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Using your own Back Office systems and processes

Audience:  This article is intended for Vendors who are being asked to use Pruvan by their Client (work provider), and use their own In-House or 3rd Party Work Order Management Systems (also called a WMS) for job management, job-costing, contractor management and Client invoicing.

Vendor Options to use Pruvan with your existing WMS

The following three (3) integration options are available for Vendors using a WMS.

 Click the link above to jump to the option that works for your organization.  Watch the video below for more information.

 

Want more information, click here.   


Any Field Process: Upload Photos and Answer Survey Questions In-Office

Vendor Story: A Vendor will use their existing process for Client order management, accounting and job-costing and uses Pruvan Online to import Client orders into their existing systems using the export features, Pruvan API or an available WMS Add-On from Pruvan.

Vendor will use their own in-house photo and data collection process in the field and use Pruvan Online to upload photos and answer Client's survey questions.

Read more about the specific Named Integrations for various work providers.  Please reach out to Pruvan Customer care by opening a support ticket if you have any questions.  

 

How Any Field Process works:  Vendor uses a Pruvan Online export, Add-On, API or other tools to “echo” Client orders to their existing systems.   Order field assignment is done by Vendor's back-office staff Admin/Coordinator using existing tools and systems.  Vendor manages Client orders and updates Client's Pruvan Surveys using their Pruvan Online account.  

How to proceed with Any Field Process:  Vendor sets up their Pruvan Online account and configures order echo. Default assignment in is used to automatically assign echoed order to a Admin (coordinator).  Vendor coordinator uses existing systems to the re-assign work to their sub-contractors who in turn complete the Client order.  Vendor then QA’s and downloads photos taken using existing photo capture tools (photos not taken using the Pruvan Mobile app) and completes the required Client forms using their Pruvan Online account using the data and photos collected by their sub-contractors in field. 

Vendor setup of Any Field Process:

  1. Vendor registers for their own Pruvan master account
  2. Vendor uses sub-username/token credentials provided by Client to link their Pruvan account to Client Order Source (using a Client Named Integration or “Pruvan Share 2” integration)
  3. If required, Vendor configures available Pruvan tools to echo orders to their existing systems
    1. There may be some “mapping” required between their Pruvan sub-users and existing systems to echo order assignment properly
    2. Typically, Pruvan tools are provided at no additional setup or on-going cost if subscribed, or is free with online support if Vendor is not subscribed to Pruvan premium features as long as no customization is required
    3. If you need specific features or want a Custom Add-On or API integration for your In-House System, or want accelerate development of an Add-On for popular 3rd Party tools you use today please Contact Pruvan

Bottom Line for Vendor:

  • Using API or Add-On, Vendor no longer required to manually import Client orders into existing system or use screen-scrapping or excel import
  • Double order entry and assignment is not required
  • Vendor keeps their back-office processes and reporting
  • Easy free on-boarding option for primary Vendors using their own field process
  • Client's Pruvan Survey process in place, however survey results not location certified, since Client's survey questions are answered in back-office
  • Photos not field certified, since photos downloaded to hard drive and uploaded to Client orders and related survey questions.

Want more information, click here.   

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Pruvan Field Photos: Take Pruvan Photos and Answer Survey Questions In-Office

Vendor Story:  A Vendor will use their existing back end process for Client order management, accounting and job-costing and/or uses Pruvan Online to import and manage Client orders.

Vendor will use the Pruvan Mobile app to collect photos in the field on Client controlled orders and use Pruvan Online to manage field photos and answer Client's survey questions. 

Read more about the specific Named Integrations for various work providers.  Please reach out to Pruvan Customer care by opening a support ticket if you have any questions.  

 

How Pruvan Field Photos works:  Vendor uses a Pruvan Online export, Add-On, API or other tools to “echo” Client orders to their existing systems if required.   Vendor default assigns, or back-office staff assigns Client order(s) in their Pruvan Online account to their Pruvan Mobile sub-users.

Field worker takes all related photos on assigned Client controlled order using the Pruvan Mobile app.  Field worker may or may not answer all Client survey questions in-field.    

Field vendor themselves, or vendor's back-office staff, completes all Client survey questions using in-house processes and associates the Pruvan Mobile photos to the related to Client survey questions using their Pruvan Online account before sending (Publishing) Pruvan results to Client.

Note: Vendor can copy photos from Pruvan Mobile app (no Pruvan subscription required) or subscribe to Pruvan premium features to save and organize all photos taken in Pruvan to Vendor's local or online storage.  Typically, a WMS Add-On does not automatically upload photos taken in Pruvan to the WMS.  Learn More or contact Pruvan for assistance or any required customization.

How to proceed with Pruvan Field Photos:  Vendor sets up their Pruvan Online account and if required, configures Pruvan tools to push Client work orders to their existing systems.  Vendor uses Pruvan to assign work to their sub-contractors/employee sub-users who in turn captures photos on the Client controlled order using the Pruvan Mobile app. 

Related back end system for contractor management, invoicing, payment and reporting features is done using existing systems. Pruvan Online features are used to assist in job cost/accounting as required. 

Vendor then QA’s and reviews certified Pruvan photos and answers the required Client forms using their Pruvan Online account with field photos collected by Pruvan Mobile. 

Vendor setup of Pruvan Field Photos:

  1. Vendor registers for their own Pruvan master account
  2. Vendor uses sub-username/token credentials provided by Client to link their Pruvan account to Client Order Source (using a Client Named Integration or “Pruvan Share 2” integration)
  3. Using their Pruvan Online account, Vendor sets up their field users with their own set of Pruvan sub-user names/passwords and assigns work to their field users to complete Client controlled orders using the Pruvan Mobile app
  4. If required, Vendor configures available Pruvan tools to echo orders to their existing systems
    1. There may be some “mapping” required between their Pruvan sub-users and WMS contractor credentials
    2. Typically, Pruvan tools are provided at no additional setup or on-going cost if subscribed, or is free with online support if Vendor is not subscribed to Pruvan premium features as long as no customization is required
    3. If you need specific features or want a Custom Add-On or API integration for your In-House System, or want accelerate development of an Add-On for popular 3rd Party tools you use today please Contact Pruvan

Bottom Line for Vendor:

  • Using API or Add-On, Vendor no longer required to manually import Client orders into existing system or use screen-scrapping or excel import
  • Double order entry or assignment is not required; however Vendor must assign Client controlled work orders manually in Pruvan or use Pruvan API to automate Pruvan sub-user assignment
  • Vendor keeps their back-office processes and reporting
  • Easy free on-boarding option for primary Vendors that will follow Client's controlled photo capture process, but not complete Client's forms in-field
  • Client's Form process in place, however Form location results not certified, since Client's Form questions are answered in back-office
  • Photos/Video certified, since photos never downloaded to hard drive and directly associated to Client Orders and related Form question using photos taken using Pruvan Mobile app

Want more information, click here.   

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Pruvan Field Process: Take Pruvan Photos and Answer Survey Questions In-Field

Vendor Story: :  A Vendor will use their existing back end process for Client order management, accounting and job-costing and/or uses Pruvan Online to import and manage Client orders.

Vendor will use the Pruvan Mobile app to collect photos and complete all Client's survey questions in the field.  Vendor will use Pruvan Online to review, correct and publish field results to Client.

Read more about the specific Named Integrations for various work providers.  Please reach out to Pruvan Customer care by opening a support ticket if you have any questions.  

 

How Pruvan Field Process works:  Vendor uses a Pruvan Online export, Add-On, API or other tools to “echo” Client orders to their existing systems if required.   Vendor default assigns, or back-office staff assigns Client order(s) in their Pruvan Online account to their Pruvan Mobile sub-users.

Field worker takes all related photos on assigned Client order and answer all related survey questions using the Pruvan Mobile app in field. 

Back-office staff or the vendor themselves may update and perform quality control on related Client orders before sending results to Client using their Pruvan Online account.    

Note: Vendor can copy photos from Pruvan Mobile app (no Pruvan subscription required) or subscribe to Pruvan premium features to save and organize all photos taken in Pruvan to Vendor's local or online storage.  Typically, a WMS Add-On does not automatically upload photos taken in Pruvan to the WMS.  Learn More or contact Pruvan for assistance or any required customization.

How to proceed with Pruvan Field Process: Vendor sets up their Pruvan Online account and if required, configures Pruvan tools to push Client work orders to their existing systems.  Vendor uses Pruvan to assign work to their sub-contractors/employee sub-users who in turn captures photos on the Client controlled order using the Pruvan Mobile app. 

Related back end system for contractor management, invoicing, payment and reporting features is done using existing systems. Pruvan Online features are used to assist in job cost/accounting as required. 

Vendor then QA’s and reviews certified Pruvan photos and answers the required Client forms using their Pruvan Online account with field photos collected by Pruvan Mobile. 

 

Vendor setup for Pruvan Field Process:

  1. Vendor registers for their own Pruvan master account
  2. Vendor uses sub-username/token credentials provided by Client to link their Pruvan account to Client Order Source (using a Client Named Integration or “Pruvan Share 2” integration)
  3. Using their Pruvan Online account, Vendor sets up their field users with their own set of Pruvan sub-user names/passwords and assigns work to their field users to complete Client controlled orders using the Pruvan Mobile app.
  4. If required, Vendor configures available Pruvan tools to echo orders to their existing systems
    1. There may be some “mapping” required between their Pruvan sub-users and WMS contractor credentials
    2. Typically, Pruvan tools are provided at no additional setup or on-going cost if subscribed, or is free with online support if Vendor is not subscribed to Pruvan premium features as long as no customization is required
    3. If you need specific features or want a Custom Add-On or API integration for your In-House System, or want accelerate development of an Add-On for popular 3rd Party tools you use today please Contact Pruvan

Bottom Line for Vendor:

  • Using API or Add-On, Vendor no longer required to manually import Client orders into existing system or use screen-scrapping or excel import
  • Double order entry and assignment is not required; however Vendor must assign Client controlled work orders manually in Pruvan or use Pruvan API to automate Pruvan sub-user assignment
  • Easy free on-boarding option for primary Vendors that will follow Client controlled photo capture process and complete Client Forms questions in-field
  • Client Form process in place, Form location results certified, since Client Form questions are answered in field and reviewed in Vendor back-office.
  • Photos/Video certified, since photos never downloaded to hard drive and directly associated to Client Orders and related Form question using photos taken using Pruvan Mobile app

Want more information, click here.   

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Additional Information

  • All Vendors must be provided credentials (username/password or API token) to gain import, access, and complete work orders from their work provider ("Client") that is integrated to Pruvan
  • Vendors must setup their own master Pruvan Online account to configure/use a Pruvan WMS Add-On to integrate Pruvan with their WMS. 
  • Custom Add-On's and API's are available from Pruvan to work with your existing WMS
  • Client controlled orders are pushed directly from Client into the primary Vendor’s Pruvan account first, then echoed into Vendor's WMS using a properly configured WMS Add-On
  • Client's Pruvan Surveys (online/mobile forms) are typically completed/published using Vendor's Pruvan Online account (Any Field Process or Pruvan Field Photos) or the Pruvan Mobile application (Pruvan Field Process)
  • WMS can continue to be used by Vendor to pay sub-contractors using related WMS features on echoed Order as applicable
  • WMS can continue to be used by Vendor to invoice Client using related WMS features on echoed Order as applicable

Read more about the specific Named Integrations for various work providers.  Please reach out to Pruvan Customer care by opening a support ticket if you have any questions.

Learn More about Pruvan Add-On's here, and how to customize and build your own WMS integration with Pruvan.

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