Jobs

Introduction

A job stores information about work performed for a customer. They are the central unit for managing and tracking operations in the field. Jobs are crucial for organizing, processing, and documenting field service activities.

Jobs can be of different types and you can use them for different purposes.

FieldFX Jobs are a complete tool for field operation management.

Jobs serve these primary purposes in FieldFX:

Operational Management

  • Task Coordination - Jobs are used to help coordinate tasks and activities to complete a service or project. This can include scheduling work, assigning resources, and managing time

  • Resource Allocation - With jobs, resources can be efficiently allocated like personnel, equipment, and materials. This ensures the right resources are available when needed.

Service Delivery

  • Tracking - Field Technicians can track provided services like installations, repairs, maintenance or inspections to ensure they are completed according to the service order.

  • Customer Interaction - Jobs can be an interface when interacting with customers. They can be used to capture the customer requirements, provide updates, and obtain approvals or signatures.

Data Collection and Documentation

  • Field Data Capture - Jobs can capture critical data in the field, like service details, measurements, photos, and notes. This data is essential for accurate reporting and invoicing.

  • Compliance and Auditing - Jobs can help ensure industry standard compliance to regulations by tracking the work performed and maintaining documentation of all activities.

Billing and Invoicing

  • Tracking Costs - Jobs can provide a detailed tracking of associated costs for labor, materials, and equipment. The information helps ensure accurate billing and financial reporting.

  • Generating Invoices - When jobs are completed, accurate invoices can be generated for customers so billing is accurate for the services provided.

Reporting and Analytics

  • Monitor Performance - Data can be gathered in a job to monitor field operation performance like completion times, optimal utilization of resources and custom satisfaction.

  • Insight into Operations - Through job data analysis, insights can be gained into efficiency of their operations, surface bottle necks, and influence decisions to improve service delivery.

Customer Relationship Management (CRM)

  • Customer History - Jobs keep a record of all interactions and provided services to a customer. The data is valuable for understanding customer needs and continued long-term relationships.

  • Service Agreements - Jobs can link to service contracts or agreements. This helps ensure that the terms and conditions are met.

Workflow Automation

  • Process Automation - With jobs, workflows can be automated where certain actions can be triggered and notifications can be sent based on a job’s status and milestones. This can help improve efficiency and reduce manual effort.

  • Approval Processes - Jobs can have built-in approval processes ensuring every necessary check is complete before work can begin or before a job can be closed.

Inventory and Asset Management

  • Asset Tracking - Asset and equipment condition can be tracked in Jobs from the field for effective utilization and that they are properly maintained.

  • Inventory Management - Inventory systems can be linked to a job for material and part consumption management. This helps maintain inventory levels.

Customer Satisfaction and Quality Control

  • Quality Assurance - Jobs can be used for quality checks and inspections to ensure the work meets all defined standards before it can be marked as complete,

  • Collecting Feedback - Customer feedback mechanisms can be included in jobs so organizations can gather insights into customer satisfaction and areas to improve.

Regulatory Compliance and Safety

  • Documenting Compliance - Jobs can contain all the necessary regulatory and safety documentation and track whether it has been completed and stored for auditing and legal compliance.

  • Safety Management - Jobs can contain safety checklists and processes for safe and compliant completion in accordance to industry regulations.

When you add a job, either in Back Office or FieldFX Mobile, you can add tickets to record the specific work carried out.

Prerequisites

To setup and use Jobs, you need to:

Have these user licenses Have these permissions Complete these tasks
and review these topics
before continuing

Job Requirements

In creating a new job in FieldFX, you need to meet these requirements:

Back Office Mobile

User Permissions
The necessary permissions to complete a job which is typically assigned by the administrator.

Customer Information
The customer and their information must exist in FieldFX.

Customer Confirmation

Job Details (Required)
Specific information such as job name, location, and job description. Also, the job may need to be assigned to a specific cost center or project.

In Mobile, Access to the job specifics for the job like job name, description, location, and other needed information.

Service Details
Services or products associated with the job. This could include service catalog items to be delivered or used on the job site.

For Mobile, addition from the mobile service catalog of services or products delivered or used for the job.

Crew/Resources Assignments
Assignment of needed crew members, resources, or equipment.

Resource Assignment
Assignment of needed resources, crew, or equipment to the job. This can be selections from a predefined list or addition of new resources.

Dates and Times
Defining the start and end date plus any critical timelines or milestones.

In Mobile, enter of start/end dates and times from the mobile device.

Pricing and Billing
Set pricing, rates, and billing information. This could include establishing hourly rates, fixed pricing or other organization-specific billing method.

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Customer Confirmation
Some workflows may require customer confirmation or signatures in the mobile device before completing the job creation.

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Save and Sync
Once all the required information is entered for a job, the job needs to be saved and synced with the Back Office.

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Sync with Back Office
Confirm that the mobile device can sync with the Back Office system so the latest customer and job information is available to the mobile user.
The specifics of job creation can vary based on the configuration of your FieldFX environment.

Step-by-Step Guides

In FieldFX, you can add, complete, or copy a job.

The fields shown below can vary according to the specific page layouts used in your org. Some fields shown below may or may not be present depending on the needs in your org. For more information on page layouts, see Page Layouts

Add a Job

You can add job in FieldFX either through the Back Office or in Mobile.

FieldFX Back Office

Click to expand

Follow these steps to create a new job in FieldFX Back Office:

  1. Open the Jobs tab.

  2. Click New.

  3. Enter a job name in the Name field.

    This field is required.

  4. Select a priority in the Priority dropdown.

  5. Select a customer from the Customer dropdown.

    A selection of available accounts appear. If none appear, click + New Account to add a new account.

  6. Select a warehouse from the Warehouse dropdown.

    A selection of available warehouses appear. If none appear, click + New Warehouse to add a new warehouse.

    • Select an office from the Office dropdown.

      This field is required.

      A selection of available account offices appear. If none appear, click + New Account to add a new office.

  7. Switch --None-- to Service Segment in the Segment dropdown.

  8. Click the Sync checkbox to sync the job to FieldFX Mobile.

  9. Select a price book in the Price Book dropdown.

    This item is required.

    A select of available price books appear. If none appear, click + New Price Book to add a new price book.

  10. Enter any optional notes in the Notes field.

  11. Complete the job details which is optional:

    1. Select a Contact Name.

    2. Select a Customer PO.

    3. Select a Contact Phone.

  12. Complete the fields in Location Details which are optional:

    1. Select a Well from Well dropdown.

      A selection of available wells appear. If none appear, click + New Well to add a new well.

    2. Enter the Site Address1, Site City, Site State, Site Zip, Site Latitude, and Site Longitude.

  13. Complete the Scheduling fields which is optional:

    1. User the time and calendar pickers for the Requested Start Date, Projected Start Date. and Projected End Date fields.

  14. Complete the Back Office Details which is optional:

    1. Select a quote from the Quote dropdown.

      A select of available quotes appear. If none appear, click + New Quote to add a new quote.

    2. Enter the Customer PO Amount.

  15. Complete the System Information fields which is optional:

    1. Enter the Tracking Number.

    2. Select a status from the Status dropdown.

      A select of available statuses appear. If none appear, click + New Quote to add a new status.

  16. Enter details and click Save.

FieldFX Mobile

Click to expand

You can add a new job or copy the currently opened job in the FieldFX Mobile App.

  1. To copy a job, tap Copy on a currently opened job.

    To create a new job, tap + New Job.

    The following the steps are the same whether you are copying a job or creating a new job.

    You may have different layouts depending on the record type of the job. These job types are shown across the top of the new job. If the new job is a copy of an existing job, you can’t change the record type of the copy.
    If you can’t create a job, check with your system admin to ensure that your user profile has the right object permissions to create the job.

  2. If you’re creating a new job and your organization has multiple job types, select the appropriate job type.

  3. Enter the specifics for the new job using the fields in the Job Details section.

    If you have created a copy of an existing job, change the information to match the new parameters for the new job copy. In the title of the window, it says "Copy Job".
    Required fields have a red asterisk. To erase the value in the field, click the loopback error icon.

  4. If you have an iPad or Android and it has a GPS receiver, click the Pin button to capture the current GPS coordinates.

    This is not enabled for Window’s devices.

  5. Tap Save button to save the job.

Complete a Job

To complete a job:

  1. Add a job.

  2. Add tickets for each round of work completed.

  3. Attach an FX Report to document the work completed.

Copy a Job

You can copy a job within Back Office or Mobile.

FieldFX Back Office

When copying a job in FieldFX Back Office, you can only clone a job (which is essentially copying the job). Salesforce had renamed the Copy function in Back Office to a Clone functionality. Before you can clone a job, a Clone button must be added to the Job page. Follow the steps in Add an Action Button to the Page Layout to add the Clone button.
Click to expand

  1. Open a job.

  2. At the job detail screen, click Clone.

  3. Change the job details of the new job as per Add a Job.

FieldFX Mobile

Click to expand

You can add a new job or copy the currently opened job in the FieldFX Mobile App.

  1. To copy a job, tap Copy on a currently opened job.

    To create a new job, tap + New Job.

    The following the steps are the same whether you are copying a job or creating a new job.

    You may have different layouts depending on the record type of the job. These job types are shown across the top of the new job. If the new job is a copy of an existing job, you can’t change the record type of the copy.
    If you can’t create a job, check with your system admin to ensure that your user profile has the right object permissions to create the job.

  2. If you’re creating a new job and your organization has multiple job types, select the appropriate job type.

  3. Enter the specifics for the new job using the fields in the Job Details section.

    If you have created a copy of an existing job, change the information to match the new parameters for the new job copy. In the title of the window, it says "Copy Job".
    Required fields have a red asterisk. To erase the value in the field, click the loopback error icon.

  4. If you have an iPad or Android and it has a GPS receiver, click the Pin button to capture the current GPS coordinates.

    This is not enabled for Window’s devices.

  5. Tap Save button to save the job.

Recommended Reading

For more information, see:

FieldFX Documentation Salesforce Documentation

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