Building Managers can view all of the Jobs for a Building that they manage on the Jobs page of the Portal. Since the Jobs page is the command centre for all Jobs created by Building Managers and those that were submitted externally. It's important to know how to navigate the different functions and features.
To go to the Jobs page, click the Wrench Icon on the toolbar.
Because the Portal uses defining attributes called metadata and system APIs to enable search, Building Managers can filter Jobs in numerous ways using the Search Bar and filters.
Contents
- Maintenance Manager Filters
- Hot Filters
- Search Bar
- Date Filter
- Status Filters
- Manager Filter
- Coloured Dots
- Disruption Notices and Hazard/Risk Notifications
Maintenance Manager Filters
Maintenance Manager filters allow the Building Manager to view only Jobs assisted by a Maintenance Manager in the list of results. Click the Wrench drop-down on the toolbar of the Jobs page to view Maintenance Manager filters.
'All' for All Assigned Jobs
The 'All' filter allows Building Managers to view all of their assigned Jobs.
'Assisted' for All Assisted Jobs
The 'Assisted' filter allows Building Managers to view all Jobs where assistance from a Maintenance Manager was requested.
'Assigned' for Assigned Jobs Without Assistance
The 'Assigned' filter allows Building Managers to view all of their assigned jobs, excluding those which have required assistance from a Maintenance Manager.
For more information, please see Maintenance Manager Feature.
Hot Filters
Hot Filters help Building Managers manage their workload more efficiently by allowing them to filter Jobs based on certain criteria. Each Hot Filter has a unique colour and task-related purpose. Hot Filters are located on the Jobs page above the list of Jobs.
Yellow for 'New Requests to Action'
The yellow button shows the number of new Requests that require action within the
Building Manager's queue.
Pink for 'Quote Added'
The pink button shows the number of Jobs with a Quote that has recently been uploaded by a Service Provider.
Purple for 'Invoice Added'
The purple button shows the number of Jobs with an Invoice that has recently been uploaded.
Light Red for 'Service Provider Hasn't Responded'
The light red button shows the number of Jobs with a Service Provider that hasn't responded.
Bright Green for 'New Messages'
The bright green button shows the number of new Messages sent to a Building Manager.
Light Grey for 'Awaiting Committee Approval'
The light grey button shows the number of Jobs where Quotes have been sent to the Committee and are awaiting their approval.
Black for 'Closure Request'
The black button shows the number of Jobs with a Closure Request.
Dark Red for 'Declined Jobs'
The dark red button shows the number of Jobs that have been declined by the Service Provider. Clicking this button will show the filtered list of these jobs.
For more information, please see Hot Filters.
Search Bar
Building Managers can use the Search Bar to find pertinent information for Jobs:
- Search by Plan Number to view all of the Jobs for a Plan Number
- Note: When searching for a Building, entering the Plan Number with the prefix 'SP' will show results that are an exact match; however, entering just the number will show all of the Plans that include those numbers
- Search by Contractor to view all of the Jobs for a Service Provider
- Search by Job ID to view a specific Job
- Search by Trade to view all of the Jobs for a Trade
- Search by Text to view all of the Jobs that include the search terms in the description
Date Filter
With the Date Filter, Building Managers can view all of the Jobs created within a specific
date range.
Status Filters
Status Filters allow Building Managers to view all of the Jobs with a particular status. This means that they can quickly see how certain Jobs are progressing and decide on the next steps to take.
Status Filters default to 'Active', which shows all of a Building Manager's assigned Jobs, excluding those that are Completed, Cancelled or Closed. The 'All' filter will show all assigned Jobs, including those that are Completed, Cancelled or Closed.
Manager Filter
Building Managers can select the Manager Filter to view all of the Jobs assigned to a specific Manager. The Manager Filter defaults to the current user and can be removed to see all Jobs for all Managers in the Organisation, or all Jobs for a selected Manager.
Coloured Dots
Sometimes there will be Coloured Dots next to Jobs listed on the Jobs page. Each Coloured Dot conveys important information on the status of a Job and can help a Building Manager to instantly identify where a Job is in the process without going to the Work Summary page.
Blue for 'New'
The blue dot indicates that a Job is new.
Red for 'Urgent'
The red dot indicates that a Job is urgent and requires immediate attention from the
Building Manager.
Yellow for 'Awaiting Committee Approval'
The yellow dot indicates that a Work or Quote Request has been sent to the Committee and
is awaiting their approval.
Green for 'Approved'
The green dot indicates that a Work or Quote Request has been approved by the Committee and the Building Manager should take action to move the Job forward.
Grey for 'Assisted'
The grey dot indicates that the Job is being assisted by a Support Manager.
Disruption Notices and High Risk Jobs
Jobs with disruption notices for buildings are marked with a red box surrounding the request.
Jobs that involve hazards or risks are indicated by a danger icon next to the job title.
This helps Building Managers quickly identify jobs that may pose hazards or cause disruptions in the building, ensuring efficient management within the jobs field.
Building Managers should contact us with any further questions regarding this process.
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