Part 3 Preparation

3.1 Creating Customers

To create a new customer in WorkHeld, you must first navigate to the highest hierarchy level in the section PREPARATION → PREPARE WORK.

In the upper picture you can see from the hierarchy bar that we are currently at the top level of the hierarchy. By clicking on + CREATE NEW CUSTOMERS in the navigation bar on the left-hand side, a new customer is created.

Please note that the fields CUSTOMER NAME and CUSTOMER NUMBER are mandatory fields that must be filled in order to save the new customer.

The following fields are available when creating the customer:

Field	Description	Mandatory
CUSTOMER NAME	Name of customer	Yes
CUSTOMER NUMBER	Customer number for unique identification	Yes

Press SAVE after you have added all relevant information. You can edit the customer at any time later.

3.2 Creating Projects

After you have created a new customer, you are automatically moved down one hierarchy level. The navigation bar on the left displays all Projects and Cases created for this customer.

In the upper picture you can see from the hierarchy bar that we are currently in the customer "WinTec GmbH" and in the navigation bar on the left side you can see that two Projects have already been created for this customer.

With a click on + CREATE NEW PROJECT in the navigation bar on the left side a new Project is created for the customer.

The following fields are available when creating a Project:

Field	Description	Mandatory
PROJECT NAME	Name of the Project	Yes
START DATE	Start of the expected duration of the Project	No
END DATE	End of the estimated duration of the Project	No
PROJECT NUMBER	Project number for unique identification	No

Press SAVE after you have added all relevant information. You can edit the Project again at any time later.

3.3 Creating Cases

You have the option of creating a Case instead of a Project. To do this, click on + CREATE NEW CASE in the navigation bar on the left-hand side.

Projects are intended for long-term planned jobs, whereas Cases are intended as a reaction to sudden incidents (e.g. machine breakdowns). You should therefore add information to the operation, such as an occurrence date, priority or service level agreement.

PRIORITY and SERVICE LEVEL AGREEMENT are selection lists. If the values listed are not suitable for you, they can be adjusted by the WorkHeld Support Team according to the requirements of your company.

The following fields are available when creating an operation:

Field	Description	Mandatory
CASE NAME	Name of the Case	Yes
CASE NUMBER	Case number for unique identification	No
CALLER	Name of the caller	No
PHONE	Telephone number for inquiries	No
DATE OF OCCUREMCE	Date of occurrence	No
PRIORITY	Priority level	No
SLA	Service level agreement	No

Press SAVE after you have added all relevant information. You can edit the insert at any time later.

3.4 Creating Work Orders

After you have created a new Project, you are automatically moved down another hierarchy level. The navigation bar on the left displays all Work Orders created for this Project.

In the upper picture you can see from the hierarchy bar that we are currently in the customer "WinTec GmbH" and in the Project "Plant Passau". The navigation bar shows that no Work Orders have been created for this Project yet. You can create a new Work Order by clicking on + CREATE NEW WORK ORDER in the navigation bar on the left side.

You can fill the address field by searching for locations, addresses or landmarks. For example, to specify the exact location on a large industrial site, you can move the pin on the map.

The following fields are available when you create a Work Order:

FIELD	Description	Mandatory
WORK ORDER NAME	Title of the Work Order	No
WORK ODER NUMBER	Work Order number for unique identification	No
ADDRESS	Address field with search in Google Maps	Yes
POSTAL CODE	Automatically filled postal code of the customer address	Automatic
CITY	Automatically filled city of the customer address	Automatic
COUNTRY	Automatically filled country of customer address	Automatic

At the Work Order level, you also have the option of attaching various documents to the order, which are synchronized with the technician. To do this, click on + ADD DOCUMENTS and select the desired files.

Press SAVE after you have added all relevant information. You can edit the Work Order again at any time later.

3.5 Creating Work Steps

Below the Work Order you will find the Work Steps as the lowest level of the hierarchy. Work Steps are individual tasks in a Work Order and all information from the Work Order, such as the address or the attached documents, is also linked to the individual Work Steps.

In the upper picture you can see from the hierarchy bar that we are currently in the customer "WinTec GmbH", the Project "Plant Passau" and the Work Order "Maintenance CNC Machine C790". With a click on + CREATE NEW WORK STEP in the navigation bar on the left side you can create a new Work Step.

While you are creating a new step, you can already assign employees tools or attachments to the step by dragging them from the object bar on the right-hand side of the screen to the field labelled DROP HERE TO ADD AN EMPLOYEE, TOOL OR EQUIPMENT.

You can add checklists to the Work Step by clicking on + ADD CHECKLIST and selecting the desired checklist from the drop-down list.

You can define the start and end time (date & time) for each individual step. The specified times also determine the order in which the orders are displayed to the technician.

The following fields are available when creating a Work Step:

FIELD	Description	Mandatory
WORK STEP NAME	Name of the Work Step	No
WORK STEP NUMBER	Work Order number for unique identification	No
SUBTITLE	Subtitle of the Work Step	No
DESCRIPTION	Description of the work with additional information	No
START TIME	Planned date and time for the start of work	No
END TIME	Planned date and time for completion of the work	No
NAME	Name of the local contact person	No
PHONE	Telephone number of the contact person on site	No

Press SAVE after you have added all relevant information. You can edit the step at any time later.

3.6 Assigning Checklists

You can assign a checklist to a Work Step by navigating to the Work Step in the section PREPARATION → PREPARE WORK and clicking on "+ ADD CHECKLIST". Only one checklist can be assigned per Work Step.

3.7 Assigning Employees

You can assign an employee to a Work Step by navigating to the Work Step in the section PREPARATION → PREPARE WORK and dragging the desired employee from the object bar to the lined area in the main window. Of course, you can also assign several employees to a Work Step.

You also have the option of assigning an employee to all Work Steps of a Work Order at once. To do this, simply navigate to the Work Order and drag an employee from the object bar into the lined area in the main window.

After an employee has been successfully assigned, he or she appears in the main window in the ASSIGNED EMPLOYEES area. You can remove the employee from the step by clicking on the X symbol on the right side of the employee.

If you click the X icon next to an assigned employee, the employee is removed from the Work Step. If you click the X icon in a Work Order, the employee is removed from all Work Steps of that Work Order.

3.8 Assigning Tools

Assigning tools is done in the same way as assigning employees. Simply drag a tool from the object bar to the dropzone area. Of course, you can also assign several tools to a Work Step.

3.9 Assigning Equipment

Assigning equipment is done in the same way as assigning employees. Simply drag an equipment from the object bar to the dropzone area. However, only one equipment can be assigned per Work Step.

3.10 Applying Project Templates

You can apply a template to a Project by creating a new Project and then clicking on APPLY TEMPLATE.

When you press APPLY TEMPLATE, the template wizard opens, where you can select a template from the existing Project templates. Click on the desired template and then click APPLY TEMPLATE.

In the next step, you have the option to select or deselect individual Work Orders within the Project template. Click on CREATE PROJECT STRUCTURE after you have made your selection.

In the last step of the template wizard, you will be asked to enter a job address. This address is assigned to all Work Orders in the Project template. If the Work Orders in the Project require different addresses, you can change them later.