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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..............................................................................2PORTAL FEATURES...........................................................................................................2
Help..............................................................................................................................2Log Out........................................................................................................................2
CHAPTER 1 - CREATE WORK REQUEST.................................................................3
OVERVIEW........................................................................................................................3CREATE WORK REQUEST.................................................................................................3
Requestor and Contact Information:...........................................................................3Location Information:..................................................................................................4Problem Description Information:..............................................................................4Submit the Work Request.............................................................................................5Exit Without Creating Work Request...........................................................................5Clear Data Field Selections.........................................................................................5
CHAPTER 2 – SEARCH WORK REQUESTS..............................................................6
OVERVIEW........................................................................................................................6SEARCH FUNCTION...........................................................................................................6
Work Request #............................................................................................................6Requestor.....................................................................................................................6Specify Date Range......................................................................................................7Clear Data Field Selections.........................................................................................7Submit Search..............................................................................................................7
WORK REQUEST LIST.......................................................................................................7Export List in Spreadsheet Format..............................................................................7Print List......................................................................................................................7Sort List........................................................................................................................8View Work Request Detail..........................................................................................8
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Work Management - Portal User Guide
IntroductionScreen Setting RecommendationThe 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 FeaturesThe 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 RequestCreate a new work request and enter it into the system.
Search Work RequestsSearch 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.
HelpAccess the online user guide.
Log OutIt is vital that you log out to terminate your session. This prevents others from accessing the system under your user ID.
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Click to access option
Work Management - Portal User Guide
Chapter 1 - Create Work Request
OverviewUse 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 RequestRequestor 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.
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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.
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Click to search for matching names
Work Management - Portal User Guide
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.
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Search icon
Work Management - Portal User Guide
Chapter 2 – Search Work Requests
OverviewThe 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 FunctionCareful 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.
Requestor1. 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].
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Click to select the adjacent name
Work Management - Portal User Guide
Status, Priority, Work TypeClick 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 ListThe 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.
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Click to view Work Request Detail
Work Management - Portal User Guide
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 DetailClick 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.
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