Create Menu - Work Order - Workflow Activity
This page describes the 'Workflow Activity' function on the
Create menu in the Work Order record window. If you are using iOS or Android, the 'Workflow Activity' function is on the + menu.
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Creating an Activity from a Work Order can be useful for technicians who like to use the Task Manager to schedule their work.
You can create an Activity from a Work Order using the following methods:
- Open the Work Order in a record window and select 'Workflow Activity' from the Create or + menu. Save any changes you have made to the Work Order before selecting the function. The new Activity will be opened automatically for checking and approval.
- Open the Work Order in a record window and then open the 'Workflow Manager' window. Click or tap the [+] button in this window to create a new Activity. Again, the new Activity will be opened automatically for checking and approval.
The new Activity will be opened in a new window, entitled 'Activity: Inspect'. This means that it has been created and saved and is being opened for checking.
The new Activity will contain the following information:
- The Customer Number, Name and Phone Number will be brought in automatically to the fields on the 'Contact' card.
- The Activity Type given to Activities created by this function will be taken from the Work Orders field in the record for the current user in the Activity Types, Sub Systems - User setting in the CRM module or, if there is no such record, from the Activity Types, Subsystems setting.
- The setting of the Done check box will also be taken from the Activity Types, Subsystems - User or Activity Types, Subsystems settings.
- The Task Type will be To Do.
- The Symbol will be Other.
- The Start and End Dates will be the Work Order Date.
- The first line of the Work Order Comment ('Comment' card) will be transferred to the Text field in the header of the Activity so that the nature of the job can be ascertained from the Activity without having to refer again to the Work Order.
- The Person will be the Employee from the Work Order, while the Supervisor of the Activity will be the current user. As the Task Type will be To Do, the Activity will be placed in the Employee's Task Manager.
After amendment if necessary, save the record in the Activity register by clicking the [Save] button (Windows/macOS) or tapping √ (iOS/Android). You can then close it using the close box (Windows/macOS) or by tapping < (iOS/Android). Alternatively, if you no longer require the Activity, remove it using the 'Delete' function on the Record menu (which has a 'cog' icon if you are using iOS or Android). In either case, you will be returned to the Work Order window.
The Work Order and the Activity will be connected to each other through the Link Manager and Workflow Manager. When reviewing the Activity, you can return to the Work Order quickly and easily using the Link Manager, while you can open the Activity from the Work Order using the Workflow Manager. You will also be able to return to the Activity from the 'Activities' card in the Work Order or in the originating Service Order or, if you are the Employee in the Work Order, from your Task Manager.
You must save a Service Order before you can create an Activity. This is to ensure the links mentioned in the previous paragraph can be established. You cannot create Activities from Work Orders that you have marked as Cancelled or Finished.
Please refer here for full details about the 'Activity: Inspect' window and here for details about the Activity Types, Subsystems setting.
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The Work Order register in Standard ERP:
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