Works Requests
Purpose
The Works Request case records in byondpro are designed to record maintenance activity requests (complaints) relating to cemetery locations, usually reported by staff and visitors. Each works request can be associated with deceased, family and cemetery location records.
Any actions resulting from a works request entry can be logged directly in the case record, together with photos, letters or other electronic files.
Related Information available from the Works Request summary page:
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Notes: to record general notes
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Communications: to record phone calls, correspondence and general activities
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Documents: to log photos and correspondence
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Workflow Tracking: records case progression through the workflow monitoring time elapsed between entries
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Solutions: lists risk register entries that have been associated with the Works Request record
Adding new records
New Works Request records can be created by selecting New Case and Category: Works Request.
Works Request records can also be created from the Cases screen of the visitor submitting the request, and will pre-fill with a link to the Person record.
Workflow
The Case workflow ensures that works requests are logged, reviewed and actioned by appropriate staff.
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Workflow Stages
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Description
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Logged
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Default stage when case record is saved
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Queue
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Indicates case has been assigned for initial review and actions
email is issued to assigned staff member |
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Investigating
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Indicates case has been reviewed and rectification works are pending
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Re-assign
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Allows case to be assigned to a different staff member for review and action
email is issued to assigned staff member
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Sign Off
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Closes the case, indicating all necessary actions have been completed
email is issued to initiating staff member
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Button Functions
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Button
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Description
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Change
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Switches to edit mode
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Save
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Updates/creates the record
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Continue
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Closes the open screen and returns to list of cases
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Next
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Opens the next case record
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Summary Report
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Generates CRM report of workflow activities and communications
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Print Case Summary
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Generates a detailed summary listing of case field values
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Generate Work Request
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Generate a work request to rectify issue
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Field List
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Field
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Description
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Associated Business Process
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For...
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Case ID
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unique identifier, auto assigned
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Prefix WR-
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Category
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Selection list, including:
- Client Feedback - Incident - Works Request |
Selection of Works Request controls case fields and screens presented to the user
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Source Case ID
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unique identifier, auto assigned
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Prefix CF-
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Description
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Text description
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Site
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Lookup to site/cemetery list
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Employee
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Lookup to registered system users and resources
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who reported the issue
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Other
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Text field
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re above, if not a system user or resource
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Advise Enquirer on Completion
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Checkbox
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to remind staff to make contact with visitor that submitted the request
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Secure Record
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Checkbox to mark as secure. These records will be kept private and secure and full details are only visible to authorised users
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Details
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WRA Category
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Selection list, including:
- Buildings - Flower Containers - Grass / Grounds
- Grave Test / Ledger Check
- Irrigation
- Level Grave / Memorial
- Mausoleum Crypt Light
- Maintenance
- Pests / Insects
- Plaque Maintenance
- Prune, Rose, Shrub, Tree
- Signs
- Temporary Grave Marker
- Tenure Sticker Removal
- Top Up Grave
- Other
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WRA: Works Request Activities
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WR details
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Selection list of work request options
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Urgent
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Checkbox
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Enquirer
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Lookup to Person records
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Auto-filled if record is created from Cases screen on Person record
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Deceased
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Lookup to Person records with status deceased
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Location
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Lookup to Location records
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Auto-filled with deceased current location (code)
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Garden Plant Locations
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Lookup to Garden Plant Location records
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Area, S1/S2/S3
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Lookup to Area (S1/S2/S3) records
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Auto-filled from location and/or garden plant records
Area S3 only available if configured for use
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Location of Incident
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Free form text entry
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to provide further information regarding location of the issue
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Details of Complaint
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Free form text entry
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to capture details of issue
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Status
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Assigned To
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Lookup to staff
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Team
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Selection list of Cemetery teams
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Stage
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Workflow stage
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