Job Details Window
Depending on your access level, the type of service being performed, and the status of the
service, the appearance of the Job Details window and your access to the various parts of it may
vary.
Job Parameters
This section explains the fields and buttons in the upper half of the Job Details window.
| Field |
Description |
Configuration settings which affect this field
|
| Location |
The site code of the location where the service takes place |
For responses only, users with operator level
may be prevented from changing the location depending on the setting in the General
Configuration window, Job Details tab, Change Response
Location.
For all job types the operator may be prevented from changing
the location by the Operator Configuration setting Job Details,
Change Job Location. This setting over-rides the Response setting,
above.
NB if you are going to prevent the operator from selecting a location in this
window, you must set the Operator Configuration setting Job
Details, Prompt for Location to Yes so
that the operator is prompted to select the location before the Job Details window
is displayed.
|
Job Ref:
If you have Accounts or Administrator access, you may change the job number. Otherwise the next
available job number is displayed.
There might be gaps in the series of job numbers, as the same number is used to number payments and
credits.
-
You may set a job number prefix of up to 3 letters or numbers for all jobs, e.g. ABC1234
(see System Configuration)
-
Periodic charges and services have an additional prefix of 'P'.
| Field |
Description |
Configuration settings which affect this field |
| Checked |
If this box is ticked, a green tick will appear next to this job in the Prepare
Items for Invoicing window, indicating to accounts staff that operational details are
correct. |
|
| Abandoned |
Indicates that the job was not completed normally, for example was cancelled
before the Service Provider arrived at the Location. Depending on system
configuration you may be required to enter an explanation in the Internal Notes
field before the job can be closed off.
Usually, accounts staff make a decision whether to bill an abandoned job.
|
|
| Deferred |
Indicates that the job was held up for some reason beyond the Service Provider's
control (for example, having to wait for a key holder). The main purpose of this
box is to exclude the job from performance statistics. However you may enter a date
and time at lower right in the Internal Notes tab to indicate that the job is
expected to restart at that time. This date and time has no effect on operational
reporting.
|
|
| TIMES |
Important: If the Location is in a different Time Zone, the times shown are those at the Location
and not the time in the Smart control room.
Depending on your system configuration, access level, and the job's current
status, some of these times will not be displayed or may not be editable. For more
information, see below. The column to the right of the date column may also give
you some further information about why you are not permitted to enter a date or
time.
You can adjust the width of the label and day name columns by clicking
on the right edge of the column and dragging it to a new position.
If you are using RemoteSmart this area will look different to the picture above
but will have similar functionality.
There are several ways of entering a date or time
- Highlight a date or time and press the
space bar to enter the current time or clear the current time
entry.
- Press the hot key (e.g.
F6) to enter the current time or clear the current time
entry.
- Highlight a time or date and simply key in the time
or date (no need to double click first).
To update a date or time, double click on
it or highlight it and press the Enter key. When your are editing a date you can
right click to choose the date from a calendar.
|
(see below) |
| Received |
The time the job was entered. Usually, operators are not allowed to change this
time. It is used when calculating how long it took to depatch the job and/or arrive on
site. |
|
| Scheduled |
The time the job is due to commence (i.e. the Service Provider is to arrive on
site). The job will not appear in the list of jobs to be dispatched until a specified
time (an hour or more) before it is due (see Job Despatch
Window). |
|
| Despatched |
The time the job was despatched. If you are using automatic despatch (e.g. by SMS,
SmartNet, or mobile data) the job will be transmitted when you enter this field and
then save the job. |
|
| Despatch Ack |
The time the Service Provider received the job. This is normally only used for
automatic despatch (e.g. by SMS, SmartNet, or mobile data). |
|
| ETA On Site |
The time the Service Provider expects to arrive at the location. |
|
| ETA Received |
The time the ETA On Site was entered. This time cannot be changed by an
operator. |
|
| On Site |
The time the Service Provider arrived at the location where the service is to be
carried out. |
|
| Alarm Off |
The time the alarm was turned off at the location. In some ADSW configurations this
time is entered automatically. |
|
| Secured |
The time the Service Provider secured the premises, usually the time the Service
Provider requested permission to leave the location. |
|
| Off Site |
The time the Service Provider left the location. |
|
| Advised |
The time the Customer or Alarm Company was advised of the outcome. |
|
| Completion Due |
The time the job is expected to be complete by. Usually applies to equipment
installations. |
|
|
|
|
Completion Due Date/Time: The date and time the job is scheduled to be completed. Users
with Operator access level may be prevented from changing this after the job has been first entered
(see System Configuration). This field has no effect on job time or pricing calculations.
Acknowledged Time
is the time the patrol or remote control room acknowledged receipt of
the job despatched to them via pager or SmartNet. The time may be entered or cleared automatically
by pressing Ctrl-F6 (hold down the Ctrl and F6 keys simultaneously) in the Response list or
Response Details windows, or entered manually in the Response Details window.
ETA On Site time
is the time estimated by the patrol or remote control room for their
arrival on site. The time may be entered or cleared by pressing Ctrl-F7 (hold down the Ctrl
and F7 keys simultaneously) in the Response list or Response Details windows, or entered manually
in the Response Details window.
Advised Time
is the time the alarm company (or other interested party) was advised
of the response outcome. The time may be entered or cleared automatically by pressing
Ctrl-F6 (hold down the Ctrl and F6 keys simultaneously) in the Response list, Response
Details, or OffSite Report windows, or entered manually in the Response Details window. If the
alarm company requires to be advised, the response is not considered complete until this time has
been entered. (If you and the alarm company have SmartNet, the alarm company is advised
automatically.)
To specify that the alarm company
must be advised, go to the Alarm Company Details window (\Maintenance \Alarm Companies) and check
the "Advice of completion required" box.
The job date/time fields for Acknowledged, ETA OnSite, and Advised may be hidden (see
General Configuration / Service Types).
Alarm Off: The time the alarm was silenced by the service provider or alarm
monitoring control room.
Secured: The time the site was made secure
ETA Received: (May only be viewed by accounts staff or administrators) The time the
estimate of arrival on site was received from the service provider.
If the officer (patrolman) does not have telephone numbers, or no officer is logged on to the
Service Provider, the telephone numbers entered for the Service Provider are displayed.
Jobs of service type 'Charge' are considered complete as soon as entered, i.e. despatched, on
site, and off site times are not required. NB any service type can be configured to be regarded
complete once despatched (see the System Configuration window, Service Types - Job Details,
Complete Once Despatched?).
When creating a new job, the operator can be shown a list of current incomplete jobs for the
location (either for all service types, or just the current service type). The operator may
choose to use an existing job instead of creating a new one, or view the existing
job. Maintenance \Smart Setup\ General Configuration \ Service Types, Job Details \See
existing jobs at creation. The possible settings here are
-
No - don't show current jobs
-
Yes - show current jobs regardless of service type.
-
This Service Type - show only jobs for the current service type.
Instructions Tab
Details of Periodic Charges and Services for the selected location can
optionally be shown in the Instructions tab of the Job Details window. In the General
Configuration \ Service Types window, select Job Details / Show Periodic Details.
Details of Alarm Panel support plans and warranty dates can optionally be shown in the
Instructions tab of the Job Details window. In the General Configuration \ Service Types
window, select Job Details / Show Warranty/Maint Details.
Alarm Details Tab
This tab may be hidden depending on your system
configuration.
Adding Zones
An operator may be permitted to add a new zone to a site (and link it to the current job). This
function is enabled or disabled in the Operator
Configuration.window.
If this is permitted, and the operator keys and entry into the Zone: field (beneath the
Zone: button) which is not recognised, the operator is given these
options:
- Add The zone is added to the location
so that it can be selected for future jobs.
- Select Select from a list of existing Zones, or
- Cancel Neither of the above occurs, but the zone number is
stored against the job.
Once a zone has been added and/or selected, you can enter details of the Description or Block by
double-clicking in the list of Zones.
You can also enter free-form details of the zone(s) in the Zone Notes section,
further down the window.
Enter Hourly Rates
Brings up a window allowing quick entry of daily hours.
You must enter dates in this window in order to generate entries.
Service Details Tab
Status: If you have Accounts or Administrator access, you may change this manually.
Otherwise, the job is considered complete when the Off Site time has been entered.
Create linked job: Jobs may be linked for viewing and reporting purposes. For example, an
installation and a subsequent repair may be linked together, or an alarm response and a subsequent
guard job. The job must be linked when it is first created, by pressing this button.
View linked job(s): Jobs which have been linked to the current job can be viewed. This
includes jobs which have been linked to jobs linked to the current job
Control Room: When creating a job, the controlroom can be set based on the
Service Provider (Service Provider Details window) or Service Type (System Configuration
Window). If a control room has been nominated for the Service Provider, that control room will be
nominated for the job. Otherwise, if a control room has been nominated for the selected
service type, that control room will be nominated for the job. Otherwise, the control room will
default to the control room creating the job. The control room may optionally be changed by
the operator.
Docket Numbers (sometimes called Line Numbers): A docket number will be
required if any of the following conditions apply:
- the Customer requires a docket number
- the Alarm Company requires a docket number
- the Service Provider requires a docket number
- the system setting Job Details, Require Docket Number is set
(General Configuration window, Service Types tab).
Check the Use Fixed Width Font box if you are entering Service Details in
columns. This will ensure that the columns line up whenever they are displayed or printed. This
setting applies to the current job only. A similar setting exists in the Periodic Details window so
that jobs generated by the Periodic Charge or Service will have this setting.
(Incomplete)
Details of Patrols may only be entered if the Service Code selected for the job is of the Patrol
service type (to change the service type, go to the Service Code Details
window). To enter other details about a Patrol job, click the More Details button at lower
right.
To add patrol details, right click in the list below Details of individual patrols.
Classifications Tab
This tab may be hidden depending on your system
configuration.
Classifications are used for reporting and automatic notification.
Internal Notes Tab
Operator: The initials of the operator who created the job. Press the […] button next to
the initials to see a history of changes to this job, and who made them.
Depending on your system configuration, this tab, or
parts of it, may be hidden.
Labour
Here you can enter details of labour (quoted and/or actual) required for the job. This section
is usually used only if the job requires multiple persons or multiple attendances, or when
preparing a quote.
Entries in this section appear in the Labour Jobs window (press F11 in the Jobs List) and will
alert the operator if not carried out as booked.
Right click in the list to add, change, or delete hourly details.
To copy the highlighted line, press Ctrl Down (hold down the Ctrl key and press the down arrow
key). A new line will be created with the booking details from the highlighted line and the date
advanced by one day.
When adding a part to a job (Job Details window, Labour/Materials tab) users may optionally be
allowed to change the description of the part. This enables you to add miscellaneous parts to a job
without having to add them to the list of standard parts. Operator Configuration window,
Job Part Details, User can change part description .
Accounts Tab
This tab may be hidden depending on your access level and system configuration.
If this job was generated as a Periodic Charge or Service, a
Periodic Charge Details .. button will appear which allows you to view the
settings which generated the job. From the Periodic Details window, you can also view all the jobs
or charges generated by the Periodic.
To print the current job, or similar jobs, click the Print button in the Job Details window or
above the list of jobs.
To print the current job, ensure that the This Job tab is displayed, and then
click Print/Send.
To print multiple jobs, ensure that the Select Jobs tab is displayed and that
you have made suitable selections, and then click Print/Send.
You can also print multiple jobs (with different options) from the Service Log window (select
\Operations \Print \Service Log from the Main Menu).
To change the details to be displayed, select the Details to Include tab and
make your selections.
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