Warranties and Maintenance Contracts - Adding Documents

Warranties and Maintenance Contracts - Adding Documents

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This article is part of the Warranties and Maintenance Contracts section.
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Once you have added a new warranty or maintenance contract to a Development, you can add any documentation that is relevant to the contract such as a copy of the service contract or any guarantees.

There are 2 places to store Documents:
  1. Documents tab - this is the main area
  2. Other Dates - here you can attach documents related to your Other Dates if you are using the In-Tray

Adding Documents to the Documents tab

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Users will need the Development – DevelopmentTab Warranties Document permission to be able to see the Documents tab.

Documents which are relevant to the whole warranty or maintenance contract can be added to the main Documents tab.

To do this:
  1. Click the Documents tab.



  2. Click the Add button to open the Add Document screen.



  3. Set a Web Document Type if you want the document to be visible on the Client Portal, otherwise leave at --SELECT--.



  4. Select a Document Type.
    1. The dropdown will display any Document Types with Development Warranties as the Source Type.
    2. See Document Types for steps on how to create a new Document Type. 

  1. Click the three dots next to Upload File to browse for your document.



  2. Click Open to add the document.

  3. Enter a Description and click OK.

  4. A pop-up will confirm the document has been added successfully. Click OK to dismiss.

  5. You can now view your document in the Documents tab.

  6. Use the Amend or Delete buttons to make changes to, or remove, your documents.

Adding Documents through the In-Tray

The In-Tray module is where the system can accept reports from contractors for the dates that specific tasks happen in the warranty. These are normally inspections and this is where those inspection documents can be allocated to the inspection date in the system and any work required can be triggered from there.

Currently, the only method for doing this is through the In-Tray. 

To do this:
  1. Click Tools in the menu bar, and select In-Tray from the dropdown.



  2. Select Correspondence Received from the Tray dropdown.



  3. Find your file in the grid.

  4. Select Development Warranty Dates from the Record Type dropdown.



  5. Find the warranty date from the list in the grid. The Description field will display the date and description for the warranty. There may be more than one warranty for a Development.

  6. Highlight the warranty and the document and click the Link button.



  7. A pop-up will ask if the inspection has been completed.
    1. If you click Yes, a second pop-up will ask if any further work is required for that Development Warranty Date.
Notes
The "InTray Development Warranty Dates Ask Work Required" System Setting  can be configured to assume work is always required.
  1. If you click Yes again, the system will ask you to select the next user who will deal with the file.
    1. This will then appeared as a Non-Actioned In-Tray File on that user's Dashboard. 
    2. The status of the file will change to Pending and it will remain as Pending until it has been marked as Processed (completed).

  2. If you click No, it will ask you to confirm the warranty date is correct. Click Yes to proceed.
  1. You will be prompted to set a Web Document Type for the Warranty Date.



  2. A pop-up will confirm that the file was successfully linked to the Development Warranty Date.

  3. When you have linked a file to an inspection date, the next date will be set based on the Annual Inspection Frequency set against the Job Type.



  4. You can now view the file against that date in the Other Dates section of the contract.
    1. To do this, click the Other Dates button on the warranty, highlight your date and click the View File button.


If you selected that work was required, you are now ready to create a new job.