Dispatching Work Orders from the Portal

Dispatching Work Orders from the Portal

Overview

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 the customer’s name, address and phone number, then assign it to a specific technician or field operator in your Company. The pre-filled Work Order will appear under My Work in that User's Mobile Forms app.  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.
There are two ways to create a Work Order in the Portal.
  1. Creating a Work Order (Form) - Allows you to fill out the fields on the form itself. This is the recent and recommended method since it is more user friendly.
  2. Creating a Work Order - Fill in the fields only without the form background.
Note: The Mobile Forms Admin or Work Order Dispatcher role is needed to access the Work Orders page in the Portal.

Creating a Work Order (Form)

1. Log in to the Portal  and navigate to Admin > Work Orders.


2. Click on the Create Work Order (Form) button to open the Create Work Order page.


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

A. Select the Folder that contains the Form that you want to pre-fill.
B. Select the Form you wish to pre-fill.
C. (optional) Select the User to assign the Work Order to. You can leave a Work Order unassigned and assign it to a User through the Work Order Admin page later. You can also assign it to a User then reassign to a different User through the Work Order Admin later.
D. (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.
E. (optional) Assign a priority that can be used to sort Work Orders on the tablet.
F. (optional) Send a notification email that a Work Order has been assigned to the User.
G. (optional) Fill out the Address section if you want to allow the User to access navigation and mapping to the location.
4. Click the Continue button at the bottom of the page.

5. Fill out the desired fields on the Form. You have the ability to edit this information through the Work Order Admin page later if needed.
Note: You will only be able to fill out the fields if you had chosen to show the Region during Forms design. This property can be edited for each Region on the Work Order tab in Forms Designer.



6. Click on Submit Work Order.
 

Creating a Work Order

1. Log in to the Portal then navigate to Admin > Work Orders.
2. Click on the Create Work Order button to open the Work Orders page.


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

A. Select the Folder that contains the Form that you want to pre-fill.
B. Select the Form you wish to pre-fill.
C. (optional) Select the User to assign the Work Order to. You can leave a Work Order unassigned and assign it to a User through the Work Order Admin page later.
D. (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.
E. (optional) Assign a priority that can be used to sort Work Orders on the tablet.
F. (optional) Fill out the Address section if you want to allow the User to access navigation and mapping to the location.
G. Complete all fields that you would like to contain information on the Work Order. The fields available for Work Orders are designated during Form Design.
Note: Only the fields specified as "Show this region when creating Work Orders in the Admin Portal" during Form design will be displayed in this list of regions.
4. Click the Save button at the bottom of the page to create your Work Order.

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