How to edit a Work Order or Work Order Quote

The work order is the document that you send to your Tradespeople to complete works at your properties. They can either contain instructions for the tradespeople, or contain details around a quote for a job.

Work orders are sent by navigating into the Maintenance Task (Home > Property Maintenance > Manage Property Maintenance > Select your maintenance task). From here, the "Action" region allows you to change which template is being used, whether or not the order is a quote, whether or not sending the order will close the task, as well as where the work order will be sent.

Depending on your word merge settings, this will either save the Work Order to a file, or open the document that is based on templates in your U:\Data\Templates folder (Chintaro\Data\Templates folder for Non-Cloud users):

First, you will need to identify the template that you wish to update, either a work order or a work order quote. Both templates will be found in the folder where your Chintaro Templates are stored.

You can quickly access your templates folder by navigating to the "Set Up Word Merges" screen (Home > System Maintenance >Set Up Word Merges)...

How to edit a Work Order Template

1. To edit a Work Order Template, you will first need to locate the Chintaro Templates folder.
   
   
   
2.  Locate the template you wish to edit. The work order template is usually called "TradeEmail.dot". To open this template, you MUST right click on the template, and select 'Open'. Do not double click on the template to open, or it will open as a document and not a template.
   
   
   
3. When you open the template, a dialog box will open. This dialog box is asking if you would like to link the template straight away.  Click no to this message, or else you'll be unable to open the file.
   
   
4. Once you have opened your template (eg TradeEmail.dot), you need to link it to the relevant data file. Click on Mailings, then Select Recipients, then Use An Existing List:
   
   
   
   
5. In the case of maintenance tasks, this file is Maint.txt. Locate this file by navigating to U:\Data\Templates again, and double click on the Maint.txt file. Now you'll be able to add and modify Chintaro merge fields in your template.
   

Modifying Merge Fields

Using the Access section as an example, you can delete, add or change any of the text or fields.

• To Delete: Highlight any text you wish to remove, for this example I have removed all text below the heading Access. Press the delete button.
  
  
• To Change: To edit the text, for this example I have amended the message to say "PLEASE CONTACT MDB" to arrange access.
  
• To Add: To add a merge field select Mailings > Insert Merge Field > Select the merge field you would like to insert. For example, to add the Owner field into the Access box, select Owner in the drop down menu.
  
  

You can preview what your changes will look like by clicking the Preview Results button on the Mailings tab.

Once you have finished adjusting your Work Order Template you are ready to save your changes.

Click Save and close the template.

4. Now you can test your new Template, go to Home > Property Maintenance > Manage Property Maintenance > Select a Maintenance Task > Select an Action (Printer, Email, Word Doc) > Click on the button "Send Work Order to.." 

How to edit a Work Order Quote Template

Note: Editing the Work Order Template is almost exactly the same process as editing a Work Order template. Ensure that you select the correct template that you'll be using for quotes (Eg, TradeEmailQuote.dot).

Note: You must save your Quote document as exactly the same file name as your Work order template, however have "quote" on the end. This is very important. If you do not have the file saved as the Work Order with the word Quote on the end of it, you will get a message from Chintaro advising it cannot find the Quote template.  

To print, save or email quotes, your usual work order template should be selected. Ticking the "Quote" box will automatically select the Quote template from your folder. After you action the quote request, the status of the work order will change to "Quote Sent".

Contacting Support for assistance

If you are having troubles with editing the Work Order template, or any other template, please contact support@chintaro.com.au and we will assist you.