For use with the MainTrac module only.
The Work Order profile sets default emailing and access parameters for Work Order Processing in MainTrac. When the status of a Work Order changes, the profile allows you to set defaults for "who" gets emailed and "why" the email gets sent. The profile also allows you to set access parameters that determine which Work Orders the users linked to this profile can see.
SAProfile_Work_Order_Work_Order_Tab1
Send Email to Work Order Requestor on Status Change (SAProfileDetails_RequestorEmail)
Select this option to have the system send an email to the person who submitted a Work Order (i.e. the Requestor) as well as any other household linked to that Work Order when its status changes.
THEN
Go to the Send Email when WO Status Changed to field and select the Status Changes for which you want the email to be sent.
When this option is selected the system will send an email to the person listed as the Requestor of a Work Order when its status is changed to any you select. The system will also send an email to any other household that is linked to that Work Order. For example as a general rule you want to email requestors when a Work Order's status is changed to any of the following: "Reviewed Approved Complete or Rejected." You would enable this option and select the four (4) statuses listed above in the Send Email when WO Changed to field. Mona Monzano is listed as the Requestor for Work Order 1963. Julian Castle is also linked to Work Order 1963. When the status of the Work Order 1963 is changed to any of the selected statuses then an email will be sent to Mona and Julian.
Deselect this option to skip emailing requestors who originated a Work Order (and any other households linked to it) when its status changes.
Note: The system will never send more than one (1) email to the same address per Status Change.
Send Email When WO Status Changed To (SAProfileDetails_RequestorEmailStatusList)
Select the Send Email to Work Order Requestor on Status Change option to have the system send an email to the person who submitted a Work Order (i.e. the Requestor), as well as any other household linked to that Work Order, when its status changes.
THEN
Select the Status Changes for which you want the email to be sent.
When this option is selected, the system will send an email to the person listed as the Requestor of a Work Order when its status is changed to any you select here. The system will also send an email to any other household that is linked to that Work Order. For example, as a general rule, you want to email requestors when a Work Order's status is changed to any of the following: Reviewed Approved Complete or Rejected." You would enable the Send Email to Work Order Requestor on Status Change option and select the four (4) statuses listed above in this field. Mona Monzano is listed as the Requestor for Work Order 1963. Julian Castle is also linked to Work Order 1963. When the status of the Work Order 1963 is changed to any of the selected statuses then an email will be sent to Mona and Julian.
Deselect the Send Email to Work Order Requestor on Status Change option to skip emailing the Requestor who originated a Work Order when its status changes. In that event this field is skipped.
DeleteSend Email to Personnel Assigned to the Work Order on Status Change (SAProfileDetails_AssigneeEmail)
Select this option to have the system send an email to the Staff Member(s) to whom a Work Order is assigned when its status changes.
THEN
Go to the Send Email when WO Status Changed to field and select the Status Changes for which you want the email to be sent. Emails are sent to the address(es) listed for the Staff Member(s) in Staff Update • Emails.
When this option is selected the system will send emails to the Staff Member(s) who are assigned to a Work Order when its status is changed to any you select. For example as a general rule you want to email Staff Members when a Work Order's status is changed to any of the following: "Approved Scheduled In Progress Complete or Changed." You would enable this option and select the five (5) statuses listed above in the Send Email when WO Changed to field. Newt Hoenikker is listed as the Requestor for Work Order 1963. When the status of the Work Order 1963 is changed to any of the selected statuses then an email will be sent to Newt.
Deselect this option to skip emailing the Requestor who originated a Work Order when its status changes.
DeleteSend Email When WO Status Changed To (SAProfileDetails_AssigneeEmailStatusList)
Select the Send Email to Personnel Assigned to the Work Order on Status Change option to have the system send an email to the Staff Member(s) to whom a Work Order is assigned when its status changes.
THEN
Select the Status Changes for which you want the email to be sent. Emails are sent to the address(es) listed for the Staff Member(s) in Staff Update • Emails.
When Send Email to Personnel Assigned to the Work Order on Status Change option is selected the system will send emails to the Staff Member(s) who are assigned to a Work Order when its status is changed to any you select here. For example as a general rule you want to email Staff Members when a Work Order's status is changed to any of the following: "Approved Scheduled In Progress Complete or Changed." You would enable the Send Email to Personnel Assigned to the Work Order on Status Change option and select the five (5) statuses listed above in this field. Newt Hoenikker is listed as the Requestor for Work Order 1963. When the status of the Work Order 1963 is changed to any of the selected statuses then an email will be sent to Newt.
Deselect the Send Email to Personnel Assigned to the Work Order on Status Change option to skip emailing the Staff Member(s) assigned to a Work Order when its status changes. In that event this field is skipped.
DeleteSend Email to Alternate Addresses on Status Change (SAProfileDetails_AlternateEmail)
Select this option to have the system send an email to the email address(es) listed in the Alternate Email Address field when the status of a Work Order is changed.
THEN
Go to the Send Email when WO Status Changed to field and select the Status Changes for which you want the email to be sent.
THEN
Enter the email address(es).
When this option is selected, the system will send emails to the email address(es) listed in the Alternate Email Address field when the status of a Work Order is changed to any you select. This allows you to email people who are not linked to a Work Order directly. For example, as a general rule, you want to email the Project Manager when a Work Order's status is changed to any of the following: Approved Scheduled In Progress Complete or Changed." You would enable this option and select the five (5) statuses listed above in the Send Email when WO Changed to field. Earl McCabe is the Project Manager. You would list his email address in the Alternate Email Address field. When the status of a Work Order is changed to any of the selected statuses then an email will be sent to Earl.
Deselect this option to skip emailing any alternate people when the status of a Work Order changes.
DeleteSend Email When WO Status Changed To (SAProfileDetails_AlternateEmailStatusList)
Select the Send Email to Alternate Addresses on Status Change option to have the system send an email to the email address(es) listed in the Alternate Email Address field when the status of a Work Order is changed
THEN
Select the Status Changes for which you want the email to be sent.
THEN
Enter the email address(es).
When Send Email to Alternate Addresses on Status Change option is selected, the system will send emails to the email address(es) listed in the Alternate Email Address field when the status of a Work Order is changed to any you select. This allows you to email people who are not linked to a Work Order directly. For example, as a general rule, you want to email the Project Manager when a Work Order's status is changed to any of the following: Approved Scheduled In Progress Complete or Changed." You would enable the Send Email to Alternate Addresses on Status Change option and select the five (5) statuses listed above in this field. Earl McCabe is the Project Manager. You would list his email address in the Alternate Email Address field. When the status of a Work Order is changed to any of the selected statuses then an email will be sent to Earl.
Deselect the Send Email to Alternate Addresses on Status Change option to skip emailing any alternate people when the status of a Work Order changes. In that event this field is skipped.
DeleteAlternate Email Address (SAProfileDetails_AlternateEmailAddress)
If the Send Email to Alternate Addresses on Status Change option is selected, then enter an email address (or addresses) in this field.
To include multiple recipients, separate email addresses with a comma and no space. For Example: john@rectrac.com,paul@rectrac.com,george@rectrac.com,ringo@rectrac.com
When Send Email to Alternate Addresses on Status Change option is selected, the system will send emails to the email address(es) listed in this field when the status of a Work Order is changed to any you have selected in the Send Email when WO Status Changed to field. This allows you to email a person (or people) who is not directly linked to a Work Order.
If the Send Email to Alternate Addresses on Status Change option is deselected, then this field is skipped.
DeleteSend Email when Due Date Changes (SAProfileDetails_SendEmailDateChange)
Select this option to have the system send an email in the event the Due Date on a Work Order is changed. The system will send the email to the address listed in the Email Address field on the Contact group of the Work Order; to the Staff Member(s) assigned to the Work Order if it has been assigned; and to the email address(es) listed in the Alternate Email Addresses field if any.
Notes: To have an email sent as a result of a Due Date change the corresponding "Send Email to…" option must be selected. For example when a Work Order's Due Date changes you want to send an email to both the Requestor and to Staff Member(s) assigned to it. For this to happen you need to select both Send Email to Work Order Requestor on Status Change and Send Email to Personnel Assigned to the Work Order on Status Change.
This option is applicable for Date Changes only. In the event multiple changes are made to a Work Order and a Due Date change is one of them then one (1) email only will be sent. This is done to avoid the sending of multiple emails. For example work Order 1963 is "Approved" with a Due Date of 08/06/20xx. When you change the Status "In Progress you also change the Due Date to 08/09/20xx. In this event, one (1) email only will be sent and it will include both the Status Change and the Due Date change.
Interface Parameter to use for URL Generation (SAProfileDetails_InterfaceURL)
This field is applicable only if the Work Order emails you send contain the [DETAILURL] tag.
Select an Interface Parameter in this field. The one you select will be used to build the URL that is included in the email when the [DETAILURL] tag is added.
Generally speaking you should select your WAN Interface Parameter. A LAN Interface Parameter can be used but it will not generate a URL that is accessible outside of your local network.
DeleteRequester Info to Include in Work Order Detail HTML (SAProfileDetails_RequesterInfoInDetail)
Select the Requestor Information you want to include in when emailing Work Orders information.
- Name - The Requestor's First and Last Name.
- Email Address - The Requestor's Email Address.
- Phone Number - The Requestor's Phone Number.
- Address - The Requestor's Address.
Work Order Email Body (SAProfileDetails_WorkOrderEmailBody)
Enter your email text in this field. The Text Field will accept to 30,000 alpha-numeric characters. There is a character counter on the lower right-hand corner of the screen. Use of HTML tags are allowed and will render when the email is sent provided you have the Use HTML Email Body option enabled on your Email profile.
THEN
Expand the Drop-down list to insert Work Order tags into your email as needed.
Note: If opting to "Copy Cut and Paste" text from a pre-generated document then Vermont Systems highly recommends using .txt or .rtf file documents as the source. Using programs such as Microsoft Word and .pdfs as your source is not recommended because they insert thousands of extra - often unseen - HTML characters into the code that result in problems ranging from unexpected formatting issues in RecTrac to exceeding the character count in this field.
If you wish to use text from a MS Word doc or .pdf then Vermont Systems recommends the following "best practice:"
- Open your document in MS Word.
- Save the document as a plain text (.txt) file using Unicode UTF-8 as the file type.
- Use Save As.
- From the Save as type Drop-down down list select "Plain Text (.txt)."
- From the File Conversion dialog select the Other Encoding Radio Set Button and choose "Unicode (UTF-8)."
- Save the .txt file to your workstation.
- Open the newly saved .txt file in Notepad or Notepad ++.
- Copy the text to your clipboard and paste it into the RecTrac field.
- Proof-read again for accuracy and ensure all special characters copied correctly.
- Format text as needed using the Formatting icons at the top of the text box field.
Include Rejected WO Email Notes in Rejected Emails (SAProfileDetails_RejectedEmailNotes)
Select this option to have any Rejection Note included in the email notification when a Work Order is rejected. This will include text from the Rejection Code (if any is selected) as well as any free form text in the Rejection Notes field (if any is entered). These fields are located in the Rejection Group in Work Order Update.
Deselect this option to skip the inclusion of Rejection Notes in the email notification when a Work Order is rejected.
Note: This option is applicable only if 'Rejected' is selected as one of the Send Email When WO Status Changed To: options.
(SAProfileUpdate_WorkOrderTagValue)
Database Value Codes allow you to automatically insert fields, such as Assigned Staff; Work Order Number; Current Status; Due Date, etc. into the body of your email.
Select the Database Value Code you wish to insert.
THEN
Click Add Text to place the Tag. Codes are placed at the end of the field. You may have to copy/cut/paste them as needed afterward. Multiple selections can be inserted throughout the body of your letter, but they must be added and placed individually.
In the example below, the fields in brackets are Database Value Codes:
Delete
Allow Access to these Work Order Statuses (SAProfileDetails_StatusPermission)
Select the Work Order Statuses you want users linked to this profile to have access to in MainTrac. Multiple selection is allowed. Work Orders of the statuses you select here will be visible on the Work Order Processing DataGrid for users linked to this profile.
- New - Work Orders with a status of 'New.'
- Reviewed - Work Orders with a status of 'Reviewed.'
- Approved - Work Orders with a status of 'Approved.'
- In Progress - Work Orders with a status of 'In Progress.'
- Rejected - Work Orders with a status of 'Rejected.'
- Scheduled - Work Orders with a status of 'Scheduled.'
- Complete - Work Orders with a status of 'Complete.'
- Changed - Work Orders with a status of 'Changed.'
Allow Access to these Work Order Categories (SAProfileDetails_WorkOrderCategoryRestrictions)
Select the Work Order Categories you want users linked to this profile to have access to in MainTrac. Multiple selection is allowed. Work Orders with Categories of the type(s) you select here will be visible on the Work Order Processing DataGrid for users linked to this profile.
Leave this field blank to skip this check and have all Work Order Categories available on the Work Order Processing DataGrid.
Work Order Categories are user-defined and maintained in Work Order Category Management. If this list is blank then you do not have any Work Order Categories established in your database.
DeleteCheck for Duplicate Work Orders (SAProfileDetails_CheckforDupes)
Select this option to have the system check for duplicate Work Orders when creating new Work Orders. When enabled, the system will check previously created Work Orders with a Status of Incomplete" and the same Asset/Task combination to see whether the information matches the currently opened Work Order. If a match is found then a message will display that lists the possible duplicates. The user will then have the option to Continue (create a New Work Order) or Cancel (Cancel the creation of the new Work Order.
Deselect this option to skip dupe Work Order checking.
DeleteOnly Show WO Assigned to Current User (SAProfileDetails_CurrentUserFilter)
Select this option to limit the Work Orders a user can see to those assigned to the user currently logged in. When this option is selected, the work order Management screen (also launched from the Service Request Update screen) will display Work Orders that are assigned to the current user. The Work Order DataGrid in the Work Order Log also will be limited. Mobile MainTrac uses the same functionality via the Search button.
Deselect this option to allow the current user to see all work orders based on your selections in the Assigned Staff Filter field.
DeleteAssigned Staff Filter (SAProfileDetails_AssignedStaffFilter)
Select staff members as needed. Multiple selection is allowed. Users linked to this profile can see work orders assigned to the staff member(s) listed here in both Work Order Management and Service Request Processing. Mobile MainTrac uses the same functionality.
Make no selections in this field to skip it. Users will see all work orders, unless the Only Show WO Assigned to Current User option is enabled.
Note: When using this field be sure to keep the Only Show WO Assigned to Current User option deselected. Then be sure to include your own User ID in this list if needed.