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Purpose
The Scheduling module of MetaField allows Schedulers to assign Work Orders, which contain one or more Work Items, for a particular project to a technician or multiple technicians. The creation of a Work Order begins in the Scheduling area.
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You can filter what work orders are seen based on several fields found in the filter panel at the top of the screen. Once you have applied your filtering, you must select Search for these screens to refresh with work orders matching your criteria.
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For filters that allow selection of one or more options, selecting the filter so it is highlighted and selecting the space bar on your keyboard will populate all available options in a dropdown list. |
Filter | Description |
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Project Owning Region |
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Project Owning Office |
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Technician Office |
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Technician |
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Project Manager |
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Project Name |
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City |
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Work Order Number |
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Recurrence No. |
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Work Item |
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Start Date / Time |
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Technician availabilityAvailability |
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Work Order Times |
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Status |
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Overdue |
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Missing Linked Forms |
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Currently Selected Project |
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Unassigned Work Orders |
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Status | Explanation | Updates to Work Order |
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Draft | Work Orders that have been created but not yet sent to the Technician |
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Submitted | Work Orders that have been sent to the Technician for consideration |
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Accepted | Work Orders that have been Accepted by the Technician |
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Declined | Work Orders that have been rejected by the Technician |
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Canceled | Work Orders that have been Canceled. |
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Complete | Work Orders that have been marked Completed by the Technician |
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Overdue | Not an actual status, but a filtering criteria so the schedule scheduler can filter on work orders that have not been Declined, Canceled or Completed by their scheduled date/time. |
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Missing Linked Forms | Not an actual status, but a filtering criteria so the scheduler can filter on work orders that require a linked form, but that link does not exist yet. |
Saving Filters
If you find that you are often filtering based on the same criteria, you can save your filter choices for use later. To save filter options, chose your criteria and select Save. Then provide a name for this filter selection.
Once you have saved your filter options, you can access a saved filter by clicking on the filter dropdown.
Time Zones
Choose the appropriate time zone for the projects you are scheduling. When you create a Work Order it will automatically assume the times entered are based on the time zone currently selected. The Field users will see the time according to the time zone on their device.
Project Selection
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complete the appropriate fields in the Add New Work Order screen. Note that some fields are required.
Field | Description | Work Item |
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The order in which your Work Items appear is controlled in Administration. |
Address
This will default to the Project Address but can be overridden as necessary
Identify the address where the work should take place
City
This will default to the Project City but can be overridden as necessary
Identify the City where the work should take place
Location
Option field that allows you to enter a location specific to the work to be performed
Field technician will be able to view the Location entered here when accessing his Work Orders
Recurring
Select this box when the same work occurs across multiple days
If selected, Ends On, How Often, and Repeats Every fields are also required
As Available
Select this box when the work does not have a set start and end time
Technician will be notified that the work should be preformed on the selected date only
Start Date / Time / Duration
Enter the starting date and time for when this work is to be performed. Provide a duration of the work
Start Time and Duration are required fields unless you select As Available
Is Free / Is Certified / Previously Scheduled on Project
- Select one of these options will filter the list of Technicians
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Click the Space bar to view all the Technicians available |
Filter | Description |
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Is Free | Filters list to Technicians who are not previously scheduled during the same Time Frame Not available when you choose "As Available" |
Is Certified | Filters list to Technicians who hold the necessary certification(s) |
Previously Scheduled on Project | Filters list to Technicians who have been scheduled for a Work Item for the selected job. |
Technicians (data grid)
Select Add Technician and type in the desired technician who will be performing or overseeing the work
All Active Technicians are available for selection
Select Save
Repeat this action to add multiple technicians to the work order
This is a required field for every status except Draft
Requested Date and Time
Enter the date and time the Work Order was requested
This is an optional field
Requested By
Enter the person who requested the work
This is an optional field
Distribution lists can be referenced when selecting names to be added to this field
Information will be available for the Field Tech in Field > My Assignments as well as on work order emails
Phone Number
Enter the phone number of the person who requested the work
This is an optional field
Information will be available for the Field Tech in Field > My Assignments as well as on work order emails
Notes for Technician
Optional field that allows you to enter additional notes for the technician
Field technician will be able to view these Notes when accessing his Work Orders
Notes for Scheduler
Optional field that allows you to enter additional notes for the scheduler
Field technician will not be able to see these notes
Submit to Technician(s)
Use this button to save your work order in the status "Submitted"
Field Technicians assigned will be notified once the Work Order is saved
Save as Draft
Use this button to save your work order in the status of Draft
Field Technicians assigned will not be notified of this Work Order until the status is updated from Draft
Warnings Upon Saving a Work Order
You may see three different warnings when saving a Work Order.
Warning | Explanation | |||||||||||||
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Technician Double Booked | Default WBS |
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Work Item |
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Require Form Tracking |
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Linked Forms |
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Address |
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City |
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State / Province |
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Postal Code |
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Location |
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Recurring |
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As Available |
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Start Date / Time / Duration |
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Is Free / Is Certified / Previously Scheduled on Project |
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Technicians (data grid) |
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Requested Date and Time |
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Requested By |
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Phone Number |
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Notes for Technician |
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Notes for Scheduler |
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Submit to Technician(s) |
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Save as Draft |
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Warnings Upon Saving a Work Order
You may see three different warnings when saving a Work Order.
Warning | Explanation |
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Technician Double Booked | If a Technician has already been assigned a Work Order that overlaps the current Work Order, you will receive a system prompt. You can still save the Work Order. The prompt is for informational purposes only. |
Technician Does Not Have Necessary Certification | In Administration, Work Items can be associated with one or more certification groups (with one or many certifications within each group). If the Technician you are scheduling a work order for does not hold the certification(s) within one of the associated certification groups assigned to that work item, you will receive a warning message. You can still save the Work Order. The prompt is for informational purposes only. |
Technician's Certification Has Expired | If the Technician has the necessary certification for the Work Item, but the expiration date has passed, you will receive a warning message. You can still save the Work Order. The prompt is for informational purposes only. |
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Likewise, when updating the status of a work order that has been assigned to multiple technicians, you can select to Update Selected or Update All. Update Selected or Update All.
The project associated with a work order can be changed as long as the work order is in Draft status.
Copying an Existing Work Order
After a work order has been saved, a Scheduler can copy the work order by selecting the item from the calendar, list, or technician view and click on the Copy Work Order button. This action copies the contents of the work order, but clears the dates and times. You have the option to copy the work order to the same project or a different project.
Viewing Your Schedule
MetaField allows you to view your schedule in multiple ways depending on personal preference. The three distinct views are: Calendar, List, and Technician. To switch between these different views, select the Calendar, List, or Technicians button. Each view has its own set of features and functions that may make one more preferable, depending on what you are trying to accomplish.
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Calendar View
Calendar View | Use / Description / Features |
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Month |
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Week |
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Day |
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List View
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Info |
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As of the 2023.15.3885 update, the 'Print Selected Work Orders' and 'Print All Work Orders' buttons have been replaced with the Export dropdown menu: https://www.agileframeworks.com/release-notes/2023-15/ |
Button / Feature / Function | Description |
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Print Selected Work OrdersExport → Download |
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Print All Work OrdersExport → Send Combined |
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Export → Send Personalized |
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Change Status |
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Change Technician |
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Refresh |
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Technician View
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Technician View
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Use / Description / Features
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Technician View | Use / Description / Features |
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Today |
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Week |
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Day |
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Work Order Email Messages
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Work Order Email Messages
Technicians will receive notifications when work orders are submitted to them. If the user has an Alert Email defined on their user record, they will receive individual notifications for each work order at that address. If not, the notification will be sent to the regular email address on their user record. The Alert Email is often used to store the mobile carrier's email address for a text message so the notifications come across as a text message instead of an email. If changes to work orders are performed in a batch action and the user is receiving the notification at their regular email address, the notifications will be batched together. Individual messages will be sent to the Alert Email to avoid text messaging platforms truncating the notification in an inappropriate place. Additionally, if certain items are updated by the Scheduler, the Technician will also receive this updated information via email.
Changes to the following fields will trigger an email message:
Technician(s) (multiple technicians assigned or work order reassigned)
Start Date / Time
End Date / Time
Location
Address
City
Work Items
Requested By
Phone Number
Notes for Technician
Work Order / Recurrence Number
Deleting a work order that is in the status of Assigned or Accepted will also notify the Technician that the event has been cancelled. However, if you'd like to keep the work order on the calendar for tracking purposes, the canceled status should be used instead.Reassigning Reassigning a work order to a different technician will notify the original technician that the work order has been reassigned.
Pending Field Actions Queues
Upon saving specific field transactions this system may automatically insert a Pending Field Action if future work needs to be performed. These Pending Field Actions display in the Pending Field Actions tab of Scheduling. A Scheduler can create a Work Order based on one or more of these Actions. Pending field actions are broken up by context. You can see the count of items after each context area on the screen. You You can filter the Pending Field Actions by choosing various criteria in the top panel and then choose the Search button. Selecting Clear will remove any filter selections. Commonly used filters can be saved for later use.
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If there are multiple activities you want your field staff to perform on a job site based on more than one Pending Field Actions, you can select all of the items you want to schedule and then choose the Add Work Order button. |
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Pending Field Action | Explanation |
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Density Tests |
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Concrete / Grout / Mortar Samples |
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Activity Open Discrepancies |
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Sample Tracking Samples |
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