Set Up Online Work Orders

Learn how to set up online work orders in 2 easy stages

Updated on July 11th, 2024

Setting up Online Work Orders consists of two steps, which are only done once.

  1. Add the 'View Work Order' button to your work order email templates.
  2. Set up relevant notifications for Online Work Orders

 

Add 'View Work Order' button to Email Templates

You can skip this step and use our free template. Search for Online Work Order Email AroFlo Standard in your email templates.

See video

 
 
 

 

To add the 'View Work Order' button to your email templates:

  1. From any Work Order, select Email (under the Print Options)
  2. Click the Select Template button (it may display the name of a template)

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  3. Select the Email Template used for work orders, then click Edit Template.

    If you don't have a template for work orders, you can add a template.

     
  4. Select a spot in the email body that will display the button.
  5. In the Static Data area, search for Online Work Order Link. Click it to add it to your email.
  6. Save.
 

The 'View Work Order' button will now appear when you select the email template.

You can also set this template to be the default email body on work orders.

 

 

Change Online Work Order design (optional)

The content of the Online Work Order uses the selected layout set in the Print Options area of the Work Order.

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If you want to, you can create a customized layout for Online Work Orders and even set this as a default either for all work orders, and/or for individual contractors.

 

Using multiple Business Units?

If using multiple business units, we recommend using the (Owner) fields in your layouts as opposed to (BU) ones, to ensure the correct information comes through on the preview.
 
 
 

 

Set Up Notifications for Online Work Orders

There are 2 applicable notifications for Online Work Orders:

  • Work Order Acceptance
  • Ask a Question

For Ask a Question, an email will automatically be sent to the Business Unit Manager if a contractor asks a question on an online work order. 

Click to see what the email looks like

 
 

 

Set Up Notifications for Work Order Acceptance

Set up an event message to set up automatic alerts when a work order is accepted, declined, or needs more information.

To set up a notification for changes to work order acceptance status:

  1. Go to Site Admin > Settings > General > Event Messages.
  2. Select an Event to trigger the notification. Select either:
    1. Work Order Acceptance Status - Accepted
    2. Work Order Acceptance Status - Declined
    3. Work Order Acceptance Status - Need More Information

      Applicable events

       
       
  3. Choose the message type, either Add Email, Add SMS or Add Webhook.
  4. Complete the event message fields.
  5. Click Save Settings.

We recommend you create three event messages: one for Accepted, Declined, and Need More Information.

See the image for some suggested settings or expand the section below:

 

Event Message Suggestions...

Field
Suggestion
Send / Alert At time of event
Performers
External
From BU Manager
To BU Manager
Template

Create a new email template called 'Work Order Acceptance'. The body could include the following:

The work order [WO Order Number] has been [Work Order Acceptance Status] by [Online Work Order Acceptance Name].

Information about the order can be found here: [Online Work Order Link]

Show Sent History in Task Notes
Ticked
Track Delivery Status, Opens and Clicks
Not ticked
Allow Reply Imports
Ticked
 
 

 

Information for users with RTF Document Templates

Online Work Orders set to show layouts with an RTF Document Template will display a generic work order design and message to download the work order. See the example image.

Online Work Orders display layouts as they appear in the Layout Preview, which will be different from the PDF generated. The Layout Preview does not display content created in a linked RTF file. 

 

Once you have completed setup, you can start using Online Work Orders!