Corrigo Release Notes 7 6a

Corrigo Release Notes
For 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 ofCorrigo, 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 documentation can result in civil damages and criminal prosecution. Trademarks The trademarks, logos, and service marks displayed in this manual are the property ofCorrigo, Inc. Users are not permitted to use these marks without the prior written consent of Corrigo, Inc.
CONTENTS
Release Highlights
New Features Improvements
1
1 1
Important ConfigurationNotes Customer/Store Portal

Updated Customer Portal Customer Portal - Customer Orientation Updated Assignment Page Updated Portal Layout Customer Portal Administration Theme Settings Import/Export Customer Portal Administration:Theme Configuration Theme Settings Displaying Slider Components Notifications &"Needs Attention"List Notification Highlights Notification Thresholds & Authorization Limits Configure Notifications:Quick Start Configuring Notifications Troubleshooting Notification Problems List of Notifications Recommended Notifications Request Quotes Through the Customer Portal New Theme Setting Quote Alert and Review Quote Deferred Work Deferred v. On-Hold Maintenance New Theme Setting Defer and View a Work Order Release a Work Order Deferred Via the Back-Office Portal Financial Periods &Budgets Standard Time Frames Defining Financial Reporting Periods
2 3
3 3 3 4 6 6 7 8 9 11 12 12 12 13 16 16 17 18 18 19 20 21 21 21 22 22 23 23 23
-i-
Defining budgets APInvoice Export APInvoice Export Configuration Default Expense Account (GL)Coding Vendor Invoice Review Report Access to Documents Show Customer Documents Request Approval Extensions Scenario Setup Scenario Steps Contact Request Limit Setting Theme Settings for Workflow Approving a Request Customer Portal Assignment Enhancements Assignment Settings Re-assignment Settings Use of the New Settings Dependencies On Upgrade New Work Order Table Fields Improvement to the Last Step of the Wizard
24 25 25 26 28 29 29 32 32 32 33 34 35 36 37 37 37 38 38 38 39
Back-Office Portal
Email Based Quote Approval Configuration Use Scenario Possible Responses to Quote approval Request Specialty Groups &Dispatch Board Specialty Group Filter Configuration Notes Financial Reporting Periods Disallow Vendor Invoice Authorization When WOIs Active Tenant COIExtensions Change to Customer Theme Settings Layout Logged In User Access to StockLocations New Materials Management Setting Log In to Portal fromContact Details Page
40
40 40 40 42 42 43 44 45 45 45 45 46 46
- ii -
Display Provider Labels in the Back-Office Portal (CN-2139)
47
Tablet Extensions
Support for Providers Display Flags Quote Approval EmailWork Orders Work Order List onCustomer Page Limit Creation of Grandchildren Work Orders
49
49 50 50 51 52 53
Other Enhancements &Changes

Import/Export Changes &Enhancements WON/Service Providers Enhancements Work Description in Completed Work List
55
55 55 55
WSDKChanges
Release 7.6 Changes Release 7.6a Changes
56
56 56
JIRAChange Requests &Defects List

Change Requests Defect Fixes
57
57 59
Glossary
61
- iii -
Release Highlights
RELEASE HIGHLIGHTS
New Features
l
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 individual customer (location/store) or Customer Group. o Friendly, helpful hints where you need them, displayed on the new assignment pages. 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 double entry. This new feature should replace all AP export reports. A vendor invoice review report that displays confirmation of IVR check-in/out and provides a powerful invoice review tool. The option of enabling quote requests and approvals on the Customer Portal. A quote notification alert then brings newly submitted quotes to the appropriate contacts attention. The ability to defer work and create a deferred maintenance backlog to better understand customer/store health and improve budget capabilities. Email-based quote approvals that allow users to receive quotes from providers via email alerts and approve or reject the quotes by replying to the email. The ability for a Back-Office administrative user to log in to the Customer Portal directly from the Customer Contact details page. A Specialty Group filter for the Dispatch board to better support functionally segregated backoffice teams.
Improvements
l l
Automation of G/L codes according to asset/service models. 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. Financial periods and budgets improves client reporting and enables new features like the Spend Meter. Customer/Store Portal workflow enhancements, including: o Access to Customer & Customer Group documents o Helpful new work order table fields o Extensions to assignment & request approvals Extensions to the tablet interface, including: o The Work Order Network with Vendor/Provider assignment o Visibility to flags o Quote visibility and approval
-1-
Important ConfigurationNotes
IMPORTANT CONFIGURATIONNOTES
The following is a list of some of the upgrade configuration items that should be noted. Most of these are explained in more detail later in this document.
l
l l l
l l
Customer Notifications are completely re-implemented and need to be configured for the Customer Portal to work as designed. It is important to read the Notifications & Customer Needs Attention section of this document, paying close attention to the Configure Notifications: Quick Start section ensure notifications are set up properly. o To configure notifications, you must have been granted the Customer Notifications privilege. o The customer notifications enable/disable settings are cached for an hour or so, so they might not be visible immediately. o There are dependencies on both the theme settings and the customer contact settings. Setting up Customer Contact Authority requires 3 settings per contact: Send Authority, Approval Authority, and Threshold. Several changes have been made to the Customer Portal Theme Settings. The Customer Portal logo must be sized to 180 x 89 pixels Customer Portal Contentthe labels used to change all language on the Customer Portal no longer supports HTML. Spend Meter requires AP statuses to be configured with a Forecast Group as well as defined financial periods. Time Frames have been removed from the system and replaced with Financial Reporting Periods. Existing custom periods should transfer to the new financial periods on upgrade, but this should be double-checked after the upgrade as these are important for clients using custom timeframes. Budgets have been modified, moving from Work Zones and Portfolios to Customers. Existing budgets will not transfer. The Vendor Invoice Review report should be enabled in all clients currently using IVR for check-in/out. The report is optionally available to clients not using IVR as it might still be helpful for them without the IVR data. Pictures are now enabled for users. The new AP Export feature requires minor configuration to work properly.
-2-
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. When properly configured, the portal should require no end-user training. Instead, on deployment, all that is required is clear communication to users of the two basic expectations you have of them:
l l
Place all requests through the portal. 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 in scope control. Prior to 7.6, Work Zones provided the basis for Customer Portal scope. In 7.6, Customers and Customer 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 even though the contact selected from a Work Zone, they would still only see work orders for associated customer/locations. This was both confusing and inconvenient. For clients using 7.6, customer groups will become as important, if not more important, than portfolios as an organizational unit. If a 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 to the following two groups:
l
Clients who have a management hierarchy among the Contacts. For instance Retail, where store managers have single store access and regional managers have access to many stores. Property Management, where there are different customer bases within a single Work Zone.
Updated Assignment Page

The updated Assignment page includes the following key features:
l l l l l
System vendor or provider recommendations based on specialty dispatch lists Letter grades for resources and vendors, based on responsiveness and satisfaction scores COI statuses for vendors, including Missing, Expired, and Certified Warranty warnings and displays of warrantor (not shown in the image below) Pictures of technicians and select vendors
-3-
Corrigo, Inc. Release Notes 7.6a
Figure 3-2: Updated Assignment Page
Updated Portal Layout

The Customer Portal design is now easier, more user-friendly, and more powerful with features that include:
l
l l
Better onscreen feedback to help users through typical operations. For example, when "send authority" has not yet been set up for a contact, the contact will be able to understand why the work order was not dispatched. A new WO Table that is faster and designed to handle hundreds or thousands of work orders. 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. If anything requires attention, the list is the default view portal users (Contacts) see as soon as they log in. If nothing requires attention, a message will be displayed notifying them of that fact. An example of the list is shown below.
-4-
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 had an action prompting the Attention notification appearing at the top and the oldest outstanding actions at the bottom. The Action Buttons are color coded based on age:
l l l
Green = Current Orange = Approaching Overdue Red = Overdue
WORK ORDER/SERVICE REQUEST DETAILS

The Work Order/Service Request details section has been updated with a cleaner look and updated panels. Clicking any of the panel headers opens the selected panel and closes the previous one, as shown in the images below, where the Work Order panel was displayed until the user clicked the Chatter Log panel.
-5-
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 information 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 templates that 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 Corrigo staff and partners better support Corrigos clients, however property and facility management companies should find them quite beneficial, too.
Figure 3-5: Our Company > Import/Export
The Tasks and Customer Portal Theme Labels options were available previously. The additional themes map to a corresponding section of the Theme as shown in the screen below. The Customer Portal Theme Details import/export maps to the Details section shown in the image below. Settings maps to settings and so on.
-6-
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 maintained 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 functionality remains 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 a single theme and logo will be necessary. When more than one theme is used, the theme displayed to 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 > Company Info 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 with multiple customer groups, each having a different theme, the theme will be picked arbitrarily according to an internal number schema. b. If the user does not belong to a customer group or the customer group theme is not defined, 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 information, 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 client will make a significant difference in how professional the portal appears. LogoSize 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.
-7-
l l
Maximize the size of the logo without distorting or cutting off any part of the logo. 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 not fill out the 180 x 89 space. If the background color is not white, then a white border will appear on the bottom and left and right sides of the logo.
Logos look best when: They are clean without any noise that might come from resizing and using file formats with extreme compression. l There is at least a small border of background color around all the sides of the logo l They are on a white background or are on a background color that contrasts well with the theme color Color Scheme
l
The software provides 3 default color schemes:Blue, Brown, and Green. Choose the one that best suits 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 l l
Email for customer user name/password requests Show action comments 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 selector will by default display an all scope. If this field is set to No, the scope selector will default to the users primary customer. This setting only applies to contacts who are members of a customer group. Recommended setting = Yes. 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 equipment in the system, it is never a sure bet that a requestor will choose the right equipment from
-8-
multiple identical pieces. This option helps address that. (Recommended setting = enabled; same asset = disabled) Allow Emergency Requests: This setting has been modified. When = No, then an additional page will appear in the service request wizard with language that can be configured in Page Customization section of Themes. (Recommended setting = Yes) Allow Provider Quotes: When enabled in View Only Mode, then quote detail will be visible on the Work Order details. When enabled to View, Request and Approve, then an option will be present at the end of the request wizard that allows the user to request a quote. Recommended setting = View, Request and Approve. For details, refer to the "Requesting Quote" section of these release notes. Support Deferred Maintenance: Refer to the "Deferring Work" section of these release notes. Overwrite phone/email: This setting has been separated from the Overwrite contact name for separate controls. Recommended setting: Overwrite contact name = No; Overwrite phone/email = Yes. Display Address in Scope Selector: When enabled, the address of a site/location appears as 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 to enable for the slider: Spend Meter, Need Attention Message, and Announcement. Each of these 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. The new Theme Setting controls allow administrators to decide which, if any, of the following slide components will be displayed:
l l l
Needs Attention Message Announcements Spend Meter
NEEDS ATTENTION MESSAGE

The Needs Attention message should be enabled in all cases. The Needs Attention slide displays a warning 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 not Needs 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 top of the screen still alerts the user that some of his or her work orders need attention.
-9-
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 configured by going to Customer > Customer Portal Admin > Announcements and then appear on the portal 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. Customer Group is generally the most useful, while Portfolio is included for backward compatibility for handling clients who have not yet set up Customer Groups to replace portfolios. Note:WorkZone and Portfolio announcements only appear when a specific customer is selected from the scope selector.
- 10 -
SPEND METER
The SpendMeter is the third type of slide displayed on the Customer Portal. It displays how well a given customer/store is doing against a budget and provides the following information in graphical format:
l l l
Actual Spend Forecasted Spend Budget Amount (when budgets have been configured)
The Spend Meter also takes advantage of customer groups and combines all stores' actual, forecasted, and budget figures within the customer groups to display a set of overall Customer Group figures, 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 l l l
One or more financial periods have been defined A budget has been defined at the customer (store) level for the financial period The AP Statuses have been defined with Forecast Groups 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 enabled through Support. For more information, contact your Account Manager or Corrigo Support. A current limitation of the Spend Meter is that it only takes Vendor/APinto 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"List

The 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 Notifications, which prior to 7.6 referred only to email alerts, now refers to both the email alert and the display of the notification in the Needs Attention list.
- 11 -
Notification Highlights
l
l l l
Complete re-implementation of notifications for more flexibility o Configure general alert settings like email globally o Configure who receives alerts at the local level via themes Use of Customer Portal themes connected to customer groups allows a configuration whereby some customers/locations receive alerts while other customers/locations (even those in the same Work Zone) do not Hierarchical approval Individualized content for every notification type Linking of email based notifications with appearance of items that need attention on the Customer Portal so that a customer has a consistent experience between email notifications and what they see when they log in to the portal. 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 enhancements that have been implemented to provide better control over the process of assigning and sending work orders to providers from the Customer Portal. In the example below, the Regional Manager contact will only be notified on Quote Approvals or Invoice 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 contact will only be able to send work orders when they have a send limit. Limit is based on the "Not to Exceed" (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.
- 12 -
3. Enable notifications for the appropriate type of work orders. Recommended setting = PMRM and Request 4. Go to Customer > Notifications > Types. 5. For each of the events you wish to create a notification, do the following: a. Enable it b. 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. Recommended setting: Service Request Contact and All Store Primary Contacts b. Under "Work Order Table Configuration," ensure the Action field is set to show." If the Action field is not enabled, the Needs Attention view will not appear in the Customer Portal.
Configuring Notifications
The new privilege Customers Notifications should be granted to all System Administrators. This privilege 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 l l
Turning on notifications for the different types of work orders. Setting the From address of the email notification Marking email as High Priority for emergency or escalated work orders
Figure 3-14: Customer > Notification > Settings Options
- 13 -
CUSTOMER MENU >NOTIFICATIONS > TYPES OPTION

The range of Customer Notification Types that can be configured are displayed in the image below.
Figure 3-15: Customer Notification Type Configuration
Clicking one of the notification types in the table, opens a screen that allows you to customize the notification 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 Store tab within the Customer Theme and then clicking the Edit button in the "Send Notifications To" field.
- 14 -
Figure 3-17: Theme Summary showing Send Notifications 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 NotificationTo screen are explained below:
l
l l
Service Request Contact enables notifications to the Contact and "Contact at" of the work order. Note that if the user overwrites the contact address and the person they select is not a primary contact with the primary setting enabled, the primary contact might not receive the notification. All Store Primary Contacts copies the alert to all primary contacts for the selected store. Store Group Primary Contacts copies the alert to all primary contacts for the store group or groups associated with the store/location.
- 15 -
Troubleshooting Notification Problems

If you are not getting notifications, check the following: The Customer contact has a type configured, for example, Primary. 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 contacts Notification Threshold and their Limits - Send or Authorization. l The Customer Contact can view and approve Any Request, if you are expecting a notification on a request not placed by a contact. l Theme settings has verification or invoice workflow settings turned on. For example, if Display Completion Verification and Satisfaction Rating is turned off in the theme, then the user will not be alerted on Verify Work Notification. l If you are using Customer Invoices and have Customer Invoice Approval workflow on, make sure the relevant AR Status has Display to Customer set to Yes. Important Notes l Changes made to the notification configuration settings do not take effect immediately. It takes an hour or two before the enabling/disabling of customer notifications, changes to content changes, and so on take effect. l Notifications are processed in real time. A contact will only be notified for an event that happens after they have been configured to receive alerts. As an example, if Bob Manager is added as a contact at a store or location, Bob will only receive notifications for events that happen after he was added. He will not see notifications for anything that happened before he was configured. This prevents hundreds or even thousands of notifications suddenly appearing after a client is upgraded. l If a contact overwrites the contact name field they will never see this work order in their Needs Attention 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's record. Minor Notes l The presence of multiple customer groups and multiple themes associated with the same customer/location significantly complicates the configuration. It is strongly recommended to minimize the number of themes. l Regarding email notifications, if there is no "from" address specifiedthat is, the Work Zone does not have an email address specified, the notifications will still be sent from the following default email address: UpdateNotifications@corrigo.com.
l l
List of Notifications
There are two general types of notifications in the system:
l
Information Only - Notifications that only generate an email alert, such as New Work Order Created, Work Order Placed on Hold 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 they occur. For those that are classified as "Notifications Needing Attention," the table describes Theme or Contact settings that might impact the notification, as well as the standard resolution actions.
- 16 -
Figure 3-19: Notifications Table
Recommended Notifications
The recommended notifications depend on industry and corporate organization. A standard Retail or Restaurant Work Order Network client with no techs and with field/store operations controlling most of the work flow should have the following notifications enabled:
l l l l l l l
New Message From Provider Quote Waiting for Approval Vendor Invoice Action Required Verify Work Work Order Cancelled Work Order Needs Sending Work Order Rejected
And set up with the following contacts to be sent the notifications.
- 17 -
Figure 3-20: NotificationContacts Table
Request Quotes Through the Customer Portal

Based on client requests, the ability to request a quote via the Customer Portal is now an option within the theme setting described previously.
New Theme Setting

There are three settings for quotes:
l l l
No View Only The quotes are essentially read-only on the Customer Portal 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 the Service Request Wizard as long as the work order has been assigned to a connected provider. Quotes cannot be used with non-connected providers.
- 18 -
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 user selects the I want a Quote option at the end of the Wizard and then clicks the Submit Request button, 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 notifications have been enabledand the work order appears in the "Needs Attention" list of the Customer Portal 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.
- 19 -
Figure 3-24: Review Quote Dialog
Clicking the Approve button sets the quote status to Approved, as shown below, and updates the NTE, which is what happens when quotes are approved through the other interfaces.
Figure 3-25: Approved Quote & Updated NTE
Deferred Work
Tracking a deferred maintenance backlog allows a company to have visibility into their growing maintenance liability. For this reason, we have introduced the concept of Deferred Work in version 7.6. Deferred work has several uses. In an environment of budget cuts, our clients are interested in deferring open work orders until a later budget period. Another example is a big ticket item. Work orders can be created for short term fixes while a deferred work order is created for the ultimate
- 20 -
resolution For example, a work order to patch a roof is created and dispatched to the vendor while at the same time a deferred work order to replace the roof is created. Deferring a work order places 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.Deferred maintenance is proposed maintenance that may or may not happen pending a decision. Standard on-hold maintenance is maintenance that is already approved, it is just waiting for some short term event to occur before the work can be completed: for example, a part of a scheduled visit to a maintenance site.
New Theme Setting

Similar to the Quote functionality, a new "Support Deferred Maintenance" setting is available as a Customer Portal theme setting with three options:
l l
No Not visible View Only Deferred maintenance is visible but WOs cannot be deferred or released through the Customer Portal Full Control Enables deferred maintenance WOs to be handled through the Customer Portal
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 Service Request Wizard, as shown below.
Figure 3-26: Last Step of Request Wizard showing the defer option.
Some notes about deferred work orders:

l l l
They get assigned, but are not sent. They have their due dates cleared. They can be viewed by choosing the "Are Deferred" option in the View selector, as shown below.
- 21 -
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 available actions, as shown below.
Figure 3-28: Available Actions on a Deferred Work Order
When a deferred work order is released, the following occur:

l l l
The work order status changes from On-hold to New The due-by date of the work order is automatically recalculated The user is given the option of sending (dispatching) the work order
Deferred Via the Back-Office Portal

To defer a work order from theBack-Office portal, the work order is put on-hold and "Deferred" is selected as the reason why, as shown below.
Figure 3-29: Deferring Work from the Back-Office Portal
- 22 -
Financial Periods &Budgets

A new system for financial reporting periods has been introduced, replacing the previous time frames. 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 on specific 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 l
Previous:Day/Week/Month/Quarter/Year This: Week/Month/Year/Today
Defining Financial Reporting Periods

Configure client specific time frames in the new menu item available at Financial > Settings > Financial Periods, as shown below. Financial Periods can overlap. For example, any given day may be part of a Period, a Fiscal Quarter, and a Fiscal Year. Be careful not to have overlapping periods as that may result in unexpected outcomes.
Figure 3-30: Financial > Settings > Financial Periods
The custom defined financial periods are displayed along with the predefined reporting time frames in 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.
- 23 -
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 Periods and are configured in the Customer Details, as shown below. Customer group budgets are automatically calculated as the sum of all customer budgets within the group.
l l
Portfolio budgets have been moved Work Zone budgets have been moved to Customers.
Adding or double clicking on a budget for a customer opens the Customer Details screen, where budgets can be added and edited.
Figure 3-32: Customer Details showing Budget Configuration
Clicking a link in the Budgets field opens anEdit 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 to define budgets. An example of the export for previously described budgets is shown below.
- 24 -
Figure 3-34: Example of exported Reporting Budget data
APInvoice Export
This is a new feature that should help make for a smoother transition from having no work order network to using the Work Order Network. This feature should be used instead of a report in situations where there is no AP invoice integration. Clients who did not have integration, but who had authorized vendor invoices in CorrigoNet that they 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 APInvoice 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 system or it can be printed and sent to them as a hard copy. Savvy clients will likely be able to configure the export to match their AP systems file import requirements.
APInvoice Export Configuration

Two privileges are applicable to the new AP Export feature:
l
Financial AP Export Configuration(providers user with access to Financial > Settings > AP Export Config page) Financial AP Export (providers user with access to Financial > AP Export page)
- 25 -
On the AP Export Config page, you define the following:

l
l l
The format of the export including the fields that will be exported, the order of the fields, and the column headers. The status of the invoices that will be exported (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 section.
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 scripts were 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 the expense account code field. 1. Turn this feature on by going to Financial > Settings > General and selecting the Yes radio button.
- 26 -
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 is created with a model that has a default expense account code, the work order will have that code pre-populated, as shown below.
- 27 -
Figure 3-36: Detail from Actual Costs showing the Expense Account Code field
Vendor Invoice Review Report

A new report has been added that should be standard for any WONclient who has agreed to use the IVR check-in/check-out feature. The example report below assembles most of the necessary information required to make a decision about Vendor Invoice Authorization and shows whether the IVR was used and whether the caller was calling from a designated phone.
- 28 -
Figure 3-37: Example of Vendor Invoice Review Report
The report uses the Work Zone phone number, configured at Assets>Work Zone Setup>[Work Zone]>Contact Information, shown below.
Figure 3-38: Detail of Work Zone Contact Information showing the phone number used to determine the IVR calling from number.
Note: IVR is a variable cost. Contact your Account Manager or Corrigo Customer Support if you are interested in adding this service.
Access to Documents
Clients have often requested the ability to make documents like site maps, maintenance procedures, 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. When set to Yes, it adds a"Documents" option to the View dropdown list displayed on the Customer Portal homepage.
- 29 -
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 Customer 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 all documents associated with the selected customer,
- 30 -
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 example above shows the documents associated with that customer, configured in the Customer Details page 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 documents associated with the customer group that are not directly related to the selected customer.
- 31 -
Request Approval Extensions

A number of changes have been made to the Request Approval process to better support various client work flows, including the need in commercial property management for hierarchical approvals. 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 workflow is turned on, the work order is placed On-Hold and someone with sufficient authority, such as a Regional Manager, is notified to review and approve the request. When approved, the work order 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, with the following:
l
Theme settings activated, with the following values selected: o Enable request approvals On o Automatically send any work orders in the new status On Notifications turned on, specifically the Request Needs Authorizing o Type is enabled o According to the theme, the Regional Manager will be sent the notification (send to Customer or Customer Group Primary) Contacts are set-up o Store Manager The work flow will only be enabled when a request is placed on a WO that exceeds the managers limit o Regional Manager Has sufficient authority to approve and his/her notification threshold is below the NTE 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.
- 32 -
6. The Regional Manager clicks the Review Request button and a new screen appears.
7. The Regional Manager approves the request. 8. The WO is assigned a status of New. 9. The WO is automatically sent to the assignee.
Contact Request Limit Setting

The Customer Contact field Send Limit has been renamed Request Limit as shown in the image below.
Figure 3-43: Detail of Contact Details showing Request Limit setting
- 33 -
The Request limit field restricts the work a contact may request from a vendor based on NTE, while the 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 single option: "Based on Send Authority." This has been replaced by two settings:
l l
Enable request approvals 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 and a new work request is createdas opposed to an estimate or deferring the workthe WOs NTE is compared to the contacts Request Limit. If the limit is insufficient (NTE>Limit), then the work order is placed On Hold with a reason Request needs customer approval."
AUTOMATICALLY SEND ANYWORK ORDERS WITH A STATUS OF NEW

When this is enabled, new work orders are automatically sent to service providers. When a work order has a status of New via the portalthat is, it is created, approved, re-assigned, and so onit is sent automatically. A work order is sent whenever it meets one of the following criteria:
l l l l l
It is created and given a status of New" It is approved It is re-assigned and the status becomes New It is un-deferred An estimate is accepted
SUPPORTED WORK FLOWS

The Work Flow settings are there to support the two primary use cases: where the Customer Portal communicates directly with the vendors and needs to automatically send work orders or where the Customer Portal communicates with a facility group, who then communicates with the vendors.
- 34 -
Work Flow Store managers (contacts) have full authority to manage all maintenance for their stores. Store creates requests but work is actually dispatched to vendors by a facility team. Store managers have limited authority. At a certain $ level their requests must be approved before being dispatched to vendors. Store creates requests, at a certain $ level requests must be approved. After approval, a facility team performs the dispatching.
Enable Request Approvals Off Off
Automatically Send Any Work Order That Has a Status of "New" Yes No
On
Yes
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" is triggered automatically. Work orders in this state will contain a Review Request action button when viewed through the Customer Portal. The notification is a modification of a prior notification and can be seen in the Configuration pages shown in the two images below.
Figure 3-45: Customer > Notifications > Types
- 35 -
Figure 3-46: Customer > Customer Portal Admin > Themes > [Theme] > Send Notifications
APPROVALLIMIT
If the user does not have a sufficient request limit to review a request, they will see a Warning screen that displays the following text: The NTE in this work order is greater than the maximum dollar amount you are allowed to approve. Someone with a higher request limit will need to login to approve it.
ON APPROVAL
If the work order is approved, it is re-opened and the note entered is added in the "Re-open comments" section. The work order will then be sent if it is assigned to a connected provider and the Customer 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 Cancelled Request and the contents of the text are used to populate the "Reason for the cancellation" section 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 No o To preferred providers only o To any provider
- 36 -
Allow auto-assignment from the Customer Portal with options: o Yes o No
There was a problem in that the two were interconnected: if Allow assignment/re-assignment was 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 unassigned. Automatic The assignment selection page is not shown in the wizard and the work order is auto-assigned when created. The resulting work orders may or may not be assigned. Assisted (to preferred providers) The assignment selection is displayed, showing only preferred Providers. Assisted (to any provider) The assignment selection page is displayed showing all Providers.
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 order details page. Work order rejected notifications are not sent. Assisted (to preferred providers only) There is a re-assignment option and work order rejected notifications are sent. Assisted (to any provider) There is a re-assignment option and work order rejected notifications 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 Operations has a high degree of decision making and handles all assignment decisions down at the store level 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) All assignment/re-assignment handled by a facility team and the assignment process is invisible to operations Assignment Assisted Re-assignment Assisted
Automatic
Assisted
None/Automatic None
- 37 -
Note: The automatic/assisted configuration (the second row above) does not explicitly prohibit stores from assigning work for reasons other than exception, but it is expected that this will be enforced 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 being set 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 Allow Assignment/Reassignment No No To preferred To any Allow AutoAssignment No Yes Don't care Don't care Assignment None Automatic To preferred To any New Settings Re-assignment None None To preferred To any
New Work Order Table Fields

The following fields have been added to the Portal Work Order table:
l l
Age This is listed as X day(s) 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. Detailed Status - When the status is either Needs Attention or On-Hold, this field shows the reason for the hold or the attention. Otherwise, it shows the status. This is expected to be used 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.
- 38 -
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 at the final step of the wizard, they were presented with multiple options. Although the user could select any of the options, some of the options opened pages notifying the user that their selection was 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 and then instructed them to go back and correct it instead of preventing them from making the mistake in the first place. In the current release, the final step of the wizard contains only one active option: I just want the work done. Users can then put an explanation next to the work done option.
- 39 -
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.
The user, not the customer contact, must have access to the locations for which a quote is being requested. The user must be subscribed to the alert and have a properly configured alert address.
The user role must have sufficient authority to approve the quote amount, as designated on the Role Name screen for the user.
Note:To ensure integrity of responses, users replying to approve the work order must have an email address that is unique to that user.
Use Scenario
The following is a very simple usage scenario: 1. 2. 3. 4. A service request is created and assigned to a provider. A quote is requested and the WO is sent to a provider. The provider fills out the quote and submits it. The user receives an email alert titled Quote of NTE increase request on WO#...."
- 40 -
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.
- 41 -
Back-Office Portal
If there is a problem processing the approval/rejection, an email is sent to the user providing details about what is wrong.
Possible Responses to Quote approval Request

When a user replies to a quote approval request, the following responses are possible:
l
l l l
Success - The recipient of the request has sufficient authority and the Approved or Rejected action has been successfully executed Insufficient authority The recipient of the request lacked the authority to approve the request. Action Error - An error occurred when the recipient of the request tried to take action. 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. 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 of work orders such as IT work orders with traditional R&M. As an example, three different internal organizations 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 of these functional groups wants to manage their own work orders while excluding work orders from the other groups. The new Specialty Group Filter creates the ability to create groups of specialties and provides a short-cut for users to filter out work that is not within their domain. For a client who has a large number of specialties, users will much more easily be able to filter the Dispatch Board by deselecting all other specialty groups and choosing a single group when compared to the current model where 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 Dispatch Board, as shown below.
- 42 -
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 irrelevant information, not restrict access to a subset of work orders.
Configuration Notes
l
Specialty groups are accessed and configured through the Knowledge Base option on the Our Company tab.
- 43 -
Back-Office Portal
Any number of specialty groups can be defined for any set of specialties in the system.
The Unknown Specialty option on the Specialty Group Definition screen is treated as its own specialty and can be included or excluded from any group Access to the Specialty group page is controlled by the existing privilege, Company KnowledgeBase 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 provide more appropriate reports, especially with subscriptions:
l l
Last 48 hours Next Week
- 44 -
l l
Prior 7 days 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 WOIs Active

A new global setting disallows Vendor invoices to be set to a Read-Only status when the work order 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 to support Vendor pre-bills. The relaxation of the constraint became problematic for some upgrading clients who require work orders to be completed before the invoice can be authorized or set to another appropriate Read-Only status. On upgrade, the default setting is Yes.
Tenant COIExtensions
Support was added for two COI use cases: 1. Tenant submits more than one Acord 25 form, since the different insurance categories can be distributed across multiple COI documents, for example, one COI for general liability and one COI for workers comp. In the original design, it was assumed that there would be just a single COI document. 2. Tenants submit an additional form for Commercial Property Liability. In the original design, it assumed 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, the grouping 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 and comprehension.
Logged In User Access to StockLocations

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.
- 45 -
Back-Office Portal
This has been changed to address a use scenario for stock locations where the corp user should always be able to select parts and materials from within their own scope of stock locations, not necessarily the assigned to user.
New Materials Management Setting

A new materials setting, "Grant corp user access to Stock Locations" provides the following two options:Assigned to User and Logged In User, 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. When the setting is changed to Logged In User, a user on the Back-Office portal only will see in stock and out of stock locations within their own scope, not the scope of the assigned to user.
Log In to Portal fromContact Details Page

The Customer Service Request Wizard (CSR Wizard) is being deprecated beginning in version 7.6a. In its place, users will now be logged in to the Customer Portal when placing a request from the 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 for the user.
- 46 -
Figure 4-7: Customer Portal home page
This makes for a more consistent use between CSR and Customer contact and also allows the CSR to take advantage of the Portals many new features that were not available through the CSR wizard. 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 recommendation is to leave this turned off as the Wizard will be going away in future releases. When a user places a request on behalf of a contact through the Customer Portal, that action can 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 providers willing 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 l
Labels can be configured by going to WO Network > Labels. Labels can be assigned to providers through the Provider Details page shown below.
- 47 -
Back-Office Portal
Provider labels appear on the "Assign the Work Order" screen
and in the "My Providers" list
- 48 -
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 Order screen, 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 specialty. To assign/re-assign a provider, simply select the checkbox beside the provider's name and then click the Apply button. Note:Because there is not a single "Assign and Send" option, users must first assign the work order 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 toVendor 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.
- 49 -
Display Flags
The Home page now contains a Flagged Work button on the left-hand side that provides a quick way 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, the work 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.
- 50 -
Tablet Extensions
Figure 5-5: Vendor Quote button
After clicking the button, a Vendor Quote screen appears, giving you the option to Approve or Reject 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 be available to end-users. For an Admin user with appropriate privileges, this is available on the Corp Portal at the following location:Our Company > Mobile Clients > Display Config > Configuration of Navigation Buttons for Mobile Tablets.
EmailWork 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 a cover email with a .htm attachment.
- 51 -
Figure 5-7: Work order email screen
Note: The new setting that defines the print template attached to emailed work orders generated from a tablet can be found at Work Orders > Settings > Details. The setting field looks like the following:
Figure 5-8: Detail of Work Orders > Settings > Details page
Work Order List onCustomer Page

The Customer/Contact page, accessed from a navigation button on the tablet WO Details screen, now displays Work Orders panel, as shown below.
- 52 -
Tablet Extensions
Figure 5-9: Customer page showingnew 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, the option they will see is "Create Child from Parent," as shown below.
- 53 -
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 parent thus 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
- 54 -
Other Enhancements &Changes
OTHER ENHANCEMENTS &CHANGES

Import/Export Changes &Enhancements
l l
Customer Notes - import/export for customer notes: There is one row per note with the following columns: ID, CustomerNumber, DateTime, Note, ByUserID, NoteType 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 part of 6.13. Service providers will receive or have already received their own notes regarding these changes.
l l l l l l
(WON-562) Switch to selectively show provider grades (WON-561) Restore Learning center link (WON-553) Update WON WO# from 6.x->7.x (WON-547) Verification Feedback to Providers (WON-564) Show Provider Grades (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 Completed Work Order List.
Figure 6-1: Detail of View by Completed Work Order list showing work description in the pop-up
- 55 -
WSDKChanges
WSDKCHANGES
The following sections list the WSDKchanges that were made during the last major release (7.6) and the subsequent minor release (7.6a).
Release 7.6 Changes

The following changes affecting WSDK were made for release 7.6:
l
l l
l l l
A patch was made to 7.5c and added back a "cleaning" feature where, on import, multiple consecutive spaces within a field are reduced to a single space (CN-2110) Create import/export for theme settings was added (CN-2049) WSDK import methods fail with an exception: "The remote server returned an error: (500) Internal Server Error." (CN-2218) An ExpenseAccountCode field was added to Model import/export. A FinancialRegions WSDKscheme and Excel import/export were added (CN-2155) A NotificationThreshold field was added to the Contact schema and Excel import/export.
Release 7.6a Changes

The 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) Added EstimatedCost, EstimateDetails to CustomerInvoice Object (read-only) (CN-2472) For Provider Imports, when Action="delete", suspend the Provider (CN-2489) Added IsRelatedTo field to Specialty imports for both Excel and WSDK (CN-2567) Fixed the following issue "WorkZone import containing xml name space does not associate portfolios to the imported work zone"(CN-2362) Added support for 4-digit rates submitted from WorkTrack as part of provider invoice (CN2531)
l l l l
- 56 -
JIRACHANGE REQUESTS &DEFECTS LIST

Change Requests
The following table lists all of the change requests that were completed for this release and provides a brief summary of what was done. JIRA Issue#
--
Issue Type
Components
Summary
Prior to 7.6a we only supported custom permissions for report folders. Now, custom permission are available on reports as well. Add seasonal visit fields to PMRM Report Wizard Template. Modifications to search page filter: 1. Set the default to include Completed within the last 90 days 2. Remember the user's settings within the session. Extend PMRM Schedule Report Wizard to include: Item Asset Task Description NTE Work Order Model and Task On PMRM Schedule page, make the search option (include suspended schedules) OFF by default 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: Emergency Alert Settings: Set emails to high importance = Yes Add "AP Invoice Exported on" [Date] as a search option on the Mass Manage page. Creation of an AP Invoice Export feature to allow for quick implementation prior to integrations 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 "Insurance" starts with Remove "Simple Customer" export option and modify
Change Request
Reports
CN-2022
Change Request
Reports
CN-2087
Change Request
Corporate Web
CN-2092
Change Request
Reports
CN-2093 CN-2098
Change Request Change Request
Corporate Web Customer Portal
CN-2106
Change Request
Corporate Web
CN-2107 CN-2108
Corporate Web Corporate Web
CN-2110
Change Request
Web Services
CN-2117
Change Request
Corporate Web
CN-2122 CN-2125
- 57 -
JIRA Issue#
CN-2129
Issue Type
Components
Summary
text to entry for import.
Change Request
Customer Portal
Provide an option to show duplicate warning on model To better support subscription reports for large customers, 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. Hide the "Enable Voice Alerts" setting Updated CorrigoNet "favicon" 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 Changes made to customer portal logo configuration pages. Simplifies the page and contains upload to an image size that will fit. 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 When computing total width of tabular report, include grouping columns Add "Issue to" to the Parts and Materials Inventory > Transactions report wizard Extend Customer Group import/export to include: Portal Theme setting Remove WYSIWYG HTML editor option from Customer 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. 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 explanation. Increase the length of customer special instructions to 1024
CN-2137
Change Request
Subscription Reports
CN-2156 CN-2207
CN-2247
Change Request
Administration
CN-2254
Change Request
Administration
CN-2283
Change Request
WON
CN-2307 CN-2361 CN-2397
Change Request Change Request Change Request
Reports Reports Corporate Web
CN-2407
Change Request
Corporate Web
CN-2419
Change Request
Corporate Web
CN-2424
Change Request
Customer Portal
CN-2427
Change Request
Corporate Web
- 58 -
JIRA Issue#
CN-2434
Issue Type
Change Request
Components
Customer Portal
Summary
A new customer portal theme setting show/hides the "contact us' link on the home page. "Customer" and "Customer Group" grouping labels in the CP scope selector have been added as theme labels Support for passing login credentials as part of form + POST request as opposed to only via URL parameters Display OnHold/Needs Attention reasons on the customer portal work order details page Remove the customer portal setting "Backup Phone" Hide 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 better supports clients with thousands of organizations. Verification notifications shall not apply to visit work orders Expose Vendor Price List Import/Export in WON mode (previously it was dependent on pre-WON module) Apply auto-routing routine when WO is assigned On Hold status upon creation
CN-2470
Change Request
Customer Portal
CN-2475 CN-2476 CN-2479 CN-2482
Change Request Change Request Change Request Change Request
Auto-login Customer Portal Corporate Web Customer Portal
CN-2490
Change Request
Corporate Web Visits, Notifications Corporate Web Corporate Web
CN-2493 CN-2533 CN-2608
Change Request Change Request Change Request
Defect Fixes
The following table lists all of the defect fixes that were completed for this release and provides a brief summary of what was done. JIRA Issue#
CN1472 CN2016 CN2091 CN2101 CN2165 CN2177
Issue Type
Defect
Components
Corporate Web
Summary
Fixed: Visits Import: Time values are not correctly treated - in case of incorrect values errors should be shown. Fixed: Work Order verification date & time should be displayed according to Work Zone local time on WO Details Page>> Add'l Fields >> Verification sub-tab Fixed problem with searching for PMRMs containing "+" in Schedule Name Fixed: Alerts are not shown in the Communication Log Fixed: Work orders with null due date are not shown on the Mass Manage page Fixed: Problem with adding a Financial Period when you specify Start and End Date using Calendar Control
Defect
Corporate Web
Defect Defect Defect Defect
Corporate Web Corporate Web Corporate Web Corporate Web
- 59 -
JIRA Issue#
CN2186 CN2197 CN2220 CN2226 CN2233 CN2282 CN2318 CN2410 CN2412 CN2430 CN2437 CN2440 CN2527
Issue Type
Defect Defect Defect Defect Defect Defect Defect Defect Defect
Components
Corporate Web Corporate Web Corporate Web Customer Portal Customer Portal Customer Portal Corporate Web Corporate Web Corporate Web
Summary
Fixed: Problems with Specialty Name containing special chars Fixed: Issues in Communication Log on Work Order Details Page Fixed: Problem with entering too long value into "Contact" or "Contact At" fields when creating a WO on Corp Fixed: HTTPS is not forced for Customer Portal Fixed: IE 7 Customer Portal: Rating drop-down doesn't show all content Fixed: "Other" task creates a work order with due date based on 'emergency' priority Fixed: PM generated work orders don't include Description text in "Work Description" Fixed: When a user is assigned to several teams, a wrong team is used during auto-assignment Fixed: Work Order Import with FireAlert field set to No still sends out alerts to assigned users Fixed: When a user changes Weekly PMRM schedule occurrence to Monthly via excel import, the system should automatically change RecurranceFrequency field value to "1" Fixed: Problem with uploading Customer Portal Logos of TIF format Fixed: "You cannot APPROVE .... " message is shown if user without sufficient permissions tries to REJECT quote. Fixed: A print out is not attached as a separate file in emails sent from Tablet
Defect
Corporate Web
Defect
Corporate Web
Defect
Corporate Web
Defect
Tablet
- 60 -
Glossary
GLOSSARY
Term Company Meaning Corrigos customer using CorrigoNet, who is usually a Service Requestor on the WON. EquivalentTerms Requestor, Client, Corporate User, Back Office User User, Internal Customer Contact, Tenant Contact, Service Requestor, Customer Contact WON, Work Track Facility Management, FM Tenant, Store, Location, Restaurant, Building Customer, Tenant Group, Lease Group Portal, Tenant Portal, Store Portal Site, Space, Unit, Lease, Store Region, Division, All, Management Area, Management Team, Group Work Order, Request, Service Order, Ticket Employee User, Tech, Dispatcher, Admin, Manager Provider, Service Provider, Subcontractor
Contact
A Customer end user who may request service. (often by logging in to the Customer Portal) The application used by Service Requestors to access the Won and manage their facilities. A flexible organization object that typically refers to the entity for whom work is being done. A Customer only exists within a single work zone. A collection of Customers. Interface that Customer Contacts log in to request and view work. 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. A collection of Work Zones- used a means to rollup/view data across multiple work zones A specific type of Work Order initiated by a customer contact, typically generated via the customer/tenant/store portal Someone with login credentials to the system. (not the Portal) An outside resource who is assigned work via the Work Order Network. Vendors can be either connected or non-connected. During the transition to the WON, they were referred to as Service Providers. The system that connects Service Requestors (entities with a need to get work done) and service providers (entities that perform work.) A description of work at a specific location that is assigned to a resource.
CorrigoNet
Customer Customer Group Customer Portal Location
Portfolio Service Request User
Vendor
WON Work Order
Work Order Network Work Ticket, Service Request, WO Property, Project, Store, Region/State, Dispatching office, SubDivision
A core organizational object in the system that typically refers to Work Zone a specific address, logical grouping of customers/locations, or a general geographic area.
- 61 -

Corrigo Release Notes 7 6a

Transféré par

Informations du document

Description originale:

Copyright

Partager ce document

Partager ou intégrer le document

Options de partage

Avez-vous trouvé ce document utile ?

Ce contenu est-il inapproprié ?

Droits d'auteur :

Corrigo Release Notes 7 6a

Transféré par

Droits d'auteur :

Corrigo Release Notes

For clients moving from Release 7.5d to Release 7.6a

Important ConfigurationNotes Customer/Store Portal

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

Other Enhancements &Changes

JIRAChange Requests &Defects List

Customer Portal - Customer Orientation

Updated Assignment Page

Corrigo, Inc. Release Notes 7.6a

Figure 3-2: Updated Assignment Page

Updated Portal Layout

NEEDS ATTENTION LIST AND COLOR CODED ACTION BUTTONS

Green = Current Orange = Approaching Overdue Red = Overdue

WORK ORDER/SERVICE REQUEST DETAILS

Corrigo, Inc. Release Notes 7.6a

Customer Portal Administration

Theme Settings Import/Export

Figure 3-5: Our Company > Import/Export

Customer Portal Administration:Theme Configuration

CUSTOMER PORTAL - SELECTION OF A THEME

THEME DETAILS GETTING THE RIGHT LOGO AND COLOR SCHEME

Corrigo, Inc. Release Notes 7.6a

NEW/MODIFIED THEME SETTINGS

Displaying Slider Components

Needs Attention Message Announcements Spend Meter

NEEDS ATTENTION MESSAGE

Corrigo, Inc. Release Notes 7.6a

Figure 3-9: Needs Attention Slide

Figure 3-10: Announcement creation and display

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

Notifications &"Needs Attention"List

Corrigo, Inc. Release Notes 7.6a

Notification Thresholds & Authorization Limits

Configure Notifications:Quick Start

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

CUSTOMER MENU > NOTIFICATIONS >SETTINGS OPTION

Figure 3-14: Customer > Notification > Settings Options

Corrigo, Inc. Release Notes 7.6a

CUSTOMER MENU >NOTIFICATIONS > TYPES OPTION

Figure 3-15: Customer Notification Type Configuration

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

Figure 3-17: Theme Summary showing Send Notifications To field

Corrigo, Inc. Release Notes 7.6a

Troubleshooting Notification Problems

Figure 3-19: Notifications Table

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

Corrigo, Inc. Release Notes 7.6a

Figure 3-20: NotificationContacts Table

Request Quotes Through the Customer Portal

New Theme Setting

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

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

Quote Alert and Review Quote

Corrigo, Inc. Release Notes 7.6a

Figure 3-24: Review Quote Dialog

Figure 3-25: Approved Quote & Updated NTE

Deferred v. On-Hold Maintenance

New Theme Setting

Defer and View a Work Order

Some notes about deferred work orders:

Corrigo, Inc. Release Notes 7.6a

Release a Work Order

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

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

Deferred Via the Back-Office Portal

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