Let's master Job Management in Service Geeni!
Managing jobs is important, and finding the most efficient way to do so can save you lots of time. Job Control is the main area where you can manage your jobs; you can also manage them from the Scheduler, ESS and Service Call modules.
Let's get started.
Getting there
You can get to Job Control via the scheduling men.
Click Scheduling.
Select Job Control.
Navigating the Job Control Panel
This is in the centre of the page and includes action tray functions. You can add or remove columns and export data to Excel or PDF. You can also collapse and expand a section to see more.
This is what the Default Job Control page will look like:
The page is broken down into three sections:
Action Tabs
Status buttons
Job list
Using Action Tabs
The tabs along the top allow you to instantly perform tasks:
Filter Tab
Batch Issue
Merge Jobs
Bulk Cancel
Batch Submit
View Submitted Jobs / Draft Jobs.
Raise New Job
Filter Tab
You can use this Tab to filter by Engineer, Criteria or Operation, narrowing your search options down. Select jobs with the check box on the left, then apply functions from the tabs at the top.
Batch Issue
This nifty option allows you to select multiple unissued jobs and issue them in bulk.
Select the jobs.
Click Batch Issue.
Choose your engineer; you can select more if necessary.
And then Issue the jobs in bulk!
Merge Jobs
When you have multiple jobs for the same site, it's a good idea to merge them into one. When you do this, the data from the newest job will be used. This means that the task details of each job will remain the same, but information such as the job level charge code and order reference will be effectively lost and replaced with the newer job's details.
Select the Jobs you want to merge.
Click Merge Jobs.
You have a chance to undo this merge, but after that, you cannot.
Job Enquiry
Job Enquiry is the best way to find a job and its details regardless of the status it is in
For example, if a job has been submitted or invoiced, it would not show in Job Control.
Click on Job Enquiry.
Enter the Job number.
Click on the search button or hit enter.
Bingo, the job will open.
You can review and change the job only depending on the status of the job, i.e. if it has already been submitted or invoice, you cannot edit it as this would affect any additional paperwork generated.
The fields:
Raised by
Completed by
Originating Quote No
Pre-paid
It will populate when you load a job. They are not actionable at this point.
Submit Job
This option lets you search for and submit a job.
To do so:
Click on Submit Job.
Enter a Job Number, and the job will open.
The fields Raised by, Completed by, Pre-paid, Subcontractor State, and Subcontractor PO will populate when you load a job. They are not actionable at this point.
Click on the ellipses (...)
Here, you can select a job and also enter search criteria to narrow down the search.
You can now review the job, make any changes required, view the Print Job Sheet and Submit for Invoicing process.
Bulk Cancel
Bulk Cancel does exactly what it says on the tin. Simply select the jobs you no longer want in the system, click Bulk Cancel, and they will be removed from the system.
To do this:
Select the jobs you want to remove from the list.
Click the Bulk Cancel tab.
Select a Reason.
Fill in any Notes.
Click Yes.
If you want to speed things up, you can create and save Reasons. Just type the Notes/description, and if it exists, the Reason will populate.
Here, you can also add new Reasons.
When cancelling a job, the time booked will be flagged. This ensures that any engineer's time on the job doesn't go somewhere or that time will not be charged.
Batch Submit
Batch Submit is much the same as Bulk Cancel.
Here you can select the jobs you want to submit to the invoicing process.
To do this:
Select two or more jobs from the list.
Then, click Bulk Submit, Submit Job.
A Popup will notify you if the job is not in a state to be submitted.
The Alert Highlights where a job exceeds the set amount.
Click the Submit for invoicing button.
You will now be taken to the Job Invoice screen.
An Invoice will not be produced for any non-chargeable jobs.
Jobs must be in a cancelled state to submit; otherwise, a pop-up will appear indicating non-cancelled status for bulk action.
View Submitted Jobs
This section, as suggested, lets you view any submitted jobs.
Click View Submitted Jobs.
Here, you view closed and non-chargeable jobs.
The Action Tray gives you further tools, such as:
Click the padlock to Unsubmit a job.
Quote Work Done.
Eye Preview.
Upload additional document
You can click on the job number to view the job detail further.
View Draft Jobs
Jobs that have been Raised As Draft from the Raise New Job screen will appear here.
You can also + Raise a New Job here.
Finally, the Action Tray offers several tools:
Edit
Move to standard job list: i.e. it will no longer be a draft job and will now appear in Job Control.
Delete
Mobile Device
This tab lets you see all mobile users connected on the Device Management page.
You can get real-time updates on the devices by clicking Connection Status refresh.
Then, click Edit on the Action Tray.
Editing a user will let you configure the Profile:
You can create a New Config Profile.
Or set it as an On-Site Engineer.
Device History
When changes are made to the layout, they will be remembered for your personal use, such as columns and how many results per page.
Status buttons
You can quickly filter jobs by state by clicking the Status Buttons (coloured blocks). The targeted period will show jobs based on your diary selection, like those scheduled for the next day or week. When selected, there will be a faint border around the block, clicking it again will remove that filter.
Job Control uses colour coding to label jobs:
Red: Unissued
Orange: Scheduled
Blue: Issued
Green: Completed (Chargeable)
Light Green (Non-chargeable)
Dark Grey: CancelledOverdue jobs appear in pink under Agreed Dates.
When you select a Status, it will have a blue highlight around the status colour.
Managing Jobs via the Action Tray
The Action Tray is your one-stop shop for common uses actions, The options available will differ depending on the job's status.
For Unissued or Scheduled Jobs:
Add a New Task.
Issue Job to an engineer.
Edit Job details.
Print Preview Job Sheet
View or Add Work Done Notes.
Cancel Job (if no parts or labour exist).
Find the Nearest Engineer.
Attach Documents
For Issued Jobs:
Complete Job
Unissue Job (Revert to unissued status).
For Completed Jobs:
Preview Invoice
Submit Job for processing.
Uncomplete Job
Print Job Sheet
For Cancelled Jobs:
You can Reactivate a job and make it active by clicking on the double left arrow.
You can upload documents with the paperclip icon.
The Speech Bubble lest you see any work notes written against the job.
Clicking the speech bubble will allow you to add new Work Done Notes.
Filtering Jobs in Job Control
You can search for a job in Job Control by using the filter options listed below:
Select Engineer
Search Criteria
Key Word Filter
Status buttons
Clicking the + Icon will add a new filter search.
Select Engineer
Using the ellipse(...), you can open the Engineer list.
Here, you can Search by:
Engineer Number
Engineer Name
Teams
Subcontractor
Skill Set
Geographical Area covered
Search Criteria
The options available in Search Criteria depend on which columns are visible.
Change visible columns
Just below the Scheduled Status Button, there is a clickable Down arrow.
Clicking this opens the Column view options.
Here, you can select and deselect by ticking on/off which columns you would like to see.
Once you have selected the search.
You can select how it searches for the information based on:
Contains
Starts with
Ends with
Not Equals
Does Not Contains
Next, enter a keyword.
To complete your search, you can click on the eye to search.
Performing Common Actions
Unissue a Job
You can unissue a job from the Action Tray:
Click the Undo Arrow.
If completed, it will uncomplete the job.
If the job is completed, it will uncomplete the job.
Schedule a Job
To schedule a job, click on the action tray and click on schedule (calendar).
This will take you to the scheduler.
Issue a job
You can Issue a job from the Action Tray:
Click on the arrow right.
This opens the Issue Job editor.
To Select an engineer:
Click on the ellipses (...).
You can also enter the engineer's number.
Click +Add Engineer to list
Issue Job
Print Pre-Job Sheet
A Pre-Job sheet can be printed, including the basic Job details for an engineer to complete as required.
Click the paper plane to view the job Sheet.
Print a Completed Job Sheet
From within either the job or from the action tray, you can print the job sheet on a completed job.
From the Action Tray:
Click on the Print Sheet Button.
It will now generate the Job Sheet in PDF Windows, where you can download and view it as required.
Congratulations! You now know how to use Job Control.
For the next steps, we recommend you check out the Job Management - Job Details Page article.