Dispatching Work Orders from the Portal

Dispatching Work Orders from the Portal

Overview

Mobile Forms Administrators or Work Order Dispatchers have the ability to create and assign Work Orders from the Mobile Forms Portal. Navigate to Admin > Work Orders to access the Work Orders page in the Portal.

Work Orders can be created and dispatched using three Field2Base products.
  1. Portal - Manual process covered in this article.
  2. Enterprise Dispatch Module - Field2Base software which connects database tables or CSV files to pre-fill and assign your Work Orders automatically.
  3. Work Order REST API - Allows web service calls from enterprise applications to Field2Base to pre-fill, assign and manage Work Orders.

Standard vs. Shared Form Work Orders

Standard Work Orders are Forms which have been partially pre-filled for dispatch to a designated User. For example, you can pre-fill a Form with customer information, then assign it to a specific technician in your company. The pre-filled Work Order will appear under My Work in that User's Mobile Forms app. 
Shared Form Work Orders are Forms which have been partially pre-filled and are available as a Shared Form link to external Recipients who are not Users in your company. Please refer to the Shared Forms article for more details.

Note: Work Orders are designed to be used to pre-fill information and do not support the full functionality of the Form. In order to facilitate pre-filling information, all pages of the Form Template will be available regardless of the page visibility set in Forms Designer. It is not recommended that Form script functions be run when creating Work Orders. Some region types (GPS, Mirror and Calculation) are also not supported. 

Creating a Work Order - Standard

1. Click on the Create Work Order button to open the Create Work Order page.


2. Fill out the necessary information to create your Work Order.

A. Work Order Type - Leave "Standard" as the Work Order Type. Default is "Standard".
B. Folder Name - Select the Folder that contains the Form that you want to pre-fill.
C. Form to Dispatch - Select the Form you wish to pre-fill.
D. Assigned To - (optional) Select the User to assign the Work Order to. You can leave a Work Order unassigned and assign it to a User at a later time.
E. Work Order Name - (optional) Create a name for your Work Order. This is the name that will appear in the My Work section of the User's device. It can be used to sort and find specific Work Orders.
F. Priority -  (optional) Assign a priority that can be used to sort Work Orders on the tablet.
G. Send E-Mail - (optional) Send a notification email that a Work Order has been assigned to the User. Default is "Yes".
H. Select E-Mail Template - (optional) Use the default "Work Order Assigned" E-Mail Template or select a Custom E-Mail Template that you have created. See the article on Managing E-Mail Templates for details on creating Custom E-Mail Templates.
I. Address -  (optional) Fill out the Address section if you want to allow the User to access navigation and mapping to the location. You can type in address information or use data from a Region in the Form. 
3. Click the Continue button at the bottom of the page.

4. Fill out the desired fields on the Form. You will have the ability to edit this information from the Work Orders page if needed.
Note: You will only be able to fill out the Regions selected for "Enable this Region for use with Work Orders in the Portal" during Forms design. This property can be edited for each Region on the Work Order tab in Forms Designer. Most Region types have this enabled by default. 


5. Click on Submit Work Order.
 

Creating a Work Order - Shared Form

1. Click on the Create Work Order button to open the Create Work Order page.


2. Fill out the necessary information to create your Shared Form Work Order.

A. Work Order Type - Select "Shared Form" as the Work Order Type. Default is "Standard".
B. Shared Form Link - Select the Shared Form you wish to pre-fill. You will need to have an unlimited use Shared Form before you can create a Shared Form Work Order for that Form. Please refer to the Shared Forms article for steps on how to create a Shared Form.
C. Work Order Name - Create a name for your Work Order. This is the name that will appear in the lists of Work Orders and Shared Forms in the Portal.
D. Send E-Mail Notifying the Recipient of this Work Order - Select whether you wish to include a recipient. The default option, "Yes", includes a recipient who will receive an e-mail with the link to access the Shared Form Work Order. If you select "No", the recipient and e-mail fields (E-G) will no longer be shown. Navigate to Admin > Shared Forms to access the Shared Form Work Order link. You can copy that link and send it in an email or text as desired. Please keep in mind that Shared Form Work Orders are only available for one time use so if you send that link to multiple people, only one person will be able to submit it. 
E. Recipient - Select the recipient for the e-mail with the Shared Form link.
F. Select E-Mail Method - Use the default "Use E-Mail Template" to use an existing template or select "Create a Custom E-Mail" to manually add the body and subject text for a one-time e-mail.
G. Select E-Mail Template - Use the default "Shared Form Work Order to Recipient" E-Mail Template or select a Custom E-Mail Template that you have created. See the article on Managing E-Mail Templates for details on creating Custom E-Mail Templates. 
3. Click the Continue button at the bottom of the page.

4. Fill out the desired fields on the Form. You will have the ability to edit this information on the Work Orders page if needed.
Note: You will only be able to fill out the Regions selected for "Enable this Region for use with Work Orders in the Portal" during Forms design. This property can be edited for each Region on the Work Order tab in Forms Designer. Most Region types have this enabled by default. 


5. Click on Submit Work Order.


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