03. Contacts, Technicians & Items [7:07]

Description: This video provides an overview of the contacts, technicians and items area in the FM Work Orders solution.


Let’s take a look at the basic setup and use of Contacts, Technicians, and Item management in FM Work Orders. Let’s open the FM Work Orders solution and navigate to the Items tab here. We’ll just kind of work our way from right to left for the sake of this video. The Items tab is where all of your Item detail information is kept. Here you store the items used on the order line items. Items can represent just about anything, but the intent is for them to either be parts, products, labors, or services. As you can see I have 20 items here at the top already entered into the system. I’ll just go ahead and select “New Item,” and let’s enter a new sample item. The Item ID here, in this case of 21, is a unique item ID number that’s automatically assigned to each record. Then we can enter a Name of the item. Let’s just go ahead and put something fun in there, and say we’re going to be selling Butterflies. And then we can go ahead and put an Item Code in. The Item Code is completely up to you, we’ll just call it “BF.” Then we can put the Unit Price here (go ahead and put the dollar amount), and then we specify if the item is Taxable or not. If we do select that the item is taxable, the Tax rate that we specified in our Preferences here is going to be assigned to that item. Next we can insert a Picture here on the right, and I’ll just go ahead and insert a picture of a butterfly here. If you wanted to clear the picture you could just Clear the picture. I’ll go ahead and re-put the picture in there. Or you could also Export the image to a location on your machine somewhere. You have a few additional options with Items. You can List View here and actually show the items in a list. The blue button here will actually take you back to the item Detail. List Views can be helpful when perhaps you want to sort your items by different columns here, and it just kind of gives you an overview of your items that you have. Before we show you how Items directly tie into Orders here, let’s go ahead and move onto Technicians because we can’t create an Order without having Items, Technicians, and as well as Contacts set up and entered.

2:39 So next we’ll move to the Technicians tab. The Technicians tab is where all of your technician detail information is stored. A technician is anyone out in the field that will be filling in an order sent by a dispatcher. And here we have 2 technicians currently in the system. I could go ahead and add a new technician. The Technician ID is automatically assigned, and then we’re going to go ahead and put in a Technician Name. You could populate the Street here, all of the technician contact information, enter a Phone number for the technician, Email address, you can also of course insert a Picture for your technician (just kind of giving you a visual here). And again we have the similar options that we had in Items. You can view all of your technicians in List View, and you can navigate back to the technician in Detail View. And as we go down the road here with our training, you’ll see that you can also view orders related to technicians. Now in this case since this is a new technician, I don’t have any related orders for this technician, but we’ll touch base on that a little further down the training when we get into Orders.

4:02 Now that I have created Items, Technicians, let’s skip Orders for a moment and let’s jump right over to Contacts. The Contacts tab is where all of your contact detail information is stored. A contact is a customer or a prospect that is stored in the system and you can use that contact to relate to an order. As you can see I currently have 3 contacts in the system, and let’s go ahead and enter a new contact. The contact ID is automatically assigned and populated. You could assign a Company name if you like. Go ahead and put in a Name for the contact. Put in the contact information, and you could even enter some notes specific to the customer here. You can also insert a picture here of course, and we have a few handy little icons here. This button here allows you to conveniently send an email out of whatever mail client you’re using. Whether you’re using Outlook on your PC, Mac Mail on your Mac, and this button here allows you to navigate to the website. So let’s actually put a website that exists so we can show you that little feature here. Just can be handy and saves you a little bit of time here. Clicking that button is going to open up your web browser, and then is going to take you to that website. We also have a few options here on the left that allow you to create a New Order by clicking this button here. And you can also View related orders. So if I go ahead and click New Order it’s actually going to create a new order for Bob Baker and it’s going to auto-populate with all of Bob’s information, and then it’s going to allow me to fill out that information for this order. And if I go back to Contacts, the View related orders is going to populate all of the orders for Bob in a List View. Again, once you’re in List View you can always select the blue arrow, go into form view or Detail View for any of the records that you need to see. Now this is going to lead us right into our next section of actually processing orders as a dispatcher and as a technician. So I’m going to stop here, and that just about sums up how to enter Items, Technicians, and Contacts. Very simple and our intuitive interface makes it easy for just about anyone to pick up FM Work Orders and begin using it today. Please make sure you utilize all available tools we provide such as additional training videos, documentation, and download a demo. If you need additional assistance please contact us. We are happy to assist you. Thank you for watching and enjoy your new FM Work Orders solution.

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