Last Updated 7\21\14

Job Setup

See Also

 

The Job settings tab lets you control aspects of what Chronicle requires and does automatically for jobs. The Job settings screen looks like this:

Entries on the Screen

Check for Missing Information: For Departments and Activities, you determine and whether these must be on the job or not. Your options are:

All Jobs Must Have: The job screen won’t let you close the screen unless you have at least one of the corresponding item associated with the job. Only choose this if the person entering the job will always have this information at the point when the job is added. For example, if you were to choose this option for departments, then you wouldn’t be able to close the job screen without adding at least one department to the job.

Warn If Missing (But Allow): With this option, Chronicle warns the user if the corresponding is missing, but lets the user choose whether to go back and add the missing information or exit without adding it. This is useful if you usually have certain information when entering the job, but if the person entering the job may not always know this information then you would only need to warn them in case they know when entering the job.

Not Required: Choose this if you don’t want Chronicle to check to see whether the information is there or not. For example, if you use activities on some jobs, but don’t on others, then you would want to choose this option so the user didn’t get warned about missing activities for every job that didn’t have them.

You can also control whether a journal is automatically added for new jobs and whether or not the user can cancel out of this journal.

Require a note/reason when...:  There are certain actions that you may want to know why something was created, re-activated, removed, or changed. You can require that notes be added to the journal to explain these actions. Or allow the user to decide whether to add a note or not or never ask them to add a note.

When entering job feedback, require and explanation: This setting lets you gather customer comments when they give feedback.

Automatic Actions for Job People

Automatically make person's Status "Active":  either never letting you set it manually or when an employee is associated to a job.

Atomically make everyone's Status "Complete": either never letting you set it manually or when an employee is associated to a job.  

Associate Job-Related Journal Recipients to the Job: If you send a job-related journal/fax/email to someone, this controls whether Chronicle automatically associates the recipient with the job. You can choose Always, Never, or Only for non-employees. This last choice would automatically associate non-employees like an insurance adjustor or a subcontractor since sending them an email about the job would usually indicate that they had something to do with the job, but it would not automatically associate employees since you might regularly email employees about jobs, but you wouldn’t necessarily want the owner, office manager, or scheduler associated with every job.

For Job-Related Calendar Events, Associate Employees with the Job: Some companies want every employee who has worked on a job to be associated with the job; those companies should choose Yes here. Other companies prefer to look at labor records to see who worked on a job and only want the associated employees list to show the key people on the job; those companies should choose No here. This entry is currently disabled until we make some additional changes to the calendar; you should be able to change this entry in a few months.

Export jobs to QuickBooks: If you don't have the link to QuickBooks, then set this to never. However, if you enter potential jobs into Chronicle to track your sales or estimating process and some or many of these jobs don’t produce any work, then choose When first production department is added. Chronicle will only send active production jobs to QuickBooks. For example, companies that do construction and similar services may enter many jobs for which they do estimates but then don’t get the job; theses companies wouldn’t want these jobs going to QuickBooks. If you choose this option, make sure that your Sales or Estimating department is NOT marked as a production department, and if you wish to track lost job opportunities make sure any production jobs you do add are set to pending. Once you get the job, then either add the corresponding production department or set it to active if already added. Chronicle will at that point automatically check Export to QuickBooks on the Job screen. If you enter many jobs that you don’t want exported to QuickBooks, then you can check Never here to prevent Chronicle from every automatically checking Export to QuickBooks; if you check this then you would need to manually check Export to QuickBooks on the Job screen to have the customer and job exported.

Other Settings

Job ID's: You can change the labels for Secondary Third ID Description: Many companies use the secondary job ID in Chronicle to store something specific like a claim number. Others want to keep track of the claim number and the policy or purchase order number. If this is the case, then enter a brief description of what you use the secondary and/or third id entry to be; the text you enter here will appear at the top of the job file and these fields are search fields. You can also just ignore these fields and enter nothing if you wish.

Initial Bid & Sold Price: You can either set the initial bid and sold price department by department and Chronicle will add them up for the job as a whole. Or you can simply set the initial bit and sold price for the job as a whole and not enter it department by department.

Job Searches: When search for current jobs, you can see a list of all current jobs or force the user to type the specific name to see the job rather than seeing all current jobs.