Corrigo Release Notes 7 6a

7/27/2019 Corrigo Release Notes 7 6a

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Corrigo Release NotesFor clients moving from Release 7.5d to Release 7.6a

Copyright 2012 Corrigo, Inc. All Rights Reserved.

This document may not be copied, disclosed, transferred, or modified without the prior written consent of Corrigo,

Inc. Corrigo, Inc. assumes no responsibility or liability for any errors or inaccuracies that may appear in this manual.

The software described in this document is provided under written license only, contains valuable trade secrets and

proprietary information, and is protected by the copyright law. Unauthorized use of the technology or its doc-

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CONTENTS

Release Highlights 1

New Features 1

Improvements 1Important Configuration Notes 2

Customer/Store Portal 3

Updated Customer Portal 3

Customer Portal - Customer Orientation 3

Updated Assignment Page 3

Updated Portal Layout 4

CustomerPortal Administration 6

Theme Settings Import/Export 6

Customer Portal Administration: Theme Configuration 7

Theme Settings 8

Displaying Slider Components 9

Notifications & "Needs Attention" List 11

Notification Highlights 12

Notification Thresholds & Authorization Limits 12

Configure Notifications: Quick Start 12

Configuring Notifications 13

TroubleshootingNotification Problems 16

List of Notifications 16

Recommended Notifications 17

Request Quotes Through the Customer Portal 18

New Theme Setting 18

QuoteAlert and Review Quote 19

Deferred Work 20

Deferred v. On-Hold Maintenance 21

New Theme Setting 21

Defer and View a Work Order 21

Release a Work Order 22

Deferred Via the Back-Office Portal 22

Financial Periods & Budgets 23

Standard Time Frames 23

Defining Financial Reporting Periods 23

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Defining budgets 24

AP Invoice Export 25

AP Invoice Export Configuration 25

Default Expense Account (GL) Coding 26Vendor Invoice Review Report 28

Access to Documents 29

Show Customer Documents 29

Request Approval Extensions 32

Scenario Setup 32

Scenario Steps 32

Contact Request Limit Setting 33

Theme Settings for Workflow 34

Approving a Request 35

CustomerPortal Assignment Enhancements 36

Assignment Settings 37

Re-assignment Settings 37

Useof the New Settings 37

Dependencies 38

On Upgrade 38

New Work Order Table Fields 38

Improvement to the Last Step of the Wizard 39Back-Office Portal 40

Email Based Quote Approval 40

Configuration 40

Use Scenario 40

Possible Responses to Quote approval Request 42

Specialty Groups & Dispatch Board Specialty Group Filter 42

Configuration Notes 43

Financial Reporting Periods 44

Disallow Vendor Invoice Authorization When WO Is Active 45

Tenant COI Extensions 45

Change to Customer Theme Settings Layout 45

Logged In User Access to Stock Locations 45

New Materials Management Setting 46

Log In to Portal from Contact Details Page 46

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Display Provider Labels in the Back-Office Portal (CN-2139) 47

Tablet Extensions 49

Support for Providers 49

Display Flags 50Quote Approval 50

Email Work Orders 51

Work Order List on Customer Page 52

Limit Creation of Grandchildren Work Orders 53

Other Enhancements & Changes 55

Import/Export Changes & Enhancements 55

WON/Service Providers Enhancements 55

Work Description in Completed Work List 55

WSDK Changes 56

Release 7.6 Changes 56

Release 7.6a Changes 56

JIRA Change Requests & Defects List 57

Change Requests 57

Defect Fixes 59

Glossary 61

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Release Highlights

RELEASE HIGHLIGHTS

New Featuresl A completely re-vamped Customer Portal, which includes the following:

o A Spend Meter that provides the ability to see a critical performance indicator by individ-ual customer (location/store) or Customer Group.

o Friendly, helpful hints where you need them, displayed on the new assignment pages.l An AP invoice export feature that allows clients to get up and running quickly. Clients without

payables integration now have an easy way to streamline their processes and avoid doubleentry. This new feature should replace all AP export reports.

l A vendor invoice review report that displays confirmation of IVR check-in/out and provides apowerful invoice review tool.

l The option of enabling quote requests and approvals on the Customer Portal. A quote noti-fication alert then brings newly submitted quotes to the appropriate contacts attention.

l The ability to defer work and create a deferred maintenance backlog to better understand cus-tomer/store health and improve budget capabilities.

l Email-based quote approvals that allow users to receive quotes from providers via emailalerts and approve or reject the quotes by replying to the email.

l The ability for a Back-Office administrative user to log in to the Customer Portal directly fromthe Customer Contact details page.

l A Specialty Group filter for the Dispatch board to better support functionally segregated back-office teams.

Improvementsl Automation of G/L codes according to asset/service models.l Ability to define hierarchical approval limits so that only those with sufficient authority to

approve a financial item will be alerted to it. The same individual need not be alerted to items

that can be approved by those with lesser authority.l Financial periods and budgets improves client reporting and enables new features like the

Spend Meter.l Customer/Store Portal workflow enhancements, including:

o Access to Customer & Customer Group documentso Helpful new work order table fieldso Extensions to assignment & request approvals

l Extensions to the tablet interface, including:o The Work Order Network with Vendor/Provider assignmento Visibility to flagso Quote visibility and approval

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Important Configuration Notes

IMPORTANT CONFIGURATION NOTES

The following is a list of some of the upgrade configuration items that should be noted. Most ofthese are explained in more detail later in this document.

l

Customer Notifications are completely re-implemented and need to be configured for the Cus-tomer Portal to work as designed. It is important to read the Notifications& CustomerNeedsAttention section of this document, paying close attention to theConfigure Notifications:QuickStartsection ensure notifications are set up properly.

o To configure notifications, you must have been granted the Customer Notificationsprivilege.

o The customer notifications enable/disable settings are cached for an hour or so, so theymight not be visible immediately.

o There are dependencies on both the theme settings and the customer contact settings.l Setting up Customer Contact Authority requires 3 settings per contact: Send Authority,

Approval Authority, and Threshold.l Several changes have been made to the Customer Portal Theme Settings.l The Customer Portal logo must be sized to 180 x 89 pixelsl Customer Portal Contentthe labels used to change all language on the Customer Portal

no longer supports HTML.l Spend Meter requires AP statuses to be configured with a Forecast Group as well as defined

financial periods.l Time Frames have been removed from the system and replaced with Financial Reporting Peri-

ods. Existing custom periodsshouldtransfer to the new financial periods on upgrade, but thisshould be double-checked after the upgrade as these are important for clients using customtimeframes.

l Budgets have been modified, moving from Work Zones and Portfolios to Customers. Existingbudgets will not transfer.

l The Vendor Invoice Review report should be enabled in all clients currently using IVR forcheck-in/out. The report is optionally available to clients not using IVR as it might still be helpfulfor them without the IVR data.

l Pictures are now enabled for users.l The new AP Export feature requires minor configuration to work properly.

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Customer/Store Portal

CUSTOMER/STORE PORTAL

Updated Customer Portal

The Customer Portal has been designed to give field-level personnel a powerful and efficient tool

so that they can get done what they need to do and focus on the other aspects of their jobs. Whenproperly configured, the portal should require no end-user training. Instead, on deployment, all thatis required is clear communication to users of the two basic expectations you have of them:

l Place all requests through the portal.l Respond to anything that requires your attention.

Customer Portal - Customer Orientation

One of the most important changes to understand with the new customer portal is the change inscope control.

Prior to 7.6, Work Zones provided the basis for Customer Portal scope. In 7.6, Customers and Cus-tomer Groups form the basis for defining what appears in a contacts Portal scope.

Prior to 7.6, the contacts customer and customer group affiliation was implied, meaning that eventhough the contact selected from a Work Zone, they would still only see work orders for associatedcustomer/locations. This was both confusing and inconvenient. For clients using 7.6, customergroups will become as important, if not more important, than portfolios as an organizational unit. Ifa contact is a member of a customer group and has access to more than one customer/location,they will see this reflected in the scope selector in the top right of the Customer Portal list page.

Figure 3-1: Detail from Customer Portal list view page showing scope selector

The benefit of moving to the Customer orientation will be significant for all clients, but particularly tothe following two groups:

l Clients who have a management hierarchy among the Contacts. For instance Retail, wherestore managers have single store access and regional managers have access to many stores.

l Property Management, where there are different customer bases within a single Work Zone.

Updated Assignment PageThe updated Assignment page includes the following key features:

l System vendor or provider recommendations based on specialty dispatch listsl Letter grades for resources and vendors, based on responsiveness and satisfaction scoresl COI statuses for vendors, including Missing, Expired, and Certifiedl Warranty warnings and displays of warrantor (not shown in the image below)l Pictures of technicians and select vendors

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Figure 3-2: Updated Assignment Page

Updated Portal Layout

The Customer Portal design is now easier, more user-friendly, and more powerful with featuresthat include:

l Better onscreen feedback to help users through typical operations. For example, when "sendauthority" has not yet been set up for a contact, the contact will be able to understand why the

work order was not dispatched.l A new WO Table that is faster and designed to handle hundreds or thousands of work orders.l Improved workflow control

When properly configured, the portal should require little to no end-user training.

NEEDS ATTENTION LIST AND COLOR CODED ACTION BUTTONS

The Needs Attention list quickly lets users know if there is anything they need to do. Ifanythingrequires attention, the list is the default view portal users (Contacts) see as soon as they log in. Ifnothing requires attention, a message will be displayed notifying them of that fact. An example ofthe list is shown below.

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Figure 3-3: Detail from the Customer Portal: Needs Attention view showing different action buttons and color

codes.

Items in the Needs Attention list are sorted by age of action, with the ones that most recently hadan action prompting the Attention notification appearing at the top and the oldest outstandingactions at the bottom. The Action Buttons are color coded based on age:

l Green = Currentl Orange = Approaching Overduel Red = Overdue

WORK ORDER/SERVICE REQUEST DETAILS

The Work Order/Service Request details section has been updated with a cleaner look andupdated panels. Clicking any of the panel headers opens the selected panel and closes the pre-vious one, as shown in the images below, where the Work Order panel was displayed until the userclicked the Chatter Log panel.

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Figure 3-4: Panel display changes when new panel name clicked

Customer Portal Administration

Note: This information is relevant to Administrators only, so Corrigo recommends that this infor-mation not be generally re-distributed to customer end-users.

Theme Settings Import/Export

Customer Portal Administration is now aided by the presence of 4 new import/export templatesthat complement the existing portal localization templates to allow for easy portability of themes.These templates are shown in the image below. These tools are primarily designed to help Corrigostaff and partners better support Corrigos clients, however property and facility management com-panies should find them quite beneficial, too.

Figure 3-5: Our Company > Import/Export

TheTasks andCustomer Portal ThemeLabels options were available previously. The additionalthemes map to a corresponding section of the Theme as shown in the screen below. The Cus-tomer Portal Theme Details import/export maps to the Details section shown in the image below.Settings maps to settings and so on.

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Figure 3-6: Customer > Customer Portal Admin > Themes: Sections enabled with import/exports added in 7.6 are

highlighted

Internal Note: It is expected that a library of configurations will be generated over time and main-tained based on the Excel templates so that clients can be deployed more efficiently and with

improved results.

Customer Portal Administration: Theme Configuration

Although the Customer Portal itself is entirely new in 7.6, the Theme Configuration functionalityremains similar to before, but with a few important differences.

CUSTOMER PORTAL - SELECTION OF A THEME

The number of portal themes used within an instance should be minimized. In most cases, only asingle theme and logo will be necessary. When more than one theme is used, the theme displayedto a contact will be based on the contacts access.

l The sign in page will always display the default theme set at: Our Company > Settings > Com-

pany Infol After login, the theme that is displayed will be determined in the following manner:

a. By the theme associated with the users customer group. If the user is associated withmultiple customer groups, each having a different theme, the theme will be picked arbi-trarily according to an internal number schema.

b. If the user does not belong to a customer group or the customer group theme is notdefined, the theme will be defined by the Work Zone theme

c. If the Work Zone does not have a defined theme, then the default theme will be used.

Note: Use standard themes settings from the import/export library when possible. For more infor-mation, contact your Account Manager or Corrigo Support.

THEME DETAILS GETTING THE RIGHT LOGO AND COLOR SCHEME

Obtaining the proper image for a logo and selecting the most appropriate color scheme for a clientwill make a significant difference in how professional the portal appears.

Logo Size

It is important that the image file used for logos on the Customer Portal be exactly 180 x 89 pixels,so you might have to re-size your logo to fit.

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l Maximize the size of the logo without distorting or cutting off any part of the logo.l If the logo does not fit neatly into 180 x 89, then center the logo from top to bottom and place

the logo to the left of the image, leaving whitespace in the areas where the logo itself does notfill out the 180 x 89 space.

l If the background color is not white, then a white border will appear on the bottom and left andright sides of the logo.

Logos look best when:

l They are clean without any noise that might come from resizing and using file formats withextreme compression.

l There is at least a small border of background color around all the sides of the logol They are on a white background or are on a background color that contrasts well with the

theme color

Color Scheme

The software provides 3 default color schemes: Blue, Brown, and Green. Choose the one that bestsuits the branding image of the client.

Figure 3-7: Customer > Customer Portal Admin > Themes > [THEME] > Detail

Note: Customized color schemes can be created and added for an additional fee of approximately$2,500. Check with the Corrigo Development team if you have any questions.

Theme Settings

REMOVED THEME SETTINGS

The following theme settings were removed in 7.6:

l Email for customer user name/password requestsl Show action commentsl Show Work Order Table Filters

NEW/MODIFIED THEME SETTINGS

Several new theme settings have been introduced and a few others have been modified.

l Default scope selector to -- select all : When this field is set to Yes, the scope selectorwill by default display an all scope. If this field is set to No, the scope selector will default tothe users primary customer. This setting only applies to contacts who are members of a cus-tomer group. Recommended setting = Yes.

l Show duplicate requests With the same model within the same unit: When enabled,the system will identify possible duplicates based on asset model. If clients maintain equip-ment in the system, it is never a sure bet that a requestor will choose the right equipment from

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multiple identical pieces. This option helps address that. (Recommended setting = enabled;same asset = disabled)

l Allow Emergency Requests: This setting has been modified. When = No, then an addi-tional page will appear in the service request wizard with language that can be configured inPage Customization section of Themes. (Recommended setting = Yes)

l Allow Provider Quotes: When enabled in View Only Mode, then quote detail will be visibleon the Work Order details. When enabled to View, Request and Approve, then an option willbe present at the end of the request wizard that allows the user to request a quote. Rec-ommended setting = View, Request and Approve. For details, refer to the "RequestingQuote" section of these release notes.

l Support Deferred Maintenance: Refer to the "Deferring Work" section of these releasenotes.

l Overwrite phone/email: This setting has been separated from the Overwrite contact namefor separate controls. Recommended setting: Overwrite contact name = No; Overwritephone/email = Yes.

l Display Address in Scope Selector: When enabled, the address of a site/location appearsas part of the customer record in the selector, as shown in the image below.

Figure 3-8: Customer Portal Scope Selector showing "Display address in scope..." setting enabled

l Show Slider: This field allows you to select which of three on/off controls you would like toenable for the slider: Spend Meter, Need Attention Message, and Announcement. Each ofthese options is discussed in the next section.

Displaying Slider Components

The slider is designed to grab the user's attention and focus it on a key piece of information. Thenew Theme Setting controls allow administrators to decide which, if any, of the following slide com-ponents will be displayed:

l Needs Attention Messagel Announcementsl Spend Meter

NEEDS ATTENTION MESSAGE

The Needs Attention message should be enabled in all cases. The Needs Attention slide displays awarning or confirmation when appropriate when there are items that need the users attention.

This is particularly helpful when the contact is looking at a list of work orders in a view that is notNeeds Attention, such as the Are Open or Have been closed views. In the image below,although the contact is looking at a list of requests with a status of "Are Open," the slider at the topof the screen still alerts the user that some of his or her work orders need attention.

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Figure 3-9: Needs Attention Slide

When there are no work orders needing the users attention, the user will get a message stating,"Congratulations! Nothing needs attention."

ANNOUNCEMENTS

The Announcements feature is unchanged since the previous release. Announcements are con-figured by going to Customer > Customer Portal Admin > Announcements and then appear on theportal as part of the slide show, as seen in the figure below.

Figure 3-10: Announcement creation and display

Announcements can be shown at the Customer Group, Work Zone, and Portfolio levels. CustomerGroup is generally the most useful, while Portfolio is included for backward compatibility for han-dling clients who have not yet set up Customer Groups to replace portfolios.

Note: Work Zone and Portfolio announcements only appear when a specific customer is selectedfrom the scope selector.

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SPEND METER

The Spend Meter is the third type of slide displayed on the Customer Portal. It displays how well agiven customer/store is doing against a budget and provides the following information in graphicalformat:

l

Actual Spendl Forecasted Spendl Budget Amount (when budgets have been configured)

The Spend Meter also takes advantage of customer groups and combines all stores' actual, fore-casted, and budget figures within the customer groups to display a set of overall Customer Groupfigures, as shown in the image below.

Figure 3-11: Spend Meter: Display combined budgets for all locations within the NorCal Group

To properly display the Spend Meter, the following must be true:

l One or more financial periods have been definedl A budget has been defined at the customer (store) level for the financial periodl The AP Statuses have been defined with Forecast Groupsl Work orders have been completed within a period with costs associated with them

In addition, to display a Forecast number, the Work Order Average Cost process must be enabledthrough Support. For more information, contact your Account Manager or Corrigo Support.

A current limitation of the Spend Meter is that it only takes Vendor/AP into account. A future update(7.7) will allow internally generated costs to be associated with the Spend Meter KPI.

For more information see Financial Periods & Budgets, below.

Notifications & "Needs Attention" ListThe notifications that appear when a contact logs in to the Customer Portal and views the Needs

Attention list are directly tied to their Customer Notification settings. In other words, Customer Noti-fications, which prior to 7.6 referred only to email alerts, now refers to both the email alert and thedisplay of the notification in the Needs Attention list.

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Notification Highlightsl Complete re-implementation of notifications for more flexibility

o Configure general alert settings like email globallyo Configure who receives alerts at the local level via themes

l Use of Customer Portal themes connected to customer groups allows a configuration

whereby some customers/locations receive alerts while other customers/locations (eventhose in the same Work Zone) do not

l Hierarchical approvall Individualized content for every notification typel Linking of email based notifications with appearance of items that need attention on the Cus-

tomer Portal so that a customer has a consistent experience between email notifications andwhat they see when they log in to the portal.

l Ability to send high priority emails for emergency priority work orders

Notification Thresholds & Authorization Limits

A new Notification Threshold allows Customer Contacts to be set up so that they only get notified

for things that really need their attention. This feature is a continuation of the string of enhance-ments that have been implemented to provide better control over the process of assigning andsending work orders to providers from the Customer Portal.

In the example below, the Regional Manager contact will only be notified on Quote Approvals orInvoice Authorizations when the amount is at least $1000, but less than $5000.

Figure 3-12: Detail of Customer Contact showing Authorization Limits and Notification Thresholds

When the theme setting Send Provider Work Orders is set to Based on Send Authority, a con-

tact will only be able to send work orders when they have a send limit. Limit is based on the "Not toExceed" (NTE) amount.

Configure Notifications: Quick Start

The following is a summary of the steps necessary to see notifications in the customer portal"Needs Attention" list and to start receiving email alerts:

1. Give the relevant user the System Administration privilege: Customer Notifications.2. Go to Customer > Notifications > Settings.

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3. Enable notifications for the appropriate type of work orders. Recommended setting = PMRMand Request

4. Go to Customer > Notifications > Types.5. For each of the events you wish to create a notification, do the following:

a. Enable itb. Provide content for the email alert

6. Go to Customer > Customer Portal Admin > Themes> [Choose Theme].a. Under "Send Notifications To," ensure that the proper contacts will be alerted. Rec-

ommended setting: Service Request Contact and All Store Primary Contactsb. Under "Work Order Table Configuration," ensure the Action field is set to show." If the

Action field isnotenabled, the Needs Attention view will not appear in the CustomerPortal.

Configuring Notifications

The new privilege Customers Notifications should be granted to all System Administrators. Thisprivilege grants access to two Customer menu itemsNotifications > Settings and Notifications> Typesas shown in the image below.

Figure 3-13: Customer > Notifications: Settings and Types

CUSTOMER MENU > NOTIFICATIONS > SETTINGS OPTION

The Notifications Settings option handles basic settings for customer notifications such as:

l Turning on notifications for the different types of work orders.l Setting the From address of the email notificationl Marking email as High Priority for emergency or escalated work orders

Figure 3-14: Customer > Notification > Settings Options

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CUSTOMER MENU > NOTIFICATIONS > TYPES OPTION

The range of Customer Notification Types that can be configured are displayed in the imagebelow.

Figure 3-15: Customer Notification Type Configuration

Clicking one of the notification types in the table, opens a screen that allows you to customize thenotification content and enable/disable it. The image below shows the "Quote Waiting For

Approval" details screen.

Figure 3-16: Details of the 'Quote Waiting for Approval' notification

You can configure the list of people who will receive each kind of notification by clicking the Storetab within the Customer Theme and then clicking the Edit button in the "Send Notifications To"field.

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Figure 3-17: Theme Summary showing Send No tifications To field

After clicking Edit, a configuration page like the one shown below appears.

Figure 3-18: Customer > Customer Portal Admin > Themes > [THEME] > Send Notifications To

The three columns on the Send Notification To screen are explained below:

l Service Request Contactenables notifications to the Contact and "Contact at" of the workorder. Note that if the user overwrites the contact address and the person they select is not aprimary contact with the primary setting enabled, the primary contact might not receive thenotification.

l AllStore PrimaryContacts copies the alert to all primary contacts for the selected store.l StoreGroupPrimaryContactscopies the alert to all primary contacts for the store group or

groups associated with the store/location.

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Troubleshooting Notification Problems

If you are not getting notifications, check the following:

l The Customer contact has a type configured, for example, Primary.l If theme settings specify only the work order contact receives an alert, make sure the Contact

and "Contact at" fields have not been overwritten on the work order.l The Customer Contact Notification Threshold is set appropriately. Generally, on money

related notifications, the contact will be alerted when the dollar amount falls between the con-tacts Notification Threshold and their Limits - Send or Authorization.

l The Customer Contact can view and approve Any Request, if you are expecting a notificationon a request not placed by a contact.

l Theme settings has verification or invoice workflow settings turned on. For example, if DisplayCompletion Verification and Satisfaction Rating is turned off in the theme, then the user willnot be alerted on Verify Work Notification.

l If you are using Customer Invoices and have Customer Invoice Approval workflow on, makesure the relevant AR Status has Display to Customer set to Yes.

Important Notesl Changes made to the notification configuration settingsdonot take effect immediately. It takes

an hour or two before the enabling/disabling of customer notifications, changes to contentchanges, and so on take effect.

l Notifications are processed in real time. A contact will only be notified for an event thathappens after they have been configured to receive alerts. As an example, if Bob Manager isadded as a contact at a store or location, Bob will only receive notifications for events thathappen after he was added. He will not see notifications for anything that happened before hewas configured. This prevents hundreds or even thousands of notifications suddenly appear-ing after a client is upgraded.

l If a contact overwrites the contact name field they will neversee this work order in their NeedsAttention list. They could however still receive email if they put an email address in the contact

at field. By overwriting the contact name, the work order loses its connection to the contact'srecord.

Minor Notesl The presence of multiple customer groups and multiple themes associated with the same cus-

tomer/location significantly complicates the configuration. It is strongly recommended to mini-mize the number of themes.

l Regarding email notifications, if there is no "from" address specifiedthat is, the Work Zonedoes not have an email address specified, the notifications will still be sent from the followingdefault email address: [email protected].

List of Notifications

There are two general types of notifications in the system:

l Information Only - Notifications thatonlygenerate an email alert, such as New Work OrderCreated, Work Order Placed on Hold

l Notifications Needing Attention Notifications that might also appear in the Customer Portal

The table below lists all possible Customer Notifications and the conditions under which theyoccur. For those that are classified as "Notifications Needing Attention," the table describes Themeor Contact settings that might impact the notification, as well as the standard resolution actions.

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Figure 3-19: Notifications Table

Recommended Notifications

The recommended notifications depend on industry and corporate organization. A standard Retailor Restaurant Work Order Network client with no techs and with field/store operations controllingmost of the work flow should have the following notifications enabled:

l New Message From Providerl Quote Waiting for Approvall

Vendor Invoice Action Requiredl Verify Workl Work Order Cancelledl Work Order Needs Sendingl Work Order Rejected

And set up with the following contacts to be sent the notifications.

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Figure 3-20: Notification Contacts Table

Request Quotes Through the Customer Portal

Based on client requests, the ability to request a quote via the Customer Portal is now an optionwithin the theme setting described previously.

New Theme Setting

There are three settings for quotes:

l Nol View Only The quotes are essentially read-only on the Customer Portall View, Request and Approve Enables quotes through the Customer Portal

When "View, Request and Approve" is enabled, a quote option appears as the final step of theService Request Wizard as long as the work order has been assigned to a connected provider.Quotes cannotbe used with non-connected providers.

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Figure 3-21: Request Wizard showing the Quote option.

Quotes on the portal operate just like quotes entered through the Back-Office Portal. If a userselects the I want a Quote option at the end of the Wizard and then clicks the Submit Requestbutton, the WO will be created and sent to the provider with the Request Quote flag.

Figure 3-22: Detail of Provider interface with a Requested Quote Flagged

Quote Alert and Review Quote

After a provider has submitted a quote, a Quote Notification is sentassuming quote notificationshave been enabledand the work order appears in the "Needs Attention" list of the Customer Por-tal along with a Review Quote button, as shown below.

Figure 3-23: Detail of Customer Portal "Needs Attention" List showing a Review Quote action button.

Clicking this button brings up the Review Quote screen shown below.

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Figure 3-24: Review Quote Dialog

Clicking the Approve button sets the quote status to Approved, as shown below, and updates theNTE, which is what happens when quotes are approved through the other interfaces.

Figure 3-25: Approved Quote & Updated NTE

Deferred WorkTracking a deferred maintenance backlog allows a company to have visibility into their growingmaintenance liability. For this reason, we have introduced the concept of Deferred Work in version7.6.

Deferred work has several uses. In an environment of budget cuts, our clients are interested indeferring open work orders until a later budget period. Another example is a big ticket item. Workorders can be created for short term fixes while a deferred work order is created for the ultimate

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resolution For example, a work order topatch a roof is created and dispatched to the vendor whileat the same time a deferred work order to replace the roof is created. Deferring a work orderplaces it on-hold with a status of Deferred.

Deferred v. On-Hold Maintenance

Note: Deferred maintenance is not what we typically think of as on-hold maintenance.Deferredmaintenance is proposed maintenance that may or may not happen pending a decision. Standardon-hold maintenance is maintenance that is already approved, it is just waiting for some short termevent to occur before the work can be completed: for example, a part of a scheduled visit to a main-tenance site.

New Theme Setting

Similar to the Quote functionality, a new "Support Deferred Maintenance" setting is available as aCustomer Portal theme setting with three options:

l No Not visiblel View Only Deferred maintenance is visible but WOs cannot be deferred or released through

the Customer Portall Full Control Enables deferred maintenance WOs to be handled through the Customer Por-

tal

Defer and View a Work Order

When the defer setting is enabled, the user is presented with an option on the final page of the Serv-ice Request Wizard, as shown below.

Figure 3-26: Last Step of Request Wizard showing the defer option.

Some notes about deferred work orders:

l They get assigned, but are not sent.l They have their due dates cleared.l They can be viewed by choosing the "Are Deferred" option in the View selector, as shown

below.

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Figure 3-27: Selecting the Deferred work option in the View list

Release a Work Order

A deferred work order can be released by selecting the Release option in the list of availableactions, as shown below.

Figure 3-28: Available Actions on a Deferred Work Order

When a deferred work order is released, the following occur:

l The work order status changes from On-hold to Newl The due-by date of the work order is automatically recalculatedl The user is given the option of sending (dispatching) the work order

Deferred Via the Back-Office Portal

To defer a work order from the Back-Office portal, the work order is put on-hold and "Deferred" isselected as the reason why, as shown below.

Figure 3-29: Deferring Work from the Back-Office Portal

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Financial Periods & Budgets

A new system for financial reporting periods has been introduced, replacing the previous timeframes.

The financial reporting periods and budgets have a direct impact on the Spend Meter, which is now

part of the Customer Portal. During upgrade to 7.6, any custom Time Frame that was based onspecific dates should migrate to the financial periods. Relative time frames, those using a formula,will not migrate and instead will be replace by the standard time frames described below.

Standard Time Frames

The following standard Time Frames remain and should be visible in all reports:

l Previous: Day/Week/Month/Quarter/Yearl This: Week/Month/Year/Today

Defining Financial Reporting Periods

Configure client specific time frames in the new menu item available at Financial > Settings > Finan-cial Periods, as shown below.

Financial Periods can overlap. For example, any given day may be part of a Period, a FiscalQuarter, and a Fiscal Year. Be careful not to have overlapping periods as that may result inunexpected outcomes.

Figure 3-30: Financial > Settings > Financial Periods

The custom defined financial periods are displayed along with the predefined reporting time framesin the report parameter dropdown menus and in the Customer Portal as part of the Spend Meter.

Figure 3-31: Detail of Customer Portal Spend Meter showing Financial Periods.

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FINANCIAL PERIODS IMPORT/EXPORT

A New import/export is available for ease of creating financial periods.

Defining budgets

Budget functionality has migrated to Customers. Budgets are based on defined Financial Periodsand are configured in the Customer Details, as shown below. Customer group budgets are auto-matically calculated as the sum of all customer budgets within the group.

l Portfolio budgets have been movedl Work Zone budgets have been moved to Customers.

Adding or double clicking on a budget for a customer opens the Customer Details screen, wherebudgets can be added and edited.

Figure 3-32: Customer Details showing Budget Configuration

Clicking a link in the Budgets field opens an Edit Budget screen like the one displayed below.

Figure 3-33: Edit Budget Dialog

REPORTING BUDGETS IMPORT/EXPORT

An import/export called Reporting Budgets is located under the Other section and is available todefine budgets. An example of the export for previously described budgets is shown below.

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Figure 3-34: Example of exported Reporting Budget data

AP Invoice Export

This is a new feature that should help make for a smoother transition from having no work order net-work to using the Work Order Network. This feature should be used instead of a report in situationswhere there is no AP invoice integration.

Clients who did not have integration, but who had authorized vendor invoices in CorrigoNet thatthey wanted to send to Accounting for payment would do the following:

1. Authorize invoices in the system.2. As a Back-Office user with the proper privileges, navigate to the AP Invoice Export screen

shown below.

3. Click the Export button, at which point the system generates a file, such as an Excel file, just

like import/export, and prompts the user to open or save the file.4. Select Save (or Open).5. The system then updates all of the invoices to Exported.

The file that is created can then be sent to Accounting electronically for upload to their AP sys-tem or it can be printed and sent to them as a hard copy. Savvy clients will likely be able to con-figure the export to match their AP systems file import requirements.

AP Invoice Export Configuration

Two privileges are applicable to the new AP Export feature:

l Financial AP Export Configuration(providers user with access to Financial > Settings > APExport Config page)

l Financial AP Export (providers user with access to Financial > AP Export page)

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On the AP Export Config page, you define the following:

l The format of the export including the fields that will be exported, the order of the fields, andthe column headers.

l The status of the invoices that will be exportedl (Optional) The ability to concurrently print out paper copies of the invoices for clients who need

paper copies.

The image below is the configuration used in to produce the sample export file in the previous sec-tion.

Figure 3-35: Financial > Settings > AP Export Config page

Default Expense Account (GL) Coding

Several clients expect the Account (also known as GL Code, Expense Code, Account Code,or AP Account Code) field to be set to a default value based on the Asset. Prior to 7.6, two scriptswere used to automate the default setting of the Expense Account Code.

In 7.6 we have created a feature that allows the Account Code to be associated at the Model Level,so that when the work order is created, the default account code is automatically populated in theexpense account code field.

1. Turn this feature on by going to Financial > Settings > General and selecting the Yes radio but-ton.

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2. Ensure your account codes are configured.

3. Configure the proper Account Code for the Asset

Assuming that each of the steps above have been completed beforehand, when a work order iscreated with a model that has a default expense account code, the work order will have that codepre-populated, as shown below.

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Figure 3-37: Example of Vendor Invoice Review Report

The report uses the Work Zone phone number, configured at Assets>Work Zone Setup>[WorkZone]>Contact Information, shown below.

Figure 3-38: Detail of Work Zone Contact Information showing the phone number used to determine the IVR call-

ing from number.

Note: IVR is a variable cost. Contact your Account Manager or Corrigo Customer Support if youare interested in adding this service.

Access to Documents

Clients have often requested the ability to make documents like site maps, maintenance pro-cedures, pictures, etc. available to customers via the portal.

Show Customer Documents

A new setting is available in the theme settings page under the Home Page View section. Whenset to Yes, it adds a "Documents" option to the View dropdown list displayed on the Customer Por-tal homepage.

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Figure 3-39: Detail from Customer > Customer Portal Admin > Themes

When set to Yes, it adds a "Documents" option to the View dropdown list displayed on the Cus-tomer Portal homepage, as shown below.

Figure 3-40: View Documents dropdown on Portal Home Page

Selecting "Documents" and the clicking the Go button, takes the user to a screen that displays alldocuments associated with the selected customer,

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Figure 3-41: Documents page: showing three documents associated with this particular customer

The documents displayed are those associated with the Customer or Customer group. The exam-ple above shows the documents associated with that customer, configured in the Customer Detailspage of the Back-End Portal, as shown below.

Figure 3-42: Customer Details showing documents

Note: Customers only see documents related to the specific customer. They do not see doc-uments associated with the customer group that are not directly related to the selected customer.

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Request Approval Extensions

A number of changes have been made to the Request Approval process to better support variousclient work flows, including the need in commercial property management for hierarchical approv-als. To more easily understand these changes, take the example scenario of a store manager who

places a request that exceeds his/her limit according to the Work Order NTE value. When this work-flow is turned on, the work order is placed On-Hold and someone with sufficient authority, such asa Regional Manager, is notified to review and approve the request. When approved, the workorder is then sent to the assigned resource.

Scenario Setup

In order for this sample scenario to work correctly, the system must be set up appropriately, withthe following:

l Theme settings activated, with the following values selected:o Enable request approvals Ono Automatically send any work orders in the new status On

l Notifications turned on, specifically the Request Needs Authorizingo Type is enabledo According to the theme, the Regional Manager will be sent the notification (send to Cus-

tomer or Customer Group Primary)l Contacts are set-up

o Store Manager The work flow will only be enabled when a request is placed on a WOthat exceeds the managers limit

o Regional Manager Has sufficient authority to approve andhis/her notification thresh-old is below the NTE

l NTEs are set up

Scenario Steps

1. Store manager places a request via the portal.2. Contact selects the get the work done option.3. On the confirmation page, the manager see a note that the work has been created, but not yet

sent.

4. The Regional Manager receives a notification entitled, "New Work Order Requires Sending."5. The Regional Manager logs in and sees the work order that requires attention.

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The Request limit field restricts the work a contact may request from a vendor based on NTE, whilethe Authorization limit field restricts the value of invoices the contact may authorize.

Theme Settings for Workflow

Prior to 7.6a, there was a single Theme Setting called Send Provider Work Orders that had a sin-

gle option: "Based on Send Authority." This has been replaced by two settings:l Enable request approvalsl Automatically send any work orders in the new status

Figure 3-44: Customer > Customer Portal Admin > Themes > [Theme] > Settings

ENABLE REQUEST APPROVALS

This setting is used to restrict a contacts ability to send work to vendors. When it is enabled andanew work request is createdas opposed to an estimate or deferring the workthe WOs NTE iscompared to the contacts Request Limit. If the limit is insufficient (NTE>Limit), then the work orderis placed On Hold with a reason Request needs customer approval."

AUTOMATICALLY SEND ANY WORK ORDERS WITH A STATUS OF NEW

When this is enabled, new work orders are automatically sent to service providers. When a workorder has a status of New via the portalthat is, it is created, approved, re-assigned, and so onitis sent automatically.

A work order is sent whenever it meets one of the following criteria:

l It is created and given a status of New"l It is approvedl It is re-assigned and the status becomes Newl It is un-deferredl An estimate is accepted

SUPPORTED WORK FLOWS

The Work Flow settings are there to support the two primary use cases: where the Customer Por-tal communicates directly with the vendors and needs to automatically send work orders or wherethe Customer Portal communicates with a facility group, who then communicates with the vendors.

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Work Flow

Enable

Request

Approvals

Automatically Send Any

Work Order That Has a

Status of "New"

Store managers (contacts) have full authority to manage

all maintenance for their stores.Off Yes

Store creates requests but work is actually dispatched tovendors by a facility team.

Off No

Store managers have limited authority. At a certain $ level

their requests must be approved before being dispatched

to vendors.

On Yes

Store creates requests, at a certain $ level requests must

be approved. After approval, a facility team performs the

dispatching.

On No

Approving a Request

When a work order is put on hold due to request approvals being active, the reason given is"Request needs customer approval" and the customer notification "Request Needs Authorizing" istriggered automatically. Work orders in this state will contain a Review Request action buttonwhen viewed through the Customer Portal.

The notification is a modification of a prior notification and can be seen in the Configuration pagesshown in the two images below.

Figure 3-45: Customer > Notifications > Types

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Figure 3-46: Customer > Customer Portal Admin > Themes > [Theme] > Send Notifications

APPROVAL LIMIT

If the user does not have a sufficient request limit to review a request, they will see a Warningscreen that displays the following text: The NTE in this work order is greater than the maximumdollar amount you are allowed to approve. Someone with a higher request limit will need to login toapprove it.

ON APPROVAL

If the work order is approved, it is re-opened and the note entered is added in the "Re-open com-ments" section. The work order will then be sent if it is assigned to a connected providerandtheCustomer portal theme setting Automatically send approved work orders is set to "Yes."

REJECT

If the work order is rejected, the cancellation is marked with the reason Customer CancelledRequest and the contents of the text are used to populate the "Reason for the cancellation" sec-tion of the order.

Customer Portal Assignment Enhancements

Feedback from clients was that they wanted the ability to force their stores to use a primary vendor

initially, but to allow reassignments if the selected vendor rejected the work order.

Prior to 7.6a, there were two portal theme settings:

l Allow assignment/re-assignment with options:o Noo To preferred providers onlyo To any provider

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l Allow auto-assignment from the Customer Portal with options:o Yeso No

There was a problem in that the two were interconnected: if Allow assignment/re-assignmentwas set to any value other than No, then the Allow auto-assignment from the customers portal

setting was ignored.To fix this, two new independent settings were created: Assignment and Re-assignment.

Figure 3-47: Detail of Themes settings page

Assignment Settings

The Assignment option comes with the following four options:

l None The assignment selection page is not shown in the wizard and auto-assignment is

switched off when the work order is created. The resulting work orders will always be unas-signed.

l Automatic The assignment selection page is not shown in the wizard and the work order isauto-assigned when created. The resulting work orders may or may not be assigned.

l Assisted (to preferred providers) The assignment selection is displayed, showing only pre-ferred Providers.

l Assisted (to any provider) The assignment selection page is displayed showing all Pro-viders.

Re-assignment Settings

The Re-assignment option comes with the following three options:

l None There is no re-assign option in the available actions dropdown on the work orderdetails page. Work order rejected notifications are not sent.

l Assisted (to preferred providers only) There is a re-assignment option and work orderrejected notifications are sent.

l Assisted (to any provider) There is a re-assignment option and work order rejected noti-fications are sent.

Use of the New Settings

The new settings are designed to be used in the manner outlined in the following table.

Policy/Organization Supported AssignmentRe-assign-

ment

Operations has a high degree of decision making and handles all assign-ment decisions down at the store level

Assisted Assisted

Operations are required to use preferred providers but can re-assign in

the case of exception (e.g. the work order is rejected or the provider is

non-responsive)

Automatic Assisted

All assignment/re-assignment handled by a facility team and the assign-

ment process is invisible to operationsNone/Automatic None

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Note: The automatic/assisted configuration (the second row above) does not explicitly prohibitstores from assigning work for reasons other than exception, but it is expected that this will beenforced through communication of company policies outside the context of the system.

Dependencies

The Notification: Work Order Rejected is now dependent on the "Re-assignment" option not beingset to None.

The Release action will only be visible when the "Re-assignment" option is not set to None.

On Upgrade

On upgrade, the old settings are migrated in the manner outlined in the following table.

Old Settings New Settings

Allow Assignment/Re-

assignmentAllow AutoAssignment Assignment Re-assignment

No No None None

No Yes Automatic None

To preferred Don't care To preferred To preferred

To any Don't care To any To any

New Work Order Table Fields

The following fields have been added to the Portal Work Order table:

l Age Thisis listed asX day(s)l Needs Attention This is the age of the highest priority work order action visible to the user. In

other words, it displays how long the work order has been waiting in the contacts "Needs

Attention" list.l Detailed Status - When the status is either Needs Attention or On-Hold, this field showsthe reason for the hold or the attention. Otherwise, it shows the status. This is expected to beused in place of the status, not in addition to the current status.

The new fields are configured through the interface shown below.

Figure 3-48: Customer > Customer Portal Admin > Themes > [Theme] > Work Order Table Configuration

When visible in the Customer Portal, the new fields are displayed in the following manner.

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Figure 3-49: New fields shown

Improvement to the Last Step of the Wizard

Prior to release 7.6a, when users were creating an "Emergency" work order, when they arrived atthe final step of the wizard, they were presented with multiple options. Although the user couldselect any of the options, some of the options opened pages notifying the user that their selectionwas not valid because they were creating an Emergency work order.

Users of the system found this approach to be frustrating: it allowed them to make a mistake andthen instructed them to go back and correct it instead of preventing them from making the mistakein the first place.

In the current release, the final step of the wizard contains only one active option: I just want thework done. Users can then put an explanation next to the work done option.

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Back-Office Portal

BACK-OFFICE PORTAL

Email Based Quote Approval

This enhancement allows system users to approve submitted quotes and requests for NTE

increases by replying to the received quote alert.

Configuration

In order to configure email based quote approval, the following requirements must be met:

l The Quote Submitted/NTE Increase Request Alert option must be enabled.

l The user, not the customer contact, must have access to the locations for which a quote isbeing requested.

l The user must be subscribed to the alert and have a properly configured alert address.

l The user role must have sufficient authority to approve the quote amount, as designated onthe Role Name screen for the user.

Note: To ensure integrity of responses, users replying to approve the work order must have anemail address that is unique to that user.

Use ScenarioThe following is a very simple usage scenario:

1. A service request is created and assigned to a provider.2. A quote is requested and the WO is sent to a provider.3. The provider fills out the quote and submits it.4. The user receives an email alert titled Quote of NTE increase request on WO#...."

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5. The user replies to the email with the word approve or reject."

6. The system receives the reply and processes it as an approved quote.

7. The user receives an email confirmation.

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Back-Office Portal

If there is a problem processing the approval/rejection, an email is sent to the user providing detailsabout what is wrong.

Possible Responses to Quote approval Request

When a user replies to a quote approval request, the following responses are possible:

l Success - The recipient of the request has sufficient authority and the Approved or Rejectedaction has been successfully executed

l Insufficient authority The recipient of the request lacked the authority to approve the request.l Action Error - An error occurred when the recipient of the request tried to take action.l User not valid The reply email was successfully processed, but the sending email address

was not associated with a valid user. This error also occurs when there are two users in the

system with the same email address.l Already performed The approve/reject action had already been taken when the request was

received.

Specialty Groups & Dispatch Board Specialty Group Filter

With the introduction of the updated Store Portal, clients are beginning to co-mingle other types ofwork orders such as IT work orders with traditional R&M. As an example, three different internalorganizations are using the Corrigo Customer Portal to support service requests. In this situation,work orders from three distinct functional groups are handled concurrently. However, each ofthese functional groups wants to manage their own work orders while excluding work orders fromthe other groups.

The new Specialty Group Filter creates the ability to create groups of specialties and provides ashort-cut for users to filter out work that is not within their domain. For a client who has a largenumber of specialties, users will much more easily be able to filter the Dispatch Board by dese-lecting all other specialty groups and choosing a single group when compared to the current modelwhere they have to deselect all specialties and select the 40 specialties that they care about.

To activate the new Specialty Group Filter, users select the"Specialty Group Filter" on the Dis-patch Board, as shown below.

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Figure 4-1: Specialty Group filter

Clicking the filter opens the screen below, where users can select the groups they want to filter:

Figure 4-2: Specialty Group screen

Note: Specialty groups are not intended to control data; their objective is to help the user hide irrel-evant information, not restrict access to a subset of work orders.

Configuration Notesl Specialty groups are accessed and configured through the Knowledge Base option on the

Our Company tab.

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Back-Office Portal

l Any number of specialty groups can be defined for any set of specialties in the system.

l The Unknown Specialty option on the Specialty Group Definition screen is treated as its own

specialty and can be included or excluded from any groupl Access to the Specialty group page is controlled by the existing privilege, Company Knowl-

edgeBasel A Dispatch Board setting, "Use Specialty Groups," must be enabled in order to have access to

the Specialty Groups functionality.

Financial Reporting Periods

The following additional standard reporting periods were added to the system to help clients pro-vide more appropriate reports, especially with subscriptions:

l Last 48 hoursl Next Week

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l Prior 7 daysl Prior 30 days

These options appear in the report parameter time frame field, as shown below.

Figure 4-3: Detail from report view page showing the new time frame options.

Disallow Vendor Invoice Authorization When WO Is Active

A new global setting disallows Vendor invoices to be set to a Read-Only status when the workorder is not yet competed.

Figure 4-4: Financial > Settings > General

This allows the legacy behavior of the system to be activated, which was relaxed in 7.5 in order tosupport Vendor pre-bills. The relaxation of the constraint became problematic for some upgradingclients who require work orders to be completed before the invoice can be authorized or set toanother appropriate Read-Only status. On upgrade, the default setting is Yes.

Tenant COI Extensions

Support was added for two COI use cases:

1. Tenant submits more than one Acord 25 form, since the different insurance categories can bedistributed across multiple COI documents, for example, one COI for general liability and oneCOI for workers comp. In the original design, it was assumed that there would be just a singleCOI document.

2. Tenants submit an additional form for Commercial Property Liability. In the original design, itassumed that the Acord 25 form was the only form used.

Change to Customer Theme Settings Layout

Over time as more and more settings have been added to the Customer Portal Settings page, thegrouping and ordering of the settings has become somewhat haphazard. With this release, the

Customer Portal settings have been updated in a more logical and consistent order.Additionally, many of the settingslabels and optionshave been improved for consistency andcomprehension.

Logged In User Access to Stock Locations

Prior to 7.6a, a user of the Back-Office Portal could only selects parts and materials from the"Assigned To" users stock locations when adding a material item in actual costs to a work order.

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Back-Office Portal

This has been changed to address a use scenario for stock locations where the corp user shouldalways be able to select parts and materials from within their own scope of stock locations, not nec-essarily the assigned to user.

New Materials Management Setting

A new materials setting, "Grant corp user access to Stock Locations" provides the following twooptions:Assigned toUserand Logged InUser, as shown below.

Figure 4-5: New Materials Management Setting

The default setting is Assigned to User, which is the way the system functioned previously. Whenthe setting is changed to Logged In User, a useron theBack-Officeportal onlywill see in stockand out of stock locations within their own scope, not the scope of the assigned to user.

Log In to Portal from Contact Details Page

The Customer Service Request Wizard (CSR Wizard) is being deprecated beginning in version7.6a. In its place, users will now be logged in to the Customer Portal when placing a request fromthe Contact page, as shown in the screens below.

Figure 4-6: Detail of Contact Details page showing Portal log in button

Clicking the Customer Portal link on the screen above opens the Customer Portal home page forthe user.

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Figure 4-7: Customer Portal home page

This makes for a more consistent use between CSR and Customer contact and also allows theCSR to take advantage of the Portals many new features that were not available through the CSRwizard.

The following are important notes relating to this change:

l On upgrade, the CSR Wizard should be turned off. However, it is still available for creating a

request from the Customer Details (as opposed to the Contact Details) page. The rec-ommendation is to leave this turned off as the Wizard will be going away in future releases.

l When a user places a request on behalf of a contact through the Customer Portal, that actioncan be tracked to the user by referring to the action log.

Display Provider Labels in the Back-Office Portal (CN-2139)

Labels may be used for all sorts or grouping and organizing purposes, such as to identify providerswilling to work after-hours versus those who do not. Provider labels were added as a feature in 7.5,but they were not made visible until this release.

l Labels can be configured by going to WO Network > Labels.l Labels can be assigned to providers through the Provider Details page shown below.

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Back-Office Portal

l Provider labels appear on the "Assign the Work Order" screen

and in the "My Providers" list

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Tablet Extensions

TABLET EXTENSIONS

Support for Providers

Assignment and reassignment to vendors/providers can be made from the assignment screen.

Selecting the Assign (or Re-assign) option in the Actions menu opens the Assign Work Orderscreen, which contains a Vendors tab on the left-hand side, as shown below.

Figure 5-1: Assignment dialog, vendor tab selected

When you select the Vendors tab, the screen displays a list based on zip code and service spe-cialty. To assign/re-assign a provider, simply select the checkbox beside the provider's name andthen click the Apply button.

Note: Because there is not a single "Assign and Send" option, users must first assign the workorder and then use the Send command in the main Action menu to send the work.

After clicking Send in the Action menu, an editable Send Work Order to Vendor screen appears,which also allows you to request a quote if you want one.

Figure 5-2: Send Note dialog with Quote option.

Clicking the Send button on this screen then sends the work order to the vendor.

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Display Flags

The Home page now contains a Flagged Work button on the left-hand side that provides a quickway for users to see all flagged work orders.

Figure 5-3: Tablet home screen with Flagged Work option.

Work Order flags are clearly visible in the Work Order list along with the reason for the flagging,which allows users to quickly identify work orders that need attention. In the screen below, thework order has been flagged with the reason, "Quote submitted from provider."

Figure 5-4: Flagged Work Orders - In this example,

Users can clear flags by selecting Clear from the Action button in the top-right corner of the screen.

Quote Approval

You can click the Vendor Quote button on a work order to view details of the quote.

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Tablet Extensions

Figure 5-5: Vendor Quote button

After clicking the button, a Vendor Quote screen appears, giving you the option to Approve orReject the quote, using the related buttons in the Actions menu.

Figure 5-6: Vendor Quote Details

Internal Note: The Vendor Quote navigation button must be enabled in order for this feature to beavailable to end-users. For an Admin user with appropriate privileges, this is available on the CorpPortal at the following location: Our Company > Mobile Clients > Display Config > Configuration ofNavigation Buttons for Mobile Tablets.

Email Work Orders

Clicking on the Action Icon,

Users can now email work orders directly from the tablet by clicking on the Email icon:

After clicking the icon, a dialog like the one shown below appears. The work order will be sent as acover email with a .htm attachment.

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Figure 5-7: Work order email screen

Note: The new setting that defines the print template attached to emailed work orders generatedfrom a tablet can be found at Work Orders > Settings > Details. The setting field looks like the fol-lowing:

Figure 5-8: Detail of Work Orders > Settings > Details page

Work Order List on Customer Page

The Customer/Contact page, accessed from a navigation button on the tablet WO Details screen,now displays Work Orders panel, as shown below.

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Tablet Extensions

Figure 5-9: Customer page showing new Work Order panel

Limit Creation of Grandchildren Work Orders

To improve usability with work plans/child work orders, grandchild work orders can no longer be

created on the tablet. If a user selects "Create Work Order" from within a child work order, theoption they will see is "Create Child from Parent," as shown below.

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Figure 5-10: Child Work Order showing Create Work Order options

In the example above, work order #TL0020.01 is already a child. Creating a child from the parentthus creates the next serialized child work order: in this case, TL0020.02, as shown below.

Figure 5-11: Child Work Order created from another child

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Other Enhancements & Changes

OTHER ENHANCEMENTS & CHANGES

Import/Export Changes & Enhancementsl Customer Notes - import/export for customer notes: There is one row per note with the fol-

lowing columns: ID, CustomerNumber, DateTime, Note, ByUserID, NoteTypel Announcements Import/Export - import/export for announcements. On export, exports all

Announcements

WON/Service Providers Enhancements

The following is a short list of some of the changes that were made to the service providers as partof 6.13. Service providers will receive or have already received their own notes regarding thesechanges.

l (WON-562) Switch to selectively show provider gradesl (WON-561) Restore Learning center linkl (WON-553) Update WON WO# from 6.x->7.xl (WON-547) Verification Feedback to Providersl (WON-564) Show Provider Gradesl (WON-554) Provider emergency escalation

Work Description in Completed Work List

The Work Description now appears as a pop-up when you hover your cursor over the CompletedWork Order List.

Figure 6-1: Detail of View by Completed Work Order list showing work description in the pop-up

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WSDK Changes

WSDK CHANGES

The following sections list the WSDK changes that were made during the last major release (7.6)and the subsequent minor release (7.6a).

Release 7.6 ChangesThe following changes affecting WSDK were made for release 7.6:

l A patch was made to 7.5c and added back a "cleaning" feature where, on import, multiple con-secutive spaces within a field are reduced to a single space (CN-2110)

l Create import/export for theme settings was added (CN-2049)l WSDK import methods fail with an exception: "The remote server returned an error: (500)

Internal Server Error." (CN-2218)l An ExpenseAccountCode field was added to Model import/export.l A FinancialRegions WSDK scheme and Excel import/export were added (CN-2155)l A NotificationThreshold field was added to the Contact schema and Excel import/export.

Release 7.6a ChangesThe following changes affecting WSDK were made for release 7.6a:

l A new element was added to CustomerInvoice object (CN-2469).

Name: Specialty

Type: String

Length: 40 (same as WorkOrder.Specialty)

l Added EstimatedCost, EstimateDetails to CustomerInvoice Object (read-only) (CN-2472)l For Provider Imports, when Action="delete", suspend the Provider (CN-2489)l Added IsRelatedTo field to Specialty imports for both Excel and WSDK (CN-2567)l Fixed the following issue "WorkZone import containing xml name space does not associate

portfolios to the imported work zone"(CN-2362)l Added support for 4-digit rates submitted from WorkTrack as part of provider invoice (CN-

2531)

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JIRA Change Requests & Defects List

JIRA CHANGE REQUESTS & DEFECTS LIST

Change Requests

The following table lists all of the change requests that were completed for this release and pro-

vides a brief summary of what was done.

JIRA

Issue#Issue Type Components Summary

-- Change R equest Reports

Prior to 7.6a we only supported custom permissions for

report folders. Now, custom permission are available

on reports as well.

CN-2022 Change Request ReportsAdd seasonal visit fields to PMRM Report Wizard Tem-

plate.

CN-2087 Change Request Corporate Web

Modifications to search page filter:

1. Set the default to include Completed within the last

90 days2. Remember the user's settings within the session.

CN-2092 Change Request Reports

Extend PMRM Schedule Report Wizard to include:

Item Asset

Task

Description

NTE Work Order Model and Task

CN-2093 Change Request Corporate WebOn PMRM Schedule page, make the search option

(include suspended schedules) OFF by default

CN-2098 Change Request Customer Portal Simplified customer portal contact info


Option to send emails with "High Importance"/Priority

for user alerts on emergency work orders. To enable,

go to: Work Orders > Settings > Alert Settings: Emer-

gency Alert Settings: Set emails to high importance =

Yes

CN-2107 Change Request Corporate WebAdd "AP Invoice Exported on" [Date] as a search

option on the Mass Manage page.

CN-2108 Change Request Corporate WebCreation of an AP Invoice Export feature to allow for

quick implementation prior to integrations

CN-2110 Change Request Web Services

Added back import "cleaning" feature where, on import,

multiple consecutive spaces within a field are reduced

to a single space


Automate PMRM Expense coding by adding Expense

GL Account codes settings to PMRM schedules

(under customer and vendor invoice tabs)


Add Insurance as a search criteria on Organization

page: Allow a search for organizations where "Insur-

ance" starts with

CN-2125 Change Request Corporate Web Remove "Simple Customer" export option and modify

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JIRA


text to entry for import.

CN-2129 Change Request Customer Portal Provide an option to show duplicate warning on model

CN-2137 Change RequestSubscription

Reports

To better support subscription reports for large cus-tomers, Customer Group has been added as an initial

scope selection parameter to work order and financial

report templates. Allows creation of reports for specific

customers corresponding to a customer group. Very

useful for Facility Service Provider clients.

CN-2156 Change Request Corporate Web Hide the "Enable Voice Alerts" setting

CN-2207 Change Request Corporate Web Updated CorrigoNet "favicon"

CN-2247 Change Request Administration

Minor Corp Theme/Color Issues:

1. Separate color controls for:

a. Table Header Background

b. Alt Text/Control Box (see attached)2. Allow .png files to be used as logos

CN-2254 Change Request Administration

Changes made to customer portal logo configuration

pages. Simplifies the page and contains upload to an

image size that will fit.

CN-2283 Change Request WON

Modify WON translation so that the Work Done

Description in WorkTrack is copied to both the Work

Completion comments AND the Invoice Comments in

CorrigoNet

CN-2307 Change Request ReportsWhen computing total width of tabular report, include

grouping columns

CN-2361 Change Request Reports Add "Issue to" to the Parts and Materials Inventory >Transactions report wizard

CN-2397 Change Request Corporate WebExtend Customer Group import/export to include: Por-

tal Theme setting


Remove WYSIWYG HTML editor option from Cus-

tomer Portal Label Updates as the new portal will not

support more complex custom layout changes.


On Customer Group Search Page, default selector to

"Group Name" starts with as there is no other option,

there is no reason to have to select it every time.

CN-2424 Change Request Customer Portal

On the Service Request Wizard Last Step, if the

request is an emergency, disable all radio selection

except I just want the work done and present an expla-

nation.

CN-2427 Change Request Corporate WebIncrease the length of customer special instructions to

1024

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JIRA Change Requests & Defects List

JIRA


CN-2434 Change Request Customer PortalA new customer portal theme setting show/hides the

"contact us' link on the home page.

CN-2470 Change Request Customer Portal

"Customer" and "Customer Group" grouping labels in

the CP scope selector have been added as themelabels

CN-2475 Change Request Auto-loginSupport for passing login credentials as part of form +

POST request as opposed to only via URL parameters

CN-2476 Change Request Customer PortalDisplay OnHold/Needs Attention reasons on the cus-

tomer portal work order details page

CN-2479 Change Request Corporate Web Remove the customer portal setting "Backup Phone"

CN-2482 Change Request Customer PortalHide Passwords on the customer portal preferences

page when they are read-only


Replace the organization dropdown on the Provider

details page with a type ahead dropdown, this bettersupports clients with thousands of organizations.

CN-2493 Change RequestVisits, Noti-

fications

Verification notifications shall not apply to visit work

orders

CN-2533 Change Request Corporate WebExpose Vendor Price List Import/Export in WON mode

(previously it was dependent on pre-WON module)

CN-2608 Change Request Corporate WebApply auto-routing routine when WO is assigned On

Hold status upon creation

Defect Fixes

The following table lists all of the defect fixes that were completed for this release and provides abrief summary of what was done.

JIRA


CN-

1472Defect Corporate Web

Fixed: Visits Import: Time values are not correctly treated

- in case of incorrect values errors should be shown.

CN-


Fixed: Work Order verification date & time should be dis-

played according to Work Zone local time on WO Details

Page>> Add'l Fields >> Verification sub-tab

CN-

2091

Defect Corporate WebFixed problem with searching for PMRMs containing "+"

in Schedule NameCN-

2101Defect Corporate Web Fixed: Alerts are not shown in the Communication Log

CN-


Fixed: Work orders with null due date are not shown on

the Mass Manage page

CN-


Fixed: Problem with adding a Financial Period when you

specify Start and End Date using Calendar Control

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JIRA


CN-


Fixed: Problems with Specialty Name containing special

chars

CN-

2197 Defect Corporate Web

Fixed: Issues in Communication Log on Work Order

Details Page

CN-


Fixed: Problem with entering too long value into "Contact"

or "Contact At" fields when creating a WO on Corp

CN-

2226Defect Customer Portal Fixed: HTTPS is not forced for Customer Portal

CN-

2233Defect Customer Portal

Fixed: IE 7 Customer Portal: Rating drop-down doesn't

show all content

CN-

2282Defect Customer Portal

Fixed: "Other" task creates a work order with due date

based on 'emergency' priority

CN-


Fixed: PM generated work orders don't include Descrip-

tion text in "Work Description"

CN-


Fixed: When a user is assigned to several teams, a wrong

team is used during auto-assignment

CN-


Fixed: Work Order Import with FireAlert field set to No still

sends out alerts to assigned users

CN-


Fixed: When a user changes Weekly PMRM schedule

occurrence to Monthly via excel import, the system

should automatically change RecurranceFrequency field

value to "1"

CN-


Fixed: Problem with uploading Customer Portal Logos of

TIF format

CN-


Fixed: "You cannot APPROVE .... " message is shown if

user without sufficient permissions tries to REJECT

quote.

CN-

2527Defect Tablet

Fixed: A print out is not attached as a separate file in

emails sent from Tablet

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Glossary

GLOSSARY

Term Meaning Equivalent Terms

Company

Corrigos customer using CorrigoNet, who is usually a Service

Requestor on the WON.

Requestor, Client, Cor-

porate User, Back OfficeUser

ContactA Customer end user who may request service. (often by log-

ging in to the Customer Portal)

User, Internal Customer

Contact, Tenant Contact,

Service Requestor, Cus-

tomer Contact

CorrigoNetThe application used by Service Requestors to access the Won

and manage their facilities.

WON, Work Track Facility

Management, FM

Customer

A flexible organization object that typically refers to the entity for

whom work is being done. A Customer only exists within a sin-

gle work zone.

Tenant, Store, Location,

Restaurant, Building

CustomerGroup

A collection of Customers. Customer, Tenant Group,Lease Group

Customer

Portal

Interface that Customer Contacts log in to request and view

work.

Portal, Tenant Portal, Store

Portal

Location

A conceptual object that can be thought of as a contract that

links Customers to the buildings, assets, equipment or services

that they use and may request service on.

Corrigo Release Notes 7 6a

Documents

Transcript of Corrigo Release Notes 7 6a