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How To Create New Work Orders?
How To Create New Work Orders?

Learn how to create a new customer work order in RemOnline

Amalia avatar
Written by Amalia
Updated over a week ago

In this article, you will learn all the ways to create work orders in RemOnline 😃

How To Create Work Orders On The Work Orders Page

Step 1. Go to Work Orders and click + Order.

Each Work Order has a barcode labeling to quickly capture a corresponding profile. Use the {Barcode} variable to have barcodes displayed in your print document templates.

Step 2. Complete the necessary details in the Work Order profile.

Work Order type. Use this field to set up and apply different Work Order forms.

For instance, you can add the Estimated price field only for Paid Work Orders without having this field for Warranty Work Orders. Read here to find out more about Work Order forms and available setup. Different work order types may also impact the mode of payroll calculation for employees. For instance, you can have a percentage-based reward for regular repairs, and a custom rate for warranty repairs. Read here to learn more about payroll calculation and available setup.

Each Work Order profile has a default work order type, based on the previous one you put into the system. You may have different default work order types selected for each of your locations (if you have more than one). Read here to learn more about Location profiles and available setup. You may also have the following options for auto-selection: Remember the last one (to start with a default work order type based on the previous selection) and Not specified (to make a selection manually for each Work Order profile).

Build automated workflows by setting up and applying different Initial Work Order Statuses based on Work Order type, combined with your own status transfer rules and unique status sequences.

Filling Details on Asset

Important: Assets may have different names (Vehicle, Device, Appliance, Tool, Shoes, Garment) depending on the type of business you choose when creating your account.

Complete details on Assets (device, consumer electronics, vehicle, or any other belongings of your clients), each automatically attached to a corresponding Client profile. Each of your Assets has a profile providing short-cut access to a corresponding list of relevant Work Orders.

Here you may also find multiple system fields available by default in the Asset form. Read here to learn more about Assets and the Forms editor, related setup, and display customization.

Asset entry. Complete a mandatory Serial number / IMEI / VIN field, click the + icon or + Create asset to get a dialog window for creating a new Asset profile.

Please note, if for some reason the asset doesn’t have a serial number or cannot be identified, you can generate a unique serial number in RemOnline — just click Generate.

You can customize a serial number template for assets on the Settings > Warehouses page. Read more in this article.

Group-Brand-Model-Modification. This master field works together with a multi-level Asset Directory.

For example, when you select Smartphones as a “Group” (1st layer), only relevant entries will be shown below. Next, when you select Apple as a “Brand” (2nd layer), a list of relevant entries will be further narrowed. Eventually, when you select iPhone X as a “Model” (3rd layer), a list will be limited to just a few entries that may be selected as a “Modification” (4th layer).

Important: If the asset already has a client associated, the client's card will be inserted into the work order automatically.

You can do it the other way around. Specify the client first, and if such a client already has created assets, you will be able to select one in the Serial number / IMEI / VIN field.

Please note that when filling out a work order this way, the error Duplicate serial numbers may occur. For example, the asset owner has changed, or the asset belongs to one client and another client brought it in. Learn more about how to avoid the error in this article.

Autofill Fields by VIN

Enter a VIN code of the vehicle in the VIN system field and RemOnline will automatically fill in the Group, Brand, Model, Modification, and Year fields.

You can expand the list of fields to be filled in automatically on the Settings > Integrations page. For more details on how VIN Lookup integration works and how to configure it, read this article.

Important: Integration with VIN Lookup is available starting from the Startup plan.

Autofill Fields by IMEI

Type in an IMEI of customer phone or tablet in the Serial number/IMEI system field of the asset and RemOnline will automatically fill in the Group, Brand and Model fields.

You must have the IMEI Lookup integration enabled on the Settings > Integrations page for the autofill to work.

Important: Integration with IMEI Lookup is available starting from the Startup plan.

Filling Client Details

Client name. Complete this field using the first and last name of a client. Click +Create client or a + icon to get a dialog window for creating a new Client profile, and automatically putting it into a Work Order profile.

You may also complete client details directly in a given Work Order profile. Eventually, a new record will be automatically put into your customer base.

For already existing profiles in your customer base, just make a selection from the list to automatically apply it to a given Work Order.

Note: Make sure to have the following user access permission turned on: Can view the customers. This will help to keep your customer base clean and avoid potential duplicates.

Phone. Complete this field using a phone number of a client.

For already existing Leads in the system (match-case in the phone number), you will be automatically suggested to merge the Work Order with this Lead. Eventually, a corresponding Lead will have its status automatically changed to Successful Order.

Note: A Lead can only be merged before the Work Order entry is completed (i.e., this can not be done afterward).

Filling More Details

Ad campaign. Complete this Work Order field using a corresponding advertising campaign or marketing channel. In the case of repeated business (i.e., when a client has multiple Work Orders that may have different ad campaigns), the very beginning of the marketing journey will be recorded in a separate Client`s field (How the client found us).

Read here to learn more about ad campaigns and available setup on the Settings > Marketing page.

Manager notes. This system field is perfect for adding any crucial information to a given Work Order.

Estimated price. This system field is used to enter a cost estimate that can be eventually put into print document templates.

Note: The field is not an advance payment in itself.

Urgent. When enabled, this system checkbox makes a given Work Order featured with the red badgeUrgent”, in line with updating a corresponding entry in the Work Order Table with an outlined fire icon.

Due date. This system field represents deadlines. A default duration can be adjusted on the Settings > Form editor > Work Orders page or directly in the Work Order profile (to work properly, you need to have the following user access permission enabled: Can edit the order info fields).

Upon expiration, a given Work Order will be featured with the Overdue badge, in line with updating a corresponding entry in the Work Order Table. This additionally replaces the paled clock face icon with a full-color icon and makes a remaining time indicator in the Due date column replaced with the one showing an overdue time.

Work Order entry may be additionally tailored to your workflow by adding just as many custom fields as necessary. Read here to learn more about Work Order forms and available setup.

Go to Settings > Directories > Custom directories for creating new custom directories, making edits or amendments for system and custom fields in the Work Order form.

Prepayment. This field is for payments made upon Work Order creating. Once the value is entered, you will need to select a corresponding cashbox for that payment. Prepayments are displayed in the Payments tab menu.

Note: The Prepayment field can only be edited during the Work Order creation (i.e., this can not be done afterward).

Manager. This system field represents an assigned employee in charge of a given Work Order that can be eventually put into print document templates, Work Order notifications, and payroll calculation.

Assigned specialist. This field represents an assigned specialist responsible for a given Work Order that can be eventually put into print document templates, Work Order notifications, and payroll calculation.

Step 3. Set up the automated document print option upon the Work Order entry.

Click Print a document in the lower right corner, then select a document to print. We’ll automatically fill a corresponding document template, based on data from the Work Order. Read here to learn more about document template variables and available customizations.

Step 4. Save changes.

Click Create to have a Work Order entry saved and displayed in the Work Order Table, in line with getting a dialog window closed.

Click Create and open to have a Work Order entry saved and continue work with this Work Order.

Note: Upon clicking Close your data will be lost.

For multiple devices that belong to the same client, you may click More and select Create one more for this client. We’ll save your current Work Order, close a dialog window, and open a new one with corresponding client details already filled in.

Done! A new Work Order entry has been successfully put into the system. Now you can add works and materials to the Work Order profile.

Pro Tip: Use Work Order Scheduler to put the upcoming Work Orders into the system well in advance.

Work Order Creating Based on Leads

Note: This feature is available for the Startup user subscription plan or higher.

Step 1: Go to Leads.

Step 2: Select a Lead profile and have its status changed to Successful Work Order. You may also use another custom status that triggers a new Work Order creation.

Step 3: Complete details and click Create or Create and open.

Eventually, the Work Order profile and Lead profile become interconnected, giving you short-cut access to quickly shift between the counterparts.

Work Order Creating Using the API

You may also use the available API methods to speed up the process. Please visit the Settings > API page to learn more about available methods and find the full API documentation.

Work orders can be created from third-party services via Zapier. For example, you can transfer work orders from an online store or website.

So… Now you know all about putting new Work Orders in the system 😉

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