User Manual
Contents
1. 16 6 1 1 22 2 00 0 00 17 E 18 6 1 3 27 RR 18 OP AOD 79 OAD 2907 RX 19 6 1 6 Send Additional Email NOCHHCAtTIONS wiesessscsscsecsecsscsssssnsssssssssssssssssssssnsssssnsessnssessssssnsssssnees 20 6 1 7 File 7 22720201 0 59 50 859998508 16016016 20 INDEN EE 21 2 21 Work Order System USER MANUAL Introduction PAGE 4 21 Work Order System USER MANUAL Introduction 1 Introduction zapManager Work Order Management sub system allows you to log task assignment requests between your organization and Cyzap related to any and all of the sub systems that Cyzap hosts for your organization This sub system works by creating electronic memo records for each work order request The true functionality of this system 15 found in the powerful tools which allow you to track assign and edit the work orders This extensive yet user friendly method of information classification creat2. Smart People Smart Solutions Smart Move User Manual For the Work Order Management System Copyright 2006 Cyzap Inc Work Order System User MANUAL Blank Page PAGE 2 21 Work Order System USER MANUAL Table of Contents Table of Contents l INTRODUCTION P 5 5 E m 5 1 2 Welcome Screen 6 2 REVIEW ALL WORK ORDERS 8 5 SEARCH WORK 5 10 4 REVIEW WORK ORDER 11 5 CREATE NEW WORK ORDER 12 LEN NEE UNOSI c 15 EESTI 14 5 1 5 Designated PartiCS DUC D O eee A A N E E E E E ARE 14 514 HleAttachments aeta e Re 15 6 CREATE
3. Accepted t Not Accepted 6 1 5 Not Accepted This action allows you to document your rejection of the steps that have been taken to satisfy the work order request A work order that is Not Accepted is still has a primary status of Pending until a Cyzap administrator reviews it and marks it Complete Only Cyzap administration can change the status of a work order o Click on the Not Accepted button and then document any information pertaining to the rejection into the Reason for not Accepting field Click on the Zoom button to view the entire field C Add More Infa Reason for not accepting Re assign t Cancel PAGE 19 21 Work Order System USER MANUAL Create Follow up 6 1 6 Send Additional Email Notifications The system creates an email notification whenever a work order is updated By default the system always sends the email to the work order creator and the current assignee This feature allows you to add an address to the list of recipients o Enter the complete email address of each additional recipient into the Send Additional Notifications To field Separate multiple addresses with a comma and no spaces or manual returns Email Notificaton will be sent to Send Additional Notifications Requestor davem icyzap com Current Assignee EM New Assignee If Re assigned oom 6 1 7 File Attachments This feature allows you to attach any file th
4. acwvzap com Sample Work Order 1 0605 06 D 1541 06 05 06 Change Request Hew davemcyzap com Sample Work Order 2 The description section used to input specific information and instructions related to the work order Existing Followups Create Mew Follow JE Demo Account Create Folloveup Review User demomicyzap com a WO 1541 Sample Work Order 2 Description Change Request User Manual 6 5 2006 10 42 am The description section is used to input specific information and instructions related to the work order Requested demomicyzap cam Requested Completion Date On Behalf Of End Date Approved On Approved By Date Completed Billing Review Completed By Billable Time Billable Amount Currently Assigned davelcyzap com PAGE 16 21 Work Order System USER MANUAL Create Follow up e The Create Follow up screen contains three links The List All link will return you to the list of all work orders the Create Follow up link will refresh the screen and should be used instead of the Refresh option in you Internet browser the Review link allows you to review the current information that 15 saved for the individual work order The follow up actions that appear on this screen are discussed in Sections 6 1 1 6 1 7 Demo Account demo cyzap com List All Create Followup Review User demogicyzap com CZAP WO 1541 Samp
5. as sort fields To sort the entire list by one of the other fields click on the field header located at the top of each column Click on the field header again to switch between ascending and descending order Example If you click on Title the system will sort all of the work orders ascending alphabetically by title If you click on Title a second time the system will sort all of the work orders descending by title PAGE 8 21 Work Order System USER MANUAL Review All Work Orders o Review a Work Order The system allows you to access an individual work order review screen by clicking on the work order number located in the WO column see Section 4 for information regarding the review of an individual work order The small grey triangle located under each work order number expands the listing to show additional information The additional information includes the description text the title of any attached files and links to review existing follow ups or create a new follow up see Section 6 for information regarding follow up to a work order Clicking on the grey triangle again will collapse the additional information section Demo Account demo cyzap com Create Hew Work Order Search All Pending Completed 1540 0605 06 General Request Hew corey M cyzap com Sample Work Order 1 06 05 06 b 06 05 06 Change Request Hew davedcyzap com i Sample Work Order 2 06 09 06 The description section is used to input specific
6. session We also advise you to use system menus to move between different pages All zapManager sub systems are Web applications By nature a Web application works in a different way than a regular desktop application or a static Web page When you click on the Back button in your Internet browser expecting to return to your previous location you may encounter a message stating that the page cannot be found When you hit the Refresh button the system takes you to a lookup screen instead of back to the record you were viewing PAGE 6 21 Work Order System USER MANUAL Introduction In a Web application if you are on a screen that contains fields where you have entered information and you click on the Submit button the system takes an action to create or update the fields in that record If you are then in a resulting screen and you click on the Refresh button in your Internet browser the system will take the SAME actions again as if you had just clicked on the Submit button again That can end up overwriting information or adding duplicate records This limitation exists in AVY Web application and is not unique to zapManager products The same limitation exists with the Back button of your Internet browser If you are on a screen that contains fields where you have entered information and you click on the Submit button then hitting the Back button can produce undesired results Navigation Menu ONLINE SERVICES 2 Home gt Online Services gt M
7. 15 T Title 14 U Username 6 W Welcome Screen 6 Work Order WO Number 13 Work Order 13
8. ain E Main Menu Welcome to Cyzap Online Services Update Profile Change Login Info demo cyzap com Demo Account Logout Main Menu There are 2 pending work orders 2 Review Work orders Create New Work order PAGE 7 21 2 Work Order System USER MANUAL Review All Work Orders Review All Work Orders This option allows you to view a list of all Pending and Complete work orders All work orders that are submitted to the system by a customer are assigned a primary status of Pending Work orders are only marked Complete by a Cyzap administrator after a thorough review The Review All Work Orders listing is a complete history since work orders are not automatically removed from the system based on date or status Click on Review All Work orders in the Main Menu of the Welcome Screen zo Welcome to Online Services demo cyzap com Demo Account There 2 pending work orders Review All Work orders Create Mew Work S1 The Review All screen shows you the work order status number date title and assigned to user In addition this screen contains the following features Create New Work Order See Section 5 for information regarding work order creation Search Jump See Section 3 for information regarding searching work orders o Sort By The default sort order for the list is ascending by work order number However all of the fields in the list can be used
9. at is saved on your PC or local network to the work order record The system allows a file to be attached to each follow up to a work order o Click on the Browse button to locate and select a file from your PC or local network o Enter a brief title or summary into the File Description field to identify the attachment Click on the Zoom button to view the entire field o Click the Submit button to save the Follow up and any attached files Attach File Browse File Description oor PAGE 20 21 Work Order System USER MANUAL INDEX A Accepted 19 Add More Information 17 Also Notify Updates To 14 B Back 6 Browse 15 Cancel 18 Change Request 13 Complete 18 19 Create Followup 16 Create New Work Order 12 D Description 14 File Attachments 15 File Description 20 G General Request 13 I Initially Assigned 14 Introduction 5 J Jump To 10 L List All 11 Login 5 Logout 6 Index PAGE 21 21 M Main Menu 6 N Navigation Menu 6 Not Accepted 19 O On Behalf Of 14 P Password 6 Pending 18 19 Problem Ticket 13 R Re assign 18 Refresh 6 Requested By 14 Requested Completion Date 14 Required Fields 13 Review a Work Order 9 11 Review all Work Orders gt 8 S Search Field 10 Send Additional Email Notifications 20 Sort Work Orders 8 Submit 7
10. es an environment where work orders become a tool to maximize communication and efficiency Most notably all communication regarding a single request is consolidated in one place which reduces lost information and miscommunication that can occur when multiple parties are accessing multiple sources to manage a task A work order can be assigned to any Cyzap staff user be given a due date and can be assigned a reviewer The system 15 designed to automatically send an email notification of work order creation or updates to all parties listed in the work order Powered with these and other advanced functions the Work Order Management system provides a robust framework for handling all your request and task management needs The system uses the Internet as a medium to access the work order information Cyzap is hosting the application and data on secured servers Cyzap takes care of maintenance support and upgrades There is no software to buy and install There are no additional hardware requirements All you need is a PC with Internet access Any authorized staff member at any location can access the system securely with a Web browser user ID and password 1 1 Login The Work Order Management system is accessed through the Login feature of the Cyzap Web site Open a new Internet browser window and then enter http www cyzap com into the URL address bar Click on the Login tab About Us Home Page Microsoft Intern
11. et Explorer File Edit View Favorites Tools Help Back x a 5 Search Sf Favorites 2 5 E G http www cyzap com j About Us Products Services CONSULTING SITE MAP J NETWORK SECURITY CONTACT US NEWS Industry Solutions 727 HEADLINES zapHighlights for 2005 Cyzap Attends 2005 Conference Testimonial from Bishop Business Equipment Company gt gt MORE 22 PRODUCTS Contact amp Workflow zapManager management System Z Website Content zapSite Management amp Publishing System gt gt MORE INDUSTRY SOLUTIONS PAGE 5 21 Weicome to At Cyzap we believe all companies are unique And unique companies need unique solutions We design by listening not just to our clients challenges but to their goals and vision as well We give our clients tailored solutions for the way they work Solutions that make sense Using our four key strengths Web solutions IT Consulting Networking Security and Hosting Cyzap designs innovative and robust information technology solutions We put powerful and proven technology to work for our clients That means they work smarter More efficiently And that means success from day one Work Order System USER MANUAL Introduction e The Login feature requires each user to enter a Username and Password to access the system This prevents unauthorized users from accessing any information and ensures t
12. hat your data is secure at all times Please contact Cyzap to establish or retrieve login information o Enter your Username and Password into the appropriate fields then click on the Submit button Cyzap Home About Us Products Services Industry Solutions Resources Login ONLINE SERVICES NM Cyzap Online Services Login First Time Here Please contact Cyzap to get your login information Username demo cyzap com Forgot Your Password Please contact Cyzap at 402 697 1277 to retrieve a lost username and or password 1 2 Welcome Screen The Online Services Welcome screen contains the Main Menu options which allow you to review existing work orders or to create a new work order these options are discussed in detail in other sections Throughout the system the Navigation Menu located along the left side of the screen will remain fixed and will be visible on every screen The Navigation Menu contains the options to update your user account profile and login information There is also an option to Logout of the system It is advisable to use the Logout feature since all activity is recorded to your Login ID when you are logged into the system If you leave the computer and someone else enters information or makes changes those changes will be attached to your Login ID The Logout feature allows you to completely log off of the system and is the preferred method for exiting a system session since it completely closes the
13. he Zoom button to view the entire field C Add More Info Re assign To NENNEN Cancel Fallow up Motes Accepted t Not Accepted 6 1 3 Cancel This action allows you to cancel the work order request Canceling a work order does not delete the work order from the system it will still appear in the work order history as cancelled A work order that is Canceled is still has a primary status of Pending until a Cyzap administrator reviews it and marks it Complete Only Cyzap administration can change the main status of a work order o Click on the Cancel button and then document any information pertaining to the cancellation into the Enter Cancellation Reason field Click on the Zoom button to view the entire field Add More Info Enter Cancellation Reason t Reassign Accepted Not Accepted PAGE 18 21 Work Order System USER MANUAL Create Follow up 6 1 4 Accepted This action allows you to document your acceptance of the steps that have been taken to satisfy the work order request A work order that is Accepted is still has a primary status of Pending until a Cyzap administrator reviews it and marks it Complete Only Cyzap administration can change the status of a work order o Click on the Accepted button and then document any information pertaining to the acceptance into the Acceptance Notes field Click on the Zoom button to view the entire field Add Mare Info Acceptance Notes t Re assign
14. information and instructions related ta the work order Sample File _Attachment docsample File_Attachment doc Existing Followups Thu Jun 2006 11 34 am by Additional Info Example of fallavvup to a work order Create Followup PAGE 9 21 Work Order System UsER MANUAL 3 Search Work Orders The system allows you to locate specific work order records within the list of all work orders e Search Field This feature allows you to find records using a key word or number as a search parameter Enter the text or numbers and then click on the Search button The system will refresh the screen to display all of the matching records To return to the list of all work orders remove any text from this search field and then click on All WOs in the Jump To section e To This feature allows you to filter the records in the list according to various record settings and parameters Click any of the options in this section and the system will refresh the screen to display only the records which contain that setting To return to the list of all work orders click on the All WOs option in this section Demo Account demo cyzap com ump To All wos Pending Completed Change Request General Request Problem Ticket Sub Status Mew Working en it Need Approval Approved Additional Info Reassigned Waiting an Requester Approval Denied Done Da
15. l address The Requested By field is a tool to identify the user who actually created the work order When the work order is submitted and whenever it is updated the system will send an email notification to this user o On Behalf Of This field is used to enter the name of anyone who is requesting the work order but is not the creator of the work order This is for your information only so there is not a required format for the entry in this field The system does not send an email notification to this person when the work order is created or modified o Requested Completion Date If there is a due date or deadline related to the work order enter the date as mm dd yyyy or click on the drop down arrow to select a date from the calendar o Initially Assigned To This feature allows you to assign the work order to any Cyzap staff member The system default for this field is Auto Assign If you use the default then the work order will be reviewed by a Cyzap administrator and directed to the appropriate staff member o Also Notify Updates Enter the email address of any other people to receive an email notification when the work order is created or updated This option is not limited to Cyzap staff members you can enter anyone s email address Separate multiple addresses with a comma and no spaces or manual returns Click on the Zoom button to expand this field Requested On Behalf Of demo cyzap com Requested Completion Date Initially A
16. le Work Order 2 New demog cyzap com Please select your follow up action t Add Mare Info Re assign t Cancel t Accepted t Not Accepted Email Matificaton will be sent to Send Additional Notifications To demomicyzap Requestor Current Assignee cum New Assignee If Re assigned zoom Attach File Browse File Description oom 6 1 1 Add More Information This action allows you to add additional updates notes and instructions to the work order record The additional information will be a permanent part of the record and can be viewed whenever the record is accessed o Click on the Add More Info button and then enter the information into the Enter Additional Information field Click on the Zoom button to view the entire field Enter Additional Information t Re assign Cancel Accepted t Nat Accepted PAGE 17 21 Work Order System USER MANUAL Create Follow up 6 1 2 Re assign This action allows you to change the assignment of the work order to any Cyzap staff member The system will include the original assignee in the email notification of the re assignment but not in future updates o Click on the Re assign button and then select the staff member from the drop down menu Use the Follow up Notes field to document the reason for the re assignment and any additional information pertaining to the re assignment Click on t
17. ne Need Acceptance Accepted Cancelled Not Accepted Create Hew Work Order PAGE 10 21 Work Order System USER MANUAL 4 Review a Work Order This feature allows you to review the current information that 15 saved in the system for a particular work order record If there are any attachments to the work order the system will provide a link to the attachment in this review screen see Section 5 1 4 for information regarding file attachments In addition this screen contains the following features e List All This link will return you to the list of all work orders Create Follow up This link allows you to access the options to create a follow up to the work order see Section 6 for information regarding follow up e Review This link allows you to refresh the work order review screen and should be used instead of the Refresh option in your Internet browser Demo Account demo cyzap com Create Followup User demoicyzap com ee WO 1540 Sample Work Order 1 Description General Request User Manual 6 5 2006 10 30 am The description section used to input specific information and instructions related to the work arde C Sample File Attachment doc Requested coreyiccyzap com Requested Completion Date 0672105 On Behalf Ot gunnitigicyzrap cam End Date Approved On Approved Date Completed Billing Review Completed By Billable Time Billable Amount Currently A
18. sign v Also Notify Updates Enter email addresses seperated by File Attachment 1 Browse Browse File Attachment 2 5 1 1 Work Order Type Work Orders are primarily classified by the type of request or issue they address Selecting the most appropriate work order type can help later when sorting work orders There are three types that can be selected to describe a work order o Change Request This type identifies work orders where new functionality or a change to existing functionality is being requested o General Request This type identifies work orders that do not fit into either of the other two types o Problem Ticket This type identifies work orders where existing functionality is not working properly 1 CZAP WO 1529 New Work Order WO Related Change Request General Request Problem Ticket PAGE 13 21 Work Order System USER MANUAL Create New Work Order 5 1 2 Title and Description Enter a title which will identify the work order and briefly describe the issue Use the description field to enter a detailed explanation of the issue and any specific instructions or requests 5 1 3 Title 222 Description Designated Parties Due Date o Requested By The system automatically fills this field with the email address of the logged in user Even though this default entry can be changed it would be very rare that you would enter another emai
19. ssigned Auto Assign Also Notify Updates Pr Enter email addresses seperated by comma PAGE 14 21 Work Order System USER MANUAL Create a New Work Order 5 1 4 File Attachments This feature allows you to attach any file that is saved on your PC or local network to the work order record The system allows a total of two files to be initially attached to each new work order o Click on the Browse button to locate and select a file from your PC or local network o Click on the Submit button to save the New Work Order record and any attached files File Attachment 1 Browse File Attachment 2 Browse PAGE 15 21 6 Work Order System USER MANUAL Create Follow up Create Follow up The follow up feature is used to document changes updates and additional information that develops as the work order is processed The system does not limit the number of follow ups that can be created for an individual work order Each follow up that is created becomes a permanent part of the work order and is seen whenever the work order is reviewed The option to create a follow up 15 contained in the expanded record view of the List All work orders screen and also in the individual Work Order Review screen e Click on the Create New Follow up option Demo Account demo cyzap com Create New Work Order Search All ws Pending gt Completed bI 1540 06 05 06 General Request Hew corewv
20. ssigned coreyiicyzap com PAGE 11 21 Work Order System USER MANUAL 5 Create New Work Order The option to create a new work order 15 contained in the initial Welcome Screen and also in the Review All Work Orders screen e Click on the Create New Work Order option Home gt Online Services gt Main Menu Welcome to Cyzap Online Services demo cyzap com Demo Account There 2 pending work orders Review AlL uar orders Create New Work ordqr 7 Demo Account demo cyzap com Gm Jump To All wos Pending Completed 1540 06 05 06 General Request Hew corey cyzap cam Sample Work Order 1 D605 06 1541 06 05 08 Change Request Hew daveigcyzap com Sample Work Order 2 0605 06 PAGE 12 21 Work Order System USER MANUAL Create a New Work Order The system will automatically generate a work order WO number for every new record This number is a permanent part of the record and can be used to identify and locate the work order in the system Fields that are noted with a red asterisk are required The system will not save the record if any required field is left blank Demo Account demo cyzap com List All Create Followup Review Llzer demomicyzap com 1 CZAP WO 1525 New Work Order WO Related BENE Title Description Requested On Behalf Of demot cyzap com Requested Completion Date Initially Assigned To Auta As
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