Work Order Approval: Setting Up
The default WO flow in Dwellant sends WOs automatically to the assigned contractor, which can later be withdrawn if there is an issue.
In 2023, we introduced a new way to handle WOs. Managing Agents can now be configured so that WOs must be approved before they are sent to contractors. This needs to be enabled by the Dwellant team.
THIS IS SERIOUS COMPANY WIDE DECISION AND CAN ONLY BE MADE BY SENIOR DWELLANT SPONSOR
How to set it up
Roles are configured at the main managing agent level
When editing roles, there is now a new field to add a WO approval level. Any users with this role can create/approve WOs to that value.
Users' roles are set within their individual details, accessible in the Setup menu
When applied, you can view the steps the same way you would for invoices
NOTE:- If you need an onsite staff for a building such as Concierge, Site Facilities Manager or a Property Manager to be able to raise work orders, they must be in the 'Local PM' user group at building level. Note that this is one of the administrator user groups.
To add a user to the Local PM group at building level-
- User data / Users.
- Search for the user and click on Select action.
- Click on 'Groups' and tick 'Local PM'.
- Click OK to save.
Blocking work order approvals
Blocking work order approval functionality is currently used by a few Managing agent clients. This is governed by the a special privilege at Dwellant level.
When the special privilege is ON, Work orders require approvals before being sent to contractors. When a Work Order is created a list of approvers is generated and stored in the relevant tables in the backend database. The status is set to AwaitingApproval.
Once the last approval is made, the Work Order is sent to the contractor as per usual.
When this is enabled, you cannot Delete, Change Role, or Remove Group from an approver who is a Managing Agent Employee.
You will see an error when trying to do so depending on the type of action as shown below:-
When changing the user group
This group cannot be changed due to pending Blocking Work Order Approval/s. Please resolve the outstanding approval/s before proceeding with group change.
When removing a user
Cannot remove this user as there are outstanding Blocking Work Order Approvals. Please deal with those before removing the user