Paperless Back Shop Workflow

The Paperless Back Shop introduces a simplified Workflow, whose steps are indicted at the top of the vehicle tile on the Today’s Vehicles Page (TVP). The vehicle and customer information is automatically retrieved from the shop management database. 

workflow pbs

The simplified workflow assumes ONE inspection step, in which as many inspections can be performed as needed. Walk Around and final Quality Inspections are not taken into account. Please contact us for solutions individual to your shop at (866) 949-2848.

All workflow steps have specific actions which are visible by clicking on the workflow step. See below the Inspect step as example. 

inspect actions

For details on each step click the related tab at the top. In four of the six steps, actions by the service advisor on the TVP and by the technician on the Tablet can be performed. For a summary of these four major steps see the summary below.

Waiting for Drop Off

Vehicle Drop Off

What happens in this step?

– This is the default state every vehicle is in, which has an appointment with or without estimate.

– The next automatic step is Inspect, when the work order is created

 

 

 


Actions on TVP:

None, except if Service advisors start with a work order right away and have no estimate. Then they have to advance to Estimate manually


Actions on Tablet:

None


Setup Options with impact on this workflow step:

  1. Do not show quick estimates or all estimates
  2. Do not show appointments without vehicle information

Recommended Practices:

  • Make appointments with Estimate created
  • If quick estimates are common practice ask us to make them invisible

Inspect

InspectWhat happens in this step?

– An appointment with Estimate will be turned into a Repair Order, called the INITIAL WORK ORDER

– The Initial Work Order contains the initial jobs (often diagnose/test work ) assigned to technicians

– Any number of technicians perform the jobs on the work order and any number of inspections

The next automatic step is ESTIMATE when the last assigned inspection is submitted by the tech on the tablet

 

 


Actions on TVP:

inspect actionsBy default no action is needed, since the work order is assigned automatically to the technician’s tablet.

Receive alert from TVP per text message when the inspection has been assigned

The following additional actions can be performed by the service advisor

– Create new inspection ( an new inspection of a selected type is assigned to a technician)

– Re-assign Inspection (An existing inspection is assigned to the tech)

– Assign technician (an particular technician is assigned to the vehicle) 


Actions on Tablet:

vehicle selection

– Select inspection type, if not assigned by Service Advisor (click on image for details)

– Perform Inspection(s)

– Perform Initial Work Order

– “Keep on Tablet” to submit results and keep vehicle on tablet

– “Final Submit” to submit vehicle after last action on this vehicle


Setup Options with impact on this workflow step:

Setup of text messaging in Inspection Settings for Technicians

Recommended Practices:

  • Add inspections as job to the work order.
  • Assign technicians to the work order or individual job. It will automatically show up on the tech’s tablet. Otherwise you have to use the Create Inspection feature on the TVP.

Estimate

estimateWhat happens in this step?

– The estimate is built based on the findings of the initial work order and the inspection results

– The next manual step is Order Parts, after the estimate has been authorized by the customer

 

 

 


Actions on TVP:

check results on the tileReceive alert from Tablet per text message when the inspection has been finished

Click Check Results to get to the inspection results page

 


Actions on Tablet:

None


Setup Options with impact on this workflow step:

Setup of text messaging in Inspection Settings for Service Advisor

Recommended Practices:

  • Imported canned jobs library is available to set up Inspections
  • Canned jobs enable the “Recommended Jobs” advisor, which offers to select past jobs for the same inspection topic for the them YMM trans., drive, engine combination
  • Use job codes in the inspection results to speed up estimate building
 

Order Parts

order partsWhat happens in this step?

– The estimate is authorized and parts ordering has started

– The next manual step is Work, after the parts are available

 

 

 


Actions on TVP:

None


Actions on Tablet:

None


Setup Options with impact on this workflow step:

None

Work

workWhat happens in this step?

– The technician receives the final work order and performs the tasks

– The next and final manual step is Pick Up, after the invoice has been created

 

 

 


Actions on TVP:

assign work sheet

– Service Advisor finishes the final work order and assigns it to the technician

 


Actions on Tablet:

work order

– Technician performs final work order


Setup Options with impact on this workflow step:

None

 

 

 

 

Pick Up

pick upWhat happens in this step?

– The invoice has been finished and the customer can pick up the vehicle

– This is the final step

 

 

 


Actions on TVP:

None


Actions on Tablet:

None


Setup Options with impact on this workflow step:

None

 

Drop Off

Waiting for Drop Off

  •  Automatic Detection when Estimate is turned into Work Order
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  •  
  • No tablet action
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1

Inspect

Initial Work Order and Inspection

  • Automatic Detection of tech assignment even for multiple techs
  • Multiple inspections
  •  
  • Vehicle appears on tablet
  • Automatic Clocking
  • Job transfer possible
2

Estimate

Inspection Results to build Estimate

  • Automatic Email with attached PDF to Service Advisor
  • Canned Jobs as Actions
  • Job codes for estimate
  • No tablet action 
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  •  
3

Work

Final Work Order

  • Automatic Assignment to each tech’s tablet with one command
  •  
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  • Time clocking available
  • Notes and images
  • Voice recording
5

 

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