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The Work order [form](ay-start-form-overview.md) is used to schedule and record services provided to a Customer.
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## Walk-through: creating a work order
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If you are just getting started with AyaNova, we have a [help page](svc-workorders-walkthrough.md) walk through on how to create a simple work order.
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## Work order structure
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### Walk-through: creating a work order
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If you are just getting started with AyaNova, we have a [help page](svc-workorders-walkthrough.md) walk through on how to create a simple work order.
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## Authorization Roles required
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This form is available to User's with the following [roles](ay-biz-admin-roles.md):
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This control displays signatures and can be edited by clicking on it to open a signature "pad" that can record pointer or touch movement for customers to sign the work order. There is also a Name field provided to ensure the identity of the person who signs.
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This control displays signatures and can be edited by clicking on it to open a signature "pad" that can record pointer or touch movement for customers to sign the work order. There is also a Name field provided to record the identity of the person who signs.
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Signatures also can be displayed on reports such as the stock Customer work order report.
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#### Technician signature
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This signature control both displays signatures when not opened and can be edited by clicking on it to open a signature "pad" that can record pointer or touch movement for a service technician to sign the work order. There is also a Name field provided to ensure the identity of the person who signs.
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This signature control both displays signatures when not opened and can be edited by clicking on it to open a signature "pad" that can record pointer or touch movement for a service technician to sign the work order. There is also a Name field provided to record the identity of the person who signs.
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Technician signatures also can be displayed on reports such as the stock Customer work order report.
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This field is automatically set if empty when a new work order is first saved if there is a [contract](svc-contracts.md#response-time) with a response time commitment in effect or if the Global setting [Default work order completion age](adm-global-settings.md#default-work-order-completion-age) property is set.
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#### Contract
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This field is used to select a [Contract](svc-contracts.md) which is used for providing special pricing and ensuring response time commitments. It will automatically be applied to a new work order when it is first saved if the Customer or Head office has a Contract selected.
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The service date is used by the optional Customer notification "Service imminent" which will notify them when service is about to happen if you are allowing the use of the [Customer access](adm-global-settings.md#customer-access-settings) self-service features of AyaNova.
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#### Contact
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Enter a customer contact name here. Useful when filled in on intake of equipment for calling a Customer about the work required or finding the person you need when onsite.
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@@ -313,6 +317,10 @@ Optional [wiki control](ay-start-form-wiki.md).
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Optional [attachments control](ay-start-form-attachments.md).
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#### Age "virtual" field
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The work order *Age* is displayed in the work order data table as an optional column and is calculated at the moment it's displayed based on the date and time the work order was first created. This field is not visible in the work order edit form and is not editable.
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### Work Order Items
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If a stop time is already set, adjusting the start time will cause AyaNova to calculate the _Estimated Quantity_ field automatically.
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##### Schedule conflicts / double booking
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AyaNova has a feature to prevent scheduling a technician more than once within the same time period. The Global setting [Allow schedule conflicts](adm-global-settings.md#allow-schedule-conflicts) feature can be used to display a warning when attempting to save a scheduled user record that would conflict with an existing scheduled time period. By default this setting is set to allow conflicts.
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#### Stop date time
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This field is a [date time field](ay-start-common-controls.md#date-and-time) control and is used to enter the scheduled point in time when service should stop.
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Until the work order is saved the items are not actually deleted.
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### Menu options
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In addition to the [common edit form menu options](ay-start-edit-forms.md#common-edit-form-menu-options) the Work order edit form also has these options:
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#### Duplicate?
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### Report template special fields
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## Restricted work order User report fields
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As some Work order data is not shown or available to restricted Users, several flag fields are provided in the work order header which are available to use in Report templates as required:
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- _IsCompleteRecord_ false if some Work order Item records were removed as not available to current restricted user
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- _UserIsRestrictedType_
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- _UserIsTechRestricted_
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- _UserIsSubContractorFull_
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- _UserIsSubContractorRestricted_
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- _UserCanViewPartCosts_
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- _UserCanViewLaborOrTravelRateCosts_
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- _UserCanViewLoanerCosts_
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## OOOOOOOOOOOOOOOOOOOOOOOOOOOOOOOOOOOOOOOO
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## Extras info that may or may not be added later
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- Duplicate workorder
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- Erase entire section (goes with duplicate for cleaning unneeded items from source workorder)
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- Part assembly
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- Part request (how they are made and when)
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- Double booking prevention feature in global settings and how it works when scheduling users
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- "Age" - age is displayed in the workorders data tables as an optional column and is calculated at the moment it's displayed based on the date and time the work order was first created.
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-
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- Work order item Expense and TotalCost field calcuations for LineTotalViz
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a. ChargeTotal + TaxPaid = LineTotalViz (user fills in ChargeTotal, user fills in TaxPaid, AyaNova figures out LineTotalViz)
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OR
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b. ChargeTotal + TaxAViz + TaxBViz = LineTotalViz (user fills in ChargeTotal, user selected a TaxCode, AyaNova populates the TaxAViz and TaxBVix and figures out LineTotalViz
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OR
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c. ChargeTotal + TaxPaid = TotalCost ( ALL three fields manually entered by the user - AyaNova still figures out LineTotalViz correctly because of a. above)
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NOTE: LineTotalViz IS NOT DERIVED from the TotalCost field in any way.
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## Work order Cost field visibility restrictions
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- Reporting convenience fields: fields are included on work order header report data to indicate which costs are hidden: HasPartCosts, HasTravelAndLaborRateCosts, HasLoanItemCosts
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- Costs to restricted users are not only hidden in work order user interface but are also sent as zeros in the data from the server
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- Cost restrictions also apply to reporting so a report with cost fields on it will show those values as zero if the current user is restricted from seeing costs
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## Low permission users
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If a User is set to User type of Sub contractor or if they are a Service type user and are assigned the "Technician - Restricted" role then special limitations apply to them:
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- Work order _Item_ restrictions
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- These restricted Users will only be able to access the Work order Items for which they are Scheduled in the work order editing form. In other words if you do not want a Sub contractor or tech - restricted user to see parts of a Work order do not add them to the Scheduled users collection on those work order items
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- Reporting convenience field: IsCompleteRecord field is included with the report header data to indicate if any items were removed due to restricted user
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- No fields available in Work order item section other than to view but not edit the Sequence, Summary and Technotes fields
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- "Tech - Limited" User role specific restrictions
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- All restrictions listed above in Work order _Item_ restrictions plus:
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- All work order header fields visible but not editable other than work order status which has a separately configurable role restriction setting (including attachments, wiki and tags)
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- Form main menu items available: none except for Report which has a separately configurable role restriction setting
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- Tasks: view and edit existing tasks, set completion type and date only, no add or remove or changing other fields
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- Scheduled Users: view only where they are the selected User and convert to labor record
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- Labors: add (no user selection defaults to themselves), remove, view and edit only when they are the selected User
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- Travels: add (no user selection defaults to themselves), remove, view and edit only when they are the selected User
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- Units: view only and limited to fields to identify unit
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- Parts: view only and limited to fields to identify part
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- Part requests: view only
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- Expenses: add (no user selection defaults to themselves), view, partial fields available to edit or delete only where they are the selected user and only edit fields Summary, Cost, Tax paid, Description
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- Loans: view only and limited fields to identify unit and dates
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- Outside services: Not available
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- "Sub contractor" User type user role specific restrictions
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- All restrictions listed above in Work order _Item_ restrictions plus:
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- No work order header fields visible except for Customer name, Customer contact name and service address
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- Form main menu items available: none except for Report which has a separately configurable role restriction setting
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- Tasks: view and edit existing tasks, set completion type and date only, no add or remove or changing other fields
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- Scheduled Users: view only where they are the selected User and convert to labor record
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- Labors: add (no user selection defaults to themselves), remove, view and edit only when they are the selected User
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- Travels: add (no user selection defaults to themselves), remove, view and edit only when they are the selected User
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- Units: view only and limited to fields to identify unit
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- Parts: view only and limited to fields to identify part
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- Part requests: view only
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- Expenses: Not available
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- Loans: view only and limited fields to identify unit and dates
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- Outside services: Not available
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- "Sub contractor - restricted" User type specific restrictions
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- All restrictions listed above in Work order _Item_ restrictions plus:
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- No work order header fields visible except for Customer name and Customer contact name
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- Form main menu items available: none except for Report which has a separately configurable role restriction setting
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- Tasks: view and edit existing tasks, set completion type and date only, no add or remove or changing other fields
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- Scheduled Users: view only where they are the selected User and convert to labor record
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- Labors: add (no user selection defaults to themselves), remove, view and edit only when they are the selected User
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- Travels: add (no user selection defaults to themselves), remove, view and edit only when they are the selected User
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- Units: Not available
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- Parts: Not available
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- Part requests: Not available
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- Expenses: Not available
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- Loans: Not available
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- Outside services: Not available
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### Restricted work order User report fields
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As some Work order data is not shown or available to restricted Users, several flag fields are provided in the work order header which are available to use in Report templates as required:
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- IsCompleteRecord - false if some Work order Item records were removed as not available to current restricted user
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- UserIsRestrictedType
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- UserIsTechRestricted
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- UserIsSubContractorFull
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- UserIsSubContractorRestricted
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- UserCanViewPartCosts
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- UserCanViewLaborOrTravelRateCosts
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- UserCanViewLoanerCosts
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### NOtifications tips
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- TIPS
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Workorder status related notification uses:
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Completed - Use workorder status change type notification and any status that is of type completed relevant to user to get relevant completed state notification
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Completed follow up - follow up with customer after service with a workorder status age type notification on a completed type status and set age value to desired wait time to follow up.
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