Managing Categories

    Categories are required to create work orders.  They are also used for generating Work Order Reports (e.g., “How many Landlord requests are open/in progress?” as opposed to “How many Roof Leaks are open/in progress?”) and GL Coding

     Categories


    GL Codes can be set up by Category, Trade or Category/Trade. The table below shows an example of how Categories can be used with GL Codes and Trades:

     

    Category Trade GL Code
    Landlord   784321
    Maintenance HVAC 344455
    Repairs HVAC 344457

     

    You can add or edit categories as required within Service Automation Admin.  All categories can be edited with the exception of Maintenance for Preventive Maintenance (PM)/scheduled services. This is because automated processes have been set up for PMs. IVR check-in cannot occur before the call date/time and check-out cannot occur after the scheduled date or expiration date (whichever is greater). Here are a few important notes when creating Categories:

    • It is critical for data to be consistent. The categories contained in the dashboard template and the categories contained in Admin must be consistent (e.g., “Repairs” cannot be listed in Admin and “Repair” in the dashboard template). If the data does not match, the work order cannot be created.
    • There may be categories listed in Admin that are not in the dashboard template. However, if a category is needed in the dashboard, it must added to both Admin and the dashboard template to prevent any errors.

    How to Add a Category

    1. Navigate to more > Admin > WO Properties > Categories. The list of Category Names currently in the system appears. 
    2. Click Add Category.
    3. Enter a name for the new Category. Special characters and apostrophes should not be used in Trade names.Add Category
    4. Click Save.

    How to Edit or Delete a Category

    To edit or delete a Category, it must not have any data associated with it in work orders, proposals or invoices. An error message will appear you attempt to edit or delete a Category associated with data.

    1. Navigate to more > Admin > WO Properties > Categories. The list of Category Names currently in the system appears. 
    2. Click the edit pencil next to the Category you wish to edit or click the red X to delete.
      • To edit, make your desired changes to the category name in the pop-up, then click Save.
      • To delete, click OK in the confirmation pop-up and the category will be removed from the Category page.