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Juan Sandoval
Jan 09, 2023
In Work Distribution Blog
Do you know the difference between Robotic Process Automation and Business Process Management? Both processes take care of automation, however, the main difference is the level in which automation happens. RPA is a technology-based solution designed to automate repetitive tasks, while BPM is a more comprehensive approach to business optimization that focuses on process improvement and optimization. RPA is also considered to be a cost-effective solution as software bots can be programmed to carry out tasks quickly and with fewer errors than a human. BPM, on the other hand, is a process management technology that enables businesses to streamline and automate processes, allowing for the optimization of a business’s operations. Both RPA and BPM compliment each other, if a company can appropriately implement a BPM tool, then Robotic Process Automation measures can be applied.
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Juan Sandoval
Jan 09, 2023
In Work Distribution Blog
As you may already know, vendors play an important role in any organization since they are an integral part of a company’s success, let’s discuss how Vendor Management is essential for business success: 1. Get Top Performances | As soon as a vendor is enrolled in the management system, you can measure its performance and compare it with contract stipulations. Data from that tracking is useful to identify improvement areas and detours in the operation before they become problems. 2. Avoid contract breaches and risks | In order to reduce risk related to suppliers and the implications of a contract breach, companies need to have full visibility of suppliers’ information, background, qualifications and certifications. By using a centralized system, it is possible to access this data to have a broader view of risk levels and decide if a vendor is suitable or look for alternatives in the area. 3. Cost control | Let’s be clear, cost control doesn’t mean squeezing vendors to get a better deal. Actually, a vendor management system can let you know all about a vendor’s activities within the company and help you identify redundant processes that can be cut off. This, eventually, can improve profitability and cost reductions. 4. Quick onboarding process | Time is money, and when it takes ages to enroll a new vendor, your productivity sinks and work is far from being completed. With the right system, you can get quick access to information like regulatory details, contracts, availability and bank information for fast approvals. The sooner you have the right vendor enrolled, the better for business, right? 5. Brand reputation and notoriety | Reputation is an intangible asset, but yet, one of the most valuable for companies. It’s a fact that no one wants to be related to unprofessional or unethical vendors. By using centralized information, it’s possible to reduce the risk of getting into business with suppliers who don’t comply with environmental or legal regulations, or even with those whose work doesn’t meet the quality standards of your organization.
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Juan Sandoval
Dec 22, 2022
In PM Tools Manager
Log in to your Owner account, click on the menu at the top left corner. Scroll down and click System Settings>System Configuration>Work Orders. Once in the Work Order page, click on the Sub Status section. Once on the Sub Status page, you will be able to configure which Work Order with a specific sub status will be visible for vendors or techs, as well as other configurations related to the events that happen on the Work Orders In order to configure the steps, click on Configure your Steps You can now configure the steps.
How to: Configure action buttons and steps for vendors and mobile on Sweven owner content media
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Juan Sandoval
Nov 16, 2022
In Work Order Management
Creating Mobile Users - Technicians In order for us to assign work orders to Technicians, we need to create a user for login to the EcoBPM app. We can do so by clicking on the sidebar in Settings/Field Staff (Mobile App) And the click on the "+ New" button to enter the user’s data. Select the Vendor this Technician will be assigned to and then the Vendor’s Contact. Fill all the required fields and input the Technician’s email, which will be his User to access EcoBPM and point of email contact. Once created, an email will be sent to the Technician, so he can now create a Password for the mobile app. Technician Set up The technician will be able to access the mobile platform by downloading the Sweven by ECOBPM app in the Apple or Google Play Stores. Update the password as per the email received and you’ll be able to login into your account. Assigning Work Orders to Tecnhicians. Back in the Owner platform, access the Work Order you want to assign and scroll down to the “Find Vendor” button. You can find external Vendors to assign the Work Order to or if you are configured as a self performing vendor, you can click on “Assign Vendor Self”. The Vendor field will be populated automatically. Select and confirm the Dispatcher and the Technician, who will be the user we configured in previous steps. Finally, change the Work Order’s status to “Scheduled” and the Substatus to “Pending Confirmation” so it gets dispatched to the assigned Technician. This Status and Substatus combination can be configured from your account’s settings in Settings/System Configuration/Sub Status. Final Steps - Technician Now, that the order has been assigned to the Technician, he will be able to see it in his Pipeline on mobile, along with all Scheduled and In Progress items. By clicking on a Scheduled Work Order, the Technician is now able to perform a series of actions pertaining the WO, as well as displaying key information on it. Such as the WO description, site information and the option to accept or reject.
Assigning Work Orders to Technicians content media
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Juan Sandoval
Oct 07, 2022
In Other Industries
Ready-to-go Portals and Mobile Apps for Your Clients, Vendors & Employees Benefits from using CMMS Enhance Communication Work electronically with Field Technicians, Vendors, Partners and Clients. Features helping you making your company more efficient: SWEVEN Modules Client Management Let your Clients create new Service Orders, monitor existing ones, approve and notify you when needed. Serve them with smart Analytics. Tailor the interface based on their preferences. Increase communication without investing extra time. Owner Management Manage Service Orders, Monitor Pipeline, Distribute work based on internal segmentation, use geolocation to track Technicians, Share Documents across the system, Manage Vendors and Clients Sites. Vendor Management Assign work to your Vendors, let them confirm to you and notify you of any changes electronically. Stop getting document via email, let Vendor upload it to your centralized system. Technician Management Technicians can receive work from their mobile app, upload status, media and notify you with any additional notes. They can organize their daily queue in a Calendar format. They can find their route to the Site using the app's geolocation feature. Are you having issues with Reactive Work? SWEVEN acts as a centralized system available at any time helping you save valuable time when dispatching and performing Work Orders. Too many complaints? Clients want to stay on top of what’s happening in your office, let them do it without calls or emails. Get all stakeholders within the same workflow to enhance Communication, Improve efficiency and avoid repeated errors. Plan, measure, track, and optimize all activities Our system helps you to manage a facility’s equipment, inventory and entire maintenance teams at a single location or across global organizations for effective utilization of resources. Increase Asset's expected life across all your facilities Maintenance technicians execute pre-set Checklists based on asset type when inspection or performing Preventive Maintenance. Enjoy More Benefits From A Comprehensive CMMS
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Juan Sandoval
Oct 07, 2022
In Government Contractors
ECOBPM has been used for USACE Gov Contractors since 2011. Work management program to Government Contractors to execute Task Orders, track CLINs and be compliant. Use our electronic QAE Form, AHA, LOTO, KO & Bid Analysis Increase Efficiency Turn your office completely paperless, use automated pipelines and much more. Automate PDF Creation 1-click QAE forms, KO forms, matrix, AHAs-LOTOs, monthly reports and more. Enhance Communication Work electronically with field technicians, vendors, partners and clients. Send Alerts Easily send alerts, reminders and expedite all your service orders. Managing Business Has Never Been So Easy Geo-location based software with intuitive client interface
Next Gen CMMS for USACE's Government Contractors content media
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Juan Sandoval
Oct 07, 2022
In Facilities Maintenance
The Next Gen CMMS for Commercial Facilities Maintenance. Having control of your facility maintenance operations through workflow automation has never been so easy Benefits from using CMMS Enhance Communication Work electronically with Field Technicians, Vendors, Partners and Clients. Features helping you making your company more efficient: Customizable Workflow automation Interactive Analytics Dashboard Service Orders Client Portal & Vendor Online Enrollment Limitless Scalabilty (AWS Cloud Architecture) SWEVEN Modules Client Management Let your Clients create new Service Orders, monitor existing ones, approve and notify you when needed. Serve them with smart Analytics. Tailor the interface based on their preferences. Increase communication without investing extra time. Owner Management Manage Service Orders, Monitor Pipeline, Distribute work based on internal segmentation, use geolocation to track Technicians, Share Documents across the system, Manage Vendors and Clients Sites. Vendor Management Assign work to your Vendors, let them confirm to you and notify you of any changes electronically. Stop getting document via email, let Vendor upload it to your centralized system. Technician Management Technicians can receive work from their mobile app, upload status, media and notify you with any additional notes. They can organize their daily queue in a Calendar format. They can find their route to the Site using the app's geolocation feature. Are you having issues with Reactive Work? SWEVEN acts as a centralized system available at any time helping you save valuable time when dispatching and performing Work Orders. Too many complaints? Clients want to stay on top of what’s happening in your office, let them do it without calls or emails. Get all stakeholders within the same workflow management to enhance Communication, Improve efficiency and avoid repeated errors. Plan, measure, track, and optimize all activities Our system helps you to manage a facility’s equipment, inventory and entire maintenance teams at a single location or across global organizations for effective utilization of resources. Increase Asset's expected life across all your facilities Maintenance technicians execute pre-set Checklists based on asset type when inspection or performing Preventive Maintenance. Enjoy More Benefits From A Comprehensive CMMS IoT Devices With Maintenance Sensors Once you’are running our platform we will ship IoT devices, made by us, to work with our system. You get a selection of Sensors with instructions on how to add them to your facilities. The rest is up to us. You get Cloud Monitoring, Status of the Assets, whether is On or Off, Self-Health Monitoring, Firmware to connect to your Maintenance System to create new Work Orders when needed. There is also Machine Learning configurations connected to our cloud system which will learn from behavior in order to predict failure. How To Make Sure All Your Technicians' Times Are Maximized? SWEVEN provides you with an integrated tool to quickly drag & drop jobs into your technician schedules. This tool is fully integrated with your Work Order system and the Technicians app. Geo-Dispatch Applied To Your Business Answer questions like “Where is John right now?”, “Which Sites are having active work being done right now?“, “Where was Paul yesterday morning?”, “Which Technicians are closed to this Site right now?”. in one place: SWEVEN GeoLocation Tool. Real time positioning fed from your Tech’s mobile, all the way to your main office with our AWS Cloud Infrastructure. Taking The Real Pulse Of The Operation So much is offered regarding Analytics. But any sort of Business Intelligence should really be drawn from operations data compared with industry efficiency metrics. At SWEVEN we have 30+ Dashboards helping you get the info you need to make the right adjustments. Only then Analytics is helpful.
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Juan Sandoval
Sep 20, 2022
In IoT (Internet of Things)
IoT (Internet of Things) implies the integration of people, processes, and technology with connectable devices and sensors to enable remote monitoring, status, manipulation, and/or evaluation of trends of such devices. Sweven IoT Benefits: There are many benefits that a user or company can begin to enjoy when deciding to implement technologies like Sweven in their products, manufacturing systems, etc. The top five benefits of IoT: 1. Cost reduction: By streamlining operations, profitability and personnel-energy efficiency increases. IoT devices can monitor equipment and minimize downtime, in addition to centralizing information. 2. Efficiency and productivity: Advanced analytics provide new insights to re-think traditional industries or find new business opportunities. 3. Business opportunities: advanced analytics provide new insights to re-think traditional industries or find new business opportunities. 4. Customer experience and Data Protection: Through IoT devices, front-end customer engagement and data protection can now be enhanced by centralizing the information, enabling more thorough security and privacy policies. 5. Mobility and agility: Companies now have the opportunity to allow their employees to do their work from virtually anywhere. IoT projects consist of the following phases: Phase 1 Exploration: 15 days Gather information about the devices and sites to involve in your IoT project. Phase 2 Design: 30 days Custom pieces ordered and designed to meet your specific requirements. Phase 3 Development: 45 days Devices are assembled and connected to our network to perform tests and configurations needed. Phase 4 Implementation: 60 days Devices are mailed to you with the necessary documentation and manuals. Where is IoT used? By combining elements from embedded systems, wireless sensor networks, control systems, and automation (including home and building automation), the IoT offers limitless applications from everyday activities to medical or even agricultural precision tasks. Wearables Virtual glasses, fitness bands, GPS tracking belts, etc. Health Sensors connected to patients to improve care and prevention of lethal events in high-risk patients. Smart Cities Smart cities or smart cities are the places where the introduction of IoT applications is most noticeable. It is intended to solve problems that are currently affecting all cities in the world. The action points for applying the IoT are supply management, environmental quality and traffic. Traffic Monitoring Management of vehicular traffic in large cities, contributing to the concept of smart cities using applications such as Waze and Google Maps. Fleet Management Helps with geolocation, performance analysis, telemetry control and fuel economy. Home Automation Control of water quality in swimming pools (temperature and turbidity), control of parameters in aquariums, control of luminosity, temperature, electronic devices, kitchens, bedrooms, bathrooms, etc. Gardening The IoT can provide very valuable information in this regard, parameters that can identify deficiencies in plants for example. Automatic irrigation and even automate planting. Energy Saving The use of smart energy meters and the installation of sensors at different strategic points allows better monitoring and control of the electrical network. Water Supply A sensor, connected to water meters, and the Internet and helps to collect, process and analyze data to see the behavior of consumers, detection of failures in the supply service, etc. Hospitality The hospitality industry brings improvements in the quality of service, with the implementation of electronic keys, automated check out process, control, supervise and manage centralized air conditioning equipment, control lighting, supervise refrigeration equipment, detection and misuse of the water, food warehouse monitoring and maintenance monitoring. Agriculture A significant amount of data can be obtained on the state and stages of the soil, such as soil moisture, acidity level, presence of certain nutrients, temperature, luminosity and other factors that can influence production. All of this makes it easier for farmers to predict and quantify each harvest before harvesting. Livestock Biometric monitoring of animals and their geolocation. E-Commerce Thanks to IoT applications, this is being transferred to retail stores. Above all, we can find it in shopping centers. Questions like how often does a customer come? What hours? What to buy? Where does it come from? How much time do you spend shopping? can be responded to with sensors. Maintenance Management More extensive use, real-time monitoring of physical assets that allow determining preventive or corrective maintenance.
Internet of Things | Workflow integration content media
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Juan Sandoval
Sep 12, 2022
In Workflow Automation Features
Watch this video tutorial. Step 1: Go to https://app.swevenbpm.com/subscription/signup Step 2: Type your email address and then click "Register" Step 3: You will receive a confirmation email, click on Step 4: Fill in all the fields and then click "Create account" Step 5: You will be redirected to the sign in page, type in your email and password. Step 6: You can now register your vendors or staff. And start creating and assigning new work orders to them.
Creating your Sweven account.  content media
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Juan Sandoval
Sep 12, 2022
In Workflow Automation Features
Watch this video tutorial Step 1: Go to https://zapier.com/ Step 2: Click on "Sign up" Step 3: Sign up with your Facebook, Google or Microsoft account Complete all the fields and then click on "Get Started Free" Step 4: Indicate what you are using Zapier for. Step 5: Select the apps that your company uses the most. Step 6: Click on "Create Zap" Step 7: Create your first Integration!
Creating your Zapier account.  content media
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Juan Sandoval
Sep 05, 2022
In Zapier Integration
Instantly create a new Ticket on Sweven from each new Booking on SimplyBook.Me. If your company is receiving many requests from your clients through SimplyBook.Me and need to assign those requests to your vendors or staff, you can create a Zap that will create a new record in Sweven for every new booking on SimplyBook.Me. For example, if you're receiving the requests from your clients and then you need to assign them to a different company, this integration will make the whole process quicker. With the automatic creation of a ticket in Sweven, you will be able to assign it to a third party with just a few clicks. They will then access Sweven's vendor portal and have all the information ready and easy to access and you will have control of the rest of the process. What is Sweven? Sweven is a cloud-based management platform which allows fluid management and monitoring of your business processes. Clients and vendors can receive work orders instantly on mobile and desktop devices for efficient coordination of the work performed.
SimplyBook.Me-Sweven Integration content media
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Juan Sandoval
Sep 05, 2022
In Zapier Integration
Instantly create a new Ticket on Sweven from each new form submission on Jotform. If you need to distribute work to Vendors or other team members, and you don't have a system where you're getting the requests, you may simply create a form on Jotform with all the questions you would ask your clients and send it to them. With this Zap you will be able to create a record in Sweven triggered by the form response. For example, if your team members are spending a considerable amount of time taking requests, you can safe time by sending your clients the previously created Form and have all the requests on the same place (Sweven) In Sweven you can create 5 Vendors, and depending on the work requirements, you can distribute all the new tickets to them, while you can control the rest of the process What is Sweven? Sweven is a cloud-based management platform which allows fluid management and monitoring of your business processes. Clients and vendors can receive work orders instantly on mobile and desktop devices for efficient coordination of the work performed.
Jotform-Sweven Integration content media
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Juan Sandoval
Sep 05, 2022
In Zapier Integration
Instantly create a new Ticket on Sweven from each new form submission on Formstack. If your company needs a tool to log requests from your clients, you can create a Formstack form with all the questions you would normally ask your clients and send it to them to save time. With this Zap, for every form completed, a new ticket will appear in Sweven. For example, if your team members are spending a considerable amount of time taking requests, you can safe time by sending your clients the previously created Form and have all the requests on the same place (Sweven) In Sweven you can create 5 Vendors, and depending on the work requirements, you can distribute all the new tickets to them, while you can control the rest of the process What is Sweven? Sweven is a cloud-based management platform which allows fluid management and monitoring of your business processes. Clients and vendors can receive work orders instantly on mobile and desktop devices for efficient coordination of the work performed.
Formstack-Sweven Integration content media
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Juan Sandoval
Sep 05, 2022
In Zapier Integration
Instantly create a new Ticket on Sweven from each new form result on Formsite. If your company needs to distribute work orders to vendors or other team members and don't have a system to log requests, you can create a from on Formsite and let your clients fill it with all the information. With this Zap, you will be able to create a record in Sweven triggered by the response on said form. For example, if you spend a considerable amount of time talking to your clients about the work requirements before said work can be started, you can instead, send them the Formsite form and they will fill it in with all the necessary information and a new ticket will automatically be created on Sweven. Then you may assign it to the appropiate team members and monitor the work being done. What is Sweven? Sweven is a cloud-based management platform which allows fluid management and monitoring of your business processes. Clients and vendors can receive work orders instantly on mobile and desktop devices for efficient coordination of the work performed.
Formsite-Sweven Integration content media
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Juan Sandoval
Sep 05, 2022
In Zapier Integration
Instantly create a new Ticket on Sweven from each new deal on Pipedrive. If your company needs to distribute work (tickets) to Vendors or other team members, you may quicly create Zap and then you will be able to create a record in Sweven triggered by each new deal in Pipedrive. For example, if you have 3 people attending tickets, and you need to send some of them to a third-party, then this Zap will create the Sweven records automatically and with a couple of clicks you may assign the work to the other company (which you have set up once at the beginning). This ticket consolidation will allow you to monitor all work in progress. (third=party companies will access the data through Sweven's Vendor Portal). What is Sweven? Sweven is a cloud-based management platform which allows fluid management and monitoring of your business processes. Clients and vendors can receive work orders instantly on mobile and desktop devices for efficient coordination of the work performed.
Pipedrive-Sweven Integration content media
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Juan Sandoval
Sep 05, 2022
In Zapier Integration
Instantly create a new Ticket on Sweven when adding information to a new card on Trello. If your company needs to distribute work to vendors or other team members, you can create a Zap that will create a new record in Sweven for every new card on Trello's board. For example, if you have some of your team members taking orders/requests from your clients and then you need to assign them to a different company, this integration will make the whole process quicker. With the automatic creation of a ticket in Sweven, you will be able to assign it to a third party with just a few clicks. They will then access Sweven's vendor portal and have all the information ready and easy to access and you will have control of the rest of the process. What is Sweven? Sweven is a cloud-based management platform which allows fluid management and monitoring of your business processes. Clients and vendors can receive work orders instantly on mobile and desktop devices for efficient coordination of the work performed.
Trello-Sweven Integration content media
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Juan Sandoval
Sep 05, 2022
In Zapier Integration
Instantly create a new Ticket on Sweven from each new Task on Salesforce. If your company is using Salesforce and you need to distribute work to Vendors or other team members, you may quicly create Zap and then you will be able to create a record in Sweven triggered by each new task in Salesforce. For example, if you have 3 people attending tickets, and you need to send some of them to a third-party, then this Zap will create the Sweven records automatically and with a couple of clicks you may assign the work to the other company (which you have set up once at the beginning). This ticket consolidation will allow you to monitor all work in progress. (third=party companies will access the data through Sweven's Vendor Portal). What is Sweven? Sweven is a cloud-based management platform which allows fluid management and monitoring of your business processes. Clients and vendors can receive work orders instantly on mobile and desktop devices for efficient coordination of the work performed.
Salesforce-Sweven Integration content media
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Juan Sandoval
Aug 27, 2022
In PM Tools Manager
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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Juan Sandoval
Aug 27, 2022
In PM Tools Manager
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 atcontact@ecobpm.com!
Login and Account Management content media
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Juan Sandoval
Aug 27, 2022
In PM Tools Manager
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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Juan Sandoval

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