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
. Then review or set up options in each of the following sections.General Configuration
Setting | Description |
---|---|
Allowable upload file types | Enter 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 Priorities | Allows 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 attachments | Allows 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 Service | Enable 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 dashboard | Enter 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 dashboard | Enter 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-In | Allows 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 dashboard | Enter 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.
|
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 history | Use 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-out | If you enable this setting, users are required to enter a call type when creating a new work order. |
Require Service Site When Creating Work Orders | Enable 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 types | Use 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. |
Show Budgeted Labor Hours on Scope Summary | Enable 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 Enable | Use 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 Settings | Use 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:
|
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 information | Select 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 date | Select 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. |
Trip Close-Out
Setting | Description |
---|---|
Allow prices on trip complete screen | Choose 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 database | Allows 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 trips | Enter 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:
|
Enable Payment Collection Option during Trip Close-Out | Select 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-Out | Allows 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-Out | If 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 Codes | Allows you to enter the HQ Reason Codes (by SM company) that field technicians can select from for return service trips. |
Trip Close-Out RDL Override | Allows 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 Settings | Allows 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:
|
User Defined Fields
Setting | Description |
---|---|
SM Scope UD Fields to Hide | Enter 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 Hide | Enter 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 Hide | Enter 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
Setting | Description |
---|---|
Allow Creation of New SM PO's | Allows 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 Settings | Allows 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 hours | Prevents users from saving Work Orders when the labor hours entered exceed the billable hours. |
Pay Types for Labor Work Completed | Allows 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 PRCo | If 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 Visibility | Allows 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 ( ). 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 .
|
Show Equipment Entry on Labor Work Completed Entry | Enable 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 Types | Allows you to choose the work types available to technicians when they add completed work to a scope. |