Client Files & Jobs
- Matthew Garrett
- Luke Robinson (Deactivated)
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The Client Files & Jobs screen is used to manage all files and jobs for a selected client. The screen consists of two tabs:
Files Tab
Job Hierarchy Tab
Files Tab
The Files tab is used to manage the files and jobs for a selected client. An unlimited number of files may be created for a single client. The Files list also allows the ability to create multiple finance applications for the client without having to re-enter client details. When a new file is created, new blank screens (such as finance) become available for data input.
Each time a job with multiple files is selected, the selected file will always be the initial file that was created when the client was entered into the system. Information for another file in the list can be viewed or modified only after it has been manually selected.
Procedures
Selecting A File
When there is more than one file in the Files list, the first one that was entered when the new client was created is labelled as the primary file. A file must be selected before specific information can be entered for that file.
Click the Files list. A shadow will appear around the list to indicate it is selected.
From the Files list, select the required file.
Click Select. The selected file number will be displayed in the context bar.
Only files with jobs can be selected.
Creating A File
When creating a file, Framework ECM checks for duplicate land details.
When more than one file is being created for the same piece of land, for example, when several finance applications are being made for one piece of land for comparison purposes, the street address of the land must be entered. If the initial file was for a spec sale type, then all subsequent files created for the same land should be for an order sale type, and only the street name and suburb should be entered.
Click the Files list. A shadow will appear around the list to indicate it is selected.
Click New. The Create New File confirmation prompt will appear.
Click Yes. The File tab of the New Client dialog will be displayed.
Enter the details.
Select the Land tab.
Enter the details.
Click OK. The dialog will close and a new file will be added to the Files list.
Creating A Job For An Existing File
A job may be created for an existing file. The job number that is created will be the job number used in the Production Management module.
Click the Files list. A shadow will appear around the list to indicate it is selected.
From the Files list, select the required file.
Click the Jobs list. A shadow will appear around the list to indicate it is selected.
Click New. The Create New Job confirmation prompt will appear.
Click No to create a new job for the selected file. The Job tab of the New Job dialog will be displayed.
Enter or select the required information for the job.
Select the Sale tab.
Enter or select the required information for the job's sale.
Click OK. The dialog will close and a new job added to the Jobs list.
Job Hierarchy Tab
The Job Hierarchy tab allows the creation of a connection map so that multiple jobs can be linked, and accessed, to a single job. Using a tree structure, it is possible for separate, but related, jobs to be organised in a way that records their relationship.The job hierarchy is dependent on the job type whereby the overarching job, represented as the root node of the Job Hierarchies tree, must have a broader job type than the jobs being linked to it.
Job types are ordered as per the following:
Englobo Land Job/General Grouping Job
Estate Job
Estate Stage Job
Single Lot - Land and Building(s)
Single Lot - Land Only Job
A job with a Single Lot - Land & Building(s) job type cannot be the top level job.
The icon indicates the currently selected job.
To move a job, simply drag and drop to the required location. Only jobs and hierarchies with no dependent items can be deleted.
Example Of Use
A hierarchy can be created to link multiple jobs for a multi-unit development.
Using the Job Hierarchy tab, the primary job is the parcel of land, with child jobs being the individual structures on that parcel of land. Further child jobs representing each dwelling are linked to each structure job.
In this way, town planning work flow dates that relate to the parcel of land, and therefore all of the dwellings, can be recorded against that job. All the jobs to which this date relates can be accessed from the hierarchy. At the same time, information regarding colour selection for an apartment building and its common areas can be recorded against the individual child job, and energy ratings for the individual dwellings can be recorded against those sub-child requests.
Procedures
Selecting A Job Using The Job Hierarchies Tree
From the Job Hierarchies tree, select the required job.
Click Select.
The context bar will be refreshed with the selected job.
Creating A New Job Hierarchy Folder
With no entries on the Job Hierarchies tree:
Click New. A new folder will be created in the Job Hierarchies tree with the currently selected job displayed underneath.
Enter the name of the folder, if applicable.
Adding A Child Job To A Job Hierarchy Folder
From the Job Hierarchies tree, select the parent job under which a child job will be created.
Click New. The Job tab of the Search dialog will be displayed.
Enter the search details and click Search. The Search Results list will be updated.
Select a job from the list and click OK. The job will be attached to the job hierarchy.
Removing A Child Job From The Job Hierarchy Folder
From the Job Hierarchy tree, select the job to be deleted from the tree.
Click Remove. The Remove job from hierarchy confirmation prompt will be displayed.
Click Yes to remove the job from the Job Hierarchy tree.