About this Guide
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How to access this guide
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Using multiple record selections in lists
Logging in and out
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How to have a new password issued if you lost your password
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You should get into the habit of logging out when you have finished your session - here's how
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How to reset or change your password
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How to change your username (login name)
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How to change your login password
Overview
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A brief introduction
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Overview of layout and button options
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Navigation in Flow360
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Descriptions of the buttons you will encounter in Flow360 and what they do.
NOTE: not all versions of Flow360 have all these button options!
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Preference settings that apply to all users
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Usage licence agreements and software licence.
Client access
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Adding a client under the auspices of a service provider licence
Service providers and contractors setup
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What are service provider remits and how do they function within Flow360
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Setting the geographical areas that a service provider covers
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Setting the work types that a service provider provides
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Setting the cost remits for a service provider, including cost-plus and flexi-contract options.
Works orders and enquiries
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An overview of the different types of instructions that can be issued through Flow360
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The works list is where you will find listed all your active works. You can also use the Find option to locate pending and/or completed orders
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How to check messages and respond to a tender enquiry (service provider or contractor)
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Responding to a new works enquiry (service provider or contractor)
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How to set the start date and update percentage progress
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How to update the current completion percentage on an 'in progress' order.
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Indicate full completion of all items on an order
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How to print a works order
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How to set up and interpret the warning colour flashes on the works list
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Key performance indicators for works orders
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How to cancel or delete an enquiry or order
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How to put a hold or action lock on a works order in progress
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How to release a Hold that has been applied to a Helpdesk issue, task or works order
Finding things
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How to use the popup filter panel to refine the set of records you are viewing.
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Interpreting the filter status
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Setting and re-setting criteria, executing the filter.
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How to re-run a recent filter
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How to restore a set of records from the last filter operation
Helpdesk, fault reports and service requests
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Key performance indicators for Helpdesk issues
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How to set what you see initially
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Adding a new helpdesk issue
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Helpdesk issues can be logged directly from a room location. Here's how
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Helpdesk issues can be logged directly from a room location. Here's how
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How to add a backdated or historical issue for the purposes of building a complete historical record
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How to put a hold or action lock on a helpdesk issue
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How to release a Hold that has been applied to a Helpdesk issue, task or works order
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Whenever the status is changed, the person who logged the issue is informed of the change. Manually setting the status to 'in progress' is a quick way to inform others that the issue is being looked at.
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How to set up and interpret the warning colour flashes on the Helpdesk issues list
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Changing the person currently in charge of a helpdesk issue.
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How to change the issue raised and closed dates
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How to change the linked location / object for a logged Helpdesk issue
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Checking the status of helpdesk issues
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Simple Helpdesk issues do not require a works order. or instruction to be passed to someone else. Here's how to simply sign them off as done.
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How to re-open a closed Helpdesk issue
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How to review a newly logged Helpdesk request and send it on as a works instruction (simple route).
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The quick method for a Helpdesk manager to sign off a works order as completed
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Primary manager preferences control whether Helpdesk issues and extra notes for issues and works orders are allowed.
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Using the standard template allows location to be specified
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How replies sent to response@flow360.net are handled
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Issues can be emailed without using the template at all though this not recommended.
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Note additions (including attachments) can be emailed and linked to existing Helpdesk issues, works records or works item records.
Employees
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How to add a new employee (client admin, managers and providers only)
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Setting up employee roles and training regimes (full variants only)
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Scheduling and managing employee supervisions and appraisals (full variants only)
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How to manually add a qualification or assign a course to an employee (Workgroup variants only)
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How to manually add a qualification to an employee record (full variants only)
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How to edit an existing training or qualification requirement record. (full variants only)
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How to confirm that a qualification has been achieved from the qualifications tab list/s (full variants only)
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When can you delete a qualification record
Employees and teams
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Controlling teams and the targeting of Helpdesk issues
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To add timesheets to a works order item or a Helpdesk issue for example, follow the steps in this lesson
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How to delete an employee record when an employment ends
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If the employee has an employment contract setup you can remove the employee by terminating the contract
Documents
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How to find, view, share and print documents
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How to upload and share documents
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Setting the Key doc flags
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Working with document versions
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How to link an existing document to another object in Flow360
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How to view and print documents stored with Flow360
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How to send a document by message link and email
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How to ensure that documents linked to works orders are also automatically emailed to service providers
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How to ensure that users confirm they have read an attached document
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If you are currently the owner of a document you can pass ownership on to someone else - here's how.
Inspections
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How to add and complete building safety inspections
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How to add an asbestos inspection record
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Meter readings are one of a number of different 'inspections' that can be attached to objects in Flow360.
Reports
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A quick overview
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How to create and print one or more works orders on a single report
Messaging and Communications
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Automatic message creation - sending and receiving messages through Flow360
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How to reply to a message. Message threads.