How to Enter a Work Order (Includes Service & Maintenance Requests)

Objective: Understand how to create and use Work Order action items. 

***NOTE: Please note that as our action items are configurable. The steps below reference our current best practice configuration for processing work orders in Vantaca.

To create a Work Order action item: click the + New Action Item button on either the My Action Items, All Action Items, Association Action Items or Homeowner Action Items page. Depending on which page the Action Item is created from, Association and Homeowner information may be pre-filled. If this information is not pre-filled. use the select button to select only the association (for common area work orders) or the homeowner (for property related work orders).

Choose your Action Type from the drop down menu. Depending on the preference of your organization the action item may be called Work Order, Service Request, or Maintenance Request. 

Step #1 Request Received
On this step, enter the details of your work order in the description field. Click on the Attachments menu to upload any photos or documents (if applicable). 

This step is configured to automatically send an email to the homeowner. Click the Preview button on the bottom of the action item window.  Here you can see that we are on the Request Received step and the next step is Manager to Review Request.  Under the communication summary, the homeowner email address is displayed, showing what email address the message will be sent to.  The email template shows that it will tag in the action item description (work order details) that was just entered.

Close out of the preview and click the Update button to create the work order in Vantaca.