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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 want to know what options are available.  Check with your work provider for specific requirements.

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

 

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.   


Existing Process:

Upload Photos and Answer Survey Questions In-Office

Vendor Story: Once Client Orders are sent to Vendor's Pruvan account, the Vendor uses Pruvan Online to import Client orders into their existing systems using order export features, Pruvan API or an available Add-On's from Pruvan.

The vendor will use their own in-house photo and data collection process in the field and use Pruvan Online to upload photos and answer the Client's survey questions.  Any mobile app may be used in the field.  The use of Pruvan Mobile is optional.

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 Existing Process works:  The Vendor receives Client orders into their Pruvan account through a Client Integration.  Then the Vendor uses the Pruvan Online export, Add-On, API or other tools to “import” Client orders to their existing systems.   

How to proceed with Existing Process:  The vendor assigns, QA’s and downloads photos taken using existing photo capture tools (if photos not taken using the Pruvan Mobile app) and completes the required Client forms using their Pruvan Online account.

Vendor setup of Existing Process:

  1. Vendor registers for their own Pruvan master account
  2. The 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 provided for 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 to 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 an existing system or use screen-scraping 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 a hard drive and uploaded to Client orders and related survey questions.

Want more information, click here.   

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Partially Streamlined Process:

Check-In and take Pruvan Photos and Answer Survey Questions In-Office 

Vendor Story:  A Vendor may use Pruvan alone, or integrate their existing back-end process for Client order management, accounting, and job-costing.

The 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 Partially Streamlined Process works:  The Vendor receives Client orders into their Pruvan account through a Client Integration.   The Vendor default assigns, or back-office staff assigns Client order(s) in their Pruvan Online account to their Pruvan Mobile sub-users. 

Optionally the vendor may use the Pruvan Online export, Add-On, API or other tools to “import” Client orders to their existing systems if required.

How to proceed with Partially Streamlined Process:  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 depending on Client's required workflow.    

Depending on configuration, back-office staff or the field worker themselves may update and perform quality assurance (QA) on related Client orders before sending results to Client using their Pruvan Online account. 

Pruvan Online is used to perform related job cost/accounting as required, or the vendor uses their existing processes and systems to manage job cost/accounting. 

Learn more about how to configure field worker or back-office quality assurance (QA) and review options before results are published to Client.

Note: Add-On's typically required a paid subscription to automatically transfer photos taken in Pruvan.  Learn More or contact Pruvan for assistance or any required customization.

Vendor setup of Partially Streamlined Process:

  1. Vendor registers for their own Pruvan master account
  2. The 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 import orders to their existing systems
    1. There may be some “mapping” required to import orders
    2. Typically, Pruvan tools are provided at no additional setup or on-going cost if subscribed or provided 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 to 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 an existing system or use screen-scraping 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 a 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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Fully Streamlined Process:

Take Pruvan Photos and Answer Survey Questions In-Field

Vendor Story:  A Vendor may use Pruvan alone, or integrate their existing back-end process for Client order management, accounting, and job-costing.

The vendor will use the Pruvan Mobile app to collect photos and complete all Client's survey questions in the field.  The 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 Fully Streamlined Process works:  The Vendor receives Client orders into their Pruvan account through a Client Integration.   The Vendor default assigns, or back-office staff assigns Client order(s) in their Pruvan Online account to their Pruvan Mobile sub-users.  

Optionally the vendor may use the Pruvan Online export, Add-On, API or other tools to “import” Client orders to their existing systems if required.

How to proceed with Fully Streamlined Process: Field worker takes all related photos on assigned Client order and answers all related survey questions using the Pruvan Mobile app in the field.

Depending on configuration, back-office staff or the field worker themselves may update and perform quality assurance (QA) on related Client orders before sending results to Client using their Pruvan Online account.      

Pruvan Online is used to perform related job cost/accounting as required, or the vendor uses their existing processes and systems to manage job cost/accounting. 

Learn more about how to configure field worker or back-office quality assurance (QA) and review options before results are published to Client.

Note: Add-On's typically required a paid subscription to automatically transfer photos taken in Pruvan.  Learn More or contact Pruvan for assistance or any required customization.

Vendor setup for Fully Streamlined Process:

  1. Vendor registers for their own Pruvan master account
  2. The 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 to import orders
    2. Typically, Pruvan tools are provided at no additional setup or on-going cost if subscribed or provided 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 to 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 an existing system or use screen-scraping 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 the field and reviewed in Vendor back-office.
  • Photos/Video certified since photos never downloaded to a 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

  • Client controlled orders are pushed directly from Client into the primary Vendor’s Pruvan account in real time, and results are published back to Client with full genealogy and chain of custody even across multi-tier contracting networks.
  • Client's Pruvan Surveys (online/mobile forms) are completed/published using Vendor's Pruvan Online account
  • Vendor's existing third party systems and processes can continue to be used to pay sub-contractors and invoice Client 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 integration with Pruvan.

See Also: Users of Pruvan

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