TheWorxHub v6 Update
April 28, 2016
This is a rather large update with A LOT of new features, so we
thought we'd put together a preview of what's coming on Thursday,
April 28th. Starting at 2am EDT April 28th TheWorxHub will be
offline for 2 hours to complete the update so please plan
Most items new require no action to be taken, but there are a
few new features that require new security permissions to be
assigned before everyone can leverage them.
Because there's so much stuff, we're grouping updates in the
following areas. Just click to jump to that area, or if you don't
want to skip ahead, just scroll away!
Order & Asset Updates
QA & Survey
Fixes and Improvements
Starting on April 28th you'll start to see new guides available
throughout the app. These are designed to draw your attention to
new features and to provide more info or context on items. Any time
you see a red New, you can click on that
to get more info!
Work Order & Asset Updates
It's always been a bit of a challenge to reliably and
consistently identify work orders as compliance related. When we
say compliance this can mean with the state, NFPA, CMS,
Joint Commission, you name it. Normally you'll want to easily
identify, respond to and report on all compliance related items in
a more urgent way, and now it's easier to do just that.
We've added a new Is Compliance Related checkbox to all
work orders, scheduled work orders, templates and even work
IMPORTANT TIP: To give yourself or
others access to this new checkbox, you need to update security
permissions in Settings > Users. This checkbox is made visible
by the Work Orders > Can See Compliance
Now that you can identify work orders as compliance, it's time
to monitor them closely. You can activate a new Compliance
dashboard indicator to highlight any open compliance related work.
It will even turn red as soon as there's an overdue compliance
IMPORTANT TIP: To give
yourself or others access to this new indicator, you need to update
security permissions in Settings > Users. This indicator is made
visible by the Dashboard > Work Orders -
We've even rolled the compliance concept into your Pulse
> Staff Assignments area. This Compliance Only
checkbox filter lets you limit the counts of work orders assigned
to staff to just those that are compliance. A great feature for
Task List Overhaul
We've done a rethink on task lists in TheWorxHub. Many of you
rely on task lists for scheduled work and detailed PM procedures,
and now it's even easier to build large task lists.
First, when creating a new work order or scheduled work order,
you can now add a task list without first saving the work order
which simplifies your work flow. Just click the edit task
list link to pop-up a form allowing for quick addition of
tasks, 10 at a time.
Secondly, we've added a procedures field so each task can be
accompanied by a longer procedure which keeps your task lists
thorough yet organized.
And finally, now you can link a meter and require a specific
number of readings as part of a task!
Also keep in mind that all of your task lists, procedures and
linked meters are available on mobile.
Separate Permission to Access Scheduled Work
Previously we only had one permission - Can Add & Search
Work Order which provided access to add/edit any work order or
scheduled work order. Now, you can restrict access to recurring
scheduled/PM work orders with a separate permission under
Setttings > Users > Work Orders > Add & Search
Scheduled Work Orders. Review your security roles and remove
this permission where necessary.
Batch Edit Assets
There's a new Asset security permission under Settings >
Users called Can Batch Edit Assets. When this
permission is added to your user account, you can then access a new
action under the Actions Tab called Batch Edit Assets.
Using this tool you can search for and select a number of
similar assets, then update different types of data:
- Nameplate Info: this includes descriptions,
locations, model, serial, supplier etc.
- Condition Assessments: if you have our Capital
Planning add-on, you can apply a condition assessment against all
of your selected assets.
Improved Email Notification
Throughout work requests and work orders you can subscribe
yourself and others to email notifications on status changes and
other updates. This used to be a rather cumbersome and click-heavy
exercise especially when building a long distribution list. Now
this process is much much quicker where you can just start typing a
persons name, when it's highlighted, press enter and start typing
See Assets in a Location with Barcode
If you have our barcoding app, whenever you scan a location
barcode you'll now get quick access to see the assets that are in
Attachments On Mobile when Adding a
When you're adding a new work request via the mobile app you can
now included attachments, like pictures, right from your phone or
Auto Subscribe to Updates on All Work You
By popular request we've added a new capability that can
automatically subscribe you to updates on all work orders /
requests that you create. Just open your staff record, and click
Email me updates on all work orders I create.
Batch Edit Staff
Under the Actions tab you'll find a new Batch Edit
Staff function. To get access to this, you'll need a new
security permission under Settings > Users >
Staff/Contractors called Can Batch Edit Staff.
Just use the search filters to find the staff/contractors you
wish to update. Select them, click Batch Edit then apply
your changes. Use this to:
- batch update email notification settings
- batch change security roles for users
- batch assign department access to users
- batch add trades to staff
- batch update pay rates -- even do a % increase on pay
- batch apply location access settings
Restrict Requestors to Certain
Sometimes with your requestors, you want to limit them to a
range of locations when they submit work requests -- well now you
can do just that. Open up the staff form for a staff member and
expand the Location Access panel to grant access to only
specific locations. See animation below for an example of
restricting a staff member to two of my four buildings.
QA & Surveys is now Surveys / Inspections
We've added a lot of new functionality to the add-on QA &
Surveys app to enhance inspection type capabilities. Because of
this, we're changing the name to Surveys / Inspections. Our
previous Checklist style survey is now called
Pass/Fail Inspection. With these changes come several
concepts that are important to know.
Survey UI Improvements
When you link a survey / inspection to a work order or scheduled
work order, or when you create an adhoc survey / inspection, we've
made some changes to make the first two steps more intuitive.
Step 1: Pick a Survey
Here your surveys are now sorted by most frequently used.
There's also a search at the top where you can type in what you're
looking for if your list if quite long. Click Use This to
move on to Step 2.
Step 2: Survey / Inspection Settings
We've made some changes to help clarify things with surveys.
Who is responding to this survey / inspection? It could
be a resident in the unit, it could be the person who added a
related work order, or it could be another staff member
Are you rating the work of a staff member? This section
is typically used if this is a work quality inspection, or a
resident satisfaction survey about a specific work order. Check
'yes' to pick a staff member now, or to tell TheWorxHub to remind
you to attribute it to a staff member later when you're entering
the survey results.
What location are you surveying? Every
survey/inspection requires a location. If the survey is linked to a
work order it will automatically pick up the location of the work
order. If this is an adhoc survey/inspection you can enter a
location on the fly.
Step 3: Enter Results
We've added some new UI elements to make this easier to use,
especially with survey / inspections with lengthy
- Pass for all button lets you immediately pass all
questions, then find any failures and toggle those to
- Progress bar in top right lets you know how far through the
inspection you are.
- You can save any survey / inspection at any time and return
later to complete it.
- As you hover your mouse over a question, you'll see a new
option of Request. This lets you initiate a request for
work into any department and relate it back to that question. The
request will not be generated until you mark the entire survey as
Rating Scale Results UI
We've also modified the rating scale results UI to make it
easier to navigate, and we now can support a rating scale of
Automatically Trigger Corrective Action
When setting up your inspection templates in Settings >
Survey / Inspect you now have a very powerful option to
automate corrective action workflows.
For each inspection point, you can link a corrective action work
order template. This template can be triggered to generate a
corrective work order automatically anytime you score 'fail' on
Tip: To create corrective action
templates, you'll first need to build out various work order
templates in Settings > Templates.
Survey / Inspection Mobile Updates
When adding an adhoc survey/inspection on mobile you were
previously forced to choose a worker at all times. Now you can
toggle whether or not this pertains to rating work of a worker. If
yes, then toggle the switch to Yes. If not, leave it at
When scoring a pass/fail inspection on mobile you'll also see a
hamburger menu to the left of each question. Use this to create a
work request on the fly linked back to the question.
New Survey / Inspection Report > Top
We've added a new report to tie into the new abilities to link
ad hoc requests and corrective action templates directly to
inspection points. Under Reports > Survey / Inspection
you can find the Top Inspection Deficiencies report. Use
this report to find out where you need to focus your attention. See
your compliance percent and even get a snapshot of how many
deficiencies (work orders) are still open.
If you own our add-on Transportation app, you'll love some of
these new features to help with capacity, billing and getting
Launch Turn-By-Turn Directions from Your Current
If you're a driver using our mobile app, you can tap on a trip
destination at any point to launch your default mapping app on your
device to get directions and turn-by-turn navigation from your
Print a Trip Invoice
You can now print a trip invoice (finally) from your Trip
Billing dashboard indicator or from inside the
Billing panel on a trip form!
Tip: For more on billing in
transportation see our topics and videos on Trip Billings
Ad Hoc Passenger Categories
When adding Ad Hoc passengers to a trip TheWorxHub now requires
you to specify what type of passenger they are -- resident,
caregiver, family, staff or other. This is important to some of our
future ridership reporting goes and vehicle capacity
When adding a caregiver or family, you can optionallly specify
which passenger they're related to.
Previously if a resident's profile indicated that they travelled
with a caregiver, you would only see an icon next to that resident
showing they they traveled with a caregiver. Now, the caregiver
explicitly shows on the trip form giving you a more intuitive count
of the number of passengers.
Report Favorite Updates
Report favorites are a powerful tool to let you save all of your
most frequently run reports in an easy, single-click way. Now you
can group favorites, edit and re-save, add custom notes and even
share your favorites with others.
New Favorite Grouping
On your favorites tab, just click the Add Favorite
Group button, give it a name and now you can move existing
favorites or save new favorites to this group.
Add Favorite Notes
To capture all of your thinking on a report -- including what's
included, when to run it and why it's important -- you can now add
notes to a report. Simply click the Add Notes link and
capture your thoughts. Even your notes are searchable on this
Tip: You can even get access to
share a report favorite with other roles. Let's say you're a
manager and you want to share a report with your technicians --
you'll need a new security permission under Settings > Users
> Reports > Can Share Report Favorites with Other
Fixes & Improvements
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- Launch attachment file picker on mobile as soon as you tap
attachments panel when there are no current attachments to same
- Asset PM Analysis report added to perform advanced analytics on
asset based PM history.
- Reorganized asset and work order filters on some asset reports
to clarify what filters applied to what types of data.
- Grouped security roles under Settings > Users so
it's easier to identify built-in WorxHub roles, corporate roles or
roles that belong just to your site.
- Relative date range filters added to all Survey/Inspection
report so it's easier to do things like 'for the last 1 month' or
'for the last 1 full year'.
- Asset Detail Form report added, great for printing a
full summary of all info on an asset.
- Duplicate an existing survey template in Settings >
- New permissions added to restrict access to individual report
tabs under Settings > Users > Reports.
- Added Category drop-down filter on asset pickers
inside work order and request form allowing you to limit large
asset lists by category when looking for an asset to link to a work
- Added column sorting (click column heading) to asset picker in
work order form.
- Added ability to provide permission for requestors to link
assets on requests. You'll need a work order permission called
Requestors Can Link Assets.
- When clicking on a request in the Pending Requests dashboard
indicator, the pop-up preview now shows any attachments that are
- In the mobile app, when you open up a Fixed Asset form, a new
Attachments panel shows at the bottom providing access to
any linked assets. Even upload new attachments (online only).
- Asset condition pick list added to condition assessments and
asset search for those running the add-on Capital Planning
- Added ability to delete a room booking template.
- On mobile added a confirmation when you discard a timer to
prevent cases where you mis-click.
- Improved UI when copying or adding a new security role.
- Now hiding the --:-- on the calendar for jobs with no start
time so you can see more of the work order description.
- Fixed some bugs in room booking calendar where some events
weren't showing or entire months didn't display due to unexpected
- Fixed error when linking equipment to a room booking where the
app warned you that the equipment was out of service.
- Fixed issue when changing inventory tax % in settings.
- We now correctly hide deleted room booking setup/teardown
templates from the template picker.
- We now hide work history visible in the work order form for
departments that are deactivated.
- Fixed some extended cost calculation errors when adding
multiple assets to a purchase order.
- Optimized Settings > Templates to help alleviate
some reported timeout errors.
- Resolved issues where the work order asset panel label would
indicate multiple linked assets, but when you expanded the panel
you would only see one asset.