There are two ways to create a Work Order, singular and in a group or batch. We created the batch functionality for those times when you need to create the same Work Order with the same Vendor for a lot of Properties. For instance, annual, recurring maintenance of Inspections.
CREATE A SINGLE WORK ORDER
1. Navigate to the Work Orders tab and click "Create Work Order." Similarly, you may find "Create Work Order" on a Vendor or Property screen or under the Shortcuts menu.
2. Enter in the requisite details. If the Property or Unit has active Tenants, their information will be billed into the Tenant Information box. This can be edited.
Note, the Diagnosis field is intended to be left blank unless you know what is wrong before assigning the Work Order. We intended it to be filled out by the Vendor after they've been to the property. We may adjust this in the future.
When finished, click "Create."
3. Any Property or Unit can have a Work Order Alert or Note set. If a Work Order Note is set, it will show this text on the Work Order. If a Work Order Alert is set, it will force the creator of the Work Order to acknowledge the Alert and show it. For example, here we set an alert of "ONLY USE JOE BOB HVAC" and a note of "20x20 air filter size."
Once the user select that Property or Unit, the Alert will pop up. This will be logged in the Work Orders history.
Note here that who confirmed the alert is logged in the history:
3. If you unchecked the "Send to Vendor" checkbox, once you're ready, you can send the Work Order to the vendor here:
The Vendor will receive an email with the Work Order inside of the body of the email and attached as a PDF. The Vendor can reply to this email and those responses will get appended to the History & Comments section of the Work Order, including any attachments they send, like pictures or an invoice.
The green box in the above image is from an email reply with a picture.
You can also add your own Attachments and Comments that are or are not shared with the Vendor. If the Vendor also signs up for coManage, they get their own view and history of all of these Work Orders. This especially useful for Vendor with which you do a lot of business.
Note, all changes to the Work Order should be logged in the Event History. This is to aid with transparency and accountability.
CREATE A BATCH (GROUP) OF WORK ORDERS
This functionality is to be used when the Work Order Description field will be the same for all of the Work Orders being created. For example, "Perform annual inspection" assigned to ACME Roofing.
The batch creation process will still pull the Work Order Notes and show you the Work Order Alerts during the creation process.
1. Navigate to the Work Orders section of the left navbar and click "Create Batch" in the top right.
2. Enter in a Description and Vendor, then select Properties by picking a Property Group (required) and clicking "Find Properties". From there, you can use the filter to narrow down the list using Property/Unit Names, Zip Codes, etc. Finally check the box next to all Units/Properties you wish to create Work Orders for.
Note: The red boxes are highlighting each Alert so that you don't make a mistake.
Click Create once you're satisfied.
3. This will take you to the Work Order index pre-filtered for that batch.
If you want to create a nice PDF or print of this or any set or Work Orders, you can always checkbox the relevant Work Orders and click Print:
Here is a sample of the PDF print, which includes Tenant contact info and is ready for Vendor to use:
Note: You can also batch update statuses and priority for the Work Orders that you have selected.
INVOICE A SINGLE WORK ORDER
You can directly create an Invoice from a Work Order. This will automatically connect the Invoice to the Work Order and pull over Property and Unit data. Similarly, if the Vendor is also on coManage and they create an Invoice from a Work Order, that Invoice can automatically show up in your system to be approved, saving loads of time for both sides.
There are two ways to tie an Invoice to a Work Order:
To create an Invoice from a Work Order: navigate to a Work Order and select the Create Invoice button:
This will open the Create Invoice form with the Vendor, Work Order, Property and Unit already populated.
You can fill in the remaining details and click Create. The Invoice will now be read for Payment.
2. You can navigate directly to the Invoice Create form:
Type in the Payee and in the Work Order lookup field, you can type in the Work Order # or the Address to find the Work Order you're looking for:
Once you select a Work Order, it will set all of the fields from the Work Order as above.
Click Create and the Invoice is ready for your Payables process.
REVIEWING WORK ORDERS
For any given Vendor Contact that you've created a Work Order, if you've selected "Share your experience with this company with other coManage users" on their contact, we will aggregate your up and down vote data to rank Vendors internally and externally.
Here is how you up or down vote a Work Order:
Note: To prevent fraud, we give more weight to Work Orders with paid Invoices and/or a history of activity. You don't want a landlord adding their buddy's company and giving a bunch of fake Work Orders and upvotes -- or vice versa if two parties are in a dispute.
This review system benefits you two ways: it helps you keep track of times you weren't happy with a Vendor and, by sharing your data and others sharing their data, it helps you find new, great Vendors more quickly without the noise and fraud of public review sites.
We use the Reddit comment ranking algorithm to control for bias for very large contractors.
When a given market reaches critical mass, we launch a List/Marketplace that is available to yourself and other coManage users:
To get the List/Marketplace launched in your metro area, sign up as many other Landlords and Vendors as you can in your area and get them using coManage Work Orders and payments system. If they're using another system, they can import their data back to it.
If you have any questions, email us at firstname.lastname@example.org.