There are two separate places in the system where default text can be
set for use when producing Quotations and Work Orders. They cover different
default text elements.
1. In the Agent Preferences
screen – accessed via the 'cog' option in the top right of the screen:
Within the 'Tickets' tab you have the option to select one of multiple Templates e.g.
'Quotation Introduction', 'Agent Terms', ‘Invoice Instructions’ Work Order
Introduction:
The default text used when producing Quotations and Work Orders can be modified via the Agent Preferences screens - See the 'cog' option in the top right of the screen.
Within the 'Quotation and Work Order' tab you have the option to select one of multiple Templates e.g. 'Quotation Introduction', 'Block Instruction', 'Agent Terms'.
For each Template the Default text is shown. This can be modified. Once
changed all new Quotations / Work Orders will use this new default text for the
relevant Blocks.
For each Template, specific Default text can be maintained for each
Block. To create Block specific default text, choose the relevant Block from
the drop-down list and enter the default text. Once saved the block and its
default text is listed at the foot of the screen. This can be modified or
deleted at any stage in the future.
2. In the Ticketing ->
Blocks Instructions menu:
There are
two types of Block Instructions: ‘Supplier Instructions’ and ‘Agent Work Order
Instructions’.
Supplier Instructions – these are instructions that can be set as
default text that will appear on all Quotations and Work Orders created for the
specific Block they are created against for and suppliers will see when they
receive the quotation or work order.
The default
text appears in the ‘General Instructions for work at: ‘Block Name’’ section of
the template used when creating a Quotation Request or Work Order, the text can
also be edited further if required when in the template:
Agent Work Order Instructions – these are instructions that can be created as
default text for relevant Blocks where an agent may have to seek authority from
say block Directors to issue work orders.
To create
the default text for a relevant Block click on the ‘Add Instruction’ button
which is top right on the Blocks Instructions menu and a pop-up window will
appear then select the relevant block from the ‘Block’ dropdown menu you wish
the instruction to apply to and then select ‘Agent Work Order Instructions’
from the ‘Instruction Type’ dropdown menu.
Then add the
text you wish to appear in the Instructions field and click on ‘Save’
This will
now appear for the relevant block in the ‘Block Instructions’ list screen.
So now where
a Block has got an Agent Work Order Instruction created against it then when
you create a ‘New Work Order’ on the Ticket screen a pop-up window will appear
with the instruction details highlighted in red:
To proceed
the user must click the check box with the wording ‘I confirm that I have reviewed and followed the Work Order
Instructions’ PLUS they must put some text in the ‘Comment’ box,
this will then activate the ‘Next’ button and will save the information and the
Work Order screen will then appear for them to continue:
Once the
Work Order has been created and sent, then in the ‘History’ menu of the Ticket
screen a record of both the user confirmation and the text put in the Comment
box from the Agent Work Order Instruction will appear: