Managing work orders efficiently is key to smooth property operations. This guide will show you how to set up and customize work order notifications, ensuring you stay informed without getting overwhelmed. Let's dive in and make your notification system work for you.
- Overview of work order notification configuration
- Accessing and managing notification roles
- Reviewing existing roles
- Selecting event notifications for work orders
- Customizing notification settings
- Linking roles to users at the property level
- Overriding default notifications at the property level
Permissions Required:
- Can Manage Notification Configuration
To receive notifications for work orders, you will need to create a role.
1. Click on Admin > Contact Roles to review existing notification roles.
2. Click on the blue name of the desired notification role (default or custom) to access its settings.
3. Click on the "Settings" tab within the Contact Type
4. Ensure the toggle to the left for the work order module is blue (enabled).
5. Under Notifications Event, check the boxes for events you want to trigger notifications. For select events, you can also choose whether they are triggered for scheduled and recurring work orders.
Below are descriptions of our available work order events:
Status Change Events:
- New: A new work order has been created.
- New to Open: A work order has been opened from new.
- Acknowledged: The assignee has acknowledged the work order and is en route to the location.
- On Hold: A work order has been placed on hold.
- Off Hold: A work order has been removed from hold.
- Completed: The work order has been completed by the assignee.
- Canceled: The work order has been canceled.
- Closed: The work order has been closed by a member of staff.
- Arrived: The assignee has arrived at the location, and the work will begin shortly.
Work Order Modifications:
- Priority Change: The priority has been changed for a work order.
- Attachment: An attachment has been added to a work order.
- Assignee Change: The assignee has changed for a given work order.
Comment Events:
- Comment Flagged: A comment is flagged.
- Comments: New comment added to a work order.
- Comment Edited: A comment is edited on a work order.
Invoice Events:
- Invoice Approved: When a work order invoice has been approved by a management user.
- Invoice Declined: When a work order invoice has been declined by a management user.
- Invoice Pending: Approval When a work order invoice is pending approval from the management team.
Estimate and Not-To-Exceed (NTE) Events:
- Work Order Estimate Submitted: Someone has submitted an estimate for work.
- Work Order Not to Exceed Submitted: An employee has added a Not To Exceed amount for a work order.
- Work Order Not To Exceed Updated by Vendor: A vendor has updated a Not To Exceed amount for a work order.
- Work Order Not to Exceed Updated by PMO: An employee has updated a Not To Exceed amount for a work order.
- Work Order Not to Exceed Accepted: The Not To Exceed amount has been accepted by the vendor.
- Work Order Not to Exceed Declined: The Not To Exceed amount has been declined by the vendor.
Work Order Ratings:
- Low Work Order Rating: A tenant has given a work order a low rating.
- Work Order Rating: A tenant has given a work order a rating.
Work Order Approvals:
- Work Order Approved: Any time a work order is approved.
- Work Order Denied: Any time a work order is declined.
5. To have notifications sent out only for a specific Issue Type, choose the Issue Type(s) from the left-hand dropdown menu. Under the Preset dropdown menu, standard notification settings have been created for ease of use, but these can be customized to the User's preference.
6. Click "Save Contact Role" afterward to ensure the changes are saved.
7. When configuring a custom role, link it to a user at the property level using one of two methods:
From the property grid:
Check the box to the left of the Property or Properties you wish to add the User/Role. Once at least one Property has been selected, buttons will appear at the top of the Grid. Click Add Contacts and choose the appropriate Role and Contact(s). Then, click Save.
From the property information page:
To link the Role to a Property from within the Property's page, click the name of the chosen Property from the Property Grid. Navigate to the Contacts tab and click Add Contact.
A new window will pop up. Select the Role and Contact(s) from the dropdown menus. Then, click Add Role.
Notification Roles can be overridden at the Property level. Within My Properties, select a property. Navigate to the Notifications tab and check the box next to "Override default notification configuration from management company." From here, edits can be made by clicking the dropdown menu. Once an edit has been made, the change is automatically saved.
