Admin - General

This section contains information for all standard application options in PPW.

Auto Assign by Zip Code

There are 2 ways to set this up for a contractor. The first is to click on the ‘Add’ button and set up rules using the 3 drop downs available. Please keep in mind you will only see the states you currently have active. You can set up more than one rule by clicking on the 'Add' button multiple times.

The other way to set up is to manually enter the zip codes in the text box and then click ‘Save’.

Auto Assign Work Orders (BETA)

This feature allows for more variables in the auto assign process based on the criteria your set up. It can vary by work type, client, vendor capacity, area, etc.

Whether you are using Auto Assign Work Orders by Zip Code OR Auto Assign Work Orders (BETA), be sure that the contractors to be auto assigned are not marked to be skipped during auto assign.

  1. Click the “Add Coverage” button.

  2. This box appears which will allow you to begin defining coverage, etc.

  3. Select the desired contractor, all parameters that apply and define and establish maximum total open orders.

  4. To set capacities by Work Type Category, click the “Update Capacity” button.

5. Enter specific capacities and then click the “Update” button. 6. Click “Save Contractor” in order to save the results.You can also “Save Template” to save the parameters laid out in the coverage profile.

7. Repeat Steps 1-6 to add more vendor coverage.

8. To set the Auto Assign Priority, start by clicking one of the Work Type Categories:

9. Choose the mode in which vendors will be assigned, if you'd like to always use the same contractor, if you'd like to ensure that the vendor changes as much as possible or if you'd like to just use the scores setup.

10. Choose the Overflow mode to determine what happens when an auto-assign vendor reaches max capacity.

11. Assign a value of -10 to 10 to each different factor you wish to utilize to calculate an assignment score for each vendor. Assigning a factor with -10 will greatly decrease their score and vice versa. The vendor with the highest score will be assigned the work order.

12. Finally, click the “Save” button.

13. You are also able to display vendor coverage by specific vendor OR Work Type Category. Click the appropriate button to display a map:

NOTE: If you are currently using the Auto Assign by Zip Code option, you can set up the BETA version without disrupting your current auto assign process. When ready, click the ‘Activate New Auto Assign Rules’ button in the toolbar:

Auto Import/Export - Work Orders

To set up an auto import, click on the 'Setup New Import' button.

Once the ‘Setup New Import’ button is clicked, the form above will populate. This will allow you to set up the auto import by completing the following options:

  • Import From - Sets where you are pulling the work orders from.

  • Set Client Company - Sets the client company, this needs to be created using the client company section of the admin tab before setting up the auto import.

  • Login Name - This is where you will add your login name for the client’s side.

  • Password - This is the associated password for the Login Name above.

  • Alert Email - Sets an email that will receive email notifications for when there are new work orders to import.

  • Friendly Name - This sets a name that will show in the New Work Order section.

  • Skip Comments - Allows you to not import the comments in the work order.

  • Skip Line Items - Allows you to not import the line items in the work order.

  • Set Category - Allows you to assign any category that you have created.

  • State Filter - Allows you to filter the work orders by the state assigned.

  • Discount % for this Import - Sets a discount percentage for the work orders imported through this import that reflects on the contractor’s invoice.

  • Active - Makes the auto import active, this will need to be set to yes for the auto import to run.

Auto Submission

You are able to set up your system to automatically submit results once they are complete. This saves valuable review time if all criteria for submission have been met including successfully passing all validation rules. Auto Submit can be specified by client, work type, state, etc. to only deliver the results you choose.

  1. Complete all of the General Information.

  2. Complete all pertinent Auto Export Information in order for it to function properly.

  3. Hit the “Save” button.

This section also lists all of your auto imports once they are created so that you can edit them as needed.

PPW Link (PPWL) is used to transfer data from one PPW account to another.

Setup

  1. Select PPW Link - Property Pres Wizard-v2 from the Import From menu.

  2. Set the client company you would like to assign to these orders.

  3. Enter your Login Name and Password.

  4. Enter the Link URL. This is the website address of the system you are connecting to. Example: https://www.propertypreswizard.com/

  5. Answer the rest of the import options. These are not different from other auto imports.

  6. Set the import as active. If an import is not active orders will not import.

Importing Work Orders

Work orders are imported using the Auto Import Queue. Orders in the status of Unread, In Field, Follow Up, Accepted, or Rejected will be imported. Basic work order information, auto work detail line items and PCR forms will be transferred. PCR forms will have the same requirements as the originating PPW account. The form rules cannot be modified in the PPW account into which it has been imported.

Third Parties

Third Party companies may have a custom PPW Link URL. If you have received specific instructions from this company, please follow them. Contact them if you have any questions about their integration with PPW Link.

Auto Work Details

Auto Work Details are preset details that you can set up to automatically generate based on the parameters you choose. Let’s review how you can create Auto Work Details.

1. Go To Admin->General->Auto Work Details.

2. To create an auto work detail, click on the 'Add New' button.

From the Description drop down, select the line item for which you would like to create a work detail. Select “Yes” from the Active drop down and then click the 'Add' button.

4. Select the following and then click Save:

a. Client Company – use the default of All Clients or select a specific one.

b. Customer – use the default or select a specific one.

c. Work Type – use the default or select a specific one. You will need to add multiple lines if this work detail is to appear on multiple different work types.

d. Loan Type – enter a specific loan type or leave blank for all.

e. Quantity

f. Price

g. Additional – copy paste the details that you would like to appear on the order.

Repeat Steps 3-4 to add additional Auto Work Details.

Bid/Comp & Invoice Items

This section of the admin tab allows you to set up your bid/comp and invoice items in PPW.

To begin, click tge 'Add Item' button and then fill out the details of that item.

  • Item Name - here is where you will manually name the bid/comp item.

  • Always show on Bid/Comp - This setting forces the item to always populate on work orders if it is set to yes.

  • Always Show on New Client Work Order - Forces the bid/comp item to show on new client work orders.

  • Required on New Client Work Order - Requires the bid/comp item on new client work orders.

  • QuickBooks Item ID - Sets the related QuickBooks item if you are integrated with QuickBooks.

  • QuickBooks Account ID - Sets the bid/comp items QuickBooks account ID.

  • Lot Size - Allows you to set a lot size range for the bid/comp item.

  • Auto Invoice Client - If this is set to yes and this item is selected as a completion item it will auto invoice the client. This will show on the invoice section of the work order.

  • Active - Sets the bid/comp item to active or not active, not active bid/comp items will not populate on work orders.

From this option, you can also set up the default contractor and client prices. You can also click the ‘Add Item’ button to set up specific pricing based on client, state, customer, and loan type. This pricing can also be checked as flat fee items as well.

Once a Bid/Comp Item is created, it will show in a list in this section of the admin tab. There are also options to re-order alphabetically, reset filter cache, and if you have access to the BETA version of the bid/comp pricing, there will be an option to activate the old pricing if the BETA pricing is active.

Bid/Comp & Invoice Items (BETA)

This feature allows for multiple client and/or vendor pricing models under the same line item. Negotiated vendor pricing no longer is a matter that will require manually tracking by your accounting team. Once the new pricing model is set, all special pricing will be in place.

1. To copy existing rules over to the new pricing data, click the “Copy Old Rules” button.

Add A Line Item

1. To add a new line item, click the “Add Item” button.

2. A new box appears:

a. Enter information in these required fields. If entering multiple prices for a single line item, we recommend setting the default unit prices for both to 0.00 (no dollar sign but must include decimal)

b. These boxes are useful when entering lawn maintenance line items

c. Checking this box will enable this line item to always display on the Bids/Completions tab. Leaving unchecked will leave it in the dropdown for selection.

d. Checking this box will add this specific line item to every new work order created.

3. Click the ‘Submit’ button to save the changes.

Create a Pricing Filter

1. To set up special vendor pricing, begin by clicking on the item name of the one you wish to update. We will use Item Name “**Test” as our example.

2. Before setting up a new pricing rule, let’s review these items:

a. These will be the default prices you created for this specific line item.

b. Checking the “Disable Default” box will make it so the line item will not show if there is no matching criteria from the pricing rules.

c. You can toggle the “Always Show on Bid/Comp” in the drop down. As you recall, this determines if it always is listed or must be selected from the drop down on the Bids/Completions tab.

d. Here you can check the “Always Show on New Client WO” box will add this specific line item to every new work order created. Leave unchecked if this is not what you desire.

e. Check this box if you wish to require this line item. The client must put in 0 or greater.

f. Under “Active” you can toggle between yes or no on whether this line item is currently active.

g. Mark if this line item is eligible for auto invoicing to client. * Only available for select clients. *

h. Only used for line items that contain lawn maintenance.

3. To set up a vendor pricing rule, select as many of these parameters as you would like. The system will select the rule with the most matches of the selected criteria:

a. You can either select specific clients, states, etc., you can use the “Select All” box or you can select none.

i. In order for something to appear in the “County” drop down, you must first select a state.

b. If it will only be for a specific vendor, be sure to select the proper name for them “Contractor” dropdown.

c. Enter the appropriate vendor and client prices here.

d. Check the “Flat Fee” box if you will not be taking any discount on this line item.

e. Checking this box will not allow the vendor to change this price.

f. To delete a pricing rule, click this symbol.

4. Click the “Save Filter” button to save the pricing rule.

To add more pricing rules, click the “Add Filter” button and repeat Step 3-4.

Filter Rules

For a work order, the filter rule with the highest number of matches is chosen. When there is more than one filter rule with highest number of matches, the following criteria is used to pick the correct filter rule for the respective work order:

Filter rules matching the "Client Company" are chosen.

If there is only one filter rule matching the "Client Company", then that filter is chosen for the work order; otherwise, the next criteria is applied on the set of filter rules matching the "Client Company".

Filter rules matching "Contractor" are chosen.

If there is only one filter rule matching "Contractor", then that filter is chosen for the work order; otherwise, the next criteria is applied on the set of filter rules matching "Contractor".

Filter rule with the best priority is chosen.

Filter rule at the top of the list has a better priority than the ones below it. For instance, if there are eight filter rules, the second filter rule has better priority than the fifth filter rule.

Activate the New Pricing Data Version

1. Note the warning that this pricing data is not active.

2. Click the 'Activate New Pricing Data' button.

3. Once clicked, the warning disappears as this pricing data is now active and the button now would revert to the old pricing data.

Categories

This section allows you to set up custom categories that can be used to further filter or sort work orders or can be used as sub-statuses.

Clicking on the ‘Add Category’ button will let you name the category, set a background color that will show on the home screen, and make the category active or inactive. Once the category is saved it will show in a list in this section of the Admin tab.

Client Companies

This option will allow you to set up your client companies and their options.

Each one of your clients are considered a Client Company within your system. You will set up a Client Company for each client from whom you will be handling orders, bids, etc. Let’s review how to set them up:

1. Click the “Add Company” button.

2. Enter all the appropriate fields and then click the ‘Save’ button.

a. Company Name – how you would like it to display throughout the system.

b. Discount %:

i. Client – what percentage your client would take off the top of your invoices.

ii. Contractor – what percentage you will take off the top of their invoices.

iii. NOTE: if you or your client will not be taking a discount, enter “0” in either or both.

c. Billing Address – the way the client wishes it to appear on any PDF invoices.

d. Comments/Notes – any unique details regarding the client like primary contact, billing cycles accepted, etc.

e. Due Date Offset – allows for a cushion between getting the results in and on-time delivery to the client.

f. Photo Re-size – only used if your client has a very specific photo size requirement.

g. Allow adjusted invoice total – adds a place for an invoice adjustment before submission (default checked).

h. Enable client login – used when not utilizing the multiple client login feature (default checked).

i. Rep ID – your organization’s login ID to this specific client’s system.

j. Start Date-Lock Order – locks order from completion if it has not reached the established order start date (default checked) Only applicable when setting an order Start Date at time of order creation.

k. Date/Time Overlay on PPW mobile – select an option as to how you would like/not like the client’s photos date/time stamped.

l. Mobile Check-in Provider – select if the client has a specific check-in requirement.

m. Active – set to “Yes” to make visible for selection during order creation.

Once created and saved, the client company will show in a list in this section of the admin tab.

Client Profiles - Configuration

This section is only used to link the client Wolverine’s line items with the line items in PPW. To link the line items, you will need to match the Wolverine line items with the line items in your PPW account using the dropdown boxes and then click save at the bottom of the page.

Customer Numbers

This section allows you to create customer numbers that can be set to work orders for additional filtering and sorting.

Duplicate Work Order Field Settings

This section allows you to set which fields get duplicated when you use the ‘Duplicate Work Order’ button on the General Info section of a work order.

Simply check and un-check the fields you wish to duplicate and then click save. These settings will work for all duplicated work orders and will only change if you re-save the settings in this section.

Email/Text Templates

This option allows you to change what information is shown on the email/text alerts using the given variables.

Simply copy and paste the variables on the left into the boxes in the order you desire. The templates for New Work Order, Un-Assigned Work Order, Job Note, and Unread Late email/text alerts can be changed. Once complete, click the ‘Save’ button.

PCR Forms

The PCR Form option will allow you to create and manage your existing work orders. You will also be able to set filters for the PCR and import your existing PCR forms.

From this page, you will be able to see several columns:

1. Validation – This indicates if there are any questions/answers set for validation

2. Version - This will show the current Version number

3. Default Required - This will show you if the form is set to be required to fill out

4. Transfer Prev. Form - This will show if the setting to allow you to Transfer answers from Previous work order of the same property is enabled.

5. Photos Required - This will show if the form has photos required

6. Active - This will let you know if the form is currently active

7. Unpublished Changes - This will show you if there are any changes to the form that still need to be published

8. Entered By - This will show you who created the PCR form

9. Add/Edit Questions – allows for the addition/editing of any PCR questions

10. Copy- The copy Button will allow you to create a copy of any PCR form you have in your list. The copy will have the same name as the original but have copy at the end of the name. This can be used to create different versions of the same form.

11. Export PCR - The Export PCR button allows you to export the PCR form into a Json file onto your computer. You will also be able to send this Json to other PPW users and they can import the PCR form into their system.

12. Pruvan JSON - This button will create a JSON file that can be uploaded into your Pruvan account.

Creating PCR Forms

1. To start the creation of a PCR form, you will first have to press the “Add PCR Form” button. Complete the following where applicable:

a. PCR Form Name: This will determine the name of the PCR form.

b. Form ID: This will determine the file ID for the form and will automatically populate after the PCR form name is entered.

c. Default Required: This will make the form required to be answered before it can be marked Ready for Office.

d. Transfer Prev. Form: This will allow the user to copy the answers from the previous work order of the property.

e. Photos Required: this will require the PCR form to have photos.

f. Required on New client WO:

g. Pruvan Survey Ver. #:

h. Third Party Integration:

i. Active: This will determine if this is an active form.

j. Filter: The filters can be used to automatically apply your PCR forms to specific work order. You will be able to set them by client company, work type, customer or loan type.

Add/Edit Questions & Rules

After you create the PCR form you will have to add the questions to the form. The “Add/Edit Questions” button will allow you to create your PCR form questions, photo requirements and PCR form rules.

Click the “Add/Edit Questions” button. At the top of the page, you will see several buttons:

1. The Forms List button will just send you back to your list of PCR forms.

2. The New Question button will allow you to create new questions for your PCR form.

3. Preview will show you what the PCR form will look like when it is being filled out.

4. The Default Show All button will set all your questions to default show. This will make all questions appear for the form.

5. Every time there has been a change made to a question an option Publish Form will appear at the top of the page as well. NOTE: To have the new changes added to the PCR form, you will have to press the 'Publish Form' button. This will also change the version number of the form as well.

To start adding your questions, click the ‘New Question’ button:

1. Select the question type. There are Ten different Question Types:

a. Check Boxes - Check boxes will allow you to create a question were the user can select multiple.

b. Comment Boxes - This will allow you to put in a text field for comments. This will work for descriptions and any additional comments.

c. Drop down Menu - The drop down type will allow your to create a question with a list of answers in a drop down menu.

d. PPW Field - The PPW field Type will allow you to pick from a list of PPW fields and will automatically populate an answer for the question depending on how it is answered in that PPW field.

e. Radio Boxes - This field will allow you to create multiple checkboxes but the user will only be able to select one.

f. Text Boxes - Will allow you to set a text box similar to the comment box option.

g. Title - The title type can be used to title a different section of the PCR form.

h. Date - Sets a date field

i. Numeric - This Question Type will only select numbers for the answer. Question Example: How many rooms are in the Property.

j. Photo - Photo rules only accept photos for the answer. Question Example: Please provide photo of the street address.

2. Create the question. After you select the question type you must then enter the question. This will determine how it appears on the form when the user is completing it. If you enter “Are you able to locate the property?”, the question will appear on the form exactly as you have typed it. Some question types such as radio and check boxes require you to create Answer Options. These will create the options that the vendor can choose from in the form.

3. Add Field Rules - Apply to a question specifically. For example, if you create a comments box question, you can determine how many characters the comments must have or if it needs to contain a certain word or number.

4. Add Action Rules - These rules are designed to take certain actions if a question is answered in a specific way. This can be used to show/hide questions, so the user doesn’t have to answer questions unrelated or not applicable to the property. Here is an example. If there is a question that states “Were you able to enter the property?”. If the answer is “no”, you will be able to set an action rule so other questions that involve the inside of the property will not show. This can also be used to show questions. So, if they answer “yes”, you can show questions that will apply to the interior.

5. Add Photo Rules - You can create a photo rule for questions that you have created so they require a specific number of photos when answered a certain way. The photo rules work like how the action rules work. Example: “Did you arrive at the property? If so, please take a picture of the front door.” If they select “yes” for the answer it will require a minimum of one photo. If the answer is “no”, then no photos will be required because the default rule is set to zero.

6. Validation Rules - You also have the option to flag specific responses to PCR questions. This flag will automatically mark the order for review based on the criteria you selected.

An example: Selecting “Answer Change” and if the answer is different from the previous time the form was completed, the order will be flagged for review. To add a PCR validation rule:

1. Click on the 'Add Validation Rule' button.

2. When box appears, make appropriate selections from BOTH dropdowns.

3. Click the 'Save' button. Repeat process to create other validations on other questions/PCR.

Edit an Existing PCR Form

To edit and existing PCR form you will click on the PCR Form Name in your list to edit the basic settings and the work order filters. This will allow you to edit the PCR form name as well as the PCR form ID and any of the other options listed.

To edit the questions of a previous form, you will press the ‘Add/Edit Questions’ button. Then you will press the ‘Edit’ button to the far right of the question. Question information will display as follows:

  • Question name - This will show the name of the question

  • Question Form - This will show the type of question

  • Active - This will display if the question is currently active

  • Default Show - This will display if the question will show on the form by default.

  • Default Required - This will show if the question is required to be answered.

  • Field Rules - Will display the number of field rules for the question.

  • Action Rules - Will display how many action rules have been setup

  • Photo Rules - Will display how many photo rules have been setup

  • Photo Defaults - shows if the question requires a minimum or maximum number of photos.

Photo Header Templates

This option works similar to the Email/Alerts Templates option. Simply copy the variables over to the box for the header template. The difference is that this section is assigned by clients. You can also set the photo filename template as well as set it as a PDF header template.

Rushes

Here is where you can label the Rushes that, when active, can be added to a work order by editing its information. That rush then shows in the work order’s General Info screen.

States

The system allows you to select within which states your organization will be servicing properties. If a state has not been activated, it will not allow for an order to be created for a property within that state. Let's review how to activate a state(s):

1. On the screen, a list of all states appears with each indicated as ActiveNo”.

2. Click on one of the states and change the ActiveNo” to a “Yes” and click the ‘Save’ button.

3. Repeat this process for each state you wish to activate.

Sub-Contracting Companies

This option allows you to set up a subcontracting company so that if a contractor has subs under them you can allow them to assign the work in your PPW account.

Once the information is filled out and saved you will then be able to assign the user accounts to the sub-contracting company when you are creating the users.

User Documents

This option allows you to add documents for your users. They can be either a PDF or a JPG file. Upon upload, you will select the user, name the file and can enter the date received, expiration date, an alert date, and a comment.

Once the file has been saved and uploaded it will show in this section under the user’s name. You will be able to see the user, the number of documents, and the number of expired documents will show in red.

By clicking on the user’s name in this section you will be able to see the dates entered for the document as well as comments and the file itself. From there you will be able to edit and delete the user’s files as well.

Validation Rules

Validation Rules define what criteria the system will look for on any/all work type(s) to ensure the overall quality of deliverables. Those orders are then flagged for review on the Home Page.

1. The Default setting will do the following for any work type category that does not have a set rule:

a. Invoice Change - If the contractor price for any of the Completion line items were changed then the order will be flagged.

b. Contractor Invoice Saved – Work order will be flagged if it does not contain a contractor invoice or if the total invoice is not greater than zero dollars.

c. Client Invoice Saved – Work order will be flagged if it does not contain a client invoice or if the total invoice is not greater than zero dollars.

d. Missing Photos – Will flag the order for review if any of the bid/completion line items were missing photos.

e. Photo Geo/Timestamping – Will flag for review if any photos are missing EXIF data or if Geo data from the WO is missing.

2. To establish variable rules based a work type category OR specific work type, Select the appropriate ones and then check all boxes that apply and hit the “Save” button.

Should an order match one of these validation rules, the order will be flagged for review. These orders can be identified by displaying the "Review Needed" column on the Home page.

Work Types

This option allows you to create the work types you will use for your work orders when you import or manually create them.

From here you will be able to name the work type, make it active or inactive, and set it as always recurring if that work type is an always recurring work order. Once created and saved the work type will display in a list in this section and can be edited at any time.

1. Click the “Add Work Type” button.

1. To create a work type:

a. Work Type – enter name (required)

b. Work Type Category – used to group like work types together.

c. Active – select Yes or No.

d. Always Recurring – check if this is a recurring work type order.

e. Is Inspection – check if it is an inspection work type

f. Auto Invoice – Used to create invoices automatically.

3. Once all appropriate items have been entered/selected, click ‘Save’.

4. For each additional work type to be utilized for all initial end to end testing, repeat 1 thru 3.

Work Type Categories

1. You should already have work types in your system. To manage/add Work Type Groups, click the 'Manage Work Type Categories' button.

2. In order to describe functionality, we have added four (4) general categories as an example. In your instance of PPW, no Work Type Categories will be present.

3. To add a new Work Type Category, click the “Add Category” button which adds another box to the list for you to enter the new name. Once entered, click the “Save” button. You can remove any you no longer want by clicking the delete button to the right of the category name.

4. Once you have set up your Work Type Categories you must assign your company’s appropriate Work Types. To do so, go to Admin>General>Work Types again and then click on one of the Work Types listed.

5. The box at the top will appear and you will select the appropriate work type category from the dropdown then click “Save”.

Set Up Auto Invoicing

This process will enable auto invoicing by work type. This will be another valuable timesaver in the deliverable process.

1. For a specific work type, check the box “Auto Invoice”.

2. When checked, two lines appear to select invoice line items for contractor and client. Make selections for all line items that apply.

3. Click the “Save” button before moving on to the next work type.

4. Repeat Steps 1-3 for each Work Type for which you would like to Auto Invoice.

5. To remove a Work Type from Auto Invoice, simply click the Work Type again, Uncheck the “Auto Invoice” box and then click “Save”.