Portal User Guide

Work Management - Portal User Guide

Click a topic in the Table of Contents to view the related section in the Manual.

Introduction 2

Screen Setting Recommendation 2

Portal Features 2

Help 2

Log Out 2

Chapter 1 - Create Work Request 3

Overview 3

Create Work Request 3

Requestor and Contact Information: 3

Location Information: 4

Problem Description Information: 4

Submit the Work Request 5

Exit Without Creating Work Request 5

Clear Data Field Selections 5

Chapter 2 – Search Work Requests 6

Overview 6

Search Function 6

Work Request # 6

Requestor 6

Specify Date Range 7

Clear Data Field Selections 7

Submit Search 7

Work Request List 7

Export List in Spreadsheet Format 7

Print List 7

Sort List 8

View Work Request Detail 8

Introduction

Screen Setting Recommendation

The optimum screen size for using the portal is 1024 x 768 pixels. To change your screen setting, right click on your desktop background and select properties. Click on the Settings tab at the top of the window. Set your screen area to 1024x768 pixels. Note: this setting can affect your view of other applications.

Portal Features

The portal option provides the means for creating a work request, and for locating and viewing work requests within the system. Click the subject icon or the adjacent link to access the option.

Create New Work Request

Create a new work request and enter it into the system.

Search Work Requests

Search the system for one or more work requests matching search criteria that you specify. The resulting list can be sorted, printed and exported in spreadsheet format.

Help

Access the online user guide.

Log Out

It is vital that you log out to terminate your session. This prevents others from accessing the system under your user ID.

Chapter 1 - Create Work Request

Overview

Use the Create Work REquest option to enter a new work request into the system. All red-titled fields denote required information and should be completed in left to right order as you move down each screen. The work request cannot be entered into the system without this information.

It is important to include as much information as possible, and to provide a detailed description of the problem or work being requested. The Description field can also be used to define time restrictions such as:

“Room is in use between 8am and noon, MWF”

Or, to provide special instructions:

“Contact Claudia, room 222, for key to conference rooms”

Create Work Request

Requestor and Contact Information:

The Requestor Name, Phone and Email information is supplied by the system based on the active user ID currently logged on. This can be changed using the Search icon. The Contact information must be selected using the Search icon.

1. Enter 3 letters of the person’s first or last name and then click the Search icon to see a list of matching names. For a faster search, enter the full last name or as much of the last name as possible.

2. To choose a name, simply click the adjacent word [select].

The contact data will be displayed in the associated data fields. The phone and email information can be edited. You can also search on Previous work requests by the requestor. By selecting a previous work request, the location information will also auto-populate into the work request.

Location Information:

1. Use the drop-down menus or Search icons to select the building and tenant associated with the requested work.

2. The floor and room/column/desk fields are optional, but information provided in these fields will assist staff in locating the area requiring service.

Problem Description Information:

1. Use the drop-down menus to define the Work Type and Problem Type. The Priority will be auto-assigned based on these selections.

2. Use the Problem Description box to supply a thorough description of the work required. This is a large field, so provide as much information as possible. Include additional contact information, time constraints, entry or access limitations, anything that will aid the response team in correcting the problem during their initial visit.

Submit the Work Request

Click the Add Request icon to create the new work request. A verification message containing the new work request number will be displayed.

Exit Without Creating Work Request

Click the Cancel icon to exit the page without creating a new work request.

Clear Data Field Selections

Use the Clear icon to clear the data fields to clear all information currently displayed.

Chapter 2 – Search Work Requests

Overview

The Search Work Requests menu option provides a quick way to find any work request or group of work requests. The search feature allows you to quickly create and view a list of all work requests based on a combination of any or all of the data fields displayed.

Search Function

Careful use of the search filters will help you narrow your search and display only the work requests meeting your search criteria. It is important to note that for an item to be selected in the search process, all of the designated search filters must be met. If you specify incompatible search criteria your resulting list of work requests will be empty.

Work Request #

Enter a known work request number. Note: no other criteria need be selected.

Requestor

1. Enter 3 letters of the person’s first or last name and then click the Search icon to see a list of matching names.

2. To choose a name, simply click the adjacent word [select].
Status, Priority, Work Type

Click to highlight a selection in any of these fields.

Specify Date Range

The date range filters located at the bottom of the find work requests page allow you to search for work requests by:

· Date Requested: date work request was created

· Date Completed: date work request was noted as complete

You can select a range by filling in both the After Date and Before Date boxes, or you can fill in just one box and search for items either before or after your selected date.

Clear Data Field Selections

Use the Clear icon to clear the data fields to correct information entered or to begin a new search.

Submit Search

After you select your search filters, either click the Search icon to see the Work Requests Search Results list.

Work Request List

The resulting list will display only the work requests that match all the search criteria specified. A link is provided to view the associated work request.

Export List in Spreadsheet Format

Click the Export To Excel icon to save the list in spreadsheet format.

Print List

Click the Export to PDF icon to create a copy of the list in .pdf format. This copy can be saved or printed.

Sort List

To arrange the list in ascending or descending order based on the information contained in a single column click the column heading title. A small down arrow icon is displayed to denote that the list is sorted in descending order according to the information in this column. Click the icon to toggle the column between ascending and descending order.

To sort the list by multiple categories, click the Sorting icon at the upper left corner to open the Sorting Menu window. Use one or more of the drop-down lists to select sort criteria, then choose ascending or descending for each item. Click Sort to reorganized the list in the order specified.

View Work Request Detail

Click the number link located in the Work Request column to view the related Work Request Detail page. This page is for viewing information only. No changes can be made to the work request information from this page. Click the Export to PDF icon to create a printable copy of the work request detail in .pdf format.

Use the Return to List icon to return to the previous Work Request Search Results list, or enter a known work request number in the Work Request data field in the upper left of the page and click the Search icon to view the associated work request detail page.

4.0 Work Module / 2 / Version 07/23/04