The new job record is in open beta and is switched on for all accounts except those on Legacy plans. It's still being refined and may change, and you can switch back to the legacy job view if you need to.
The Admin tab groups the administrative actions for a job in one place on the job record. From here you can choose whether the job appears in the customer portal, raise a recall, link the job as a recall to an earlier job, or delete the record. The recall actions create a link between two job records, so the connection between the original work and the follow-up is kept.
To manage these actions, open the job record and navigate to the Admin tab.
The tab lists the administrative actions available for the job. Each one has a short description and its own button.
Note: The two recall actions only appear when recalls are switched on in your settings. Customer portal access only appears when the customer has access to the customer portal.
Learn more about the rest of the job record.
Showing or hiding a job in the customer portal
If your customer has access to the customer portal, you can choose whether each job appears there. This lets you keep a job out of your customer's view until you are ready for them to see it.
A job appears in the customer portal when all of the following are true:
The customer has customer portal access with View jobs ticked.
The job is at one of the customer's work addresses. Jobs raised for the customer themselves do not appear in the portal.
Customer portal access is turned on for the job. This is on by default.
On the Admin tab, find Customer portal access.
Turn the switch off to hide the job, or on to show it. The helper text reads Allow the customer to view this job in the customer portal.
The change applies straight away. Your customer sees it the next time they refresh the portal.
Important: Hiding a job also hides all of its files from your customer, including files with customer portal access turned on. Read more about sharing a file in the customer portal.
Note: If your customer added the job through the customer portal, the switch is locked on and cannot be turned off. The text beneath it reads This job was added by the customer and therefore customer portal access cannot be disabled.
Creating a recall
Recalls are jobs that are raised when you have to return to a property to rectify a mistake or problem with a previous job. Creating a recall from the Admin tab raises a new job and links it back to the current one.
Creating a recall requires the Engineer with invoicing role or above.
On the Admin tab, find Create new recall for this job.
Click Create recall.
Complete the form. This is the standard add job form with one addition, and the heading shows the job number the recall relates to.
Select the Customer contacts and Site contact.
Add a Description of the issue. This field is required.
Set the Date and Time. These fields are required.
Choose any applicable Skills.
Use Who's to blame? to record the person who caused the return visit. This defaults to the original technician on the job.
Complete any other job fields you need, such as job notes, job priority, user group, or business unit.
Optionally tick Book into diary after adding job to be taken to the calendar once the recall is created.
Click Add recall.
The recall is raised as a new job linked to the original. The Recall section in the job sidebar shows the link between the two records. It displays the original job number, the original job description, and who was assigned responsibility.
Learn more about turning recalls on.
Linking a job as a recall to another job
If a job you have already created turns out to be a recall of earlier work, you can link the two rather than starting again. This converts the job you are viewing into a recall of an earlier job.
Linking a job as a recall requires the Office staff role or above.
On the Admin tab, find Link this job as a recall to another job.
Click Link as recall to another job.
In the Link to job window, use the Job dropdown to choose the earlier job you want to link this one to. The list shows each job number with its description, and you can search it.
Click Confirm link.
The current job becomes a recall of the earlier job. The Recall section in the job sidebar then shows the link between the two records.
Deleting a job
Deleting permanently removes the job record from the system. Use this only when a job was created in error or is genuinely no longer needed. Deleting a job requires the Financial office staff role or above, so the option is not available to every user.
Important: Deleting a job is permanent and cannot be undone. Once deleted, the job record cannot be recovered.
On the Admin tab, find Delete job.
Click Delete this job.
In the Delete job window, type DELETE in the field.
Click Delete to confirm.
Common questions
Why can't I see Customer portal access on the Admin tab?
Why can't I see Customer portal access on the Admin tab?
You will not see Customer portal access on the Admin tab if the customer does not have access to the customer portal. Give the customer portal access from their customer record, and make sure View jobs is ticked. See Customer Portal.
Why can't I turn off customer portal access on a job?
Why can't I turn off customer portal access on a job?
You cannot turn off customer portal access on a job your customer added through the customer portal. Jobs your customer adds themselves stay visible to them, so the switch is locked on and the text beneath it explains why. Deleting the job removes it from the portal.
Can I recover a job after deleting it?
Can I recover a job after deleting it?
No, you cannot recover a job after deleting it. Deleting a job is permanent and cannot be undone, so check carefully before you confirm.
What is the difference between creating a recall and linking a job as a recall?
What is the difference between creating a recall and linking a job as a recall?
Creating a recall raises a new job from the record you are viewing and links the two together. Linking a job as a recall converts the job you are viewing into a recall of an earlier job. Use Create recall when the follow-up job does not exist yet. Use Link as recall to another job when you are already on the job that should become the recall.
Who can use the actions on the Admin tab?
Who can use the actions on the Admin tab?
Each action on the Admin tab has its own role requirement. Creating a recall requires the Engineer with invoicing role or above, linking a job as a recall requires Office staff or above, and deleting a job requires Financial office staff or above. Roles are cumulative, so each role can also do everything the roles below it can. Users also need web app access to reach the job record, which is set per user and is separate from their role. For the full breakdown of who can view, create, edit, and delete recall jobs, see How to enable recalls.
Why can I only see Delete job on the Admin tab?
Why can I only see Delete job on the Admin tab?
You will only see Delete job on the Admin tab if recalls are switched off in your settings and the customer does not have access to the customer portal. Switch recalls on to make the Create recall and Link as recall to another job actions appear. See How to enable recalls.
Where can I see that a job is a recall?
Where can I see that a job is a recall?
The Recall section in the job sidebar appears on any job linked as a recall. It shows the original job number, the original job description, and the user assigned responsibility for the recall.