Summary
In the realm of maintenance and service management, keeping a detailed historical record of work completed is crucial for effective preventative maintenance. This article will guide you through the process of entering and managing work notes within a work order system, demonstrating how to apply them to job sites or work orders, and how to access historical notes for a comprehensive view of maintenance history
Entering Work Notes
To begin, open an existing work order where you intend to add work notes. Within the work order interface, you will find sections for the job site and units.
If a new unit needs to be added, Click on "add Unit"
The process of adding a Unit is straightforward and can include taking a picture of the unit by clicking on 'choose file" or using a pre-established numbering system for organizational purposes.
Adding Notes to Job Sites and Units
You can add notes specifically to a job site or tie them to individual units. For example given below, you might enter a note for a basement furnace, ensuring that all relevant information is captured and easily accessible. It's also possible to synchronize work notes with timesheet notes for consistency.
- Select Job Site
- Enter your notes and click on green checkmark to save the Note
You will see these notes
Check-In and Check-Out Notes
When checking in or out of a job site from Work Order, a screen will prompt you to enter notes related to your activity.
These notes can be categorized as job site notes or unit notes, depending on where the maintenance was performed. Saving these notes will tie them to the specific job site or unit, creating a historical record.
You can view these notes in T &M tab by clicking on the three dots as shown below in the screen print.
Viewing Historical Notes
Once work notes have been entered, you can view them by accessing the unit details. Here, all historical notes associated with the unit will be displayed, providing a timeline of maintenance activities and any recurring issues. This feature is particularly useful for tracking preventative maintenance efforts and identifying patterns in equipment performance.
- To view Unit detail, click on "Detail" button as shown below in the screen print
- Click on "Detail again on the following screen
- Once you see the following screen, go to Notes tab
Here, all historical notes associated with the unit will be displayed, providing a timeline of maintenance activities and any recurring issues.
Job Site-Level Tracking
In addition to unit-specific notes, the system also keeps track of all notes at the job site level. This allows you to view all related notes and understand the maintenance history for all units within a particular job site. By reviewing these notes, you can gain insights into the overall health and maintenance requirements of the site.
For quick access to job site information, the system includes link, click on the link of the job site
Go to the Notes tab. Here you can see historical notes at the Unit level.
Navigating to Job Site and Customer Information
For quick access to customer or job site information, the system includes links within the work order interface. These links provide a direct route to the relevant data, streamlining the process of managing and reviewing maintenance records.
- To go to customer, click on the Work Order link
- From the work Order screen, you can click on "View customer" or "View Site" link
- You will be able to view these notes at the customer level as well
Conclusion
Properly documenting and managing work notes is essential for maintaining a clear and detailed history of maintenance activities. By utilizing the features outlined in this tutorial, service management professionals can enhance their preventative maintenance strategies, ensure accountability, and improve overall operational efficiency.