Jobs Maintenance - Sending Work Orders
This article is part of the Jobs Maintenance section.
Sending Work Orders
Once you have created a Work Order and sent RAMS documents, you are ready to send the Work Order to your contractors.
This can be done via e-mail, or by post.
Emailing Work Orders
To email work orders you need your SMTP username and password saved in the system. This can be done in System - System Parameter - User Login.
You can configure which e-mail address Work Orders are sent from with the "Work Order Default Email From" System Setting.
To send Work Orders by email:
- Click the Email Work Order button
- Click Yes on the confirmation pop-up to proceed.
- Click Yes to confirm if RAMS has been returned.
- Attach any additional documents e.g. photos of damage, CDM document
You can also send out Terms & Conditions with your Work Orders. This is configured with 2 system settings – “Terms And Conditions Doc Path” and “Attach Terms and Conditions To Work Order Emails”.
Sent Work Order emails can be viewed on the Documents tab of the Job.
Printing Work Orders
You might also choose to send out Work Orders by post.
To do this:
- Click the Print Work Order button.
- This will open the Send Jobs Work Order window.
You can also send emails from this screen. - Tick the box in the Selected column to select the Work Order you want to print.
- Click the Accept button.
This will change the Job status to JIP (Job in Progress), and the Notices section in the top panel will update to confirm that the Work Order has been sent by Post.
Sending Work Orders in Bulk
You can also send (and re-send) Work Orders from the main Jobs Maintenance tab.
To do this:
- Navigate to the Jobs Maintenance tab.
- Click the Work Order button.
- This brings up the Send Jobs Work Order window.
- Use the options at the top to search and filter your results.
- Click Refresh to see your prelist.
- Use the tick box in the Selected column to choose which Work Orders you want to send out.
- Click Select Emails to select only the Work Orders to be sent by email.
- Click Select Prints to select only the Work Orders to be printed and sent by post.
- Click Select All to see email and print.
- Click Email to email the selected Work Orders.
- Click Print to print the selected Work Orders ready to be posted.
- Click Accept to accept your Work Orders. This tells the system they have been printed.
If you have a lot of Work Orders to send, it is best to break them down into smaller batches to avoid time outs.
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