Viewing and Taking Action on Proposals in SC Mobile

    Proposals are sent by service providers detailing the costs and materials involved to complete specified work. Managing these proposals in SC Mobile helps you save time during the reviewing and action-taking process. When a service provider submits a proposal you may take the following actions:

    • approve a proposal;
    • place a proposal on hold;
    • reject a proposal; and
    • assign the proposal to another person in your organization.

    You may review proposal lists either for one location or across all locations for which you have access. Within those lists you may filter proposals by status, assignment, priority, and/or trade.

    Note: Users with the "Proposals: Process" or "Proposals: Full Control" permissions may take action on Proposals in SC Mobile.

    Proposal Details in SC Mobile

    Standalone Proposals versus Proposals Linked to a Work Order

    There are two types of Proposals:

    • Standalone Proposals are not tied to a work order. Once the proposal is accepted, a work order is generated.
      • For example: A service provider may create a standalone proposal while tending to their planned maintenance work order (say, a proposal for HVAC repair while the provider was performing filter maintenance). Also, you may see standalone proposals from RFPs generated from you or your internal team, such as for CapEx projects.
      • In SC Mobile you will see “(No WO Associated)” on the Proposal, as depicted above.
    • Proposals Associated With a Work Order are generated from an existing work order. This typically occurs when a service provider is already working on a repair, but the scope of work has increased or work will cost more than the NTE.
      • For example: A service provider is fixing a roof, based on the work defined in a work order. The NTE is for $1500, but the scope of work increases the costs to $1700. You may request the service provider to submit a proposal based on that existing work order.

    Accessing and Viewing Proposals

    In SC Mobile you can view proposals from the Location, the linked Work Order, or from the Proposals list:

    From the Location

    Proposals Through the Locations Page

    Looking up a Location and then tapping Proposals list all open proposals for that location.

    For each Proposal you see an overview of the Cost, Trade, Provider, and Description, as well as whether it is linked to a Work Order.

    How to View Proposal for a Location:

    1. Locate and tap the desired location.
    2. Tap the Proposals tab. The list of Proposals for that Location appears.
    3. Tap the desired proposal. The Proposal Details appear.

    From here, you may view the proposal details and take action on the proposal.

    From a linked work order:

    Proposals Linked to Work Orders

    On the Work Order Details the proposal is listed under Related Proposals.

    You can see what status the Proposal is in (Open, On Hold, Rejected, or Accepted) along with the Proposal number.

    How to View a Proposal from an Associated Work Order:

    1. Locate and tap the desired work order. The Work Order Details appear.
    2. Under Related Proposals, tap the Proposal Link. The Proposal Details appear.

    From here, you may view the proposal details and take action on the proposal.

    From the Proposal list:

    The Proposal List

    Here, you will see a list of all open Proposals for all locations to which you have access.

    You will see an overview of the Cost, Trade, Provider, and Description, as well as whether it is associated with a Work Order.

    How to View the Proposal List:

    1. From the SC Mobile Home Page (or from the hamburger menu), tap Proposals. The list of open Proposals appears.
    2. Tap the desired proposal. The Proposal Details appear.

    From here, you may view the proposal details and take action on the proposal.

    Viewing the Proposal Details

    On the Proposal Details you will see a description of the project as well as a breakdown of costs: materials, installation labor, non-installation expenses, freight, tax, costs incurred, and the total cost for the proposal. You will also see any attachments uploaded with the proposal. (Note: When there are no attachments you will not see this field.)

    How to view Proposal Details

    1. After locating the desired Proposal, tap each line item to review more details. (Note: When there is a zero (0.00) cost on a line item, the line will not expand.)

    Proposal Details

    Taking Action on Proposals

    Once your proposal is reviewed you may take the appropriate action.

    Note: Accepted proposals must be associated with a work order. For standalone proposals, you will create a new work order at the time of accepting the proposal.

    Proposal Actions

    How to Approve a Proposal:

    1. After locating the desired Proposal, tap each line item to review all details.
    2. Tap Approve. A green dialog box appears.

      Options for Accepting Proposals

      1. To approve proposals linked to a work order:
        • To keep the same work order:
          • Tap Approve with Existing WO. The Confirm WO Information page appears.
          • Review the work order details for accuracy, and then tap Proceed. The existing work order is updated, and the proposal is marked as Approved.
        • To change the work order:
          • Tap Approve with New WO. The Confirm WO Information page appears.
          • Review the work order details for accuracy, and then tap Confirm / Create WO. A new work order is created, and the proposal is marked as Approved. The new work order number is listed on the proposal, where you may tap it to view the details.
      2. To approve proposals NOT linked to a work order:
        • Tap Approve with New WO. The Confirm WO Information page appears.
        • Review the work order details for accuracy, and then tap Confirm / Create WO. A new work order is created, and the proposal is marked as Approved. The new work order number is listed on the proposal, where you may tap it to view the details.

    How to Reject a Proposal:

    1. After locating the desired Proposal, tap each line item to review all details.
    2. Tap Reject. A red dialog box appears.

      Options for Rejecting Proposals

    3. (Optional, but recommended) Enter a Reason for Rejection in the text area.
    4. Reject the proposal with or without notifying people:
      1. To reject without sending notifications:
        • Tap Proceed. The proposal is marked as Rejected.
      2. To reject and send notifications:
        • Tap Select People to Alert to send an email notification of the rejection. The Notifications page appears.
          • By default, the service provider is selected. Tap the names of listed people, and/or tap Add Email + to send notifications to unlisted people.
        • Tap Send. The proposal is marked as Rejected.

    How to Place a Proposal On Hold:

    1. After locating the desired Proposal, tap each line item to review all details.
    2. Tap On-Hold. The proposal is marked as On Hold.

    Placing Proposals On Hold

    Note: You may take a proposal off hold by tapping On-Hold again. The icon will change back to blue, indicating the change.

    How to Assign a Proposal to another person in your organization:

    When assigning a work order you still may be able to take action on the work order.

    Note: You cannot undo a proposal assignment. Once you assign a user, you can only reassign it to another user. You cannot remove the assignment.
    1. After locating the desired Proposal, tap each line item to review all details.
    2. Tap Assign. A list of users appears.
    3. Tap the desired user, and then tap Assign. The proposal is marked as Assigned, and the user name of the assignee is listed on the proposal.

    Assigned Proposal

    Filtering Proposals

    To help narrow down your proposal list, you may filter by Status, Assigned To, Priority, and/or Trade. You may also sort the list by Created Date, Trade, or Status.This is beneficial, for example, when you want to only see the proposals in the CapEx category, or open proposals, or proposals under a few, specific trades.

    • “All” means that no filters are applied for that section, as illustrated next to “Status”.
      • By default, “Open” and “On Hold” are selected.
    • A number indicates how many were selected, and thus applying the filter.
    • To see the full list, you must reset the filters on the bottom of the page, and then apply the change.
      • When the filters are reset, “Status” will return to the default 2 selections, “Open” and “On Hold”.

    Proposals Filters List

    Once filters are applied, the filters remain turned on even when you quit the app or logout.

    Applied Proposal Filters

    How to turn on Filters:

    1. On the Work Orders list page, tap Filter WOs. The Filter Work Orders page appears.
    2. Tap Status, Category, Priority, and/or Trade to uncheck the items you do not wish to see, and then tap Apply.
    3. Tap Save & Apply. Filter WOs will change to Filters Applied.

    How to reset Filters:

    1. On the Work Orders list page, tap Filters Applied. The Filter Work Orders page appears.
    2. Tap Reset All, and then tap Save & Apply. Filters Applied will change to Filter WOs.