Default column. By checking Include in Quick WO, you'll make the WO Type available when creating Quick WOs. In Total WOs you'll know how many WOs in the system are registered under a specific WO Type. Finally, Action will allow you to edit any WO Type parameters; note that this will be applied to all WOs set under that WO Type. If a WO Type has no WOs associated to it, a trash can icon will be displayed and you'll be able to Delete the record. Status Statuses allow your company to organize Work Orders based on your company Workflow. Each Status can be renamed, and change color to improve your Sweven interface. You also need to define which Status will be the default pick when creating new Work Orders in the Default column. In Total WOs you'll know how many WOs in the system are currently under a specific Status. Finally, Action will allow you to edit any Status' parameters; note that this will be applied to all WOs set under that Status. If a Status has no WOs associated to it, a trash can icon will be displayed and you'll be able to Delete the record. Statuses will be displayed in the order saved in this section; this applies to the Pipeline page and to all dropdown lists. By clicking on the arrows on the left and dragging, you can change the order of the statuses to fit your company workflow. In order to save the new Status order, you must click the Save Order button located at the bottom of the list. Sub Status Sub Statuses allow your company to organize Work Orders based on your company Workflow. Each Sub Status can be renamed, and change color to improve your Sweven interface. You can define which Sub Status will be the default pick when creating new Work Orders in the Default column. You can choose which Sub Statuses will be available to your Vendor and Technician users by checking Visible for Vendor and Visible for Tech; Work Orders in those Sub Statuses will be avialble for these users to see and interact with. Is New will define which Sub Status represents your workflow's initial step; also some email notifications and analytics use this status for certain operations. Is Dispatch will define which Sub Status represents your workflow's dispatching step; some email notifications and analytics use this status for certain operations. Is Accepted will define which Sub Status represents your workflow's acceptance step, where a Vendor user assumed the responsibility of the work to be performed; also some email notifications and analytics use this status for certain operations. Is Rejected will define which Sub Status represents your workflow's rejection step, where a Vendor user refused the responsibility of the work to be performed; also some email notifications and analytics use this status for certain operations. Is Completed will define which Sub Status represents your workflow's completion step, where a Vendor completed the work to be performed and/or your Client confirmed the resolution; also some email notifications and analytics use this status for certain operations. Is Closed will define which Sub Status represents your workflow's closure and archiving step, where all operations revolving around a Work Order are complete and the Work Order can be archived; also some email notifications and analytics use this status for certain operations. Is Scheduled will define which Sub Status represents your workflow's scheduling step, where a Vendor is picked and assigned for the work to be performed; also some email notifications and analytics use this status for certain operations. Save Default will define which Sub Status new Work Orders default to when Clients submit new requests. In Total WOs you'll know how many WOs in the system are currently under a specific Sub Status. Finally, Action will allow you to edit any Sub Status' parameters; note that this will be applied to all WOs set under that Sub Status. If a Sub Status has no WOs associated to it, a trash can icon will be displayed and you'll be able to Delete the record. Sub Statuses are listed under their parent Status, in the order configured for the latter; this applies to the Pipeline page and to all dropdown lists. By clicking on the arrows on the left and dragging, you can change the order of the Sub Statuses to fit your company workflow. In order to save the new Sub Status order, you must click the Save Record Order button located at the bottom of the list. Category Trade Trade Categories allow your company to categorize Work Orders based on the job characteristics, usually to identify which professional is needed (like electric, janitorial, or plumbing jobs). Each Trade Category can be renamed, but consider this will affect Work Orders currently set to that Trade Category. You also need to define which Trade Category will be the default pick when creating new Work Orders in the Default column. A record can be hidden from Sweven temporarily by rendering a record Inactive; this will not affect WOs set to that Trade Category, but will prevent new WOs from using it. In Total WOs you'll know how many WOs in the system are registered under a specific Trade Category. Finally, Action will allow you to change the Trade Category name; note that this will be applied to all WOs set under that Trade Category. If a Trade Category has no WOs associated to it, a trash can icon will be displayed and you'll be able to Delete the record. Category Problem Problem Categories allow your company to sub-categorize Work Orders based on the job specifics for each Trade Category, usually to identify specific jobs or for analytic purposes. Each Problem Category can be renamed, but consider this will affect Work Orders currently set to that Problem Category. You also need to define which Problem Category will be the default pick when creating new Work Orders in the Default column. A record can be hidden from Sweven temporarily by rendering a record Inactive; this will not affect WOs set to that Problem Category, but will prevent new WOs from using it. In Total WOs you'll know how many WOs in the system are registered under a specific Problem Category. Finally, Action will allow you to change the parent Trade Category and the Problem Category name; note that this will be applied to all WOs set under that Problem Category. If a Problem Category has no WOs associated to it, a trash can icon will be displayed and you'll be able to Delete the record. Hours Job Titles Vendor Job Titles (Roles) allow you and your vendor users to assign a position or role when creating contacts for that Vendor Company. Each Problem Category can be renamed, which changes the text shown when creating contacts in Sweven to identify the Job Title assigned. A Job Title (Role) record can be hidden from Sweven temporarily by unchecking the box under Status; this will not affect contacts set to that Job Title (Role), but will prevent new contacts from using it. In Total Contacts you'll know how many contacts in the system are registered under a specific Job Title (Role). Finally, Action will allow you to rename any Job Title (Role) record. If a Job Title (Role) has no contacts associated to it, a trash can icon will be displayed and you'll be able to Delete the record. Asset Types Asset Types allow your company to categorize asset records, usually used to organize the serviced machinery and devices in common groups. Each Asset Type can be renamed, which changes the text shown when creating assets in Sweven to identify the Asset Type assigned. In Total Assets you'll know how many assets in the system are registered under a specific Asset Type. Action will allow you to rename any Asset Type record. If an Asset Type has no contacts associated to it, a trash can icon will be displayed and you'll be able to Delete the record. Districts Districts allow your company to categorize Site records, usually used to organize the serviced sites by neighborhood or city. Each District can be renamed, which changes the text shown when creating and editing Sites in Sweven to identify the District assigned. In Total Sites you'll know how many Sites in the system are registered under a specific District. Action will allow you to rename any District record. If a District has no sites associated to it, a trash can icon will be displayed and you'll be able to Delete the record. Regions Regions allow your company to categorize Site records, usually used to organize the serviced sites by county or city. Each Region can be renamed, which changes the text shown when creating and editing Sites in Sweven to identify the Region assigned. In Total Sites you'll know how many Sites in the system are registered under a specific Region. Action will allow you to rename any Region record. If a Region has no sites associated to it, a trash can icon will be displayed and you'll be able to Delete the record. Sub Project Division Sub Project Divisions allow your company to categorize Sub Project records, usually used to organize Sub Projects by their nature or by contracts. Each Sub Project Division can be renamed, which changes the text shown when creating and editing Sub Projects in Sweven to identify the Sub Project Division assigned. In Total Sub Projects you'll know how many Sub Projects in the system are registered under a specific Sub Project Division. Action will allow you to rename any Sub Project Division record. If a Sub Project Division has no Sub Projects associated to it, a trash can icon will be displayed and you'll be able to Delete the record.
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contact5494382
Apr 11, 2022
In General
This panel will allow SuperAdmin users to configure system-wide parameters and permissions for your Sweven account. Please bear in mind these configurations may affect current operations (like User permissions or the way dates are displayed), so make sure your active user/s is/are aware of the changes before applying them. Account Information Here's where you can update your company information to keep it up to date. Note that contact and website information, as well as the company logo, are used when generating documents in Sweven. Prefix Code will determine the first share of every Work Order created in Sweven. For example, if your Prefix Code is ABC2, your Work Order codes will be ABC2-XXX-NNNNNN. The Company Logo will be featured on every page you and your users visit in Sweven (Client and Vendor users will also see it) and emails as well. The Company Logo is always located at the top left of the webpage. Note: If you need to change the Company Solution to FM or CMMS, please contact us at contact@ecobpm.com for help and assessment. Users Here's a comprehensive list of all users in your Sweven account, with useful filters to sort and list the ones you need. "Active" users have access to Sweven based on their user Access Rights, which you can change whenever needed. Note that there are 3 Access Levels (Client, Vendor, and Owner) that enable access to different Sweven interfaces. Access Levels are not interchangeable (a user can't be changed from being a Client to being a Vendor); in order to do that you'll have to disable or edit the user information and create a new user with the proper Access Level. You can also restrict or enable access to Sweven by inactivating (impedes the user from logging in) or activating (allows the user to log in) a user. You can also change user information, re-establish their password, or create brand new users. Teams You can setup teams of Technicians to service SOs collectively. For this, you should first configure your company teams here. Once created, you'll be able to configure which Contact is going to be the Team Lead and which Technicians are part of that team. Only Dispatcher contacts can be Team Leads, and only Technician contacts can be Team Members. Note: Teams can only be configured for your company jobs. Jobs serviced by 3rd party vendors can't be assigned to teams. Email Templates You can prepare and save email templates that will be usable in the Work Order view when composing notes. If you need to notify or reply to a Client or Vendor, the Load Template button will be available to bring up any of the available templates that will be sent over email, as well as saved as a note in the SO itself. Notice you can create Email Templates for everyone to use or create private templates for your use only. Also, you can organize templates in folders. Email Templates apply to specific interfaces in Sweven, which you can change by changing the Entity. For example, a template for the entity Vendor will only be available when adding notes in a vendor information page. Vendor Documents Here you can set up the Documentation to be requested to your Vendors during the onboarding process. For each document entry, you can upload a sample file, make the document mandatory for onboarding approval, define if the document has an expiry date, and label the document as "Insurance". Apps Here you'll find links to the Sweven Mobile app for iPhone and Android users. You'll also have a link to our web-based mobile app, which will allow you to access the mobile interface and features from your browser. User Login History This section shows a comprehensive list of all successful login attempts to your Sweven account, including Client and Vendor logins. This is useful both to monitor your users' activity as well as certify that no undesired people are accessing your platform. Advanced Settings Here you'll be able to setup specific parameters for your Sweven account as a whole. You can modify dates and currency formatting, establish the limits to files and records displayed, and define the starting layout for users when they log in. "Set Order Subject as readonly?" will enable you to default all Work Orders to have a predefined Subject, which could save time and confusion when dispatching jobs. If disabled, your users will be able to type in the Subject as a brief comment on the Work Order page manually. You can also configure what Project and SubProject Work Orders will default to when someone issues a Quick Create Work Order. If you have specific questions about this topic, don't hesitate to contact us at contact@ecobpm.com!
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contact5494382
Apr 11, 2022
In Calendar Management
In the Calendar, all Work Orders are displayed according to their SO Deadline. Each card in the calendar represents a Work Order with its ticket number, priority, address and subject. Cards are also shown in different colors depending on the status of the Work Order. This helps easily identify the status of the work order in relation to the scheduled times. The calendar offers three views or layouts in the top right of the screen: Monthly, Weekly, and Daily. By default, when you open the calendar, it will be set to Month. The Week and Day views include a timeline axis to the left, allowing you to better visualize the Work Orders Deadline time and overlapping. Filters and Controls You can have your Work Orders shown based on the Deadline or ETA dates, depending on your needs when consulting the schedules. You can also filter to show Work Orders of a specific type only by picking a type at the top right of the screen and pressing the Filter button. You can see the details of a Work Order by clicking on a card; the system will open a new tab and lead you to that specific WO page. You can go forward or backwards in the calendar with the blue arrows located at the top left of the screen. If you have specific questions about this topic, don't hesitate to contact us at contact@ecobpm.com!
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contact5494382
Apr 11, 2022
In Site/Facility Management
When you have multiple physical buildings units you need to manage, setting up a Site is a straight-forward process. But what happens if you have multiple areas in a single Site? e.g. You have 50 locations to manage nationwide, and each of them has a group of 3-5 buildings, and each building has between 3-5 areas. Which one would you mark as a Site in your system? To define your Site you need to envision your future needs. Orders will be linked to Sites; thus, you'd need to setup your Sites not necessarily following physical locations but more like a logical structure that makes sense to your work accomplishments. Don't forget in platforms like Sweven you also have Assets, you can use them to note the lower-level item on each Site. Also, you have Clients as the upper-level item to Sites. And you have Projects and Sub-Projects for further definition. Using all these levels you could properly accommodate your data in a way that ensures consistency at the time of accountability. For example, going back to our first example, each large location could be a Client in your Project X, inside each location each building could be a Site, and each Area inside a Site could be an Asset. You could execute orders grouped in Sub-Projects so you can track cost and other variables on a per Contract item level.
What constitutes a "Site" in Facility Management? content media
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contact5494382
Apr 11, 2022
In Pipeline Management
This panel will allow SuperAdmin users to configure onboarding and billing workflows for Vendor and Client companies. Please bear in mind these configurations may affect current operations (like Vendor or Client availability or status), so make sure your active user/s is/are aware of the changes before applying them. Vendor Status Vendor Statuses allow your company to organize vendor companies based on your company's onboarding Workflow. Each Vendor Status can be renamed, and change color to improve your Sweven interface. Enrollment will define which Vendor Status represents your workflow's initial step, where a vendor company may upload the Required documents to apply for your approval. Pending will define which Vendor Status represents your workflow's documentation revision step, where a vendor company has to wait until all documents issued are verified through Sweven's Documentation feature. Accepted will define which Vendor Status represents your workflow's approval step, where a vendor company successfully submitted all Required documents and is ready to be used in Sweven. Rejected will define which Vendor Status represents your workflow's rejection step, where a vendor company may be rejected from being used in Sweven. Pipeline will define which Vendor Status is initially shown when going to the Vendor List. You can define which Vendor Status will be the default pick when creating new vendors in the Default column. The Inactive column allows you to disable a Vendor Status so vendors can't be assigned to that status. You can turn it back to Active at any time. Finally, Action will allow you to edit any Vendor Status' parameters; note that this will be applied to all vendors set under that Vendor Status. Vendor Statuses are listed in a specific order; by clicking on the arrows on the left and dragging, you can change the order of the Vendor Statuses to fit your company workflow. In order to save the new Vendor Status order, you must click the Save Record Order button located at the bottom of the list. Vendor Billing Status Vendor Billing Statuses allow your company to organize vendor invoices based on your company's Vendor Payments Workflow. Each Vendor Billing Status can be renamed, and change color to improve your Sweven interface. Pipeline will define which Vendor Billing Status is initially shown when going to the Vendor List. You can define which Vendor Billing Status will be the default pick when creating new invoices in the Default column. The Inactive column allows you to disable a Vendor Billing Status so invoices can't be assigned to that status. You can turn it back to Active at any time. Finally, Action will allow you to edit any Vendor Billing Status' parameters; note that this will be applied to all invoices set under that Vendor Billing Status. Vendor Billing Statuses are listed in a specific order; by clicking on the arrows on the left and dragging, you can change the order of the Vendor Statuses to fit your company workflow. In order to save the new Vendor Billing Status order, you must click the Save Record Order button located at the bottom of the list. Client Status Client Statuses allow your company to organize client companies based on your company's onboarding Workflow. Each Client Status can be renamed, and change color to improve your Sweven interface. You can define which Client Status will be the default pick when creating new clients in the Default column. The Inactive column allows you to disable a Client Status so clients can't be assigned to that status. You can turn it back to Active at any time. Finally, Action will allow you to edit any Client Status' parameters; note that this will be applied to all clients set under that Client Status. Client Statuses are listed in a specific order; by clicking on the arrows on the left and dragging, you can change the order of the Client Statuses to fit your company workflow. In order to save the new Client Status order, you must click the Save Record Order button located at the bottom of the list. Client Billing Status Client Billing Statuses allow your company to organize client invoices based on your company's Billing Workflow. Each Client Billing Status can be renamed, and change color to improve your Sweven interface. Pipeline will define which Client Billing Status is initially shown when going to the Client List. You can define which Client Billing Status will be the default pick when creating new invoices in the Default column. The Inactive column allows you to disable a Client Billing Status so invoices can't be assigned to that status. You can turn it back to Active at any time. Finally, Action will allow you to edit any Client Billing Status' parameters; note that this will be applied to all invoices set under that Client Billing Status. Client Billing Statuses are listed in a specific order; by clicking on the arrows on the left and dragging, you can change the order of the Client Statuses to fit your company workflow. In order to save the new Client Billing Status order, you must click the Save Record Order button located at the bottom of the list. If you have specific questions about this topic, don't hesitate to contact us at contact@ecobpm.com!
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contact5494382
Apr 11, 2022
In Pipeline Management
Sweven's Pipeline features a horizontal queue of steps for Work Orders to follow, giving everyday operations users and higher level supervisors a handy interface to visualize what's happening, and what should happen next. For example, Work Orders in progress should be supervised to make sure the technician has all he/she needs to finish the job, but Work Orders in Quality Survey status require contacting your client to get their feedback. When supervising both operations and workload health overall, the Pipeline will help forsee the work to come, diagnose workflow issues, and assess operations efficiency in general. There is no recipie for this assessment, though we provide a few tips and insights that will help towards these objectives: Use the Created Date filter to view recent orders Study one Project or Sub Project at a time Configure Default Filters for you and your crew Use the Created Date filter to view recent orders Seeing the full list of Work Orders can make it difficult to assess efficiency in a specific period of time (especially if you want to check last week or last month activity). With the Created Date filter, you can limit your view to recently issued work, therefore comparing open orders versus resolved orders with a time-framed perspective. By default, the Pipeline will display all Work Orders by Date Created, so recent issues will be shown first. This is helpful, though you can sort by Priority, for example, to categorize and compare information better. In general, you'd want past jobs to be mostly closed and recent work to be somewhere in between. Old, still open jobs would then trigger an in-depth study with your operators to see if the Service Level is not threatened and what can be done about these outdated tasks. This tip should be combined with the Expired and Missed ETA views for a better assessment of outdated work with your operators. Study one Project or Sub Project at a time If your workload is already organized in Projects or Sub Projects, it is reasonable to supervise efficiency one project at a time. By filtering by Project and/or Sub Project, you'll be able to quickly assess if a given bulk is ahead or behind (especially if you have a schedule set for it). You can also question specific operators who are responsible for a specific project, leaving the rest of your crew out of that conversation and improving efficiency and accountability.This tip should be combined with the Expired and Missed ETA views for a better assessment of outdated work with your operators. In addition, you can always check List Manager: Sub Projects to see details like budget or ETA, as well as a list of all Work Orders under that Sub Project. This can be used in tandem with the Pipeline view for a better understanding of what's missing and what the project is needing to succeed. Configure Default Filters for you and your crew As the workload increases, growing companies start splitting their operators to focus on specific contracts, geographic areas, priorities, and even stages of the workflow. In these scena rios, it is wise to supervise each sector based on their bulk of work specifically to avoid misconceptions or confusion. To this extent, the tool we recommend is Default Filters (located on the top right, under your avatar icon). Default Filters will set a custom combination of filters to your Pipeline, therefore avoiding repeated setup for this screen. Your Pipeline will simply have these parameters by default whenever you refresh or log in. Of course, you can then change them ad hoc for specific queries. This tool is not only useful if you need to regularly supervise a specific area or contract, but it is also useful for your operators to avoid distraction. As an administrator, you can define specific Default Filters for your operators in System Settings: Users, which will apply immediately to their accounts. If you have specific questions about this topic, don't hesitate to contact us at contact@ecobpm.com!
Using Pipeline to supervise your operators content media
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contact5494382
Apr 11, 2022
In Work Order Management
Work Orders are a key element in any company's efforts towards organized labor, operations control, and good service levels for its clients. From its creation to its closure or archiving, every Work Order follows a predefined cycle where specific events take place and important information is added and updated. Though we know that every company has their own workflow (more or less complex), we want to go over the very basic steps any Work Order would go through in most businesses. The basic workflow we'll go over in this article consists of 5 stages: WO Creation Preparation and Dispatch Execution of the task(s) Invoicing and Billing Closure / Archive Work Order Creation Work Orders may be created in three different places in Sweven. A company user can create a WO by clicking on the Create Work Order button on the top of the screen, or may use Quick Create WO located in the list of pages located to the left of the screen. Also, client users can create a Work Order through the New WO option located at the top of their screen. When creating a Work Order, mandatory fields (which are marked with an astherisk *) are: Project, Sub Project, Trade Category, Program Category, Client, and PO. Other important fields for a WO to be complete are the Site where the job will take place, and the Job Description stating the work to be performed. Client users you have set up may also create a WO from their session with the New WO menu. They'll be able to set the Project, Sub Project, Priority, Trade Category, Site, and a description of the problem; all this information will be saved in a new WO that will be listed in your Pipeline as soon as created. WOs created by Client users will be labeled accordingly in the Pipeline. Preparation and Dispatch Recently created Work Orders usually require additional specifics and/or documentation before being serviced. During this stage, you'll be able to edit and expand on the WO Job Details, add notes with comments and pictures to the WO Notes, attach documentation (also in the Notes section), and specify the job Deadline, ETA, and contractor to service it. In order to set a vendor for the Work Order, you can use the Find Vendor feature, which will list available contractors based on the WO Problem Category and proximity to the Site to be serviced. Assign Vendor Self will automatically set your company as the responsible for the WO job. Once assigned, you'll need to coordinate the Vendor ETA date with the contractor or the technician assigned. To do that, your WO Deadline and Vendor Deadline dates should serve as a reference to find the best ETA to perform the service. You can either set the Vendor ETA manually (by picking a date and saving the Work Order) or dispatch the WO to the Vendor, which will notify them via email and prompt them to set an ETA. To Dispatch the WO, you need to have a Vendor assigned and click the Dispatch WO button to save and send. Once dispatched, the WO is ready and scheduled for servicing when the ETA date comes. Execution of the task(s) Work ETA arrives and the technician (an employee or a 3rd party contractor) drives to the site to service your client. All the necessary information is compiled in the Work Order, which technicians can easily access through Sweven Mobile App. By logging in to the Mobile App, the technician user will see a list of all WOs assigned to him and will visualize specific WO information, Site details, the Job Description, and any notes you've marked as "Show this note to Tech". With all this information available, the technician will also be able to add new notes with pictures or videos to detail and expand on the work performed. The technician is also able to change the WO status to reflect pauses and lunch breaks, and to move the WO forward in the workflow when the job is complete (these actions are editable in the Owner Settings - Forms Administration - Sub Status menu). When the WO is completed, the technician will be prompted to add a signature and a brief reference to any materials and extras incurred, information that will be automatically saved as a note in the WO. The WO is then officially complete and ready for the Billing and Invoicing stage. Invoicing and Billing You can keep track and associate your invoices with specific Work Orders through the Billing sections for both your Vendors and Clients. Each one will have it's own workflow, which you can edit from Owner Settings - Pipeline Settings. When creating a new Invoice (be it a received invoice you need to cancel or a sent invoice to one of your clients), you can input the invoice number, a name, issue and expiration dates, as well as attaching documents to it. The Work Order list will help you find and associate the work orders that the invoice pertains. Closure / Archive Once work is done and all invoices are paid, the cycle is over. In general, work orders are archived or simply kept in Closed status in case there's the need to consult them in the future. It is useful for many companies to perform some assessment and Quality Control activities before a WOs closure to improve processes and make sure the WO is archived with all the right information in it. If you have specific questions about this topic, don't hesitate to contact us at contact@ecobpm.com!
Work Orders Lifecycle (In General) content media
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contact5494382
Apr 11, 2022
In Work Order Management
Notes are a key part of Sweven, not only for keeping updates on a particular Work Order, but also to stay communicated with clients, vendors, and on-site staff. For users who can’t log in to Sweven to stay updated or require specific events to be notified via email, Email Notes enables you and your users to ease this process. Work Order Notes Notes can be found to the right section of any Work Order in Sweven. In order to save a note you need to type in your comment and click on Save Note. Clicking on Show To will make your note visible to Client, Vendor, or Technician users associated to the Work Order; note that only users who can see the Work Order will be able to see the notes in it. Once your note is created, it will be listed below along with all other notes for the Work Order, from newest to oldest. Notes created by you will feature a few extra options: Get Link (to share that specific note with other Owner users); Send to Email (to send that specific note via email); Edit Note (to modify or add content to that specific note); Remove Note (to completely delete the note and it's content). Email Notes and Templates Email Notes are an enhancement to ordinary notes, enabling users to take the content of a note and email it out to a contact of their choice. Once your note is ready, clicking on Save & Send will enable the email-related fields (Recipient, CC, BCC addresses, and Subject). You can modify the note and click Send when it's ready to send the emails out. Email Notes also come with a Template tool to save and prepare emails in advance, avoiding the repetitive work of writing the emails from scratch. These templates can be kept private for personal use or shared with all your company users in Sweven. If you have specific questions about this topic, don't hesitate to contact us at contact@ecobpm.com!
[Work Orders] Notes and Email Notes content media
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contact5494382
Apr 11, 2022
In Work Order Management
When creating a Service Order, there are key mandatory fields that must be filled before saving; these fields are marked with an asterisk (*). You will notice most fields can be set with a pick-list dropdown. For written fields like Client, the available choices will be suggested as you type. The buttons next to “Contact” and “Asset” enable you to create a new record when the field is empty. If the field is filled with a pre-existing record, this button will allow you to edit that record. Once the information in the Service Order is complete, you may save by clicking on “Save Work Order”. If you have specific questions about this topic, don't hesitate to contact us at contact@ecobpm.com!
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contact5494382
Apr 08, 2022
In Project Management
Any type of project could be broken down into parts (Phases, Sub-Projects, etc.). Each Ticket (also known as Service Order, Work Order, Purchase Order, etc.) should be included as part of Project-Sub-Project, this way traceability could be achieved at any level (specially cost tracking). Knowing how to properly break down a project is not a complex task, and it doesn't have to follow any special rules, it's just what works best for you. In a platform like Sweven, once you setup your own structure, everything else is set to help you keep track of your work at any level.
Project Execution using digital flows content media
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