Configure Field Service Portal Settings

A System Admin must configure Field Service portal settings before you begin using this module.

To access portal settings in your employee portal, select Admin > Portal Settings > Field Service. Then review or set up options in each of the following sections.

General Configuration

SettingDescription
Allowable upload file typesEnter the file types that technicians may upload. Separate multiple file types with a comma and include the period (.) in the file extension. For example, .xls,.pdf,.gif.
Assign Colors to Scope PrioritiesAllows you to select a color for each scope priority (high, medium, and low) and add scope priorities.
Attachment Type ID's to use when adding / editing Field Service attachmentsAllows you to enter the attachment types ID's (comma-separated) to use when adding and editing attachments in Field Service.
Auto-post Work Completed batches from lines created in Field ServiceSelect this check box to automatically post work completed batches to Service Management instead of having to run the SM Batch Process to finalize entries.
Default days after the current date for the "To Date" on Work Order dashboardEnter the number of days past the current date for the To Date field on the Work Order Dashboard. For example, enter 2 if you want the To Date to default to two days after the current date.
Note: To allow users to close a trip even if a technician is still clocked in to that trip, set this field to a number greater than zero (0).
Default days before the current date for the "From Date" on the Work Order dashboardEnter the number of days before the current date for the From Date field on the Work Order Dashboard. For example, enter 2 if you want the From Date to default to two days before the current date.
Enable Clock-InAllows technicians to clock in and out from Field Service. When you enable this setting, a Clock In button displays on the Work Order page. Technicians must select a pay type when they clock in. They can select the Clock Out button in the navigation bar to review clock-in status and to clock out.
Note: Clock-in and clock-out times are saved to the Time Worked grid and PR Timecard entry in Vista. Field Service users can change their start and stop times within Field Service, which will update their inline start and stop times and their time worked start and stop times.
Equipment Companies (EMCo)If you enable Equipment as a work type, this setting allows you to enter the equipment companies available in Field Service. Leave this setting blank to use the default equipment company set up in Vista's SM Company Parameters. Enable work types in the Work Complete section of Field Service portal settings.
Hide SM Summary Enable this setting to prevent the summary of labor hours, equipment units, and items from displaying on the work order.
Inventory Companies (InCo)If you enable Inventory as a work type, this setting allows you to enter the inventory companies available in Field Service. Leave this setting blank to use the default inventory company set up in Vista's SM Company Parameters. Enable work types in the Work Complete section of Field Service portal settings.
Maximum number of historical work orders to show in site and service item historyUse to limit the number of completed work orders that display in Work Order History.
Require Service Site When Creating Work OrdersEnable this setting to make the Service Site a required field when users create new work orders in the portal.
Require work completed notes on specified line typesUse this setting to indicate whether notes should be required for work completed line types by SMCo. If an SMCo is not listed in this setting, notes will not be required for that company. Notes will not be required, regardless of this setting, if you have selected to hide work completed notes or make them read-only in the portal setting SM Note Settings.
SM Companies to EnableUse this setting to restrict the SM companies available in Field Service. Enter the applicable SM company numbers, or leave this setting blank to make all SM companies available.
SM Note SettingsUse this setting to customize how Trip Notes, Scope Notes, and Work Completed Notes display in Field Service. Select the Edit button to access setting options. The Note Description is read-only by default, but you can customize the following options for each type of note:
  • Display Type: Determines whether the technician can view or edit the notes field. Choose Hide, Read Only, Free Text, or Add with Date Stamp (adds a time and date stamp to a notes entry). If you use the date stamp option, read-only Work Completed Notes display below Scope Notes on the Scope page.
  • Show on the Complete Screen: Select this check box if you want the selected notes field to display on the Trip Completion page.
  • Label Override: Allows you to enter a different name for this notes field in Field Service.
Save all Field Service attachments to the Work Order header (instead of scope)If you want all Field Service attachments to save to the Work Order header instead of the scope (default), enable this setting.
User Group for Field Service AdminsSelect the employee group for users who can create, edit, and assign Field Service templates for other users to complete.
User Group to allow adding and editing of work order header informationSelect the employee group for users who can create new work orders, edit header information for existing work orders, create new scopes, and edit scope information..
Restrict Work Orders Available on Manager Dashboard By SMCoAllows users to designate the SMCo Work Orders available by user group.
Restrict Work Orders Available on Manager Dashboard By SMCoAllows users to designate an employee group with visibility to the listed SMCo Work Orders.

Trip Close-Out

SettingDescription
Allow prices on trip complete screenChoose whether to show prices for work completed, scope, and totals prior to obtaining a signature during trip closeout.
Attachment Type ID for Trip Closeout Allows you to specify an attachment type ID for the trip completion summary that is saved to Vista.
Attachment Type IDs to include from Trip Completion Summary (comma separated) Allows you to specify attachment type IDs to include in the compiled PDF of the trip completion summary. If you leave this setting blank, all attachments will be included in the trip completion summary.
Auto add signer contacts to databaseUse to automatically add name of the person signing off on a completed trip to the list of contacts associated with the customer in Vista's HQ Contacts.
Default Trip Stats for return tripsEnter the code for the default status to use for return trips scheduled at trip closeout (for example, 0 for open). This status defaults on return trips that have a technician assigned to them. Options:
  • 0 = Open
  • 1 = Notified
  • 2 = Accepted
  • 3 = Rejected
  • 4 = En Route
  • 5 = Arrived
  • 6 = In Progress
  • 7 = Completed
Enable Payment Collection Option during Trip Close-OutSelect this check box to allow technicians to collect payment when completing a trip, which automatically creates an SM invoice. During trip completion, technicians will be required to enter a payment reference number from a third-party payment system of your choice.
Hide Work Completed sections during Trip Close-OutAllows you to hide Labor, Equipment, Misc, and Inventory sections when a technician closes a trip. If Labor is visible to customers when closing a trip, only billable hours display.
Payment URL during Trip Close-OutIf you collect payments during trip closeout, the Collect Payment button links to this URL as a shortcut for the technician to access your provider's payment site.
Return Trip Reason CodesAllows you to enter the HQ Reason Codes (by SM company) that field technicians can select from for return service trips.
Trip Close-Out RDL OverrideAllows you to specify a company-based close-out RDL report. Users can download a copy of the latest close-out report and upload a newer version as needed.
Trip Completion SettingsAllows you to choose options for the Signature Block Text for completed work, indicate whether return trips should be created and assigned automatically, and control whether return trip notes are required:
  • Signature Block Text: Accept the default text, or enter your own text to display when customers sign for completed service.
  • Automatic Return Trip Creation:
    • Create Trip (Assigned to Tech): Automatically creates a return trip, assigns it to the technician, but does not schedule the trip.
    • Create Trip (unassigned): Automatically creates a return trip, but does not assign it to a technician. The dispatcher must assign it.
    • No Trip Created: No return trip is created.
    • Disable Return Trip: Hides the return trip fields during trip closeout.
  • Require Return Trip Notes: Allows you to control whether notes are required when a return trip is created.

User Defined Fields

SettingDescription
SM Scope UD Fields to HideEnter the names of any custom fields that you want to hide for scopes. Separate multiple custom fields with a comma (no spaces). For example: UD1,UD2.

Add a new row for each SM company.

SM Service Item UD Fields to HideEnter the names of any custom fields that you want to hide for service items. Separate multiple custom fields with a comma (no spaces). For example: UD1,UD2.

Add a new row for each SM company.

SM Work Order UD Fields to HideEnter the names of any custom fields that you want to hide for work orders. Separate multiple custom fields with a comma (no spaces). For example: UD1,UD2.

Add a new row for each SM company.

Work Complete

SettingDescription
Allow Creation of New SM PO'sAllows you to create new purchase orders in Field Service. If you enable this setting, a PO option is available from the Add Work Completed drop-down for a scope.
Labor Work Completed SettingsAllows you to show billable hours, default billable hours to labor, show labor code, choose a default pay type, and require users to enter equipment for labor lines.
Require billable hours >= labor hoursPrevents users from saving Work Orders when the labor hours entered exceed the billable hours.
Pay Types for Labor Work CompletedAllows you to specify the pay types that users can select when adding completed labor to a scope. If you leave this setting blank, all pay types display.
Restrict INCo and EMCo to the technican's PRCoIf you enabled Inventory and Equipment as a work types, this setting allows you to limit Field Service locations and materials based on the default Inventory and Equipment companies assigned to the technician's Payroll company.
SM Cost Type VisibilityAllows you to select the work types that should display the SM Cost Type field when a technician adds completed work to a scope.
Note: For labor, hiding the SM Cost Type field requires two steps. First, leave the Labor check box blank in SM Cost Type Visibility. Then ensure that you have entered a default SM cost type in the portal setting Default SM Cost Type if not shown (Admin > Portal Settings > Timecard > Service Management. If no default SM cost type has been set up, the SM Cost Type field will still display on the Add Work Completed page for labor.
Show Equipment Entry on Labor Work Completed EntryEnable this setting to make the Equipment field available when users add labor work completed lines. To require equipment entry for labor lines, select the option to Require Equipment available in the portal setting Labor Work Completed Settings.
Work Complete Line TypesAllows you to choose the work types available to technicians when they add completed work to a scope.