Release Notes 11.20.2024
Multi-Factor Authentication (MFA)
If your company requires MFA, please contact your CSM for assistance!
Text Message Notifications
The Text Messaging feature is now available for participating Customers and Service Providers. When we enable it for their company, they will see the Text Messaging option available for the following notifications(L1-Emergency WOs, L1 Emergency After Hours, Direct Comment) in the Notifications Management
ETA Notification
Receive an alert if your vendor has not arrived and the ETA has passed.
Auto Approve Invoice by Proposal Approval
If turned ON in General Configuration, Customer Admins can automatically approve invoices if there is an approved proposal that matches the invoice to reduce manual workload and speed up the invoice approval process
Add Org Hierarchy to Main Modules
The Org Hierarchy filter will be available on Work Orders, Invoices and Proposals to allow Customers to filter by regions and districts
Display GL Codes in Accounting
General Ledger Codes for companies that have their GL Codes added(except Inspire) will be available in the UI on the Accounting Module (Role: View GL Codes)
Capture not Under Warranty Reasons
Service Providers will be required to provide a reason when submitting an invoice on an Asset with Active Warranty, in an effort to encourage them to use warranties in repairs
Activity
Enhanced the displayed Activity in the following pages:
Asset-Trade-Problem
PM Activity Clean Up
Managed Assets- Warranty Activity
Add Activity when Invoice is Created via API
Display Completion Time on Proposals
The Completion Time field will be provided and editable on the Proposal details page
Priorities
The Priorities in the Work Order Automation Table under General Settings can now be editable and saved
General Settings Activity Clean Up
The field names displayed on the General Settings activity have been corrected to ensure accuracy
Location Full Page - Activity, Attachments
Customer Users can now upload an attachment on the Add Location form
The Activity Tab is now available on Location details, displaying all changes on the Location fields
Inventory - Enforce Unique Part #
The Inventory Item add form and edit button will now enforce a unique part # for all inventory items
Inventory WOs - Whitespace
Made a UI Enhancement to remove whitespace from the Work Order details after user adds allocated inventory
Issue Fixes
Fixed a bug where the priority field is not auto-filling when creating a Service Request
Fixed a bug where the Service Provider was not populating in SP Assignment list in PM Module
Fixed a bug where the Customer could not unassign internal technicians from work orders in the dispatch board
Fixed a bug where Customers received email notifications for work order comments despite having the notifications turned off
Fixed a bug where selecting an asset group in the add asset form did not auto-fill the priority field from the asset group
October 29th, 2024
New Features Released:
Auto Approve Invoices and Proposals!
Customers now have the option in the Approval Workflow Settings to enable the automatic approval of invoices and proposals that are under a specified total amount. Click here to learn how to set up Invoice and Proposal Auto Approval.
Location On-Hold Status!
Customers can now place a location on hold, allowing customers to set up a location while preventing any work orders from being created for that location. Click here to learn how to move a Location to On Hold.
Customer Related Updates:
New Location Details Page
Location Details will now show as a full page, rather than the small pop out window.
Print Invoice Details Page
Users can now print the Invoice details by selecting the print option at top of Invoice Details.
Activity Section Updates!
The activity section in the Preventative Maintenance, Asset-Trade-Problem and General Settings sections will now show all changes / modifications / additions.
Customers can now view Preventative Maintenance activity will show both high-level changes(Activity Tab) and location-level changes(Activity Button) in the preventative maintenance module.
Customers can view all changes to their General Settings by selecting the activity button at the of the page.
Work Orders Awaiting Invoice Age Update
When a Work Order is in Completed status and awaiting invoice, the Age field in the Work Orders table will be calculated by the Work Order Completed Date.
Web - Alert SPs to Update ETA When Accepting
Service Providers or Internal Technicians will be prompted to update the ETA upon accepting the work order
Export Functionality Improvement
The Exports option is now available for the following tabs in the Asset Workflow module: Asset-Failure, Trades, Problems and Failures.
Alphabetized Listing for Failure Types
Failure Type on the Add Invoice Form and Asset Group in the Failures tab in General Configuration are both alphabetized for better user experience.
Priority Update
If the priority level is missing on asset selected for a service request, then the system will set the permission to L-3 by default, and only customers users with permission to change the priority can edit that field.
Asset Insights Report Update
The Spend field in the Spend Vs. Replacement visual will include Estimate Repair in the calculation.
System Improvements:
Resolved issue causing PMs to create work orders daily.
Fixed an issue where the State/Province dropdown did not populate any results after the Country was selected.
Resolved Invoice issue where the Customer Code field was not editable.
Resolved a flag issue where the Dark Blue color was not selectable in the Add Flag form.
Resolved an issue where the Asset-Problem-Troubleshoot tab was returning inactive records.
Resolved a Trade Assignment issue where all the Service Providers were not showing in the dropdown.
Resolved an issue causing Vendor IDs to disappear when pre-populated upon service provider invite.
Resolved an issue with the vendor ID toggle switch in the service provider module to to make sure that it pulls a correct list of service providers missing Vendor IDs.
October 4th, 2024
New Features Released:
Purchase Orders (Subscription Based Service)
Dispatch Board
The newest addition to internally managed work order assignment. The Dispatch board will allow customers to easily assign and reassign work orders to their internal technicians and internally managed service provider teams.
RFP Module Now on Ecotrak Mobile and Techtrak Mobile!
Customer Related Updates:
SP Directory Search Enhancement
Enhanced the SP directory to return more relevant search results for service provider directory searches.
UI Enhancements
Enhanced the dropdown filter functionality within our modules' list views to improve user experience and ensure consistent filtering behavior
Reporting Module Overhaul
Our new and improved Reports module has officially launched. showcasing the following new Reporting Dashboards:
Savings (Click here for more details)
Spend Analysis (Click here for more details)
Asset Analysis (Click here for more details)
Service Provider Analysis (Click here for more details)
System Improvements:
Resolved issue causing Work Orders to be created with an NTE of $0
Resolved issue causing the 'State' field in the Address section of an account Profile, and in the Address section of Location details, to not populate for both Customer and Service Provider users.
Resolved issue allowing users to see modules in their dashboard that were unrelated to their permissions.
Resolved issue surrounding missing/incorrect activity and notification updates during the creation of a Coupa invoice (for Flynn specific Service Providers)
Resolved an issue that caused the Approval History to be missing on Proposals.
September 11th, 2024
New Features Released:
Request for Pricing Module Release
Click Here for more info!
Work Order Survey Additions
An email notification will now be sent out after a Work Order is completed to the Customer who created a Work Order to request service provider feedback.
The feedback tab is now accessible to Customer Users with access to the Work Order. If feedback is not submitted, Users can see who needs to submit it on the tab. Once feedback is submitted, Users can view the response.
Customer Related Updates:
Approval History Update
Invoice Approval History will accurately reflect changes made when an approver does not approve or reject in the allotted time period.
Location Assignment Update
We have added a Deselect All option to Location Assignment.
Work Orders Update
Customer Users will now be required to add a comment when un-assigning a Work Order by a General Setting configured on the customer profile.
Preventative Maintenance Module Update
We have updated Preventive Maintenance fields in the system to ensure they display the accurate dates across all pages in the PM module, enhancing the reliability of maintenance schedules and reports for all users
System Improvements:
Internally Managed Work Orders
Issue resolved that was causing work orders marked as "internally managed" to lose status update abilities after being reassigned to another Service Provider
August 14th, 2024
New Features Released:
Internal Tech Workflows
Customer users can now manage WO statuses for internal tech WOs using the Enforcement ON/OFF toggle without needing to impersonate the SP.
Dispatch Module Updates
Dispatch Users will now find that the module is more user-friendly with a better sort of the Work Order items, adjustable columns, and advanced filters.
Dispatch users will be able to filter by Assigned User.
Activity Section Updates
Customer Users can now monitor all changes to the Asset-Trade-Problem tab using the activity button.
Customer Users will now see all changes to General Asset Details in the activity tab of the General asset.
Inventory
The Failure type field is now optional on non-maintenance Invoices with Inventory Allocated.
Inventory Notifications
Users will be notified when a New Inventory item is added.
Users will be notified when a New Inventory Stock is Transferred or Adjusted.
Accounting Module Released!
Customers will now see a new module under Configuration labeled “Accounting”, with a view of all their Accounting Exports.
Check in/ Check Out
Customers can toggle On/Off under General Configurations to access this feature.
When Customers toggle this feature ON, Service Providers will be able to see action buttons on their work orders to check-in and check-out between WO Status Accepted to Completed.
Filter Improvement
Customers will now see an updated version of filtering with chips on all our modules!
User Module
Customers with Internal Service providers will find that the placement of the Company dropdown in Users module is adjusted to show as a filter.
SSO Update
SSO logic was updated to prevent Users from being created without the company’s approval.
Trades and Regions Update
Service Providers setting up trades and regions will notice that choosing a county as the region they provide their services to will update to the state that the county is in, rather than the county
July 26th, 2024
New Features Released:
Asset Insights!
Customer Users can now access our interactive Decision Making tool for all their Managed Assets in the details view of Work Orders, Proposals and Managed Assets.
Dispatch MVP
Dispatch Users can now filter Work Orders by Org Structure.
General System Settings - Work Order Automation
Customer Users now have the ability to manage their Work Order automation to dictate what should happen to their work orders after they are rejected by the service provider or not approved within the allotted time.
A unique email notification will be sent out to customers when their Work Orders move to unassigned status
Customer Related Improvements
General Asset Update
Customers can now add more than one concept on general assets
Add Missing Activity throughout the Website
Customer Users can now view all changes in Job Titles, Trades, and Problems in their respective Activity Tabs.
Approve/Reject Proposals on List View
Customer Users can Approve and Reject proposals from the Customer list view
SP Directory Search Update
The SP Directory will now provide more accurate search results by ranking the SP based on the most work orders completed in the region selected
Inventory Feedback
Inventory Users will now see that the Assigned to User field has a view button to display the Users information in the List View
Comments Included on Work Order - Print
Customer Users will have the option to include comments in the Work Order Print
Org Hierarchy filter
Customers can filter by the Org Hierarchy dropdown list on the Locations View
Issues Resolved
SP Job Titles Module - See All Locations Toggle
Service Providers will find that the “See All Locations” toggle under job titles is working accurately
Preventative Maintenance
Resolved issue causing Preventative Maintenance (PM) work orders to be launched out of schedule when Customers created future start dates
Resolved issue preventing Customer Users from deleting PM Locations
Resolved issue causing Preventative Maintenance (PM) work orders to be created out of their scheduled times
Resolved issue causing Preventative Maintenance (PM) Work Orders to incorrectly moving to unassigned status
Assets
Fixed an issue preventing customers from being able to search for assets by the serial number when it’s all numeric characters
Fixed an issue preventing customers from being able to create a service request from the general assets tab without selecting the Location
Resolved two issues in Asset-Problem-Troubleshooting where the problems displayed incorrectly and not User was unable to change Asset Group
Notifications
Fixed a bug where the Notification Email Templates were not being displayed
Fixed a bug where Work Order Email Notifications were missing certain data fields
Fixed a bug where Inactive Users were receiving email notifications
Fixed a bug where Location Name was missing in L1 Emergency Email Notifications
Job Titles
Fixed a bug where the “Display Job Title in Direct Comments” was showing the wrong value in Job Titles
Location Assignment
Fixed a bug where Customer Users could not edit location assignment of internal tech users from the Customer Account
July 3rd, 2024
Customer New Features:
Dispatch Module
Customers can now filter by Org Structure on the Dispatch Module.
Inventory
Address details have now been added to storage locations with vehicle and warehouse types
The Allocated Inventory component on Work Order and Invoice details will display the Inventory Item Name
Users can now allow stock to be transferred to an unlinked storage location
Customer Related Improvements:
Approve/Reject Invoice on a List View
Customers can approve and Reject an Invoice in the List View
Allow Users to Update User Emails
Customer Admins can now update User’s emails when editing User’s Details
Location Assingment Export
Customers can now export on the Location Assignment tab in User Details
Approval Workflow Update
Customers can now configure the Approval Workflow to make all job titles in the workflow approve the invoice/proposal regardless of their limit
Work Order Work Flow Automation
Customers can now configure how they want their work orders to flow in the Work Order Automation workflow
Filter Trade Assignment by Username
Customers can now filter based on the Assigned User of the Location in the Trade Assignment by Service Provider Module
Activity Module Updates
Activity History in Work Orders, Invoices and Proposals will now display relevant information and clear actions
Customers can now track the Activity on Approval Workflows
Customers can now track the Activity on the Regions, Districts and Region-Districts Tabs
Sort Troubleshooting
Customer Users can now sort multiple troubleshooting tips based on Asset Group and Problem
Service Provider Related Improvements:
Activity Module Updates
Activity History in Work Orders, Invoices and Proposals will now display relevant information and clear actions
Service Provider Bulk Work Order Updates
Service Providers can Bulk Accept or Reject pending Work Orders
Internal Service Provider Proposal Creation
Internal Service Providers can create stand-alone proposals on the Proposal module
June 18th, 2024
New Features:
Customer New Releases:
Dispatch Module
We have released the first iteration of our Dispatch Module. This module allows for customers to perform the reassign and assign tech actions from the customer account. Reach out to your CSM for more information on this module.
Manage Internal Techs in Customer Profile
Add Comment and Notify Users in Bulk Work Order Edit
Trade Assignment Activity Section Update
Customer Users with trade assignment access will now be able to view all activity on the Trade Assignments tab by selecting the Activity Button at the top right of the page
Asset - Problem - Trade Report
Users can now export the records in the Asset-Trade-Problem tab
Service Provider Comment Permission Updates
Service Provider Users can now toggle on/off to be included in Direct Comments for each Job Title. Click HERE to see how!
Customer Improvements:
Inventory
Inventory Component will now show Inventory Item Name.
Notifications
Fixed a Notification issue where PM notifications was displaying a specific asset name and not “Multiple Assets”.
Approval Workflow
Updating or Removing a Category on a Work Order will reset the Approval Workflow for Invoices/ Proposals.
Work Orders
Current ETA is now being calculated correctly and displayed on all Work Orders.
Proposal
Fixed an issue causing the wrong Document Type to be displayed in the Proposal Attachments
Service Provider Improvements:
Service Provider Sign Up Wizard
Resolved issue where Billing Address was empty after checking “Use Same for Billing Address” box in the SP Sign Up
Notifications
Fixed a Notification issue where PM notifications was displaying a specific asset name and not “Multiple Assets”
May 17, 2024
New Features:
Customers:
Inventory Module
Customers and Service Providers now can allocate multiple stock to a Work order
Users under job title "Ecotrak Internal Technician" can allocate stock when submitting an Invoice.
Customer Users can add stock to an existing part while allocating Inventory to a Work Order
Bulk Flag Update
Customers can now Bulk Edit Flags on the Invoice and Proposal modules
Organization Hierarchy Filter
Customers will now have be able to filter by Org Structure when editing Trade Assignment by Service Provider
Proposal Attachment Update
Customers and SPs will be able to view attachments from the Proposals Module List View
Enhanced the UI view to remove stretched attachments
Activity History Updates
Activity after a WO is reassigned will now display the SP Company Name
Improvements:
Assets
Resolved issue causing the estimated replacement date and warranty start date to not update after selecting and saving manufacturing date on an Asset.
Resolved issue causing asset profile photo to not match the photo in Proposals.
Preventative Maintenance
Fixed a bug where PM work orders were not assigned to the correct Service Providers.
Invited Service Providers
Resending SP invitation will now resend the invitation expiration as well.
May 3, 2024
New Features:
Customers:
"On-Site Time"
Customers and Service Providers can now view the “On-Site Time” on their Work Orders and Invoices.
Updated "General Settings" Section
Customers can now choose to toggle off or on the following settings:
Invoice Date Required
Invoice Document Required
Service Provider Check-In Time
Proposal Document Required
Areas
Inventory Updates
Inventory Users can transfer all stock within an inventory item to a different location
Users can allocate stock to a Work Order
Users can assign storage locations to active users in the company
Work Order Module Updates
Users will be able to print all the WO Details in a single page in Portrait Mode
Internal Technician Updates
Customer Users will now be able to toggle between seeing all work orders, invoices, and proposals assigned to their company, and the work orders, invoices, and proposals that are specifically related to the user's location assignment
Advanced Filters Update
Customers can now save up to 20 Saved Filters for the Advanced Filter Search on Work Orders, Invoices and Proposals
Bulk Edit Updates
The User Interface for Bulk Edit on Work Orders has been updated
Customer Users can apply flag changes on Bulk Edit for Work Orders
Customer Users will have the option to choose whether they want to send email notifications for changes made on Work Orders
Indicators for SP Required Documents
Service Providers will see a new chip type labeled “Partial” when viewing the SP Required Documents field in the Customer Details
PM Module Updates
Users can now search PM Locations by Assigned SPs
Service Provider:
"On-Site Time"
Customers and Service Providers can now view the “On-Site Time” on their Work Orders and Invoices.
Work Order Module Updates
Users will be able to print all the WO Details in a single page in Portrait Mode
Indicators for SP Required Documents
Service Providers will see a new chip type labeled “Partial” when viewing the SP Required Documents field in the Customer Details
Improvements:
Bulk Work Order NTE Edits are now creating and inserting an update record in the Activity tab
Location assignment changes are now correctly being reflected on the confirmation screen after saving
Resolved formatting issue that caused the troubleshooting pop up to have a placeholder for an image, even when an image is not used
If a Customer User does not fill out the “Assigned Service Provider” when adding a Location to a PM, the Assigned Service Provider Column will now display “Rank 1 Service Provider” for clarity
April 19, 2024
New Features:
Customers:
Customer can now select and bulk update location settings in a PM.
Customers can now see the description (first 30 characters) of a Work Order on the List View Screen.
Inventory Users can view all the WOs that stock has been allocated to for a given inventory item
Service Provider users will now receive a notification when a Work Order is no longer assigned to them.
Customer Users can now view whether their Service Providers has added all the required documents and Rates & Terms in the SP Module.
Updated design for the Approval History and Add Comment button on Proposals and Invoices.
QR Code will be an editable field in Managed Assets.
QR Code will be a searchable field in Managed Assets.
Service Provider:
Service Provider users will now receive a notification when a Work Order is no longer assigned to them
Fixes:
Customers:
Resolved issue causing comments to not be saved on bulk work order status updates
Customers no longer receiving error message when editing the details of specific locations for existing PMs.
April 08, 2024
New Features:
Customers:
Customer Users can Copy Trade Assignments of one Location to another (Click Here to learn how).
Customer Users can now update their trade assignment by bulk assigning Service Providers on particular trades for specific locations (Click Here to learn how).
Customer Users can Copy Assets of one Location to another (Click Here to learn how).
Customer Users can now Search PM IDs in the Work Order Module ( Click Here to learn how).
Customer Users are now able to view all Work Orders created for a given PM (Click Here to learn how).
Customer Users are now able to view all Invoices created for a given PM (Click Here to learn how).
Customer Users can now find the Service Provider Invitation Code on the Pending SP Invitation Table, making it easier to re-send Service Provider Invites (Click Here to learn how).
Service Provider:
SP user who is being invited to Ecotrak for the first time will be directed to a create account screen.
Fixes:
Customers:
Fixed calculation error causing Estimated Replacement Date to not accurately calculate in the Edit Managed Asset Details.
Resolved issue causing the dropdown fields in the Edit Managed Asset Details header to erase all data already entered in the fields.
Changes to the columns in the location module are now being saved to user's preference
Fixed a bug where searching the SP Invoice ID in the invoice module returns blank results.
Customers are again able to deactivate Service Providers
Service Provider:
Fixed a bug where Upload Button For Required Documents was Unresponsive
Fixed a bug where a White Screen was displayed when pressing the download button on Invoices
March 15, 2024
New Features:
Customers:
Service Provider:
Fixes:
Customers:
The Approval Workflow for all Invoices and Proposals that are sitting in a status of 'Pending Approval' will be reset if the Approval Workflow is changed.
Resolved issue preventing customers from updating the assigned service provider in PMs
Assigned Work Order notifications no longer showing incorrect service provider name.
Service Provider:
Resolved issue preventing service providers from updating the 'Service Provider Invoice Number' on invoices.
February 21, 2024
Customers:
New Features:
Customer Admins can now edit Approval Workflows (Click Here to learn how)
Customers can add a location in the Preventative Maintenance (Click Here to learn how)
Customer can now Copy Trade Assignments from an existing location to a new location (Click Here to learn how)
Users can now Edit Address Data after Google Suggested Address (Click Here to learn how)
Customers can now Bulk Update Work Order NTEs and Categories (Click Here to learn how)
Bug Fixes:
No error when replacing an Asset and choosing “Unselected” in the Designated SP
No Blank white Screen was displayed in the activity tab
Exports no longer being separated by semi-colons
Document Type Correctly Displayed when replacing assets
Updated the SSO Logic to allow for Custom Session Expiration, for Users who require a 24 Hr Session Timer
No more long load time on the simple search bar when searching for multiple work orders separated by commas
No errors when attempting to inactivate SPs
Work Orders Pending Acceptance moving to Unassigned
Fixed a bug where the Service History Tab was missing all columns except NTE
Fixed a bug where PMs were created without or with incorrect problem types. Problem type on a PM work order will be listed as "scheduled service" for all PM work orders
Fixed a bug so that the start date on a PM will not be older than the Date of Next Service
Fixed a bug where Characters are removed from the description field when typing fast on the Service Request Description
February 2, 2024
Customers:
Users
Resolved issue preventing internal technicians from reassigning work orders
Resolved issue causing
Navigation
Added a toggle to view SPs that do not contain a Vendor ID
The dropdown for adding new or update existing Locations is now a type to Search functionality
Service Provider
Updated drag and drop functionality to trade assignment for smoother customer experience
Assets
Images correctly populating in WO Details if Asset is General Asset
Customer Mobile App
Allow Customer Users to Edit Proposal
Default Users are selected for direct Notes
Service Providers:
Invoices:
Activity record correctly registering in the Activity tab when service provider resubmits invoice
Proposal:
Service provider now can submit a proposal to a customer who does not have their name listed in their trade assignment
Activity record correctly registering in the Activity tab when service provider resubmits proposal
Techtrak
Service Providers able to submit Invoice Not Required without an attachment needed.
January 10, 2024
Customers:
Users
User Location Assignments are now fully redesigned and easier to use than ever!
Work Orders
Users can now search by Technician Assigned in the open search bar and advanced filters on the Work Orders
Search & Sort is now an option for User Assigned & Tech assigned in the Work Orders list view
Comments
Moving forward, when you make a direct comment the selected users will be pre-set by the requestor and any users that were previously selected
January 3, 2024
Customers:
Work Orders
Bulk Work Order Cancellation now available on the list view
“Not Fixed” action icon is now available on Work Orders that are in the status of “Complete”
The Date Range filters were optimized to provide a more accurate return on the list view
Trade Assignments
You can now adjust your Trade Assignments by Dragging and Dropping your assignments into the correct order
Service Provider Module
Added Vendor ID to the List View
Internally Managed Workflow
The ability to mark an internally managed work order as “Invoice Not Required” is now available
PMs
You can now remove individual locations from an existing PM
Asset Workflow
When you add a new Problem to your workflow, you will now be able to see it in your Trade-Asset-Problem dropdowns right away.
Service Providers:
Invoices
Service Providers can now access all invoices, whereas previously some invoices were showing an error of “Invoice Not Found”