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.

Patrols

(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.

Labour/Materials Tab

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.

Materials

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.

Printing Jobs

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.

© Skorpion Pty Ltd 2005