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Remote System creating/updating orders in a Pruvan account

In this exercise you will learn how to remotely set various fields in a Pruvan account that are available in the User Interface.   

Remote Systems that wish to create or update orders in a Pruvan account should be aware of data fields that they can always update, and fields that are shared, and may not be able to update after order is created.

User Fields owned by Remote System's integrated orders  

These fields are always available for remote update.  If created remotely, they can not be edited by the User Interface.

  • Client Due Date
  • Client Status
  • Client Instructions

User Fields shared

User Fields can be set on remote order creation, but may or may not be available for remote system update(s).  Users or configured workflows can update these fields.

  • Description
  • Reference
  • Work Order Info
  • Project Options
  • Project Instructions
  • Status
  • Due Date
  • Tasks
    • Name
    • Instructions
    • Options

 

Auto-Admin

When an integration is setup in a Pruvan account the account owner can configure the integration to enable or disable Auto-Admin.  Auto-Admin refers to automatic administration of Pruvan orders by a remote system.  Auto-Admin is ON by default, and allows order updates from the remote order system to update and overwrite Pruvan fields if these fields are changed by account users.   Automatic updating by remote systems can cause confusion if Pruvan users wish to have their order changes persist.   The remedy is for users who wish to control data fields managed by Auto-Admin to set Auto-Admin to OFF on the integration setup screen.   Learn more here:  Auto-Admin settings

 

Pruvan Status field vs Client Status field.

Remote systems should be aware of how to set Pruvan Status field in conjunction with Client Status field.  The Pruvan Status field is a shared field, therefore not all statuses available should be used by remote system.  

On Order Create, a Remote System should only set Status field to one of the following:
  • Not Set (leave Status field out of order update)
  • RUSH
  • REWORK

Remote system should always set Client Status field to remote system's current order status.  Be sure you send the minimum fields for each order to be created.

For Example: Post payload to a valid PushKey to create one order (read more).  
Minimum fields required for CREATE, valid address and 1 service/task.
{
"workOrders": [{
"workOrderNumber": "TESTPOST",
"address1": "111 East Main ",
"city": "Round Rock",
"state": "TX",
"zip": "78664",
"workOrderInfo": "Call Office 555-111-2222",
"clientDueDate": "2020-05-28 1200 +0",
"clientStatus": "Order Created",
"dueDate": "2020-05-25 1200 +0",
"services": [{
"serviceName": "Task-01 Mow Grass"
}]
}]
}

Response back from account showing successful remote order create.
{
"response": {"created": 1,"updated": 0,"deleted": 0},
"error": null
}

On Order Update, the only the following Status field updates are recommended

  • Not Set (leave Status field out of order update)
  • RUSH
  • REWORK
  • CANCEL 
  • CLOSED 
For Example:  Status not set, only clientStatus updated.
{
"workOrders": [{
"workOrderNumber": "TESTPOST",
"clientStatus": "Order Late"
}]
}

Response back showing successful remote update.
{
"response": {"created": 0,"updated": 1,"deleted": 0},
"error": null
}

As always, Remote System should set Client Status field to remote system's current order status at a minimum, and not set shared fields in a manner that confuses or arrests (stops) the account user from completing order.

 

Valid Status and Client Status combinations

Below are all possible combinations of Status field updates along with recommended Client Field message.  If your remote system updates a single Pruvan account you control, you have an Internal Integration, if not you have an External Integration.  Learn more about Internal vs. External integrations here.

Integration Mode

Remote Action

Desired Status Field 

Client Field suggestion

assignedTo

Notes

Internal/External

Create

No Particular Status (not set)

"Order Created"

 

Status Field "Unassigned", Client Status "Order Created"

Internal Only

Create

unassigned

"Order Created"

Null

Not advised for External Integrations

Internal Only

Create

assigned

"Order Assigned"

 

Not advised for External Integrations

NOT ADVISED

Create

accepted

Not advised on remote Create

 

Set by Portal User or local workflow only

NOT ADVISED

Create

rejected

Not advised on remote Create

 

Set by Portal User or local workflow only

Internal/External

Create

rush

"Rush Order"

 

Status Field "Rush", Client Status "Rush Order"

Internal/External

Create

rework

"Rework Required"

 

Status Field "Rework", Client Status "Rework Required"

NOT ADVISED

Create

canceled

Not advised on remote Create

   

NOT ADVISED

Create

complete

Not advised on remote Create

   

NOT ADVISED

Create

invoiced

Not advised on remote Create

   

NOT ADVISED

Create

submitted

Not advised on remote Create

   

NOT ADVISED

Create

closed

Not advised on remote Create

   

NOT ADVISED

Create

deleted

Not advised on remote Create

   

Internal/External

Update

No Change to Status (not set)

"Remote Order Status is….."

 

Update Client Status field only (pending, closed, canceled, etc..)

Internal Only

Update

unassigned

"Temporarily Unassigned"

Null

Not advised for External Integrations

Internal Only

Update

assigned

"Assignment Change from/to…."

 

Not advised for External Integrations

NOT ADVISED

Update

accepted

Not advised on remote Update

 

Set by Portal User Only

NOT ADVISED

Update

rejected

Not advised on remote Update

 

Set by Portal User Only

Internal/External

Update

rush

"Order updated to Rush"

 

Status Field "Rush", Client Status "Order updated to Rush"

Internal/External

Update

rework

"Order updated to Rework"

 

Status Field "Rework", Client Status "Order Closed"

Internal/External

Update

canceled

"Order Canceled"

 

Status Field "Canceled", Client Status "Order Canceled"

NOT ADVISED

Update

complete

Not advised on remote Update

 

Set by Portal User or local workflow only

NOT ADVISED

Update

invoiced

Not advised on remote Update

 

Set by Portal User or local workflow only

NOT ADVISED

Update

submitted

Not advised on remote Update

 

Set by Portal User or local workflow only

Internal/External

Update

closed

"Order Closed"

 

Status Field "Closed", Client Status "Order Closed"

NOT ADVISED

Update

deleted

"Order Deleted"

 

Not advised by remote system.  Use with caution.

Note:

  • "Status" field is shared by remote system and Pruvan users or local workflow.  "Client Status" field is always available for update by remote system.
  • For Internal Integrations, if assignedTo is not set to valid User/Sub-User for related account, only visible to Admin and Staff roles in Portal. 
  • External Integrations do not set assignedTo field. Order is created unassigned and may be automatically assigned by workflow or assigned manually by account user.
  • Previous assignedTo will be notified order has been reassigned, unassigned, closed, canceled or deleted on Mobile.
  • Remote Update possible on shared fields if Auto-Admin=ON.  See Auto-Admin fields that can/cannot be updated by remote system.
  • Orders deleted are visible in Deleted View in Portal.
  • If user credentials are valid and relay is permitted all queued orders and collected content, regardless of order Status, will be sent to the order originator.
  • Deleted orders that have queued data published will be recreated with a different Key1 field.  Remote systems must discard unwanted queued data received.      
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