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 ServiceEnable this setting to automatically post Work Completed items. If this setting is disabled, you must run the SM Batch Process to finalize entries.
Note: If you enable this setting, work completed batches are posted approximately every 30 minutes.
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.
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.
Number of days to show completed trips on the dashboardEnter the number of days to show closed trips on the Work Order Dashboard. For example, if you want closed trips to display for five days following their completion date, enter a 5 in this setting.
  • If you enter a number greater than zero (0), users will be allowed to clock out of a closed trip. However, users will not be able to clock out if the scope that they are clocked into is closed. In this case, you will need to reopen the scope before the users can clock out.
  • If you enter a zero (0) or leave this setting blank, completed trips will not display on the dashboard. Users will not be allowed to close a trip containing a scope that they are clocked into (a warning displays prompting the user to clock out of the scope).
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 SummaryEnable 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 call type to be filled out for all scopes before close-outIf you enable this setting, users are required to enter a call type when creating a new work order.
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.
Route PO's in Field Service to Reserved on the PO Dashboard

If this setting is enabled, users with a Field Service license no longer need PO access to edit reserved POs associated with their Field Service account.

  • This setting requires that SM PO line type (6) is enabled in the portal setting Line Types to enable in PO (comma separated).

  • If enabled, POs created in Field Service will be saved as a reserved PO and can be modified in the PO Dashboard under the PO Requisitions & Reserved PO's record type. POs can then be processed (1-Open on the SM WO) from the PO Dashboard.

  • If this setting is disabled, POs created in Field Service are saved and processed (1-Open on the SM WO).

  • If this setting or the Disable Required Fields in Create PO setting are enabled, SM Purchase Orders will be submitted as a reserved PO rather than a processed PO.

Show Budgeted Labor Hours on Scope SummaryEnable this setting to show budgeted hours on the scope summary of a work order.
Note: Budgeted hours will not show on the scope summary of a work order if you have enabled the setting Hide SM Summary.
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)By default attachments are saved at the scope level. Use this setting to instead save attachments to the work order header. If enabled, all attachments will be the same when navigating between scopes on the same work order in Field Service.
Note: The trip closeout report attaches to the header in all instances, whether this setting is enabled or disabled.
User Group for Field Service Admins (includes Form Creation)Select the employee group for users who can create, edit, and assign Field Service templates for other users to complete. Members of this group will also receive email updates when errors occur during SM Batch Processing from lines added through Field Service.
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.
User Group to allow editing of scheduled dateSelect the employee group for users who can edit trip schedules. These users will see a calendar icon in the work order header that they can select to edit the trip date, time, and description.
Restrict Work Orders Available on Manager Dashboard By SMCo

If you need to restrict the SM companies available on the Service Manager Dashboard you can assign employee groups per SM Company. In this setting, list each SMCo only once.

If assigned, users with access to the Service Manager Dashboard, which is assigned on the User Access page, will only be able to filter by the SM companies they are assigned to.

If left blank, all users with access to the Service Manager Dashboard will be able to see work orders for all enabled SM Companies.

Advanced Settings

Setting Description
Technicians to exclude from work order history To exclude trips assigned to specific technicians from the Work Order History, list the technician(s) number (from SM Technician) separated by a comma.
Note: Excluding technicians from the Work Order History is not a common practice.

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 CloseoutAllows 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 databaseAllows you to automatically add the name of the person signing off on a completed trip to Vista HQ Contacts for the customer.
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.
Include Technician on Trip Complete Email Allows you to copy technicians on the Trip Complete report email. Technicians can then save reports to their files and forward the reports to customers as needed.
Note: This setting is not affected by the Do not send email confirmation when completing trips portal setting.
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, require users to enter equipment for labor lines, and show the pay type and pay description in the Labor section of the Scope Details page.
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.
SM Default Cost Types

Allows you to select default cost types for each Work Completed line type. Add a new row for each applicable SM company.

Note: The default SM Cost type for labor is configured in portal setting Default SM Cost Type if not shown under Admin > Portal Settings > Timecard > Service Management.
If an employee has been assigned equipment in Vista PR Employees and you configure a default equipment cost type (Equipment CT) in this setting, that default equipment cost type is pushed to Vista for labor charged to a service work order.
  • This applies to labor lines entered in Vista Field Service, Grid Timecards, or Standard Timecards.
  • In Vista PR Timecard Entry, separate lines will show for labor and equipment. The equipment line will include the default SM equipment cost type.
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.