

Screen to log in for security

dashboard to show relevant info for that role



set up of AyaNova internally:

Set up that is usually set up one time or minimally accessed:

Erase sample data / data entered during trial
Regions (affects data access so is a major setup)
Report templates customization
import of records 
 - some roles have rights to some objects but not to creating all
roles (custom created)
users
rates (service and travel)
tax rates
SMTP settings for notifications
 User notificaton subscriptions
 Client notification subscriptions
 Client groups (for which clients get which notifications)
lists (workorder categories, Overall Workorder statuses, workorder item types, unit service types, Tech statuses)
tasks
forms customization
 - labels
 - what fields required
 - what fields do not show


If import something, be able to turn around and delete those imported
(except of course if used anywhere)
Clients, parts, rates, units, unit models, vendors, workorders (we identify the only items - one workorder item, with one scheduled tech, one labor record, one unit, no parts), 



Service requested:

Client has a service request form they can fill out
Email - option to generate quote or a service workorder
Or dispatcher, sales, tech-full can create quote or create service workorder based on the request


process:

client requests service  (i.e. calls in )

different ways of service being requested:
client calls in
client emails
client requests service via their client login
reoccuring service (PM) 
quote accepted

what task does needing to know how a client contacted/requested satisfies?
so we can determine if need to track

Different ways service process can occur - UI to include so it is easy to go from one to the other:
CSR -> new Quote -> Service wo
CSR -> add to existing Quote -> Service wo
CSR -> new Service wo
CSR -> add to existing Service wo
(csr can be created by client, by head office, by tech-limited - needs to identify who originally requested on behalf of as well as when)
(quote can be created by sales, dispatcher, tech-full)
(service wo can be created by sales, dispatcher, tech-full)
(only dispatcher can schedule different techs/subcontractors from its region)
(tech-full can only schedule themselves)
(a tech or subcontractor can not unschedule themselves - only dispatcher can change scheduled person).
(tech-full, tech-limited, subcontractor acknowledge scheduled items  - default is on, global setting option to "turn off" acknowledgements?)
(acknowledge OR turn down = if turn down, message area to write details, why turning down. Goes directly to dispatcher role and creator of the workorder)
(would be easy to distinguish on calender - thumbs up if acknowledged, thumbs down if turned down, question mark if not yet eitehr)
client calls -> quote is created from phone info given by client -> service wo
client calls -> add to existing quote -> service wo
client calls -> service wo is created from phone info given by client
client calls -> add to existing service wo
client emails -> quote is created from phone info -> service wo
client emails -> add to existing quote -> service wo
client emails -> service wo is created from phone info
client emails -> add to existing service wo
3rd party Tracking software identifies issue -> generate quote from this?
3rd party Tracking software identifies issue -> generate service wo from this?
existing or previous Service wo -> create PM from  (THIS IS BIG ONE TO PUSH)
Create new PM based on ?? -> generate service wo's on reoccuring basis from
Or i onsite at clients site for service wo and determine other service also needed -> create new wo for new service (or additional wo item in same wo)

service needed:


service performed:


billables:
not everyone to have access to this


(need to be able to generate quote from email request, as well as service workorder)

quote is made for requested service  (could be by dispatcher, sales or tech-full)
 - what issue is
 - suggested tasks 
 - suggested parts (see if in stock)(ability to notify inventory role in case need to)
 - suggested labor
- suggested schedule (see if yet booked)
client receives quote (either emailed doc, or views via client portal)
client accepts quote (is there a way to automate this? - perhaps via our new version of WBI for the client?)
service workorder is generated from quote
- suggested billable items are in invoice section
- scheduled user(s) are NOT auto assigned (notice to the person that generated whether wo is scheduled or not so they don't forget to)

scheduled tech(s) acknowledge scheduled dates and times  (in addition to a way to acknowledge, also be able to notifiy dispatcher (AND creator of the service workorder) if unable to perform so that dispatcher (and creator of wo) are made aware and can schedule someone else  (i.e. tech CAN NOT change to someone else or even take themselves off, can only add themselves)
(applies to Tech-full, tech-limited, subcontractor)

tech-full, tech-limited, subcontractor fills in details of service provided:
Labor - have easy Start time which also updates Tech Status  (applies to all three)
Tasks - be able to confirm done. If not done, tech is advised before being able to set their status to completed?
Parts -  only full-tech has access to part prices (only sales and dispatcher has access to costs and other details)
  subcontractor and tech-limited can select parts, see whats in stock, but can not see price nor cost
  if select part assembly, populates with suggested quantity of the parts that make up the part assembly
   other task may be to have a set price if bought as part of assembly, only applicable if sales, tech-full or dispatcher role as tech-limited and subcontractor can't see price anyways.
  part requests = 
  add parts on the fly (if inventory enabled, than will be a part request)

not common :
travel - 
loan items - 


advise dispatcher (and creator of the workorder) when service is completed

Dispatcher or tech-full may want to be able to automatically send the client copy of wo details, wo invoice.
Need to make it obvious to end user which status when set to will do this (i.e. in selection list, it would show next to the specific status that when selected, automatically sends the client xxxx report)

"Client xxxx will be automatically notified when Workorder Status is set to xxxxx"

Or notice showing right there in the wo "automatic notification email and report xxxx sent successfully xxxx" Or "failure -  automatic notfication email and report xxxx 
this is to satisfy the task that the end users need to know if notification and details of wo and billables has been sent or not.

How about a "Workorder Notifications:"??
And a quote would have a "Quote notifications:" which shows notifications to do with this object only. Not editable from here.
IF a role that is able to edit notifications, link to "jump"
i.e. 
Tech-full xxx, Tech-limited, subcontractor notified for "scheduled"
Dispatcher notified of acknowledgement of schedule
Dispatcher notified of un-acknowedlgement of schedule

Client notified status set to xxxx and sent xxxx report
Client notified of Follow up (date/time)




