How can I reduce the number of records when printing from the Work Order or Service Request grid?

Utilize the column filtering and sorting options to only display the desired records on the screen. You can also customize which columns to display by using the Customize Columns icon in the top right-hand menu. More details can be found in the Navigating the Grid section of the Maintenance User Guide.

How can I update multiple Service Requests or Work Orders that are similar?

Use the Bulk Update option in the top right-hand menu after filtering to ensure only desired Service Requests or Work Orders are updated. This option is only available to a full admin user.

Some workers are not visible in the drop-down menu for the “Assigned To” category when creating Work Orders. What should I do?

Ensure that the worker departments match the Work Order departments. Workers must be allocated to the same departments as the Work Order.

My Work Orders are now showing up in default group?

The Work Orders have been categorized in the default group and need to be reclassified into the desired groups. If there is a significant amount of Work Orders, then you can set up an advanced filtering process and utilize the Bulk Update tool to modify the Work Orders efficiently.

How do I roll-back a Work Order marked complete?

Click into the appropriate Work Order view. Under Details, change the status back and remove the completed date. This is only applicable to users with edit privileges.

How do I create Work Order using a map?

In Maintenance, click on GIS to open the map and layers. You can then search by address or by clicking on the map using the Create Work Order (hammer) icon.

How do I send notifications to vendors/external parties outside of our organization without giving them access to CityWide Maintenance?

In Maintenance, go to Resources, then Vendors. Here, you can setup a list of vendors with contact information including email. You can then send automatic or manual email notifications.

How do I attach a customer address to a property?

In Maintenance, go to Resources, then Properties. This will display a list of all properties that have been uploaded onto the system. Clicking on a specific property will bring up additional information, and there are several options on the left under Details. Clicking on Contacts will display the owner’s information and will allow you to add a customer along with a customer address to that specific property.

How do I assign a worker instead of a crew to a Work Order?

Upon clicking on the specific Work Order, go to the Assigned To section. Here, you can select whether a worker, crew, or a vendor/contractor is required.

How do I setup a notification for the person assigned to a Work Order?

In Maintenance, go to Work Flow then Notifications. This feature will allow you to create, modify, or delete notifications. These include Work Orders, Service Requests as well as PM Event notifications. In this case, click on Add Work Order Notification and proceed to fill in the required information.

How do I setup up a Preventative Maintenance schedule and attach to an asset?

In Maintenance, go to Work Flow then PM Schedules. Here you can view all PM events and create new ones by clicking on Add in the top right-hand corner. Proceed to fill out the required information under Details and Select Assets. More details can be found in the PM Schedules section of the Works User Guide.

How do I input large lists of customer, property, materials, and equipment details?

In Maintenance, go to Upload Center. Under Upload Type, select the type of list that you want to import, then Click to Export. Copy and paste the link into excel and populate the selected fields. Ensure that there is sufficient data to satisfy the required fields for the upload to be successful. Once the template has been completed, go back to the Upload Center, paste the template, review, and submit. More details can be found in the Upload Center article.

My work orders have disappeared. Where did they go?

By default, the advanced filter is set to show 1 month of activity. Verify that the advanced filters are all cleared and update the default filters if necessary.

How can I see any recent activity on a Service Request or a Work Order?

All service requests and work orders have a Log feature at the bottom of the left-hand menu that displays all changes and activity that has occurred, along with which user made those changes.