Service Order Attachments

You can attach documents to the Service Order Confirmation, Event Order Confirmation and Proforma Service Order Invoice reports so your customers can see documents you are using for setup or other details. For example, you can attach a diagram of the table layout of a banquet setup to the Service Order Confirmation, Event Order Confirmation and/or Proforma Service Order Invoice so your customer receives the same document you are using for the table layout.

The document does not display in the report preview window but is attached when the report is printed/emailed.

You add service order attachments from the service order. To add an attachment to a service order:

  1. Click the Events link from the Main Menu. The Events page opens.
  2. Select the event with the service order for the document.
  3. Right-click and select Edit -> Edit. The Edit Event window opens.
  4. Select the Service Orders tab.
  5. Select the service order that needs the document.
  6. Right-click and select Edit -> Edit. The Edit Service Order window opens.
  7. Select the Documents tab.
  8. Click the arrow next to the Add button.
  9. Select to add a new document (Add) or import an existing document (Import Document(s)). The Add Document or Import Document window opens.
  10. Check the Publish check box. A Department drop-down becomes available.
  11. Select Service Order from the Department drop-down. This indicates that the system needs to append the document to the Service Order Confirmation and/or Proforma Service Order Invoice when it is printed/sent. 
  12. Click OK (if adding a new document) or Import (if importing an existing document).

When you print or email the Service Order Confirmation, Event Order Confirmation or Proforma Service Order Invoice, a prompt displays with an Include Service Order Attachments check box. Check this check box to append the document to the service order report. 

If the service order attachments are not appended to the service order report, check the following:

  • Verify you are using the Service Order Confirmation, Event Order Confirmation or Proforma Service Order Invoice report. Attachments only work with these three service order reports.
  • Verify the Publish check box is checked on the Document Properties window for the document you want to append (step 10 above). If you cannot see this checkbox, add it to your screen via Edit Layout. 
  • Verify Service Order is selected in the Department drop-down on the Document Properties window (step 11 above).
  • Verify the Include Service Order Attachments check box is checked when printing/sending the service order report.
  • Verify you attached the document to the correct service order. 

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Comments

9 comments

Date Votes
  • Mavis Yew

    Hi,

    In the department field, when we select multiple department, it will only save the first department which we selected. Is this a bug?

    Thanks.

    Regards,

    Mavis Yew

     

    0 upvotes

  • Lily Evangelista

    Happy Friday Mavis,

    Please submit a case to our Client Care team for them to investigate this issues. It does sound like it is a bug because I just tested this process and I do not experience the same problem.

    Thank you!

    Lily

    0 upvotes

  • Mavis Yew

    Hi Lily,

    Thanks.

    Have raise a case to client care but have not received any solution

    Regards,

    Mavis Yew

    0 upvotes

  • Americas Ungerboeck Consulting

    Hello Mavis,

    Rebecca Kao is working on this case and I just asked her to send you an update.
    Thank you for your patience while we work on this issue.

    Have a great day!

    Lily

    0 upvotes

  • Kieron Marshall
    • Edited

    If during the import you forget to tick publish , is there a way you can in after and then publish it to a specific department?

     

    Ie the case is it has been imported from the outlook addin which has no publish option.

    0 upvotes

  • Maggie U.

    Hi Kieron,

    From the document, right-click and select View -> Properties.  The Publish checkbox will then display on the Document Properties screen.

    Thanks,

    Maggie

    0 upvotes

  • Kieron Marshall

    Thanks Maggie

    0 upvotes

  • Permanently deleted user

    Is it possible to publish documents higher up the chain - i.e. those attached to an event or function?  Not been able to find this functionality and would be great to be able to documents that sit higher up - floor plans etc.

    1 upvotes

  • Americas Ungerboeck Consulting

    Jerry - at this time, the only standard report that prints documents as attachments to the report is the Work Order - which pulls Service Order documents. It would likely be possible to create a custom report that pulls documents as attachments from other areas. I may also suggest you post this in the Community forum to see what others may have done or if there is a more prevalent need for an enhancement. Thanks.

    Mark F

    0 upvotes

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