Organising your Jobs

In this article we will go through some ways to organise and generally get on top of your Jobs.

A small number of Jobs is easy to handle but as your volume increases, you'll need to be able to manage them as efficiently as possible so we've put together some mini-guides on how to comb through them.

Finding Jobs

Direct Search

If you know any of the details of the Job you need to find then you can enter them in the Search Bar on the left sidebar, available from anywhere in the app. Details include Job ID, Customer, Description, etc.

This could be handy, for example, if your Field Staff agent or Customer get in touch about a Job and by them giving you the Job ID, you can quickly reach the profile by typing it here.

This feature is at its most valuable when the Job has been filled out with as much detail as possible.

Tab Views

On the Jobs section, there are 8 tabs to see the Jobs in your system filtered by their status.  By default you will be on the Recent tab with the Time Range set to all time which, naturally, will show you all Jobs on your system.

Jobs Table

Tables are found throughout TrackTrade as they are great for organising large volumes of data. Just like in Excel, you can quickly sort by column by clicking it and then click it again to reverse the order.

The columns available to you depend on the Job Status View that you are in but often you will find it helpful to sort by Job ID, date started, due date and priority level.

Filter and Search

No matter what Job View you select you will be able to narrow down the results further with the Filter and Search options.

Filter

Filter the table by a Customer name or Priority level.

Search

Filter the table by any search term you desire. You can search for any data found within a Job such as the description, the Customer name, Staff names, etc.

You can then filter those results further by excluding another search term.

You can also search by tag!

Search by Tag

Tags are a powerful way to organise information to make it readily accessible later on. You may well already use them in other areas of your workplace (either with physical documents like a diary or filing cabinet or with other apps) and be familiar with the flexibility they allow in organisation.

Our powerful Tags system allows you to create and then attach any sort of custom written Tag to Jobs you select.

If you haven't already, check out Adding Tags for some quick guidance on creating them.

Search by tag by typing it into the Search bar!

Export

No matter what Job View you select, you are able to view/export a report of the Jobs in the currently visible table. So choose a Jobs View, filter and search as desired and you can export just the data you want. The report can be printed, downloaded as an Excel spreadsheet or downloaded as a PDF.

Improving Job Discoverability

It's great being able to search through Jobs but these tools are only as good as the data you've input into the Job so here's some ways to enrich your database.

Review and Expand Job Details

Jobs can be started and worked with minimal data entry but it may be very useful to go back at some point to fill out as much optional information as possible so that you or other admin users can benefit from the increased organisational power.

At any time, enter a Jobs profile and select the Edit button to make such changes.

You can of course make sure as much information is entered as possible during Job creation itself to leverage this power as well.

Adding Tags

Tags are entirely powered by you so taking full advantage of the system will require you to decide what the most useful tags are for your specific business and office workflow.

Tag Ideas

Custom Statuses - On Hold, Awaiting Client Approval, New Client etc.

Job Types - Repair, New Build, Carpentry, Electrician, etc.

Job Hazards - Hazardous, Equipment Needed, 2-man Job, Licence Required, Chemicals In Use, etc.

Project Names - Project Alpha, George Square Phase 2, etc.

Admin Prompts - Quote Needed, Invoice Needed, etc.

Remember you are not limited to one Tag per Job, you can apply as many as you see fit!

You can add new or existing Tags to a Job directly through its profile.

Tags can be managed by going to Settings > Job > Tags and you can then view, edit and add Tags to your Tab Library.