Important Announcement
In an upcoming release due the 27th July, We will be enhancing your ability to manage document compliance by improving the way that you can request and search for files, and reducing unnecessary paperwork for approval actions.
A new field will appear against reactive jobs, and planned task frequencies labelled ‘Required Document’. By adding a document type against a new reactive job, or against the task frequency for planned jobs, the service provider that tries to complete the resulting job will be required to attach a file with a matching document type before the job can be closed.
The system will have 3 default document types. Certificate, Job Sheet, and Photo, though more can be added through admin. Only the ‘certificate’ document type requires approval by default, which means only jobs with the certificate document type will trigger a paperwork for review action.
It is important to note that going forward, labelling a job, or planned task frequency as statutory will no longer mandate that a file is uploaded to close a job. Only jobs where a document type has been explicitly applied will require a file to be uploaded.
To ensure continuity of this behaviour, we will apply the document type of ‘certificate’ to any jobs and task frequencies that are currently labelled with a statutory type, but any new jobs or planned task frequencies created or imported after the launch date MUST have a document type if you want paperwork to be required.
IMPORTANT – Labelling a job or planned tasks as statutory will no longer force a file to be uploaded, this can now only be triggered by explicitly requesting a document type using one of the methods below!
How to set a document type on a Reactive Job
If you are raising a work request in elogbooks and you need to ensure that a file is collected as part of that reactive job, you can now explicitly request that file. You will notice a new ‘Document Required’ field on the reactive job form, that will allow you to select the type of document you expect to receive as part of the work request. The standard system choices for document type are ‘certificate’, ‘job sheet’, and ‘photo’. There may be more to choose from if the system has been configured with additional document types. You can add multiple document types if needed.
Once a document type has been added to a job, it will display in the job info panel, and will also be shown in a reminder on both the files tab, and on the job completion form. If the file has not been attached when you try to complete the job, it will go into ‘outstanding paperwork’ status.
*job info panel
*file upload tab
You can then report on jobs in outstanding paperwork status and jobs that have not yet been completed that have a document type using the new dashboard widget ‘Jobs with Outstanding Paperwork’.
Only files with a document type that requires approval, such as ‘certificate’ will trigger a paperwork for review action for the client.
Setting a document type on a Planned Job
The ability to set a document type on a planned job can greatly improve document compliance by ensuring that the correct file is uploaded when a planned maintenance visit is completed. The systems default set of document types includes ‘certificate’ but more can be added through admin. This means that you could add, for example, ‘Gas Safe Certificate’ as a document type, and then add this to your boiler ppm, which would mean that the planned job could not be closed out until a ‘gas safe certificate’ has been uploaded.
To set a document type against a planned job you will need to first add the document type against the task frequency. Once you have added it here, any planned jobs created according to that task frequency will automatically inherit that document type. You will be able to see the document type set against the job by clicking on the visit in the planner, or by opening the job to look at the info panel. It will also show a reminder in the files tab and on the job completion form.
*Edit task view
You can then report on jobs in outstanding paperwork status and jobs that have not yet been completed that have a document type using the new dashboard widget ‘Jobs with Outstanding Paperwork’.
You can then report on jobs in outstanding paperwork status and jobs that have not yet been completed that have a document type using the new dashboard widget ‘Jobs with Outstanding Paperwork’.