Reviewing follow up work orders

Reviewing follow up work orders

This video details how to review and approve follow up work orders, which deal with follow up repairs recommended by your service provider. It includes how to review quotes as well as approving or declining a follow up recommended by your service provider.
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Video Transcript

Steps involved in reviewing follow up work orders:

  1.  In order to access a work order, click the work orders page and navigate to the tab labeled 'Customer Requests'. You can also go into the work order directly if you know which it is, but if you do not know the exact name or number, this page will display the follow up requests by the contractor.

  2. After clicking into this request, you will see all details of the unit and why it needs a follow up. The details on this page were discussed in more detail in the tutorial on reviewing and approving or declining work orders.

  3. In the completion notes, we see that it says a new heat exchanger is needed and the RTU is not functioning well without this replacement. To see the details of this follow up, select 'See follow up details'.

  4. Here we can see that for the new part and labor, the cost will be 425 dollars. Often there is a supporting document from the contractor with an invoice or quote, but since this is a simulated follow up repair it was not neccessary. Another important aspect of this tab is the lead time which is displayed below. This communicates how many business days the contractor needs to complete the follow up repair.

  5. Based on these details, if you think this makes sense, you can approve the follow up. Here you will be able to see the price once again as well as the lead time. Additionally, you can change the priority and due date of the work order, and add any notes that may be helpful. When finished, click 'Approve'.

  6. If for some reason you are not happy with the contractor's follow up details, you can decline the follow up. Here you will have two options to explain why the follow up was declined. The first is if you think a repair detail is wrong. If you believe this to be the case you are prompted with a notes section to explain why this is true. On the other hand, if you believe the contractors quote is unreasonable you can add a note as to why this is and decline the follow up. This is typically only done in extreme cases.

  7. You are now ready to manage your own follow up work orders for your buildings and equipment!

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