The Home Screen is displayed with the MAIN TABS ( White lettering and Blue background) arranged across the top of the screen, followed by the person/company logged in, messages, download que and LogOut button . When selecting a tab (single mouse click), action boxes, menus, pull down menus, and/or text boxes will appear.
Messages: Located by user’s name in the upper right hand corner. This link will show
all of the messages to be reviewed from office staff and contractors. This is
similar to a closed email system.
Download Queue: Located next to messages. Shows the files available to download.
Examples would be photos from work orders(WOs) and larger
reports. (0/1) The one (1) in this case indicates there is a .zip file,
which is downloading to the system. When there are numbers
displayed on each side in the active queue log (1/1), the number on
the left indicates how many .zip files are ready to be sent to your
clients and how many .zip files are actually downloading and not
PPW opens on the HOME page, highlighting the HOME ICON and displaying eight (8) Action Keys (light blue background) which provide the user with options to impact single or multiple work orders.
The Header Line begins with Show _____ entries (black background), thus allowing the selected number of work orders to display at one time thereby speeding up processing. It also indicates what type of FILTERS are being applied. (To remove a FILTER, move the cursor to the one to be remove and click on the red “X”) When there are over 50 WOs in the system, the WOs will be automatically divided into pages, depending on the display size chosen (i.e. 50 selected, 250 WOs in the system action buttons on the bottom will display, indicating 5 pages). These pages can be easily navigated using the Navigation Buttons on the bottom of the page.
Search Within – This is a wild card search of active WOs for matching information.
e.g.. If the word “spring” is typed in the search box, the search engine would pull up all matches for “s” regardless of the field in which it occurs. It would identify an “s” in all fields and would delimit the matches as the rest of the word is entered ending with matches in all columns containing the word “spring.”
The next line (light blue background) are the column headings for the displayed WOs. These headings may be changed with the Columns Action Key.
Below the Column Headings is a display of all active and inactive work orders, color coded for easy status identification and controlled by FILTER selection.
Lt Green – Assigned
Bright Green – Unassigned
Grey – Unread
White – In Field
Blue – Invoiced
Black – Closed
Yellow – Follow Up
Pink – Unread/Late
The main Administrative Control. Easily control the status of single or
multiple WOs by simply checking the box(s) next to the WO and
selecting the appropriate action from the Pull Down Menu. The Pull
Down Menu will not appear unless at least one WO is selected.
#### THE FOLLOWING ACTION KEYS FUNCTIONS ASSUMES ####
#### THE SELECTION OF AT LEAST ONE WORK ORDER ####
HOME – Actions tab – Status Change functions:
Status Change: These functions will allow a status change on a single or
on multiple selected WOs.
Acknowledge – Contractor’s response to” Send to Field” WOs.
WO is displayed as” Unread” until the contractor
acknowledges receipt of the WO. It will then change to “In
Mark Complete – Administrative/Office function. WO status is
changed from the current status to Closed. If the WO needs
to be re-activated, open the WO, open the Invoice Screen
and remove the Completion Date. The WO is also closed by
checking the Invoice Complete box on the Invoice page.
Assign Contractor – Administrative/Office function allows
assignment of WOs to a specific contractor. If “Ready for
Field” is not checked, the WO will appear as “Assigned” and
allows the office to edit the WO. However, the Contractor will
not be able to view the WO until it is released by using Send
To Field. This will change the Status to “Unread.”
Un-assign Previous will allow a change in contractors in
one step. This action removes the WO from one contractor and
assigns it to the one selected. PPW will email the removed Contractor informing them that the WO has
been cancelled and email the selected contractor that the
WO has been assigned to them.
Send to Field – If the “Ready for Field” function is not selected
when the WO is assigned, this will allow the WO to be viewed
by the Contractor.
Un-Assign Contractor – This action is used to un-assign a
Contractor. PPW will automatically email to contractor that the
WO has been cancelled.
HOME – Actions tab – Modify Order functions:
Modify Order: This portion of the Actions Keys is for Administrators only
and allowing modifications to be made to WOs.
Assign Admin – Assign the WO to office staff or a specific
administrator for processing or adjustments. This does not
generate an email to the selected administrator.
Set Work Type – A pull down menu appears whereby the Admin
can select from a list of work types to assign to one or
multiple work orders. This feature allows a consistent
grouping when identifying WO types. Many clients
may refer to the same activity by several different names,
thus Set Work Types allows the Admin to standardize their
Change Due Date – A simple way to move the contractor’s due
date forward to help prevent contractors from submitting late
orders. The original client’s due date may be hidden from the
contractor under Groups.
Add Job Note – Access to this section is controlled by the
administrator.This may be a Property (Transfers to other
WOs for the assigned property. e.g. Location clarification,
dogs, etc.) or a Work Order specific note (ie. Call when you
arrive at property). Once a note is added it will be displayed
when the WO is opened by the contractor. The notes may
also be viewed by placing the cursor over the mail icon on the
Home Page. A number inside the mail icon also indicates
how many notes are attached. If it is a contractor adding a
note, they will not have authority to modify permissions.
Add Work Detail – Create a name, type in a line item detail and
select GO, and the information will be added as a line item to
the WO. The detail added may be selected and appended
with the use of the Append box.
Set Category – This is an open application for the Admin to add
grouping to WOs based on criteria other than what is provided
for by PPW
Recalculate PCRs – When PCR forms are updated the system
does not automatically go back and update the old PCR
forms that have been used in the field or attached to existing
WOs. In order to update PCR forms that have been
assigned, the WOs have to be selected and then the
Recalculate PCRs option used.
Delete Work Order – Remove a WO from the system. A warning
will be displayed: “Are you sure you wish to delete Work
Order/s?” Click “OK” to delete or “Cancel” to return.
The default for this function is “Off” but can be activated in the
Admin section under Groups.
HOME – Actions tab – Export/Print functions:
Export/Print: Allows for easy printing and exporting of WOs by creating a
PDF file which you can print or save.
Print Client Invoice – The use of this key will save client invoices of
all selected to an easily printable .pdf file.
Export to Excel – In order to export a file to an Excel spreadsheet
select the WOs to be exported. Select Comments to
stay with the WO and click GO.
Download Photos – This is another way to download photos
including date stamping and photo description overlays if
selected. The photos will be saved to a .pdf file.
HOME – Actions tab – Misc functions:
Route – The use of the route feature allows the routing of multiple
WOs for the contractor. Directions and a map may be saved in a
pdf for printing at a later time. The directions are shortest and most
efficient routing to the selected properties.
The filters are displayed in the header and the Admin can select the status
indicators they wish to apply. WOs are displayed based on which status
the user selects. Filters may be removed by moving the cursor to the field
to be removed and clicking on the “X”, which appears. A one time search
may be conducted by entering the delimiter selections and left clicking
Run. The WOs matching the filters will be displayed, but the settings will
not be saved.
If the filter is one which is complex and will be used many times, it can
be named and Saved and then Loaded to access the filter numerous
times. There Default selection which will display all statuses with the
exception of Closed and Assigned.
Advanced Filter tab:
Advanced Filter tab Allows Admin to build their filter based on individual
preferences and the selected information from the WO. The Filter is
utilized similarly to the Filter tab with the exception of naming the filter and
selecting the line items to include in the filter. Instead of Default click the
Reset button, which returns the filter to blanks.
Zip Code Lookup:
Zip Code Lookup Allows the search for assigned contractors by Zip Code or by
State. If No Coverage is checked, the display will show which counties in
the State do not have contractors assigned. The information is pulled
from the Auto Assign by Zip Code function in the Admin section.
Columns: Select the information to be displayed in the queue. Click on the
columns tab and select which information to show in the queue. Simply click
on the title drag and drop into the active column. To adjust the order
which it appears in the queue, again drag and drop. Icons may be added
to the Home page by locating the Icon identifier on the inactive screen, drag
and drop into the active column and the Job Notes, Map, and History Icons
will be displayed.
Check box to Add line Numbers
Check box to show Abbreviate Status
Grouping, Normal & Grouped:
Grouping: Allows Admin to group work orders for easier review. Click on the
Grouping icon. This will populate with a list of the active columns on the
home screen. Select the columns to be grouped. Drag and drop them in
the order to be grouped and then left click and Save.
Normal: Allows the Home Screen to be displayed in the default mode of showing
all selected WOs.
Grouped: This displays the Home Screen by Groupings, which the user has
selected. The groupings may be collapsed or expanded by in its entirety or
collapsed and expanded by subgroup.