To allocate a contractor to a repair order

The procedure to allocate a contractor to a repair order is as follows:

1. Using the global search facility, type in the first few characters of either the contact who requested the repair or the asset address 1.
2. Double-click on the row containing the exact record match. Where the expected record is not listed, a more advanced search can be conducted using the spy-glass icon ().
3. Click on Repair Requests (contact summary 360 view) or Repairs (for an asset) 2. The Repairs History tile (or Repairs tab) is activated, revealing a list of all recorded repairs in the Repairs History summary table.
4. Double-click on the row containing the specific repair request containing works orders to be fulfilled. The Repair Request window is displayed.
5. Click on Orders. The Orders tab is activated and all raised orders are displayed in the List of Work Orders summary table.
6. Double-click on the row matching the order to be allocated to a contractor. The Works Order window is displayed, revealing all information pertinent to the order.
7. Click on Select Contractor. The Select Contractor window is displayed, revealing a filtered list of potential contractors, including their next available appointment and target compliance status 3.
8. Activate the Select tick box against the row matching the preferred contractor for the works order; contractors with the highest priority ranking are displayed at the top of the list.
9. Where no appointment is required to conduct the works order, or potential diary slots cannot be accessed for the preferred contractor, click on Confirm No Appointment. With the Details tab in current focus, the name of the Selected contractor is displayed in the corresponding field; proceed to step 13 4.
10. Alternatively, click on Confirm With Appointment 5 and choose the desired slots from the calendar (or discrete time durations for contractors employing a time-based diary booking system) 6. Each selected slot is marked with a tick icon (); selected time durations are highlighted.
11. Where the selected appointment is outside of the preferred slot for the repair (denoted in AMBER or RED), an Override reason must be selected using the drop-down field provided.
12. Click on Confirm Appointment 7.
13. Click on Close 1.

Tip

1 Where the cumulative cost of all included SOR tasks is below the minimum threshold set for the mapped contract definition, the Actual cost value is automatically inflated to the Minimum order value and a further default SOR code will appear in the Tasks tab to offset the difference.

Note

1 The search facility will automatically return all possible matches for a contact's first name and last name once the Number of characters before an automatic search commences system preference is reached; it will likewise return all possible matches for any corresponding address field.

2 The availability and customisation of all Contact Summary 360 View tiles is controlled separately for each end user via their unique system profile.

3 The feasibility status (Green - Amber - Red - White - Blue) indicates a contractor's availability relative to the target start and completion date period for the order, summarised in the table below.

4 Where the highest ranked contractor is ignored, the end user must submit an override Reason and qualifying Notes.

5 The option Confirm With Appointment will only be active for those contractors with valid diary slots defined within an overarching calendar.

6 For a slot based diary booking system, only continuous slots can be selected; for a time-based system, the duration must be at least equal to the combined standard time of all included SOR codes.

7 Use the Back button to select an alternative contractor; click on an active slot or highlighted time period to deselect it.

See related topics...

Repairs order management overview

To create a repair order

To cancel a repair order

To add a repair task

To define the user profile

Using the search facility