There are three different ways you can access the Work Order Settings page:
You can directly access the Settings page, by hovering over the Work Orders feature from your MobiWork menu, and clicking on the "Settings" option:
From the Work Orders feature page there are two different ways you can access the Work Order Settings page. For more information on how to access the Work Orders feature page please see the Work Orders List section:
By clicking on the work order ID and accessing the View Work Order pop-up window and from the Individual Actions drop-down selecting the "Settings" option:
By clicking on the More Actions button located at the top-right of the Work Orders feature page, and from the drop-down selecting the "View Settings" option.
Once you are on the Work Order Settings page there will be a number of different sections:
The General Section will display the work order number type, the default planned duration of your work orders, the external PO number of your work orders, and adding parts/services to the work order. In this section, you also have the option to specify the term you use to refer to your work orders:
Once you select the Pencil icon, the Edit Work Order Settings pop-up window will appear:
From the Edit Work Order Settings pop-up window, you can update the following:
- Work Order Number Type- Which is a number or sequence used to organize the work orders in MobiWork.
- You can use MobiWork ID, enter a custom sequence with a prefix, start number, and suffix (which will increment by one), or a custom entry with no sequence.
- Default Work Order Expected Duration- The default duration of how long work orders should last.
- External PO Number-
- Adding a Part or Service to the Invoice- Indicates that when a part or service is added to the work order, then the added parts and services will be automatically added to the work order invoice.
- Singular- Within the Singular field you can indicate how your company would like to refer to a single work order (e.g., appointment, lesson, etc.). When you update this field, the word "work order" will henceforth be called the specified term.
- Plural- Within the Plural field you can indicate how your company would like to refer to a plural work orders (e.g., appointments, lessons, etc.). When you update this field, the word "work orders" will henceforth be called the specified term.
The terms found in the "General" section are defined below:
| Name: | Description: |
|---|---|
| "Work Order Number Type" | The number or sequence used to organize the work orders in MobiWork (can be MobiWork ID, a custom sequence with a prefix, start number, and suffix (which will increment by one), or custom entry - no sequence). |
| "Default Work Order Expected Duration" | Allows you to set the default planned duration (from 00:00 to 23:30 incremented by 30 minutes) for an appointment which can be overwritten on a work order type basis. |
| "External PO Number" | If marked, will allow you to include an external PO number for your work orders. These PO numbers will show on the quote, invoice, and work order PDF. |
| "Adding a Part or Service to the Invoice" | Indicates how parts are services are added to the invoice. There are four options to choose from; you can have them automatically added to the invoice (where the "Add to Invoice" checkbox is not shown), confirm with the user (the parts and services by default will not be added to the invoice), the parts and services will be added to the invoice (where the "Add to Invoice" checkbox is shown), or do not add to invoice. |
| "Name Singular" | How you refer to your work orders by another term (such as appointment) the singular value can be altered here. By doing so, "work order" will now be called the term you specified. |
| "Name Plural" | How you refer to your work orders by another term (such as appointments) the plural value can be altered here. By doing so, "work orders" will now be called the term you specified. |
The "Custom Fields Settings" section will display the fields that can be added to the work order; these fields are searchable, appear once or or multiple times, be open ended, is required or optional, and can be customer-visible:
The terms found in the "Custom Fields Settings" section are defined below:
| Name: | Description: |
|---|---|
| "Name" | The name of the custom field. |
| "Type" | is the type of custom field which include string, number, decimal, date, yes/no, multiple choice, QR code, signature, header, image capture, notes, phone number, phone number plus extension, SSN, time field, text area, vertical separator, vertical spacing, multiple QR code, customer field, product field, user field, project field, asset field, store field, dynamic header, and multiple option dropdown. |
| "Required" | Indicates if the custom field is required to fill or not. |
| "Searchable" | If checked, the custom field will become searchable within the New Search pop-up window. (It will not be searchable in the Free Text Search bar) |
| "Actions" | include view, edit, and delete. |
When you click the Plus Sign button, the Add Field pop-up window will automatically appear. Input the desired name, type, etc. into the fields provided and then click Add to save the new work order custom field:
The terms for the adding a custom field are defined below:
| Name: | Description: |
|---|---|
| "Name" | The name of the custom field. |
| "Type" | The type of custom field which includes string, number, decimal, date, yes/no, multiple choice, QR code, signature, header, image capture, notes, phone number, phone number plus extension, SSN, time field, text area, vertical separator, vertical spacing, multiple QR code, customer field, product field, user field, project field, asset field, store field, dynamic header, and multiple option drop-down. |
| "String" | The field where the user can enter text. The field supports limiting the number of characters that can be entered. |
| "Number" | is a number field that does not accept decimals. The maximum and minimum number for the field can be defined. |
| "Decimal" | is a number field that accepts decimals. The maximum and minimum number for the field can be defined. |
| "Date" | is a field that allows the selection of the date from a pop-up calendar or a 3-field layout. It can be specified whether the current date will automatically appear and cannot be edited. |
| "Yes/No" | is a yes/no field indicated by a checkbox. |
| "Multiple Choice" | is a multiple-choice field where the values within it can be specified within "Select Values" by placing a comma between each value. You can indicate if the first value is invalid. For instance, if in the first value you want to give instructions for the multiple choice such as, "Please select from the following." |
| "QR Code" | is a field that captures barcode/QR code data (only for the device). |
| "Signature" | is a signature capture field to capture signatures (only for the device). |
| "Header" | is a bold label that does not allow input. |
| "Image Capture" | is an image capturing field that displays in the mobile device that allows photos to be taken to upload into the field or uploads existing images from the mobile device's gallery into the field. It can be specified to not allow images from the device gallery. |
| "Notes" | adds notes to the notes list for the entity. For example, if a form is filled for a work order, then the note field content will be added to the work order notes list. |
| "Phone Number" | is a phone number field that can be indicated if the phone number will appear in one or three fields. |
| "Phone Number Plus Extension" | is a phone number field that allows for an extension to be entered. It can be indicated if the phone number plus extension will appear in one or four fields. |
| "SSN" | allows the inputting of the social security number within 3 fields (###-##-#### format). |
| "Time Field" | Allows you to specify a 12- or 24-hour time format |
| "Text Area" | is a larger text field for multiple sentences, notes, etc. |
| "Vertical Separator" | is a vertical line separator for the web only. |
| "Vertical Spacing" | places spacing between rows for the web only. |
| "Multiple QR Code" | allows the scanning and inputting of multiple QR codes continuously in this field. |
| "Customer Field" | allows the selection of the customers available in the Permissions to appear in the field. |
| "Product Field" | allows the selection of the products available in the Permissions to appear in the field. |
| "User Field" | allows the selection of the users available in the Permissions to appear in this field. Default to device user, if selected, will display the user who is logged in on the device within the field. |
| "Project Field" | allows the selection of the projects available in the Permissions to appear in the field. |
| "Asset Field" | allows the selection of the assets available in the Permissions to appear in the field. Associate asset with work order, if selected, and if a custom field or form is associated to a work order then it will associate the asset with the work order. |
| "Store Field" | allows the selection of the stores available in the Permissions to appear in the field. |
| "Dynamic Header" | allows you to show data from the associated work order or customer (such as work order description, customer's name, etc.). |
| "Multiple Option Dropdown" | is a drop-down where you can select multiple options. |
| "Required" | Indicates if the custom field is required to fill or not. |
| "Searchable" | If checked, the custom field will become searchable within the New Search pop-up window. (It will not be searchable in the Free Text Search bar). |
| "Customer Visible" | will allow customers to view the form field on the Customer Portal. |
| "Number of Times" | include once which will show the form field one time or multiple open ended which will add the form field multiple times. |
| "Device Read Only" | means the field cannot be edited on the device. |
| "Web Read Only" | means the field cannot be edited on the web. |
| "Long Question Type" | is for the label of the field. It is a user interface setting which gives more space for the label on the device. |
| "Field Description" | are any comments that describe the field. |
| "Show Advanced Options" | include QuickBooks Field Name, Label CSS, and Initial Value for this Field. |
| "QuickBooks Field Name" | only applies to customer forms/custom fields. This refers to the name of the corresponding field in QuickBooks which is used during the import/sync. |
| "Label CSS" | is a web only feature which allows the entered HTML CSS attributes to be applied to the field label (for example, showing the label of the field in red with a font size of 20 px). |
| "Initial Value for this Field" | sets the initial value of this field when the form is added/opened on the device. At present, this needs to be configured by MobiWork's Professional Services team. |
Tags serve as a visual indicator of custom statuses or categories, greatly enhancing organizational clarity by enabling you to identify designated work orders at a glance. These labels are highly adaptable, making it possible to tailor them to your business's unique requirements; this flexibility means that tags can represent a wide spectrum of information.
When you attach tags to work orders, you establish an efficient method for sorting and locating work orders based on specific criteria. This streamlined approach proves invaluable when handling a substantial volume of work orders.
To add a new tag in your MobiWork Work Order settings, click on the Plus Sign icon:
Once you click on the Plus Sign icon, the Add Tag pop-up window will then appear:
In this pop-up window, you can enter the following information:
- Enter the name of the tag.
- Instead of using a white font, you can choose to use a dark font. This is helpful when using a light-colored background for the tag to help the text stand out.
- Select the background color of the tag.
To add a new tag to your work order, open the View Work Order pop-up window and in the "Summary" panel click on the Plus Sign for the "Tags" column; if you have already added tags to your work order, this icon will turn into a Pencil icon:
From the Add Tag pop-up window, you have the capability to assign multiple tags to a single work order, allowing you to capture various facets of a work order's status or category. This comprehensive tagging system simplifies the task of finding the right work order precisely when you need it.
If you would like to remove any tags from a work order, click on the Pencil icon again. The Add Tag pop-up window will appear again; from this window you will then be given the option to remove the tags by unchecking the specified tags:
Once you are satisfied that the selected tags have been removed, press the Add button to save your changes.
After adding tags to your Work Order settings page, a new column header will appear in your "List" tab. When you tag a work order, you will immediately see its associated tags in a convenient, at-a-glance display within the "List" tab:
Once you add tags to a work order, the tags for other work orders will appear on the Dispatch Work Order pop-up window:
The tags will also appear on the Schedule tabs:
