Client Equipment Field Repairs - User Guide

Table of Contents

1. Overview

The Client Equipment Field Repairs module extends your equipment management system with comprehensive field service capabilities. This system manages the complete lifecycle of field service operations, from creating service tasks through to completion and historical documentation.

Primary Business Value:

When field service technicians need to perform repairs, maintenance, or inspections on client equipment, this system provides complete job tracking, safety assessment documentation, service history capture, and warranty integration. The system ensures complete audit trails for compliance purposes and integrates seamlessly with Odoo's Field Service application.

Key capabilities include:

• Creating field service tasks directly from equipment records
• Managing equipment jobs with safety assessments
• Recording equipment readings (odometer, hours, cycles)
• Documenting work performed with issues, notes, and reports
• Tracking warranty coverage during service activities
• Generating service history reports and certificates
• Automatic scheduling for recurring services

2. Understanding Field Service Operations

Core Concepts

Field Service Tasks vs Equipment Jobs: The system operates on two interconnected levels. Field Service Tasks represent the overall customer service order and can include multiple pieces of equipment. Each Equipment Job represents work on a specific piece of equipment and is linked to a Field Service Task.

Example Structure:

A customer calls reporting issues with three fire extinguishers at their site. You create one Field Service Task for the service visit. This task contains three Equipment Jobs - one for each fire extinguisher requiring service.

Integration Points

Field Repairs integrates with several other system components:

• Equipment Records: Service history automatically populates equipment records
• Warranty Management: Tasks automatically display warranty status for all equipment
• Field Service Project: Utilizes Odoo's Field Service application for task management
• Recurring Services: When the recurring service module is installed, scheduled services automatically create field tasks when due

3. Creating Field Service Jobs

Creating Jobs from Equipment Records

When you need to dispatch technicians to service specific equipment, start from the equipment record itself. This ensures all equipment details are automatically captured in the service job.

Process - Creating a Field Service Job:

Scenario: Customer reports that a fire extinguisher requires servicing at their warehouse location

1. Navigate to Client Equipment → Equipment
2. Locate the equipment record using search filters (customer name, serial number, location, or equipment name)
3. Open the equipment record
4. Click the Create Field Repair button in the header
5. The system creates a new Field Service Task with an Equipment Job pre-populated with all equipment details

What Gets Captured Automatically

When creating a field service job from equipment, the system automatically populates:

• Equipment identification (name, serial number, model, asset tag)
• Customer/owner information
• Complete equipment address details
• Site contact information
• Equipment location description
• Current equipment notes
• Warranty status and coverage
• Equipment reading type (if configured)

Important: The Field Service project must exist in your system for field tasks to be created. The system looks for a project named "Field Service" - if this doesn't exist, field task creation will fail. Contact your system administrator if you encounter this issue.

Creating Multiple Equipment Jobs

When a service call involves multiple pieces of equipment at the same location, you have two approaches:

Approach 1 - Single Task Method (Recommended):

1. Create the first field service job from the primary equipment
2. Open the resulting Field Service Task
3. Click Add a line in the Equipment Jobs section
4. Select additional equipment manually or use the equipment search

Approach 2 - Multiple Task Method:

1. Create individual field service jobs from each equipment record
2. Navigate to Field Service → Tasks
3. Identify and merge related tasks using Odoo's standard task merging functionality

4. Managing Field Service Tasks

Accessing Field Service Tasks

Field Service Tasks are managed through Odoo's standard Field Service application. Navigate to Field Service → Tasks to view all active service tasks.

Task Information Structure

Each Field Service Task contains:

• General Information: Customer, assigned technician, scheduled dates
• Site Details: Site contact name and phone number (automatically populated from customer record)
• Equipment Jobs: One or more equipment-specific jobs linked to this task
• Job Safety Assessment: Pre-work and post-work safety questionnaires
• Supervisor Information: Site supervisor and signature capture

Assigning Technicians

Field Service Tasks use Odoo's standard assignment features. Assign technicians using the Assigned to field on the task. Multiple technicians can be assigned to the same task when team deployment is required.

Equipment Job Details

Within each task, the Equipment Jobs section provides detailed information for each piece of equipment being serviced:

Equipment Job Fields:

• Equipment: Link to the equipment record
• Service Date: When the service was performed
• Assigned To: Specific technician for this equipment
• Reading Type & Value: Equipment meter reading at service time
• Issues: Customer-reported problems or technician-identified issues
• Service Notes: Internal notes about the service performed
• Work Performed: Detailed description of work completed

Warranty Status Visibility

The task automatically displays warranty coverage for all equipment. The Under Warranty indicator shows as checked when all equipment on the task is under active warranty coverage. Individual equipment warranty states are visible in the equipment job details.

5. Job Safety Assessments (JSA)

Understanding JSA Requirements

Job Safety Assessments provide a structured safety evaluation process for field service work. The system supports both pre-work and post-work safety questionnaires to ensure safe working practices and regulatory compliance.

When JSA is Required:

JSA documentation is typically required for field service work involving hazardous environments, electrical systems, working at heights, or when mandated by safety regulations or insurance requirements. Your organization's safety policies will determine when JSA must be completed.

Loading JSA Questions

JSA questions must be explicitly loaded onto each Field Service Task before they can be completed.

Process - Loading JSA Questions:

1. Open the Field Service Task
2. Click the Load JSA button in the header (this button disappears after JSA is loaded)
3. The system automatically loads all active pre-work and post-work questions
4. Navigate to the JSA tab to view and complete the questions

Completing Pre-Work Assessment

Pre-work questions must be completed before technicians begin work on site. These questions verify that safety requirements are understood and necessary preparations have been made.

Standard Pre-Work Questions include:

• Induction training completion
• Knowledge of health and safety rules
• Hazard reporting procedures
• Emergency facilities and evacuation procedures
• First aid equipment access
• Hazard identification and work permits
• Correct procedures and equipment availability
• Vehicle and pedestrian separation
• Equipment safety condition
• Hazardous substance handling
• Worker consultation
• Personal Protective Equipment (PPE) availability
• Safe access and egress

Answering JSA Questions: Each question offers three response options: Yes, No, or N/A (Not Applicable). Questions are answered directly within the task's JSA tab using radio button selection.

Safety Compliance: All safety questions marked as "No" must be resolved before work proceeds. Document remediation actions in the task notes or consult your safety officer.

Completing Post-Work Assessment

Post-work questions verify that work has been completed safely and the site has been left in appropriate condition.

Standard Post-Work Questions include:

• Manual handling risk identification and assessment
• Worksite condition (cleanup, tools stored, housekeeping)

Supervisor Signature

In the JSA tab, assign a site supervisor using the Site Supervisor field. This selection provides accountability and allows for electronic signature capture if your organization requires supervisor sign-off on safety assessments.

6. Recording Equipment Readings

Understanding Equipment Readings

Many types of equipment require periodic tracking of usage metrics such as operating hours, odometer readings, or cycle counts. Recording these readings during service provides historical tracking and helps determine future service schedules.

Reading Types

Equipment can be configured with different reading types:

• Hours: For equipment with hour meters (generators, compressors)
• Kilometers: For vehicles or mobile equipment
• Cycles: For equipment with cycle counters (industrial machinery)

Configuration Note: Reading types are configured on the equipment category level by administrators. When equipment is assigned a category with a reading type, that reading type automatically appears on all service jobs for that equipment.

Recording Readings During Service

Readings are recorded within the Equipment Job details on the Field Service Task:

Process - Recording Equipment Reading:

Scenario: Servicing a generator that has an hour meter

1. Open the Field Service Task
2. Locate the equipment job in the Equipment Jobs list
3. In the Reading field, enter the current reading from the equipment
4. The reading type (Hours, in this example) displays automatically based on equipment configuration
5. Complete other job details as normal

Reading History and Tracking

When a service job is completed, the recorded reading becomes part of the equipment's service history. Each reading is stored with the service date, creating a chronological record of equipment usage. This historical data appears in the equipment's Service History tab and can be viewed in service history reports.

Important: Readings captured during service represent a historical snapshot. These values are permanently stored with the service record and do not change even if the equipment's current reading is updated later. This ensures accurate historical documentation for compliance and maintenance tracking.

7. Service Documentation and Reporting

Documenting Service Work

Comprehensive documentation during field service is essential for warranty claims, compliance requirements, and quality assurance. The system provides three distinct documentation areas within each Equipment Job.

Issues Documentation

The Issues tab captures reported problems and technician-identified issues. This field is typically populated with customer-reported symptoms before the technician arrives on site, then supplemented with additional findings during inspection.

Example Issues Documentation:

Fire Extinguisher Annual Service

• Customer reports: Pressure gauge showing yellow zone
• Technician findings: Pin pulled but not reported, minor corrosion on discharge valve, mounting bracket loose

Service Notes

The Service Notes tab provides space for internal documentation that technicians and office staff need for reference but may not be customer-facing. Use this area for:

• Parts required but not immediately available
• Special access requirements or site restrictions
• Equipment-specific technical notes
• Follow-up requirements
• Internal coordination notes

Work Performed Documentation

The Work Performed tab documents the actual service work completed. This becomes the formal service record and appears on service certificates and reports provided to customers.

Example Work Performed Documentation:

Fire Extinguisher Annual Service

• Visual inspection completed - no damage to body or hose
• Discharged and hydrostatically tested to 345 kPa - passed
• Cleaned and repainted minor surface corrosion
• Replaced discharge valve and safety pin
• Recharged with 2.3kg dry chemical powder
• Pressure tested to 1,400 kPa - holding pressure
• Repaired and tightened mounting bracket
• Applied new service tag - next service due 12 months

Service History Reports

Completed service jobs automatically populate the equipment's service history. Access service history reports from multiple locations:

From Equipment Record:

1. Open the equipment record
2. Navigate to the Service History tab
3. View all completed service jobs in chronological order
4. Access detailed reports and certificates using the print menu

From Field Service Task:

1. Open the completed Field Service Task
2. Use the print menu to generate service certificates
3. Service certificate includes all equipment jobs, work performed, and customer/equipment details

Service Certificates

The system generates professional service certificates that document completed work. These certificates include:

• Service date and job reference
• Customer and equipment details
• Equipment identification (serial, model, location)
• Issues reported and identified
• Work performed details
• Service notes
• Equipment readings
• Assigned technician information
• Warranty coverage status

8. Monitoring Service History and Performance

Equipment Service History

Complete service history for any equipment is accessible directly from the equipment record. This provides immediate visibility into maintenance patterns and service frequency.

Process - Viewing Equipment Service History:

1. Navigate to Client Equipment → Equipment
2. Open the relevant equipment record
3. Click the Service History tab
4. View all completed service jobs in chronological order

Field Repairs Counter

Equipment records display a Field Repairs smart button showing the total count of service jobs completed for that equipment. Clicking this button opens a filtered list of all related equipment jobs, providing quick access to service history.

Field Orders Counter

The Field Orders smart button shows the total number of Field Service Tasks that have included this equipment. This count may differ from the Field Repairs count when multiple equipment items are serviced on a single task. Clicking this button displays all related Field Service Tasks.

Warranty Status Monitoring

When equipment has active warranty coverage, the warranty status displays prominently on both the equipment record and any associated Field Service Tasks. This ensures technicians are aware of warranty implications before performing service work.

Recurring Service Schedules

When the optional recurring service module is installed, equipment configured with recurring service schedules automatically creates Field Service Tasks when service becomes due. Monitor upcoming scheduled services through the Field Schedules menu, which displays all recurring service configurations and their next due dates.

9. Standard Workflows

Workflow 1: Emergency Breakdown Service

Scenario: Customer calls reporting equipment failure requiring immediate response

Process:

1. Call Reception: Document customer-reported symptoms and urgency level
2. Equipment Identification: Locate equipment record using customer name, location, or equipment details
3. Create Service Job:
   • Open equipment record
   • Click Create Field Repair
   • In the resulting Field Service Task, document reported issues in the Equipment Job's Issues tab
4. Dispatch:
   • Assign available technician
   • Set priority level
   • Schedule for immediate dispatch
   • Verify site contact information is accurate
5. Pre-Site:
   • Technician reviews equipment details and reported issues
   • If JSA required, click Load JSA and complete pre-work questions
6. On-Site:
   • Record equipment reading
   • Update Issues tab with additional findings
   • Document work performed in real-time or after completion
   • Add any internal notes in Service Notes tab
7. Post-Service:
   • Complete post-work JSA questions if applicable
   • Mark task as complete
   • Generate service certificate for customer

Workflow 2: Scheduled Maintenance Visit

Scenario: Quarterly maintenance service automatically generated from recurring schedule (requires optional recurring service module)

Process:

1. Automatic Task Creation: System automatically creates Field Service Task when schedule becomes due
2. Task Review:
   • Review automatically created task in Field Service
   • Verify equipment details are current
   • Check scheduled service description loaded from recurring schedule
3. Scheduling:
   • Assign technician based on availability and expertise
   • Coordinate schedule with customer site contact
   • Set confirmed service date
4. Pre-Service Preparation:
   • Load JSA questions if required
   • Complete pre-work safety assessment
   • Review previous service history for recurring issues
5. Service Execution:
   • Follow scheduled maintenance procedures
   • Record equipment reading
   • Document any deviations from standard service
   • Complete Work Performed documentation with all maintenance tasks
6. Completion:
   • Complete post-work JSA
   • Mark task complete
   • System automatically updates recurring schedule for next service date
   • Provide service certificate to customer

Workflow 3: Multi-Equipment Site Service

Scenario: Annual service required for six fire extinguishers at customer facility

Process:

1. Initial Task Creation:
   • Create field service job from first fire extinguisher record
   • This creates one Field Service Task with one Equipment Job
2. Adding Additional Equipment:
   • Open the Field Service Task
   • In Equipment Jobs section, click Add a line
   • Select each additional fire extinguisher
   • Repeat until all six extinguishers are added
3. Scheduling Efficiency:
   • Assign same technician to all equipment jobs
   • Set single service date for the site visit
   • Load one JSA for the entire task (covers all equipment)
4. Service Documentation:
   • For each equipment job, record individual readings
   • Document issues and work performed specific to each extinguisher
   • Some extinguishers may require different service levels or have unique issues
5. Completion:
   • Single JSA completion covers all equipment
   • Mark task complete
   • Service certificate includes all six extinguishers with individual details
   • Each extinguisher's service history independently updated

10. Troubleshooting

Issue: Cannot Create Field Service Job

Symptom: Clicking "Create Field Repair" produces an error or no action occurs.

Cause: The Field Service project does not exist in the system.

Resolution:

1. Contact your system administrator
2. Administrator needs to create a project named exactly "Field Service"
3. Project must be configured as a Field Service project in Odoo
4. Once created, field service job creation will function normally

Issue: JSA Load Button Not Visible

Symptom: The "Load JSA" button does not appear on Field Service Tasks.

Cause: JSA questions have already been loaded for this task, or the task is not a Field Service task.

Resolution:

• Check if the JSA tab already contains questions - if so, JSA has been loaded
• JSA Load button only appears once per task and disappears after questions are loaded
• Verify the task is in the Field Service project - regular project tasks do not support JSA

Issue: Equipment Reading Not Saving

Symptom: Equipment reading field is blank or reading does not appear saved.

Cause: Equipment category does not have a reading type configured.

Resolution:

1. Verify the equipment has a category assigned
2. Check if the category has a reading type configured (Hours, Kilometers, Cycles)
3. Contact administrator to configure reading type for the equipment category
4. Once configured, the reading field will appear on all jobs for equipment in that category

Issue: Service History Not Appearing on Equipment

Symptom: Service History tab shows "No jobs found" despite completed service.

Cause: Field Service Task may not be completed, or equipment job was not properly linked.

Resolution:

1. Verify Field Service Task is marked as complete
2. Check that the Equipment Job properly links to the equipment record
3. Confirm the task is in the Field Service project
4. Service history only populates for properly completed field service work

Issue: Warranty Status Not Showing

Symptom: Warranty status not visible on task or showing incorrectly.

Cause: Equipment warranty records may not be properly configured or active.

Resolution:

1. Open the equipment record
2. Check the Warranty tab for active warranty records
3. Verify warranty dates are current and status is "Active"
4. Warranty status on tasks refreshes when equipment warranty state changes

Issue: Cannot Add Multiple Equipment to Task

Symptom: Unable to add additional equipment jobs to existing Field Service Task.

Cause: User may not have edit permissions, or attempting to add in incorrect area.

Resolution:

1. Open the Field Service Task
2. Locate the Equipment Jobs section (typically in the main form area)
3. Click "Add a line" within the Equipment Jobs list view
4. Select equipment from the dropdown or use search function
5. If "Add a line" is not available, verify you have edit permissions on the task

Issue: JSA Questions Missing or Incomplete

Symptom: Expected JSA questions not appearing after loading JSA.

Cause: JSA questions may be deactivated or not configured in the system.

Resolution:

1. Contact your system administrator
2. Administrator should verify JSA questions exist in the system configuration
3. Check that questions are marked as active
4. Verify questions are assigned to correct stage (pre-work or post-work)
5. After questions are activated, load JSA on new tasks to see updated question set

Issue: Service Certificate Missing Information

Symptom: Generated service certificate lacks expected details.

Cause: Required information may not be completed on the Equipment Job.

Resolution:

1. Review Equipment Job completeness before generating certificate
2. Ensure Work Performed field is completed with detailed information
3. Verify equipment readings are recorded if applicable
4. Confirm customer and equipment address information is current
5. Complete all relevant tabs (Issues, Service Notes, Work Performed)
6. Regenerate certificate after completing missing information

Issue: Recurring Service Not Creating Tasks

Symptom: Scheduled services not automatically generating Field Service Tasks.

Cause: Recurring service schedule may be deactivated, misconfigured, or automated processes not running. This feature requires the optional recurring service module.

Resolution:

1. Verify the recurring service module is installed
2. Navigate to Field Schedules menu
3. Locate the relevant recurring service schedule
4. Verify schedule is active (not archived)
5. Check that next service date is set correctly
6. Confirm interval and interval type are configured
7. If configuration appears correct, contact administrator to verify scheduled actions are running
8. Manual task creation may be required if automated processes are disabled

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