Work Order: Users

Work Order:
Users
Jessica Slessman, Client Advisor
Overview
•
•
•
Identify and define the different user roles
Add users into an account
Customize the Requester page (My FacilityDude)
2
Work Order Users
User roles determine workflow in a Work Order account.
Think about your current workflow. Do you want to
The Dude says… keep that process or revise it? This will help you
choose the user roles that will work best for your
account.
Work Order Users
7 Different User Roles
Administrator
Supervisor I
Supervisor II
Technician
Manager
Requester
Clerk
The product user role names and real-world job
The Dude says… titles do not always match. A “technician” in your
facility can be a “Supervisor” in the system based on
your workflow.
Work Order Users
Administrators
What they can see…
•Everything!
•All work orders in the account
•All types of reports
What they can do…
•Everything!
•Anything involving the set up of an account – only user role with the “Account
Setup” tab
•Submit work orders
•Edit all work orders
•Assign work to anyone
•Run any report
Work Order Users
Supervisor I
What they can see…
•
Work orders assigned to themselves or to a user that reports directly to
them in the Work Order system
What they can do…
•Submit work orders for all locations
•Search for any work order
•Edit all work orders (mark complete/closed, enter labor hours or purchase
transactions, add notes)
•Assign work orders to anyone
•Run reports
Work Order Users
Supervisor II
What they can see…
•Work orders in their assigned locations and crafts
•Work orders assigned to themselves or a direct report in the Work Order
system
What they can do…
•Submit work orders for assigned locations/crafts
•Edit work orders for assigned locations/crafts (mark complete/closed, enter
labor hours or purchase transactions, add notes)
•Assign work to themselves or a direct report
•Search for work orders for their assigned locations/crafts
The Supervisor II role can be expanded to include
reports access and assigning work to anyone. This
The Dude says…
role is a good option for a user who needs to see all
work orders, but does not need access to Account
Setup.
Work Order Users
Technicians
What they can see…
•Work orders assigned to them
What they can do…
•Submit work orders for assigned locations
•Assign themselves to a new work request they are submitting
•Edit work orders (complete/close work, enter labor or purchase transactions)
•Search for any work order within their assigned locations
•Cannot reassign work
Work Order Users
Managers
What they can see…
•Work orders in their assigned locations
•Work orders that have been routed to them for approval
What they can do…
•Submit work orders for their assigned locations
•Approve work orders that have been routed to them for approval
•Add users (requesters and managers) for assigned locations
•*Cannot edit work orders
The Dude says… The Manager role can be expanded to include
reports access.
Work Order Users
Requesters
What they can see…
•A simplified, user-friendly version of the work order submittal form
•A list of work orders that have been submitted for their assigned locations or
building/units
What they can do…
•Request work
•View updates to submitted work orders
Work Order Users
Clerk
What they can see…
•All work orders in the account
•Shortcut keys for quick data entry
What they can do…
•Main function is data entry
•Submit work orders for all locations
•Assign work orders to any user
•Edit all work orders
•Run reports
•Search for any work order
Work Order Users: Adding Users
 Click the “Add User” link in the top right or bottom left of the list of work
order users
 On the next page, select the user role
Check if the user will be the account
Comptroller
Click “Next Step”
Work Order Users: Adding Users
The Dude says…
Comptroller (There can be only one!)
New Request Routing can be set up to automatically
send work orders to the appropriate person based on
the fields selected in the work order.
If a work order is created that does not match any
designed routes, it will be assigned to the Comptroller
who can then manually reassign the work order.
Work Order Users: Adding Users
 Enter the user’s Participant Information (red check boxes denote a required field):
•Login Name and Email must be unique to all users in all FacilityDude Accounts.
•Email addresses MUST be valid
•Dude Recommendation:
•Password: Minimum 6 characters in length
•Set the password for all new users to newuser. This will prompt a password change
upon initial log in.
 Check the box for “Receive Email Notifications” if you would like this user to receive
emails.
Complete the remaining fields on this page as needed.
Work Order Users: Adding Users
 “The Dude Says” Participant Information Extras:
Want your team to receive text notifications for assigned work or
The Dude says… for emergency work orders? See a Client Advisor in the lab for
further assistance with set up.
Don’t delete users who are no longer with your organization.
You can disable their user access and still maintain a user
The Dude says…
history in the system.
Work Order Users: Adding Users
• Once the Participant Information is entered, click on Next Step at the
bottom of the screen
• The information on the following three screens will only apply to
certain user roles. Otherwise, they can be skipped.
1. Define Location: Only for Manager, Supervisor II, Technician,
and Requester.
2. Define Craft: Only for Supervisor II
3. Define Labor Rate: Only for users that will need to document
labor hours and costs on work orders.
Requester Set Up:
1. Define Location and Building/Unit
2. Customize Email Notifications
Work Order Users: Role Setup
Expand user roles to include advanced functions
Work Order Users: Role Setup
 Select a user role – you can expand the Supervisor II, Technician, and
Manager roles
Additional Feature Highlights:
Supervisor II: Access to reports, assign work and add labor hours to all
users in the system
Technician: Change priority options, make labor entry required, default
assignment on new requests to themselves,
Manager: Reports
Work Order Users: MFD Setup
•Setting up My FacilityDude:
•Click on the Account Setup tab.
•Click on My FacilityDude Setup Wizard in the Account Setup Shortcuts or the My
FacilityDude Setup Wizard link at the bottom of the Account Setup page.
•You will be taken to a flowchart that will walk you through each step to configure the
My FacilityDude Requester page to your organization’s needs.
19
Work Order Users: MFD Setup
Upload a logo image here.
Add a link on the Requester page for your organization’s website.
Give your page a custom title.
Set up an introductory paragraph that can be customized to
relay information to your Requesters directly on the request page.
List the names and phone numbers of various emergency
contacts on the request page.
20
Work Order Users: MFD Setup
Determine if Budget Code will be an optional or required field
selection for the Requesters
If the Budget Code field will be visible on the page,
specify which Budget Codes they will see.
Determine if Requesters can see who their work order has been
assigned to, for completion.
Select whether a contact phone number will be required for the
Requester. Select if the Requester will be required to specify
additional Area or Room Number information.
Select whether Requesters will be able to choose a Purpose Code
when submitting a request. If a Purpose Code is made available,
choose if there will be a default Purpose Code for all requests.
21
Work Order Users: MFD Setup
If there is not a default Purpose Code, choose the list of Purpose
Codes the Requesters can select.
Requesters can specify when they would like the work
completed. This field can be hidden from the request form.
Choose the way the Crafts list can appear. Choices are either a
series of icons or a drop-down menu text list.
Choose whether to Show or Hide the list of Buildings
depending on if the field is being used in the account.
Requesters can specify when they are available, in order to
provide access to workers, or to assist in scheduling work.
22
Work Order Users: MFD Setup
Add an email address web link to the Request page that
Requesters can use to contact the Maintenance Department.
Choose whether Requesters can attach up to two files to a
work order (e.g., photos, documents).
Choose what priority levels the manager and requester roles
have the option of selecting on the Requester page.
This last step will provide a URL link directly to your account’s
Requester page.
23
Thank you for your time!
Please take the “Take it to the Lab” handout with you
today! It includes some tasks you can complete in the
Learning Lab with a Client Advisor.
As always, if there are any questions, please call us:
877-655-3833
-orSend us an email:
[email protected]
24