1.Click on the cases section in the left hand side menu.
Press the ‘New’ button on the right hand side to add your case details.
The case numbering is automatic, starting from 1.
4. Choose the applicable case type. If your desired case type is not in the list, you can add more case types. See How to add or remove case types for more details.
5. The Added field marks the day when the case was created and defaults to the day you are entering the case. You can pick any date of your choosing.
6. Due date marks the day when the case will be completed. Pick the date by which your case is expected to be completed. You can always change these details by editing your case later.
7. Select the case priority.
8. Select the status of your case. Default case statuses are available but you can also create custom case statuses. See How to add or remove case statuses.
9. In the Asset Information section, you can select job areas from common assets, common non-assets and private lot.
a. If you select common asset, you would be asked to choose asset(s) and contractor(s). You can use the Category filter for narrowing down the assets to be selected.
b. If you choose common non-asset, you would be asked to choose contractors(s) only.
c. If you choose private lot, you would be asked to pick from the lots in your property.
10. You can select more than one asset, contractor or apartments for the same case. If you do not find the asset or the contractor in the list, you can add them on the fly using the ‘+’ buttons. See How to create a new asset and How to create a new contractor for details.
11. Now enter job subject and description. There is no limit on the length of description but we suggest that you avoid pasting fancy text with graphics because that can sometimes affect your reports.
12. You can keep job notes for a case to record any information. These notes are private to the building manager and aren’t sent out with work orders.
13. In the options section, you can choose whether you want this case to be part of your management report, and if you want to duplicate this case to other buildings in your portfolio. If you choose to duplicate the case across other buildings, the cases are synched and change on one case reflects on all linked cases.
14. Attachments to a case can be added in the left hand side panel. Types of attachments include photo, document, quote and invoices. To add an attachment, click the ‘+’ button at the top right side to open file upload widget. You can browse to the file or you can drag and drop the file onto this widget. After you are done choosing the files, press ‘Add’ to upload the files. You can upload up to 3 photos per case. The documents can be Word, PDF or Excel files but not any image files such as JPG, JPEG, PNG etc. Any quotes you have received for a job can be added along with the relevant contractor and quote value. Once the job is done, you can also add invoices along with invoice value, budget codes (set up in Building > Budget), the relevant contractor as well as your notes.
15. In the Email section at the bottom of your screen, uncheck the checkbox for the contractor(s) to whom you do not wish to send the work order. This is particularly useful when recording older cases and processing backlog.
Depending upon your choice in the last step, the system behaves differently when saving the information using ‘Save’ or ‘Save and Add New’ buttons. If you had not unchecked the contractor checkbox in the Email section, pressing the ‘Save’ button will take you to the ‘Email Case’ screen where you can send out work orders(s) to selected contractor(s). Otherwise, pressing the save button will save and display the case for you. Pressing the ‘Save and New’ button saves the case and opens a new case entry screen, regardless of whether contractor(s) checkbox was ticked or not.