All about Jobs

In Job Management, every company maintains a list of jobs. These jobs are overseen through two system roles: Company Admin and Job Admin. Together, these roles ensure jobs are created, updated, and assigned to the right users.

A Company Admin manages the core details of each job. The standard properties for a job include Job Number, Job Title or Description, Account Owner, Job Start, and Job End. Start and end dates are typically anticipated dates and can be refined over time. Company Admins can add new jobs, remove jobs that are no longer needed, and edit job details to keep information current.

A Job Admin manages the company’s list of jobs as well, but only users who have the Job Administrator permission can access job management features. This role focuses on maintaining the roster of jobs and coordinating user access at the job level.

Users can be assigned to individual jobs so they can view and work on related tickets. Each job supports two distinct user roles: Job Manager and Job Participant. These roles determine the level of control and visibility a user has for that specific job.

A Job Manager has the ability to add or remove users from a specific job and can assign other users as Job Managers for that job. The Job Manager role is optional; jobs do not require a Job Manager to function. If no Job Manager is assigned, only users with Company Administrator or Job Administrator permissions can assign users to that job.

A Job Participant is any user associated with a job to receive updates and collaborate on its tickets. If a user is the Ticket Manager for at least one ticket assigned to a job, the system can automatically assign that user as a Job Participant for that job. Whether this automatic assignment is enforced depends on a company setting, which you can enable or disable based on how your organization works. For smaller organizations, enabling this option can save time by removing the extra step of manually adding users to jobs.

When automatic participant assignment is enabled, the system visually distinguishes between users who are explicitly added to a job and those who are included indirectly because they manage a ticket for the job. This helps administrators quickly identify how each user gained access. Job Participants are included in all outbound communications relating to tickets assigned to the job, ensuring they stay informed about updates, changes, and resolutions.

Users can manage a list of jobs from the Jobs Tab. Adding, editing, modifying or deleting jobs can all be done from the Jobs tab.

The Jobs Tab - shows the jobs list. The list dialogue displays all active jobs as a default. At the bottom left of the form the user can choose how many jobs that are visible (set to 25 of 125 records are displayed currently).

Clicking on the down arrow allows the user to change the number of records to display. In the example, there are only 25 of 125 records showing. The other records will display on page two, three, four, five and six. The user can change to displaying 100 records at once and 100 records would be shown on the list and the remaining 25 on page two.

Beside the Active tickets box is the Search box. You may search for a specific ticket number, Job name, Job number and that ticket will be displayed or group of tickets (if there is more than one assigned to a job number).

The User can add new jobs on the fly. Click on the "Add job" tab

The following pop up form opens. The User can assign a job number then the Job Name, Status (Active) and phase of the job.

Phase refers the stage the job is in, either New, Planning, Dig, or Completed.

The Ticket Required by Date refers to when you create a job that you are expecting to start. If you expect that job to have a ticket, you would enter the job required by date. The two days before the job, 811 spotter would send you a reminder to start the 811 ticket process. The Ticket required by date is the precursor to the ticket process.

Custom Fields and Look-ups

All companies have 5 text fields and 2 lookup fields by default. These fields can contain any values and have no business rules. Managing the extra fields can be done by contacting an 811spotter admin who'll be happy to customize the company job fields.

To edit a job select a job from the jobs list. The Job Form opens with all of the details about the job appearing on the right.

From here you can Close, Edit or delete a job. The tabs are locate at the top of the job form. Just click on the tabs.

Within the job form there are a number of tabs with information relating to the job.

First let's explore the details tab.

Displays all the editable fields

[Switch to Ticket Manager view] takes the user to Ticket Manager area and fills in the search for the current job (so the user just sees this jobs tickets)

The Ticket Tab shows all assigned tickets. The counter is green to give a hint that only the active tickets are counted in the counter. The user can toggle to display all tickets or just active tickets.

Jobs have their own notes (Separate from tickets). A User can choose to display all notes from assigned tickets or from Jobs. Additionally a new note can be added. Just add the note in the text box and click the "Add note" button. This adds the note to the list below.

Notes are displayed from newest to oldest as the example below shows:

The user can choose to check the "Include all ticket and ticket member notes" box - this ensures all notes related to that ticket as well as Utility members is visible.

Attachments are supplemental information about a job which may include maps, detailed photos of marks, or the job in progress - anything that gives context to the job. The User can view job-specific attachments, or show all attachments from all tickets (filter for just active tickets or all).

Each Attachment can be edited to include a description for quick reference. Just click on the image and then the "Description" button and the Edit Description Form opens up. Type in the description and then hit save.

Similar to Description, the Category can also be edited.

At the bottom of the form is an "Edit categories" button:

First select the attachment you wish to add a category to. If you don't see the correct category in the drop down list, you can create a new one. You can assign more than one category to an attachment.