In this final blog post about the Rules Manager, we will share the benefits of using Assignment Rules to automate work order assignments. As you know, there are many methods in MC to trigger automatic assignments. For example, you can link technicians to assets or locations to ensure they are assigned to any work order created for the given asset. Or, you can list a technician as “Estimated Labor” on a procedure so that the individual will be assigned to all work orders generated for that procedure. Assignment Rules, which allow you to apply criteria to the assignment, extend this capability in a couple of valuable ways:
First, you can use Rule Criteria to limit the circumstances under which the assignment is made. So, rather than assign John Doe to all work orders generated for a particular location (building, for example), you might specify that this assignment only be made for corrective work orders, or work orders of a particular priority.
Second, using Assignment Rules, you can consolidate auto-assignments for individuals into a single rule, making it easier to modify that assignment at a later date. For example, rather than list a particular technician as “Estimated Labor” on ten different procedures, you could have a single rule that ensured auto-assignment whenever a work order was generated for any of those procedures. Should you have a staffing change and need to modify the assignment, you need only access the single rule and change the individual assigned.
Let’s create a rule for a school district to auto-assign all service requests for two schools:
- Select Tools->Rules Manager from the Menu Bar. You will automatically be placed on the Assignment Rules Tab.
- Click the New Button at the bottom of the dialog. The New Auto-Assignment Rule Dialog will display, prompting you to name the rule.
Enter a name that helps to identify the rule, such as the following:
- Enter a “1″ in the prompt for Rule Order. This field can be used to control the order that similar rules will be executed to ensure that the higher priority rule is honored.
Click on the Edit Button to narrow down the circumstances under which the assignment should be made. In our example, we would want to specify the schools and indicate that the assignment should only be made for requested work orders (Non-PM Generated). Click Apply when you are finished specifying criteria. The defined criteria will be displayed:
- Click on the Labor Assignments Tab to specify the individual (or contractor) to be assigned.
- Click the New Button and use the Labor Lookup to indicate the correct individual or contractor.
- Enter a Priority for this assignment (1 for our example). If there will be multiple assignments, the priority field is used to determine the order in which assignments will be made.
- Click the Apply Button and the new assignment will be displayed:
Click Save when you are finished. The new rule will be listed and will execute next time a service request is issued for the specified buildings (schools).