Goal
This article will show you how to navigate the dashboard to locate requests, quote requests, and work orders. You will learn how to use the available tabs, apply filters, customise your table view, and export results.
Before You Get Started
You will need to have the correct permissions set in order to view and manage requests. To check this, navigate to:
Settings ➡️ Admins ➡️ Edit your chosen admin ➡️ Select Roles & Permissions ➡️ Scroll down to Workflows ➡️ Expand Workflows and ensure that Workflows has full access selected.
Accessing the Dashboard
Step 1 - Navigate to the Dashboard When you log in to the admin portal, you will be taken to the dashboard. This is where all active and closed requests, quote requests, and work orders are managed.
Step 2 - Select a Tab The dashboard has four tabs:
Requests: Shows all active requests.
Quote Requests: Shows all active quote requests.
Work Orders: Shows all active work orders.
Closed: Shows all items that have been closed. Once a request is closed, any associated quote requests and work orders will also be moved to the Closed tab.
Note: If a request has an associated quote request and work order, all three items will remain active until the request is closed. Closing the request will close all related items.
Filtering Your Results
Each tab has its own set of filters to help you find what you are looking for. Below is a breakdown of the filters available in each tab.
Requests
Community: A multi-select drop-down list of all communities in your portfolio that you are assigned to. If a community does not appear, you will need to be assigned to it.
ID Search: Search by the unique ID number of a request.
Community Manager: Filter by the admin assigned as the community manager. This is set under Settings > Communities and may be populated from an integration partner.
Workflow: A list of all workflow templates associated with your communities.
Status: A list of all workflow statuses. If no workflow is selected, all statuses across all workflows will appear. Selecting a workflow will limit the status list to that workflow only.
Priority: Filter by the priority level of the request.
Assignee: Filter by the admin assigned to the request.
Date Submitted: A date range filter showing requests submitted within the selected period.
Follow-up Date: A date range filter showing requests with a follow-up date within the selected period.
Quote Requests
Community: A multi-select drop-down list of all communities in your portfolio that you are assigned to.
ID Search: Search by the unique ID number of a quote request.
Community Manager: Filter by the admin assigned as the community manager.
Quote State: Filter by the status of the quote. These statuses are fixed and cannot be changed: Draft, Issued, On Committee Vote, Closed, Complete, and Cancelled.
Job Priority: Filter by job priority. These are fixed: None, Low, Medium, High, and Urgent.
Issued Date: The date the quote was issued.
Expected Date: The expected job completion date.
Cutoff Date: The date by which the quote is expected to be returned.
Request Status: The status of the associated request.
Assignee: Filter by the admin assigned to the request.
Follow-up Date: A date range filter showing items with a follow-up date within the selected period.
Work Orders
Community: A multi-select drop-down list of all communities in your portfolio that you are assigned to.
ID Search: Search by the unique ID number of a work order.
Community Manager: Filter by the admin assigned as the community manager.
Job State: Filter by the current state of the work order.
Job Priority: Filter by job priority. These are fixed: None, Low, Medium, High, and Urgent.
Job Date: Filter by the job start and end date.
Status: The status of the associated request.
Assignee: Filter by the admin assigned to the request.
Follow-up Date: A date range filter showing items with a follow-up date within the selected period.
Closed
Community: A multi-select drop-down list of all communities in your portfolio that you are assigned to.
ID Search: Search by the unique ID number of a closed item.
Community Manager: Filter by the admin assigned as the community manager.
Workflow: A list of all workflow templates associated with your communities.
Status: A list of all workflow statuses available to filter by.
Priority: Filter by the priority level of the item.
Assignee: Filter by the admin assigned to the item.
Submitted Date: A date range filter showing items submitted within the selected period.
Follow-up Date: A date range filter showing items with a follow-up date within the selected period.
Reviewing Table Columns
Each tab has its own set of columns in the table. Below is a breakdown of what is available in each tab.
Requests
ID: The unique identifier for the request.
Scheme/CTS Number: The scheme or CTS number associated with the community.
Community Name: The name of the community the request belongs to.
Follow-up Date: The date set for following up on the request.
Date Submitted: The date the request was submitted.
Requester: The resident who submitted the request.
Summary: A brief description of the request.
Status: The current status of the request.
Community Manager: The admin assigned as the community manager.
Community Address: The address of the community.
Workflow: The workflow template the request is associated with.
Priority: The priority level of the request.
QR: The count of quote requests associated with the request.
WO: The count of work orders associated with the request.
Assignee: The admin assigned to the request.
Insurance Claim: Indicates whether the request is flagged as an insurance claim.
Quote Requests
Request ID: The unique identifier of the parent request.
Quote Request ID: The unique identifier of the quote request.
Scheme/CTS Number: The scheme or CTS number associated with the community.
Community Name: The name of the community.
Community Manager: The admin assigned as the community manager.
Address: The address of the community.
Quote State: The current state of the quote.
Job Priority: The priority level of the job.
Summary: A brief description of the quote request.
Contractor: The contractor associated with the quote.
Budget: The budget for the job.
Issued Date: The date the quote was issued.
Expected By Date: The expected job completion date.
Cutoff Date: The date by which the quote should be returned.
Insurance Claim: Indicates whether the item is flagged as an insurance claim.
Status: The status of the associated request.
Priority: The priority level of the associated request.
Assignee: The admin assigned to the request.
Requester: The resident who submitted the original request.
Follow-up Date: The date set for following up.
Work Orders
ID: The unique identifier for the work order.
Work Order ID: The unique identifier of the work order.
Scheme/CTS Number: The scheme or CTS number associated with the community.
Community Name: The name of the community.
Community Manager: The admin assigned as the community manager.
Address: The address of the community.
Job State: The current state of the work order.
Job Priority: The priority level of the job.
Summary: A brief description of the work order.
Contractors: The contractors associated with the work order.
Budget: The budget for the job.
Issued Date: The date the work order was issued.
Job Date: The start and end date of the job.
Recurring: Indicates whether the work order is a recurring job.
End Date: The end date of the recurring work order.
Insurance Claim: Indicates whether the item is flagged as an insurance claim.
Status: The status of the associated request.
Priority: The priority level of the associated request.
Assignee: The admin assigned to the request.
Requester: The resident who submitted the original request.
Follow-up Date: The date set for following up.
Closed
ID: The unique identifier for the closed item.
Scheme/CTS Number: The scheme or CTS number associated with the community.
Community Name: The name of the community.
Community Manager: The admin assigned as the community manager.
Address: The address of the community.
Workflow: The workflow template the item is associated with.
Status: The status of the item at the time it was closed.
Priority: The priority level of the item.
Summary: A brief description of the item.
QR: The count of quote requests associated with the item.
WO: The count of work orders associated with the item.
Assignee: The admin assigned to the item.
Requester: The resident who submitted the original request.
Submitted Date: The date the item was originally submitted.
Follow-up Date: The date set for following up.
Insurance Claim: Indicates whether the item is flagged as an insurance claim.
Customising Your View
Step 1 - Selecting your columns click the Columns icon and select which columns you want in the table.
Step 2 - Rearrange Columns You can drag and drop columns to rearrange their order in the table to suit your workflow.
Step 3 - Save Your Layout Once you have arranged your columns, press the Save button. The system will remember your column order for future sessions.
Reset Your Layout Press the Reset button to return all columns to their default order.
Exporting Results
Export to CSV Once your filters are applied, press the Export button. The system will send a CSV file of your results to your email address.
