Add a new Request:
1. To enter a new Service Request within the Maintenance Center, click Add Request from the Service Request drop-down menu.
2. Select the Building from the Choose Building page.
3. Select Contact: Begin typing any part of the Tenant's name or company and a list will appear below that you can select from. You can also add a new Tenant by clicking the "Add New Contact" link below.
4. Service Request Details: After choosing the Tenant, continue scrolling to the Service Request Details section. Choose the Service Type from the dropdown. Service Types can be managed from the Service Types section of the application. For more information, view the Help Document section on Creating, Managing, and Assigning Service Types.
- Enter the specific Location and a Description in the fields provided.
- A file or image can be attached if desired.
5. Schedule: The date and time will default to when you started adding the request but can be updated to any time in the past or future. Press the green plus button to add additional dates/times and create an independant series. For more information on setting up a series click here.
6. Scheduling - Recurring: Toggle the blue box from Standard to Recurring to set up a scheduled series of requests. For more information on setting up a recurring series click here.
Below the Contact Details, you will see the Administrative Details section. Here you can update the request status, mark it as a repeat request, and/or update the priority level. The checkbox next to "Send Tenant an Email Update" will be selected by default. If you do not wish to send an email update to the tenant, simply uncheck the box.
Click on the gray bar to open the Billable Templates if you want to add a templated billable item to all the requests in your new series.
Click on the gray bar to open the Communication Log. From here you can enter a Note and attach a file or image. Check the box to send the Communication Note to the Assigned Designees, Email Only Designees, and/or the Tenant who submitted the request.
Click on the gray bar if you would like to add any Collected Data to the Request. From here you can enter data for one or more Custom Fields which are managed in the Preferences. These fields will be available for all requests, regardless of the Service Type. The Total Time can be updated here as well.
Click on the gray bar if you would like to add Contractor Details for this request.
Click on the gray bar to open the Designee Notification Options.
Select Notify Assigned and Email Only Designees to send an email based on how your system is programmed for the specific Service Type selected above.
If you would like to assign the request manually by choosing one or more designees from a list, check Assign upon submitting Request. Please note: If you want the tenant to receive an email notification regarding the new request, be sure the "Send Tenant and Email Update" is checked in the Administrative Details section above.
If you do not need to assign or notify anyone check Do Not Assign or Notify.
Assign upon Submitting Request:
If you select Assign upon Submitting Request, a page will open where you can select one or more Designees to assign to the Request. Once you have selected Designees, scroll to the bottom of the page. Update the priority and check the box next to Send Email Notice after Save, if desired.
