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Before you can create projects, cases or standing orders, you must create a customer. You can find more information under: EN_Part 6: Masterdata |
3.1 Creating and managing projects
3.1.1
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List of Projects
Navigate to WORK → PROJECTS in the main menu.
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You have the option of sorting the list of projects by ID, name and project period. You can also use the search function to find a specific project. |
3.1.2 Creating projects
Create a new project by clicking on the ADD NEW PROJECT button at the top right of the list of projects.
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Field | Description | Mandatory field |
Project | Name of a project | Yes |
Customer | Assigned customer of the project | Yes |
Responsible coordinator | Responisble coordinator of a project | JaNo /automatic |
Department | Department in which the project is implemented | Yes |
Project number | Number of a project | No |
Category | Category of a project | No |
Rank | Rank of a project | No |
Target state | Target state | No |
Project ID | Identification number of a project | Yes* |
Description | Description of a project | No |
Start | Beginning of the expected project period | No |
End | Ending of the expected project period | No |
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Press SAVE after adding all relevant information. You can edit the project again at any time later.
3.1.3 Project overview
After you have created a new project, you will automatically be taken to the project overview. You can also navigate to the project overview of an existing project from the list of projects by simply clicking on it.
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3.1.4 Project overview section Project information
In the project overview, all information about the project is displayed in the top section. You can see the current status of the project at a glance using the status bar in the project title.
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3.1.5 Project Overview Section List of Work Orders
The lower section is divided into 3 areas using a tab bar:
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In the EXPORT area you have the option of exporting travel and working time entries as well as documents and reports created by the technicians while working on the project.
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3.2 Creating and managing cases
3.2.1 List of cases
In the main menu, navigate to WORK → Cases.
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You have the option to sort the list of operations by ID, name and time of occurrence. You can also use the search to find a specific application. |
3.2.2 Creating the cases
Create a new case by clicking on the ADD NEW CASE button at the top right of the list of inserts.
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When creating a case, you also have the option of selecting an attachment and immediately creating a solution step. You can find further information under: Teil 3 Work | 3.2.3 Creating case with equipment and work step |
The following fields are available when creating a case:
Field | Description | Mandatory field |
Case | Name of a case | Yes |
Customer | Assigned customer of the case | Yes |
SLA | Service level | No |
Case ID | Identification number of a case | Yes * |
Work order category | Category of a work order | No |
Rank | Rank of a workorder | No |
Anrufer | Caller for the work order | No |
Target state | Target state of a workorder | No |
Date of occurence | Time when the problem has happened | No |
Description | Description of a work order | No |
Responsible Coordinator | Coordinator who is responsible for the order | Yes No / Automatic |
Department | Department in which the work order is carried out | No |
Category | Case category | No |
Priority | Priority level | No |
Phone | Phone number of a caller | No |
Address | Address field with search in Google Maps | Yes |
Name | Name of the order address (e.g. company, town, landmark) | Automatic |
Latitude/Longitude | Latitude/longitude of the order address | Automatic |
Address | Automatically filled formatted order address | Automatic |
Country | Automatically filled country of the order address | Automatic |
Additional Address Information | Additional information on the order address (e.g. entrance gate) | No |
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Press SAVE once you have added all the relevant information. You can edit the project again later at any time.
3.2.3 Creating case with equipment and work step
When creating a case, you can already select the relevant equipment by selecting it from the drop-down menu at the top left. If you have selected an equipment, the location of the equipment is automatically adopted as the order address and a work step is added to the case.
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If you add a work step to the task, the description of the task is automatically copied to the work step. If you deactivate the "Copy the work step description from the task" toggle button or fill in the field, the description is not copied. |
3.3 Creating and managing standing orders
3.3.1 List of standing orders
In the main menu, navigate to WORK → STANDING ORDERS.
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You have the option of sorting the list of standing orders by ID, name or validity period. You can also use the search function to find a specific standing order. |
3.3.2 Creating standing orders
Create a new standing order by clicking on the ADD NEW STANDING ORDER button at the top right of the standing order list.
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Field | Description | Mandatory field |
Standing order | Name of the standing order | Yes |
Customer | Assigned customer of the standing order | Yes |
Standing order ID | Identification number of the standing order | Yes* |
Standing order category | Category of the standing order | No |
Rank | Rank of the standing order | No |
Target status | Target status | No |
Accounting reference | Information or reference to accounting | No |
Description | Description of the standing order | No |
Responsible Coordinator responsible | Coordinator responsible for the standing order | YesNo / Automatic |
Departments | Department in which the standing order is to be executed | No |
Valid from | Start of the validity period | Yes |
Valid until | End of the validity period | Yes |
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Press SAVE after you have added all the relevant information. You can edit the standing order at any time at a later date.
3.3.3 Standing order overview
Once you have created a new standing order, you will automatically be taken to the standing order overview. You can also navigate to the overview of an existing standing order via the list of standing orders by simply clicking on it.
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3.3.4 Standing order overview Section Standing order information
In the standing order overview, all information about the standing order is displayed in the top section. The status bar next to the standing order title shows you the current status of the standing order at a glance.
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3.3.5 Standing order overview section List of work orders
The lower section is divided into 3 areas using a table bar:
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In the EXPORT area, you have the option of exporting travel and working time entries as well as documents and reports created by the technicians in the course of their work on the project.
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3.4 Creating and managing work orders
3.4.1 Creating work orders
Create a new work order for a project or a standing order by clicking on the ADD NEW WORK ORDER button in the project overview. Please note that this button is only displayed if you are in the PREPARATION area of the table bar.
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You can fill in the address fields by searching for locations, addresses or landmarks. To specify the exact location on a large industrial site, for example, you can move the pin on the map. |
3.4.2 Work order overview
Once you have created a new work order, you will automatically be taken to the work order overview. You can also navigate from the project overview to the work order overview by simply clicking on it.
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All information about the work order is displayed in the top section of the work order overview. The status bar in the order title allows you to see the current status of the work order at a glance.
3.4.3 Work order overview Section Order information
In the upper section of the work order overview you will find a table bar, which is divided into 3 areas:
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Workheld supports all common file formats up to a size of 20 MB. It is possible to activate additional file formats. Contact us at support@workheld.com or create a request here for more information. |
3.4.5 Work order overview section List of work steps
The lower section of the work order overview is divided into 3 areas using a table bar:
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In the EXPORT area, you have the option of exporting travel and working time entries as well as documents and reports created by the technicians in the course of working on the work order.
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3.5 Creating and managing work steps
3.5.1 3.5.1 Creating work steps
Create a new work step for the work order by clicking on the ADD NEW WORK STEP button in the work order overview. Please note that this button is only displayed if you are in the PREPARATION area of the table bar.
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Press SAVE once you have added all the relevant information. You can edit the step at any time at a later date.
3.5.2 Planning and sorting work steps
You can specify the start date and time as well as the end date and time when you create a work step and can of course also edit this information when you edit the work step.
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The selected sorting of the work steps is also displayed to the assigned technicians - it is therefore advisable to sort the work steps in the order in which they should be processed. |
3.6 Assigning checklists
You can assign a checklist to a work step by clicking on the checklist icon in the respective work step in the lower section of the work order overview in the PREPARE tab.
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If a work step has the status IN PROGRESS or DONE, a checklist can no longer be assigned and an existing checklist can no longer be changed or removed. |
3.7 Assigning employees
You can assign one or more employees to a work order by dragging the desired employee from the object bar onto the work order overview.
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Using the small green circles next to the employees, you can see how many work steps of the work order the employees are assigned to.
3.8 Assigning attachments in the field
You can assign an attachment to a work order by dragging the desired attachment from the object bar onto the work order overview.
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Using the small green circles next to the system, you can see how many work steps of the work order the systems are assigned to. |
3.9 Assigning tools
You can assign a tool to a work order by dragging the desired tool from the object bar onto the work order overview.
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The small green circles next to the tool show you how many work steps of the work order the tools are assigned to. |
3.10 Assigning material lists
You can assign a material list to a work step by clicking on the material symbol in the respective work step in the lower section of the work order overview in the PREPARE tab.
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Please note that the material lists can no longer be adjusted once the work step has the status IN PROGRESS, COMPLETED or COMPLETED. |
3.11 Applying project templates
You can also fill a new project from a project template by navigating to the desired project in the WORK → PROJECTS area and clicking APPLY TEMPLATE.
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