The job notes tab allows you and your vendors to send messages back and forth or make notes regarding a particular work order or information related at the property level, e.g., "Beware of dog."
The job notes can also be reviewed from the home screen by dragging and dropping the Icon option from Columns to the active status.
The number of Work Order notes and Property Notes is displayed within the Job Notes Icon.
By hovering the cursor over the Job Notes Icon, the Work Order Notes and Property Notes associated with the Work Order will be displayed.
When selecting a work order from the Home Screen, the user is directed to the View Work Order tab for that Work Order. To review Job Notes, create new Work Order or Property Notes, select the Job Notes sub-tab. The system will display:
- New Note
- New Note (pop-out window)
- Show/Hide All
- Always Hide Notes
‘New Note’ and ‘New Note (pop-out window)’ will allow you to add a new job note to the work order. *Note: The difference between ‘New Note’ and ‘New Note (pop-out window)’ is that by selecting ‘New Note (pop-out window)’, a new window will open to create the Job Note.
‘Show/Hide All’ will minimize or display all the job notes on the work order. This can be useful if there are many notes on the work order. You can click this button to ‘Hide’ notes you do not want to view and select only the notes you want displayed.
If ‘Always Hide Notes’ is checked, the notes will always be minimized when you open the work order's job notes, and you will have to click on them to view them.
There are three applications for Job Notes:
- Property Notes
- Work Order Notes
- Reminder Date
Property Notes
Property Notes stay with the property and repopulate every time a new work order is received for that property, such as an address correction, directions, or warnings. Any information that the contractor may need each time they visit the property. Anytime a Property Note is needed, simply type the note into the message box, add files, adjust permissions, and save. They will automatically attach to any new work orders for that property and be displayed in the Property Note section on the Home Page.
Work Order Notes
Work Order Notes are specific to the work order. To send a note to someone in the system, simply insert their name. If an Admin wants to message a client, enter their email, type the note, attach any files, if necessary, choose permissions, and save. PPW will automatically send the message. When the client responds, it will post in the Work Order Note and be sent to the sender’s email in the process, providing a record of reference to the communication. This will save the contractor time by eliminating the need to continuously check the system. Likewise, it will save the Admin time by attaching to the work order and not having to look through emails to find the message and response. Work Order notes may also be viewed by placing the cursor over the Work Order Note Icon on the Home Screen.
Reminder Date
The last feature in Work Order Notes provides the Admin with a convenient method of sending out work order reminders. The Admin inserts the date and time the note is to be sent, enters the note, and clicks save. PPW will automatically send the note after it has been saved and on the date and time selected for the reminder to be sent to the addressee.
Permissions
When entering a note, you also set up the permissions of which groups can see it. If you do not want a certain group to see the particular job note you are entering, simply uncheck the group before saving the note, and that group will not be able to see it.
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