The work order is the document that is produced when you follow 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.." 



This opens a document that is based on a template in your Chintaro\Data\Templates folder:


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, If you do not know where this is please contact your IT person or Chintaro Support at support@chintaro.com.au. 



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 to the .txt file that contains the merge fields of information from Chintaro.  Click yes to this message. 


The icons in the Mailings Tab will now become active and you can edit the template. 


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. 

        

            E.g. To add the Owner Field into the Access box, select Owner in the drop down menu. You can add as many or as little Fields as you like.

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.


1. To edit a Work Order Quote Template, you will first need to locate the Chintaro templates folder (EG \\SERVER\Chintaro\Data\Templates):


2. Locate the template you wish to edit, the work order template is called "TradeEmailQuote.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 document a dialog box will open, click yes.

4. The template will open with the merge fields showing with 2 arrows pointing left and right of the merge field (EG: <<TradingName>> will be the merge field for the Trading Name in the Maintenance Task screen). From here you can delete, change and edit any of the fields you want.


E.g. If you would like to change the Access Instructions section:



5. Use the Mailings tab to 'Insert Merge Fields'.


For example, to change the Access section, 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. 

        

            E.g. To add the Owner Field into the Access box, select Owner in the drop down menu. You can add as many or as little Fields as you like.

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 Quote Template you are ready to save your changes.


Click Save and close the Template. 

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 Work Order Quote saved as the same file name 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.  


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



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.