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Summer Release Notes

Our Workflow builder has received several enhancements for our summer release. 

  • Custom Workflow Transition Rights
  • Custom Transition Events
  • Creating new Workflow Job Status/Steps
  • Workflow Transitions Notes
  • Workflow Transition Screens

 Each area has been detailed below.

Custom Workflow Rights

Custom Rights are used to manage the access to move jobs between different job statuses using workflow transitions. Against every transition you can select a user type right (Condition) which are pre defined by Oneserve or using the custom rights option to create your own rights. 

The benefits of using Custom Rights over the existing User Type Rights defined by Oneserve is that it will allow you to create and use rights that only affect the individual workflow transition and not affect additional functionality in Oneserve. You can be sure the users do not inherit additional access by mistake. 

If you assign a right to a transition the user type will need to have the right assigned before they can see the next status options on a job.

 

You can create new custom workflows using the configuration page on the admin menu or whilst you are creating a transition on a workflow. 

You can assign the new custom right to user types as part of the creation process. Once it has been created it will automatically be assigned to the Conditions field on the workflow. 

For more information please view Custom Workflow Rights

 

Custom Events

Against workflow transitions you can select an event to automatically appear on the job history tab when you move the job through that stage. Events can also be assigned manually to the job history. 

You can now create your own events and event types using two new admin pages.

On the Workflow pages you will have the option to create new events whilst your building your new workflow so you don't have to navigate away from the page. 

For more information please view Custom Events

 

Workflow Job Status/Steps

Job Status has a configuration page under the Admin menu, which is separate to the Workflow. To build your own workflow you would have to create all of the job statuses before starting on the workflow builder. To improve the process we have added the option to create a new Job Status whilst you are adding steps to a workflow. This will make it easier and quicker to create a new workflow whilst preventing additional clicks on opening multiple pages to perform one action. 

Workflow Transitions 

A hover over has been applied to the action buttons for Job Transitions. This will indicate what status the job will be move to if you use the button.

We have limited transition names to be 50 characters but we have added an additional Notes field. Notes can be added to transitions on the Workflow page and they will appear when you hover over the Action button and at the top of the transition screen. This will prevent the need to have long transition names

Workflow Transition Screens

We have 4 different screens that can be selected on workflow transitions, this will determine what type of page will be available when you move a job from one status to the next. These screens have been redesigned and the transition note types are now available on all 4. 

This is an example of the Complete Job Screen using note types.

To manage transition screens and the note types assigned you will need to open your workflow in a draft mode, select an existing transition or use the option to add a new one. The top section holds the drop down for Transition Screen and Note Type for you to use. 

Notes can be assigned to note types on a separate Admin page called Notes. 

For more information please view Workflow

 

Invoice Page

The invoice page will be populated by invoices generated though you workflow steps where an invoice number is generated automatically or when you create a new number manually using the page. We have redesigned the invoice page to make it easier to create new invoices and manage existing entries. The new filter options will allow you to find individual invoice numbers. 

Screenshot shows how it use to look

Screenshot shows the new page design

 

Job - Resource Tab 

The tab for resources on jobs has been refreshed with a new design 

  • The 'New Appointment' button has moved to the top of the page and renamed to be Schedule Appointment
  • The buttons for Cancel, Reschedule and update have been placed in a Actions button
  • The appointment table use to display 3 appointments at a time, any more than 3 and you use to scroll within the table. We have removed the 3 appointment restriction so you will be able to see more appointments on the page.
  • Adding appointment time (e.g. working/travel) has been improved to make it easier to use. 

Store Part Location 

You can now specify a location for parts assigned to a store, this will allow users to indicate where a part needs to be located within a warehouse store or even a van. The benefits of using this will be users finding the parts easier and after receiving goods receipts they will be able to see where they should move the parts to. 

This will be allocated at a store part level and not a part level because it could be located in a different area for each store. 

We have changed the following pages on the desktop application to add the new location field.

  • Store - Parts
  • Stock Search
  • Stock Transfer
  • Stock Check 
  • Goods Receipt Lines 

For the mobile device the users will be able to view the location against the part when they are using the part on an appointment. The option to edit the location will be under the parts section from the mobile home page. 

For more information please view Stores  

 

Store Type Page 

A new admin page has been created to manage the store type options available when you create new stores under the stock management module. By default you will have a Van and a General store Type. 

User Type Right required: Store Types [SMCSTL]

 For more information please view Store Type

 

Assets and Locations against Job Activities 

Desktop Changes

When you create a job you have the option to assign an asset and location before assigning the activities. This will be the same on the Work Programme page when you create a new work programme site. 

The format of the asset and location details have been updated, the asset will appear directly below the activity notes followed by site location. Image below is from the QJC

If you do not set the location and asset before assigning the activities you will have the option to assign the values using the + Set Location or Asset link

 

Mobile Changes

The activities tab on the mobile application use to group activities per site location, it will continue to do this but against each activity you will see the Asset if one has been assigned. 

 

Development IDSystem AreaDescription
OSD-4197 Assets The Asset Page has been updated to match the Job Details and Site Details screen. The asset page can be accessed through the Asset Search or the edit option on Site Asset tab. You will be able to modify the same details and attributes will appear on tab two for the asset.
OSD-4596 Calendar View The calendar view has been modified to use a different default colour pallet to display resources working/non working time and appointments. You will have the option to change the colour set against particular resources.
OSD-4473 Client Ref Field The length of the Ref field on the QJC which populates client ref was set to 50. The length on the modify job details screen only allowed 20 characters. We have increased this to 50 characters so it matches the QJC.
OSD-4481 Client Sets The option to Add All clients to a set has been added to the Client Sets admin page. This will make it easier to create large client sets.
OSD-4363 Contact details on a job The job details screen will now show the preferred contact type by displaying (Preferred) after the number or email. This was added because you can have multiple contact numbers for each contact but it was difficult to determine what number should be used first.
OSD-4197 Job - Resource tab After scheduling or rescheduling appointments it will now return the user to the job resource tab instead of job details
OSD-4490 Job - Modify Target Date A new user type right called 'MTD Modify Target Date', will allow users to modify the target date on the Create Job page and the modify job details. Without this right the target date field will be disabled and the job will use the priority to calculate the target date.
OSD-4454 Job Working/Travel time The option on the job resource tab to record mobile users working/travel time has been updated with a new design. Functionality remains the same
OSD-4187 Mobile Appointment A new flag against resources has been created to limit the mobile device to only show one appointment at a time. This can be useful to ensure your mobile users complete the appointments in the order chosen by your schedulers. The next appointment in the Not Started list will only appear once the user has completed an appointment or marked one as additional appointment required. This option can be found on the Resource tab under the Admin Team section.
OSD-2235 Mobile Appointment Order The Mobile application displays Pending and in progress appointments in ascending order. We have changed the completed appointments from ascending to descending so engineers can easily find the last appointment they have completed
OSD-4587 Mobile Appointment Signature The mandatory options for Operative and Customer signatures has been expanded to include a text field to capture name. The operative name can be pre-populated with the first and surname of the user, the customer name would need to be entered before the signature. The new setting to capture name as well as signature are against work types.
OSD-4580 Mobile Create Job Using the two Create Job user type rights (QJOBC & CRJ) you can provide mobile users with the access to create a new job. The option will appear on the home page of the mobile application. It will open the desktop application in a new browser tab and direct the user straight to the QJC screen without the need to login again. We recommend using this option on mobile devices with a large screen or tablets.
OSD-4579 Mobile Create Appointment With the user type right for 'Create a pooled appointment CPA' the mobile user can create pooled appointments. Using the + icon to add new appointments to the mobile the user will have the option to start work now or create appointment, the search will return all unassigned activities for jobs allocated to the team the resource has been linked to. Creating an appointment will open the pooled appointment booking screen from the desktop application in a second tab for the mobile application. We recommend using this option on mobile devices with a large screen or tablets.
OSD-4586 Mobile Job History If the mobile user has the user type right for 'Display Job - Job History Tab JJH' they will be able to view the job history. The option for the history will be available in the extended job description on the mobile application, The job history will open the desktop application in a new tab for the mobile, the mobile user will automatically be signed in and directed to the history for the job they were on. We recommend using this option on mobile devices with a large screen or tablets.
OSD-4443 New API - Job Details A new API to collect job details using a particular job reference. We have an existing get Job API that uses a start and end date range and client ID to reduce the job results. This will be used by our operations team if you are using integration
OSD-4442 New API - Sites A new get site API to return sites that match the Client ID and Site ref that has been entered. This will be used by our operations team if you are using integration
OSD-4441 New API - Appointments A new appointment API can be used to return available appointment slots for the pooled scheduler. This will be used by our implementation team.
OSD-4449 Pooled Scheduler The pooled scheduler would use additional working time allocated to engineers before the standard calendar time started to display the travel time for the appointment. We have prevented travel or working time for appointments appearing in additional working time unless override priorities has been selected.
OSD-Reports Call Log Report A new report has been created to display call log entries. If you are using the call log function but unable to access the new report please raise a support request through the help centre for the report to be deployed on your application.
OSD-4120 Purchase Order API The purchase order API has been amended to include Vendor fields, the additional fields are Vendor Contact Name, Email, Phone, Other and Account Number. This will be used by our implementation team if you are using stock integration.
OSD-4449 Scheduler - Drive Time We have prevented the pooled appointment screen from allocating appointment drive time outside of working time and into additional working time allocated to the resource. EG Out of hours time assigned to engineer A from 06:00 till 09:00, calendar time starts at 9AM. The pooled screen would have added the drive time to the out of hour's 06:00 till 09:00 with the appointment time starting at 9am. Now the pooled screen will allocate the appointment working and travel time within standard working time unless override priorities have been selected
OSD-4499 Search - Current User A new option has been added to the Search Views for the Owner, Pending/In Progress/Completed Appointment Resource to use Current User. Current user will filter the results of the search depending on who the logged in user is. This option will be useful for mobile engineers who access the desktop application to review their job. Please review the linked documents which will show how this option can be used.
OSD-4332 Search Filters The basic filters on the search page had a filter called Search which has been removed now. This filter is not required as you have the main search box as default on every view.
OSD-4453 Search - Sites The field on the Sites page called 'code' has been added to the site search page as a column and basic filter
OSD-4475 Search - Save As The option to save as against existing views now has the option to select what group you would like to save it to. Before it use to save it to the group the original view was within
OSD-4465 Site Asset If you edit a site through the location tab on a site it will redirect you back to this page with the details being displayed.
OSD-4591 Site Details - Area The field for Area has been added back to the Site Details page
OSD-4582 Site Locations Using Site Types you can configure a predefined list of site locations to make it easier for users when they are using locations on individual sites or assigning assets to a location. A location will be your Bedrooms, Kitchens, Offices and they can be used against activities to provide information to the mobile user on where the work is required. Without a predefined list user will enter locations manually against sites which causes many variations of the same location label and spelling mistakes eg Bedroom 1, 1 Bedroom, Bedroom - 1
OSD-4618 Site - Preferred Team The tab against Site called Team has been updated with a new design. The change will make it easier to view what services are set against the different preferred teams.
OSD-4518 Stock - Admin A new section has been created on the Admin page to hold stock related configuration screens. The following three pages are assigned to the new section, 1. Part Categories, 2. Stock Approval rules and 3. Store Types
OSD-4524 Stock Check A new CSV export option has been added to the stock check page. This will allow users to download the stock check details to be opened in excel
OSD-4513 Stock Check The print out option on stock check has been updated to include the part location and part description columns
OSD-4019 Store Type A new self-service page has been created under the stock management section. You will be able to create new types to identify your stores. Our default values are Van and General
OSD-4296 Team/Resource Working and Non Working time events When you hover over working or non-working events against Resources or Teams it will display the name of the user who created or modified the event. We did have a problem where the name was actually showing the name of the logged in user and not the user linked to the event. This has been resolved.
OSD-4327 Work Log Types We had default priority and default work types fields against work log types these fields were no longer required so they have been removed
OSD-4116 Work Log Types A new field has been exposed against work log types to control the flag for 'Requires completion of activities'. This flag will determine if appointments on the mobile application can be completed before all activities are set to 100% complete.
OSD-3762 Work Types Legacy fields against work types have been removed. These fields were called Job Sheet, Job Invoice Sheet, Lead in time, Cost and Resource required. The fields were removed because they no longer used or been replaced with new functionality. Job Sheets and Invoices are control through documents linked on the Work Type Document tab.
OSD-4561 Work Programmes The work programme site page has been redesigned. Titles have been added to each section, field lengths updated to follow the same format and change to the arrangement of fields to make it easier to come the form. 
OSD-4049 Work Programme Dates Work Programmes were triggered by recurrences eg Yearly, Monthly or Daily. The new option lets you select a date attribute from the site to trigger the work programme. This can be used for Asset Servicing as you can use the last service date for the attribute to trigger the next job.  
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