Lots of New Features in TheWorxHub
April 26, 2015
This month we've got all sorts of great new features! From
better deactivation of staff members, to custom mapping in the
Transportation app, to batch editing of scheduled work orders --
and that's just to start. Grab a seat and read all about what's
Single Click Deactivation of Staff Members &
When a staff member is no longer working with your organization,
it used to be a multi-step process to remove them from certain
areas in TheWorxHub. Now, in a single click you can deactivate a
staff member removing them from all assignable labor areas, as well
as hiding them from search. You can still find them when needed and
even report on their work history even after deactivating them.
You Need a New Security Permission
In order to access the deactivate staff member option, your
security role needs a new permission.
- Go to Settings > Users.
- Click on the Role to update on the left hand side.
- Expand the Staff/Contractors panel.
- Check Can Deactivate Staff/Contractors (Note: you also
need view or edit staff/contractors permission).
- Click the Save button at the bottom to save the
security role settings.
To Deactivate a Staff Member
- Go to Search > Staff/Contractor.
- Use search filters to find the staff member to deactivate.
- Click on their name to pop-up the staff form.
- Click the Deactivate Staff Member button.
Unassign Staff from Current Assignments
When a staff member leaves, it's important to unassign them from
open work order assignments, scheduled work orders, templates, or,
if you own the Transportation app, driving assignments. TheWorxHub
helps you with this. Once you deactivate a staff member you'll see
a helper window giving you links to all the open assignments -- use
the helper window like a remote control to navigate to those
records and unassign the deactivated staff member.
Activate Staff Member
If you mistakenly deactivate a staff member, not to worry! The
deactivate button that you clicked previously becomes an
Activate Staff Member button. Just click that to activate
them. NOTE: you will need to set their Role back to what
it was previously. If you've forgotten, just expand the
Log panel to see what it used to be before.
New Filter in Search For Finding Deactivated
Once a staff member is deactivated, they're removed from all
sorts of lists in TheWorxHub, including Search >
Staff/Contractor. If you ever want to find them in search,
check the Include Deactivated Staff/Contractors checkbox
Note: All of the
functionality described above applies to deactivating a contractor
Batch Edit Scheduled Work Orders
One common feature request we've received over the years is the
ability to batch edit scheduled work orders. There are often times
where you want to update many scheduled work orders at once. Here'
s a couple examples.
- Maybe a housekeeper is no longer working there and you want to
reassign someone else to all of their recurring work orders.
- Maybe you want to add a new task list item to all of your
monthly cleaning jobs in your apartment area.
- Maybe all of your 1:15pm-2:00pm housekeeping jobs in your
apartment area are now going to run for 15 minutes longer -- until
This update includes batch edit capabilities for assignments,
descriptions, start/end times, task lists and more. We're still
working on other capabilities to allow you to batch cancel, batch
update the recurrence pattern, batch update billing and more.
You Need a Security Permission
To access the Scheduled WO Updates action, you'll first need to
ensure your role has permission for:
- General > Actions Tab
- Work Orders > Can Batch Update Scheduled WOs
Access the Scheduled WO Updates Under the Actions
- Go to Actions > Scheduled WO Updates.
- Use filters and click Search Now to find exactly the
scheduled work orders that you want to update. This part works just
like the filters you're familiar with under your Search
- Use the checkboxes on the left to select the items to
- Use Batch Assign to assign staff to or unassign staff
from the selected scheduled work orders.
- Alternatively, click Batch Edit to pop-up an edit
window allowing you to edit various pieces of
Even add a new task list item!
Customize Your Results Grid
When searching for scheduled work orders to batch edit,
sometimes you need to see certain columns of information in order
to know that you're selecting exactly the right records. To
customize your results grid click the Customize Results
Grid link to open a form allowing you to move columns left and
right and even remove columns altogether. These settings get stored
in your personal profile so the grid is always customized for you
when you login to TheWorxHub!
Don't Forget to Save!
We've often found that when editing data in a pop-up form,
sometimes you can end up closing the pop-up without saving and
losing all of the edits you just made. Now, TheWorxHub will notify
you when you have unsaved information in a pop-up and you attempt
to close it.
If you meant to save the info, just click No to remain
in the pop-up, then click your Save button to save your
changes. If you truly want to close the pop-up and don't need to
save your changes, just click Yes.
In another update also related to knowing when to Save,
you'll start to notice that your Save button is disabled
when no data has changed and there's no need to save. Once you
start to edit something, you'll see the Save button become active
indicating that a save is required.
Transportation App: Fix
Addresses That Can't be Found
For those running our add-on Transportation app there can be
times where TheWorxHub can't find an address that you've entered.
We've seen this in circumstances where a destination is on a
college or university campus, or on a street that isn't on
Now, anytime TheWorxHub doesn't understand an address, you'll
first see a red X next to your destination. You can click that X to
open a pop-up form to tell TheWorxHub where that destination
If you don't notice the red x, you'll see the same pop-up form
when you attempt to save the trip.
In this pop-up form, you can use the map provided to zoom
in/out, scroll left and right to find the location that you're
trying to get it. Once you find it, just double-click on the spot.
You'll see a map pin get dropped. Once you see your map pin appear,
click the Use button in the bottom right to save this location in
TheWorxHub. So even when we don't understand the address that
you've typed in, you can just tell us exactly where on the map that
Mobile App Updates
We've added several great new features to our add-on mobile
Search Work Orders or Trips!
Sometimes you can end up trying to find a work order in long
lists of incomplete work orders, or a trip in a long list of trips
in the mobile Transportation app.
Now at the top of all work order lists and trip lists, a new
search field is available. Just start typing to search the list to
find whatever it is you're looking for!
Action Menu Added to Barcoding Pages
When you use our add-on Barcoding app to a scan a barcode from
your mobile dashboard, TheWorxHub will show you open work orders
for the scanned asset, location or inventory item. Now, if you're
assigned to any of those work orders, you now get an
Action menu to the left of the work order so you can start
a job timer right from the list!
Away Notifications Added To Mobile
In TheWorxHub main app, inside a resident profile you can setup
away notifications whenever a resident household is going to be
away from their unit for an extended period of time. Now the mobile
app will display a notification at the top of any work order due to
occur in that resident's unit during the time they're scheduled to
Pulse Tab Updates
For managers monitoring their workforce via the Pulse tab,
you'll find two new useful features.
There comes a time where a staff member forgets to stop their
timer. Maybe they started a timer in the mobile app then damaged
their smartphone and weren't able to stop the timer. Perhaps they
went on holidays and forgot a timer running. Now you can discard a
running timer by hovering your mouse over a staff timer then
clicking Discard Timer.
See Recently Completed Work Orders
Throughout the day, staff members are logging time and
completing work orders. Now you can see a running feed of all of
the recently completed work orders. On the right side of the
Pulse tab you'll see the last 5 work orders completed. If
you want to see more work orders, just click Load 5 More
to pull in previously completed work orders. You can even click on
these work orders to pop-up the work order form to review or edit
Control Location of Corrective Work Order Triggered
by Site Meter Reading
Let's use an example of a daily water temperature reading. In
TheWorxHub you can setup a scheduled work order to trigger
corrective action anytime a temperature reading is out of range.
Previously the corrective work order triggered always picked up the
location specified in the scheduled work order. Now, you can
specify that the triggered work order should pick up the location
of the meter reading. Just update this setting inside the Meter
Based Recurrence section of a scheduled work order.
Disable and Duplicate Project Templates
Projects are an easy way in TheWorxHub to create and manage
large refurb and renovation jobs, as well as large multi-unit or
multi-asset inspection or PM jobs. To streamline the creation of
projects, setting up project templates in Settings >
Projects is important. There are two new features that improve
the process of working with project templates.
Disable Project Templates
Let's say you had a certain refurb template that you used for 1
bedroom apartments in one of your buildings. Now that building has
been demolished and you've now got obsolete project templates
cluttering up the system. To remove these:
- Go to Settings > Projects.
- Click on the project template to disable.
- Click the Disable This Template link in the bottom
left to hide this template
Duplicate Project Templates
Let's say you're creating a number of project templates for
various refurbs for your 1 and 2 bedroom apartments. The 2 bedroom
template is identical to the 1 bedroom template except it has 3
more work orders linked to it. With this new feature, you could
create your 1 bedroom template, then duplicate and add the extra 3
work orders. This will save lots of time when creating similar
To duplicate an existing template in Settings > Projects:
- Click on the template to duplicate so that it's
- Now click the drop down arrow to the right of +Add
New Project Template and select Duplicate Project
TIP: If you're new to projects,
read through our great Projects section of this help site. Also, for
info on recurring projects take a look at our webinar recording Recurring Projects -- Add OOMPH to your PM
Save an Ad Hoc Survey to Finish Later
For those running our add-on QA & Surveys app, you have
always been able to add an ad hoc survey in the main app under
Add New > QA Survey. In the past you had to complete
the survey in its entirety including entering the score before
saving it. Now you can enter a staff member name and a location
name to survey, then save where you're at. You can find this survey
later on your Dashboard > Open QA Surveys when it's
time to score it.
TIP: To learn more about what our
add-on QA & Surveys app can do, take a look at the QA &
Surveys section of this help site as well as this recorded
webinar Tracking & Improving Quality.
Duplicate a Purchase Order
If you're using the purchase order component of our PO &
Inventory add-on app, you can now find any existing PO and
duplicate it. This can be a great time saver for frequent
- Go to Search > POs to search for a PO
- Double-click on the PO that you want to duplicate so it opens
in a tab
- Now click the drop down arrow to the right of the + New
Purchase Order button and select Duplicate PO.
Customize the Order of your Tabs in Worx IQ
If you're using the add-on reporting and analytics app, Worx IQ,
you can now customize the order of your dashboard widget tabs. Just
right-click on any tab to reveal options for moving tabs right or
Fixes & Improvements
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- Click the new Sort link in any pick list under
Settings > Picklists to sort your pick list
- Inside a work order form, expand the Work Order
History panel at the bottom and now you can double-click on
any work order listed to open it in a tab.
- When you scan a location barcode from the mobile dashboard, the
open work orders list will now include any pending requests for
- Speed boost added to Calendar tab to reduce load time
- Fixed issue where some work order info wasn't transferring to
new project work orders created via some project templates.
- Fixed transportation billing export showing wrong account
numbers for some secondary residents.
- Fixed issue in Transportation app where printed directions
would periodically list the destinations in the wrong order.
- Details of pick-ups now logged in trip Log panel.
- Double-click an Ad Hoc Passenger on a Trip to edit their
- Updated purchase orders to ensure Order Date gets set
automatically when you update a PO status to Ordered.
- Updated purchase orders to allow you to delete shipping and
- Fixed issue with work orders disappearing when using mobile app
offline and creating a new work order then assigning staff
- Added filter to Search > Staff/Contractor called
Account Status allowing you to show only those with active
login accounts, inactive accounts, or no accounts at all.
- Click on a column to sort data on any search results grid under
the Search tab and now TheWorxHub will save this sort with
your user preferences for the next time you visit the same