Job Type Setup

Introduction

FieldFX uses Job types to classify jobs into categories so jobs can be organized and differentiated between several types of jobs handled in an organization. The job types can define special attributes, workflows, and tailored configurations to job creation and management process. They also can address the specific needs of each type of work.

Prerequisites

To add job types, you need the following permissions:

How Job Types Work

FieldFX can use Job Types in these roles:

Job Categorization

  • Use job types to categorize jobs by the nature of the performed work.

    For example, a customer might have job types for "installation," "Maintenance," "Inspection," "Emergency Repair"

  • You can customize a job type differently from each other, each type being specific with their own default fields, service items, and workflows

Workflow and Unique Processes

  • Each job type can trigger different workflow rules.

    For example, a Maintenance job might require a routine checklist while an Emergency Repair job might have expedited workflows.

  • You can have certain job types requiring specific approval processes.

    For example, a high-risk inspector job might need additional approvals before work can start.

Field Configurations

  • Job types can have certain fields visible or mandatory when jobs using that type are created.

    For example, a New Installation job might require specific fields relating to equipment setup which would be irrelevant to a Routine Maintenance job.

  • Job types can be specific and have default values for fields. This can reduce the burden on those entering the data and ensures consistency among similar jobs.

Allocating Resources and Equipment

  • You can have different job types for different resources.

    For example, a Specialized Repair job type job could require a technician with specific certifications while a Regular Maintenance job type job could only require general skills.

  • The equipment or tools needed for a job can vary based on the job type. You can predefine them to ensure the correct tools are always allocated.

Service Items & Pricing

  • You can have job types linked to specific service items or products. This way the proper ones are automatically added to the job.

    For example, a job with the Preventative Maintenance job type can automatically include a specific group of inspection tasks.

  • A job type can have its own pricing model based on fixed rates, hourly rates or other pricing methods. Accurate billing can be assured when based on the type of work performed.

Reporting & Analytics

  • You can segment data in reports and analytics by using custom job types.

    For example, you can generate reports comparing performance, costs, and outcomes of different job types.

  • You can associate a job type with specific metrics and Key Performance Indicators (KPIs) returning a more focused analysis for better decision-making.

Compliance & Safety

  • You can have different job types with different compliance or safety requirements.

    For example, you can have jobs of a "High Risk" job type have additional safety protocols and documentation.

  • A job type can include the necessary safety checklists or forms to be completed as part of a job.

Customer Interaction

  • You can use job types to help set and manage customer expectations, defining the scope of work, timelines, and other deliverables.

  • You can have different job types each with their own set of customer approvals needed for sign-off. The approvals could vary depending on the work.

System Integration

  • You can have job types integrated with external Enterprise Resource Planning (ERP) and Custom Relationship Management (CRM) outside of FieldFX. With these job types, there is a seamless exchange of data and processes are aligned between the systems and FieldFX.

    For example, you can link certain job types to specific contract items or service level agreements (SLA) in your ERP system.

Associating Job Templates

  • You can have job types linked to specific job templates with pre-defined tasks, timelines, and resources. If the job type is repetitive or standardized, this can improve consistency and efficiency.

Using custom job types in FieldFX can help streamline the distinct types of work in an organization which can help ensure each job is processed according to its specific needs and requirements.

Job types can cross reference:

Best Practices

When using job types in FieldFX, the following General and FieldFX-specific best practices can help improve efficiency, accuracy, and consistency across your organization:

General

  1. Define Clear and Descriptive Job Types

    • Ensure each job type has a clear and descriptive name accurately reflecting the type of work intended. You should avoid ambiguous or broad descriptions which could result in confusion.

    • Use naming that is consistent across all job types. Users will be able to quickly find and use the correct job type for their situation.

  2. Align Job Types with Your Business Processes

    • Map out and align each job type with your specific business processes or workflows. Doing this beforehand can help the user select a job type that will automatically trigger the correct set of actions, approvals, and notifications.

    • Grant access to job types relevant to specific roles or departments. The risk is minimized of users selecting job types that are incorrect and can streamline creating new jobs in FieldFX.

  3. Utilize Default Values and Field Customizations

    • Configure default values for the key fields in each job type. Time spent entering data is reduced and consistency is maintained on similar jobs.

    • Make only the fields visible to users based on the job type so users only see the relevant fields to the job they are working on. The user interface is simplified, reducing the chance of errors.

  4. Use Templates for Repetitive Job Types

    • With job types that can be repetitive or standardized, create job templates with pre-defined tasks, timelines, and the correct resources allocated to help with consistency and efficiency.

    • Periodically review and update job templates to reflect current best practices, new or updated regulatory requirements, and any changes in your organization.

  5. Incorporate Compliance and Safety Requirements

    • Integrate safety checklists and compliance forms into the appropriate job types to ensure all necessary safety protocols are followed.

    • With job types that are subject to specific regulations, have the job type include all necessary compliance documentation and processes ensuring strict adherence to legal requirements.

  6. Refine Job Types Through Analytics

    • Review data from job performance on a regularly identifying any trends, inefficiencies, or areas to improve for each job type.

    • Take the analytics based on real-time data to refine job types, adjust workflows, and optimize the allocation of resources.

  7. Implement & Maintain Approval Processes

    • For those job types requiring approvals, set up approval workflows to ensure jobs are reviewed and approved before work begins.

    • Document procedures on handling exceptions or urgent jobs that might have to process the standard approval process.

  8. Proper Training and Documentation

    • You should provide complete user training on selecting the right job type at the right time and how workflows are impacted.

    • Keep documentation current for job types and include their definition, associated workflows, and specific use guidelines.

  9. Review and Update Job Type on a Regular Basis

    • You should schedule a regular review of job types, so they remain relevant to your current business needs, industry standards, and regulatory requirements.

    • You can collect user feedback on how effective and usable the job types are then make adjustments to improve the user experience.

  10. Minimize the Job Types

    • Don’t create too many job types. Balance the number between clarity and not overwhelming your users. Having too many job types can complicate the job selection process.

    • Regularly, examine your job types and see if some can be consolidated or deleted.

  11. Test Your Changes Before Implementing

    • Test your new or changed job types in a sandbox or staging environment before rolling it out to your production environment. You can identify any potential issues and ensure they work as intended.

    • Run pilot programs with a small set of users for feedback then adjust them before releasing the changes to the entire organization.

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FieldFX Specific

When adding a job type to a picklist, always enter its record type name and not its label.

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Step-by-Step Guides

  1. Access FieldFX Back Office

  2. Switch to Salesforce Classic

  3. From Setup, enter object in the Quick Find box, then select Objects.

  4. Configure the following objects (in order):

Add the Job Type

  1. From the Custom Object list, click Job.

  2. Under Record Types, click New.

  3. Complete the following:

    Field Action

    Existing Record Type

    Select "Master".

    Record Type Label

    1. Enter the job type.

    2. Select Active.

    3. Click Next.

    Apply one layout to all profiles

    Select a page layout to use for the job type.

  4. Click Save

  5. Continue with Configure the Status object.

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Configure the Status object

  1. From the Custom Objects menu, click Status.

  2. Under Custom Fields & Relationships, click SObject Record Type.

    1. Complete the following sections:

      Field Action

      In Values

      1. Click New.

      2. Enter the job type name.

      3. Select Job.

      4. Click Save.

      5. Click Back to Status at the top of the page.

  3. Under Custom Fields & Relationships, click SObject.

    1. Complete the following sections:

      Field Action

      Under Field Dependencies

      1. Click Edit next to SObject Record Type.

      2. Hold down Ctrl and select the job type in the Job__c column.

      3. Click Include Values.

  4. Click Save.

  5. Continue with Configure the Status Workflow object.

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Configure the Status Workflow object

  1. In the Custom Objects list, click Status Workflow.

  2. Under Custom Fields & Relationships, click SObject Record Type

    1. Click Edit and complete the following:

      Field Action

      In Values

      1. Click New.

      2. Enter the job type name.

      3. Click Save.

      4. Click Back to Status Workflow at the top of the page.

  3. Under Custom Fields & Relationships, click SObject.

    1. Complete the following:

      Field Action

      Under Field Dependencies,

      1. Click Edit next to SObject Record Type.

      2. Hold down Ctrl and select the job type in the Job__c column.

      3. Click Include Values.

      4. Click Save.

  4. Continue with Configure the eForm Config object.

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Configure the eForm Config object

If the eForm Config object is not in the list, it could be at the bottom of the list.
Click Ctrl+F and enter eForm. Click the down arrow to jump to the first result.

  1. Click eForm Config.

  2. Under Custom Fields & Relationships, click Key SObject Record Type.

    1. Complete the following:

      Field Action

      Under Values

      1. Click New.

      2. Enter the job type name.

      3. Click Save.

      4. Click Back to eForm Config at the top of the page.

  3. Under Custom Fields & Relationships, click Key SObject.

    1. Complete the following:

      Field Action

      Under Field Dependencies

      1. Click Edit next to Key SObject Record Type.

      2. Hold down Ctrl and select the job type in the FX5__Job__c column.

      3. Click Include Values.

      4. Click Save.

  4. Continue with Configure the Checklist object.

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Configure the Checklist object

  1. Click Checklist.

  2. Under Custom Fields & Relationships, click Job Type.

    1. Complete the following:

      Field Action

      Under Values

      1. click New.

      2. Enter the job type name.

      3. Click Save.

      4. Click Back to Checklist at the top of the page.

      Under Record Types

      Click Field Ticket.

      Under Picklists Available for Editing

      1. Click Edit next to Job Type.

      2. Move the job type to Selected Values.

      3. Click Save.

  3. Continue with Configure the Report Template object.

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Configure the Report Template object

  1. Click Report Template.

  2. Under Custom Fields & Relationships, click Job Type.

    1. Complete the following:

      Field Action

      Under Values

      1. Click New

      2. Enter the job type name

      3. Click Save

  3. Continue with Configure the Sync Configuration object.

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Configure the Sync Configuration object

  1. Click Sync Configuration

  2. Under Custom Fields & Relationships, click Job Type.

    1. Complete the following:

      Field Action

      Under Values

      1. Click New.

      2. Enter the job type name.

      3. Click Save.

  3. Continue with Grant Permission to Use the Job Type.

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Grant Permission to Use the Job Type

  1. From Setup, enter permission in the Quick Find box, then select Permission Sets.

  2. Open a permission set.

  3. Under Apps, click Object Settings.

  4. Click Jobs.

  5. Click Edit.

  6. Under Record Type Assignments, select the job type.

  7. Click Save.

  8. Repeat these steps for other permission sets as needed.

  9. Finish up with Add Job Workflow for the Job Type.

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Add Job Workflow for the Job Type

Follow the steps in Add a job workflow for the job type.

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Recommended Reading

For more information, see:

FieldFX Documentation Salesforce Documentation