Create a Work Zone

Work zones are the foundation on which your entire asset structure is built and represent the primary level of assets in the asset structure. Before any work orders or service requests can be created, you must have work zones to create them for. Work zones can vary from industry to industry, some of which include:

• An apartment complex with multiple buildings, each with multiple units
• A commercial building with multiple floors, each with multiple units in the form of offices or suites of offices
• A geographical area with many single-family homes, each of which is considered a unit
• A city sector or other region with multiple business franchises, each of which is considered a unit

To create a work zone, complete the following steps:

1. Go to Assets > Work Zone Setup.
2. The Work Zone Search screen opens.
2. Click the Add New button.
3. On the New Work Zone Set Up screen that opens, click Next.
4. On the Work Zone - Contact Information screen that opens, complete all of the required fields (those marked with an asterisk *). Although most of the fields are self-explanatory, the following might cause confusion:
   • Number—This is the number you want to use to identify the work zone in the system. This field is not intended to capture the phone number of a contact for that work zone; that information should appear in the Phone Number field.
   • Short Name (WIT)—Depending on your company settings, this is a 2 or 4 character name used as the prefix on service request/work order numbers: for example, C1.
   • Direct Phone—This is the phone number for the primary contact that you entered in the field above.
   • Feedback Email—This differs from the Email field in that "Feedback Email" is the email address your customers use to send you comments, whereas the Email field is the email address where you receive work order-related messages.
5. On the Work Zone - Office Hours/Preferences screen, complete the following fields.
   • Time Zone (required)—Select from the drop-down list. This sets the time zone for the work zone, regardless of your local time zone
   • Service Request Scheduling Options—Select the options you want to make available to tenants/residents as a scheduling option when creating service requests:
     • PTE—Permission to enter, technician may enter premises without authorizing person present
     • Appointment—User can set appointment time for technician to arrive
     • Call First—Technician must call before coming
   • Appointment Settings—Data entered in the hour and minute fields will determine the appointment blocks based on the work zone business hours. Tenants/residents can select from these appointment blocks when creating request if appointments are applicable for your work zone. For example, if business hours are from 9:00 AM to 5:00 PM, and the Time Window field is set to 2hrs 30min, the appointment blocks will be from 9:00 AM to 11:30 AM, from 11:30 AM to 2:00 PM, and from 2:00 PM to 4:30 PM.
   • Appointment Blocks—Select the option you want to make available to tenants/residents when they select an appointment block:
     • Pre-defined time slots
     • Requestor-specified start time within office hours
     • Requestor-specified start time within office hours and any time window that is greater than or equal to the window you have specified.
   • Business Hours—Choose daily business hours using drop-down lists; determines scheduling appointment blocks, regular/after hours in regards to emergency alerts, and general information for work zone office hours
6. Click Next.  
7. A message box prompts you to check the time zone. There is no way to edit the time zone after you leave this screen. If it is not, you will have to delete the work zone and start over in order to correct it.
8. Click OK when you are satisfied that the time zone is correct.  
9. The Work Zone - Set Up Teams screen opens.
9. Select a team or teams in the Available Teams field to be associated with this work zone.  
10. Click Add to add the team(s) to the Selected Teams field.  
11. If you want to add a new team to the list, type a name in the text entry field at the top of the screen, then click the Add New button.
12. Select one of the teams in the Selected Teams box to be the default team for the work zone, then click the Set Default button.
13. Click Next.  
14. On the Select Asset Template screen, select the asset template that you want to associate with the new Work Zone, then click Next.
15. When the Finish screen opens, click Finish.