When completing a work order in the Field Service App (FSA), technicians often need to add parts or articles that were used during the job. To streamline this process and ensure accuracy, the app provides a robust filtering system within the Used Parts section.
These filters help technicians quickly locate the correct parts from potentially large inventories, ensuring that only relevant, available, and appropriate items are added to the work order.
The filters for adding used parts during work order completion can be found within the Used Parts section of the work order in the Field Service App. Here’s how you can find and use them:
Open the work order you are working on in the Field Service App.
Navigate to the Used Parts section. This is where you add parts or articles used during the job.
When you enter the Used Parts section, the page allows you to search, browse, and add articles to your basket.
At the top-right corner of the article list view, you will find the filters( funnel icon) panel. Here, you can select how to filter the list of available articles. The default filter is Recommended Parts, but you can choose other filters such as Bill of Material, Product Groups, Trigger Groups, Categories, and Mileage/Travel Fee.
Click or tap the filter icon to select your preferred filter. Each filter provides a different way to narrow down the list of parts.
Below, we detail each filter available, how it works, and its practical use during work order completion.
Recommended Parts
This is the default filter when accessing the Used Parts section. It displays a list of parts specifically recommended for the current work order. Recommended parts can be added to the work order by the service manager on the portal or by the service model. Each recommended part may include a suggested quantity, making it easier for technicians to select the correct amount.
These recommendations are not mandatory but serve as a helpful guide, streamlining the process of finding and adding the most relevant parts. The recommended parts are stored in the system and linked directly to the work order, ensuring technicians see only the most relevant articles for the job at hand.
Note: Although the Recommended filter is the default in the Used Parts section, the default filter can be changed in the Field Service App settings under Preferences > Used Parts (Default Filters).
Bill of Material (BoM)
The Bill of Material filter presents a list of parts associated with the equipment linked to the work order. This list is unique to each piece of equipment and contains only spare parts, not every component used in production. Not all equipment will have a BoM, and locations never do.
The BoM filter helps technicians quickly find and select parts specifically designed as replacements or spares for the equipment being serviced, ensuring compatibility and accuracy. The list is organized by BoM groups, making navigation straightforward.
Product Groups
When the Product Groups filter is selected, a dedicated screen will appear, allowing the technician to browse and select across different product groups. Up to six product groups can be configured, and their order is determined by system settings.
Technicians can only select one group at a time to see all its subgroups, choose any subgroup, and click Apply Results to view its articles.
Once inside a subgroup, you will find:
A Reset button to return to all product groups
A Previous button to move one step back
A Show Results button to display all articles
When you enter a product group, it will display all subgroups of that group, with ALL shown at the top. Selecting ALL and clicking Show Results will display all articles in all subgroups. ALL is selected by default. You can also select a specific subgroup and click Show Result to display only the articles within that subgroup.
Only groups with available articles are shown, making it efficient to navigate large inventories and refine your search progressively.
Trigger Groups
Trigger groups are sub-groups of the last product group.
The Trigger Groups filter allows technicians to filter parts by sub-groups of the last product group. This filter works similarly to Product Groups but focuses specifically on the last product group in the product group list, enabling a more targeted search.
Only trigger groups containing available articles for the user and customer are displayed. Technicians can also search by keyword or select all articles within a trigger group. This filter is particularly useful when the technician knows the exact product group and sub-group needed, allowing for quick and precise part selection.
Categories
The Categories filter organizes parts into parent and child categories, displaying only those that contain articles or have subcategories with articles. Technicians can select a parent category to view its child categories, and only one category can be selected at a time.
This hierarchical structure helps users browse and locate parts based on their general classification, making it easier to find items when the technician knows the category but not the specific part. Parent categories can also contain articles.
Mileage and Travel Fee
This filter lists all travel or mileage articles. It ensures that travel and mileage costs are accurately recorded as part of the work order, separate from physical parts. By filtering for these items, technicians can quickly add relevant travel or mileage fees to the work order, ensuring complete and precise job costing.
Search Box
In addition to the filters, the search box is always present in the Used Parts section. This allows you to search for articles using keywords, part numbers, or other relevant details.
If you click into the search box and press Enter without typing anything, the system will display all available articles. This is useful when you want to browse the entire list of parts and do not know the exact name.
Barcode Scanning
To further streamline the process of adding used parts to a work order in the Field Service App, the Used Parts section includes a barcode scanning feature. With this tool, technicians can use their device’s camera to scan a part’s barcode.
Once scanned, the system will automatically search for and display the corresponding article in the list.
How to Use Barcode Scanning
In the Used Parts section of a work order, click the three-dot menu icon in the top-right corner.
Select the Scan option. This will activate your device’s camera.
Hold the camera over the barcode of the part you want to add.
Once the barcode is detected, the system will automatically execute a search.
The matching article will appear in the list, allowing you to review details and add it to your used parts basket.
Creating a New Part Using a Dummy Article
When adding used parts during work order completion, you may sometimes need to record a part that does not exist in the current inventory. It is important to note that you cannot create a brand-new article from scratch on the Field Service App.
Instead, you can only select and use an existing article that has been marked as a dummy article. Dummy articles serve as placeholders for parts not yet formally registered in the system.
How to Create a New Part Using a Dummy Article
Navigate to the Used Parts section within your work order.
Select the three-dot menu icon in the top-right corner and choose Create New. This opens a screen for creating a used part using a dummy article.
Select a Dummy Article: If only one dummy article exists, it will be selected automatically. If multiple dummy articles are available, you must choose one. If no dummy articles exist, an information message will appear, instructing you to ask your manager to create one on the portal before you can proceed.
Once a dummy article is selected, you can fill in or edit the following fields:
Article Name: The name to be saved for this part.
Short Description: A brief description of the part.
Unit of Measure: (e.g., piece, meter).
Article Price: The price for this usage.
Quantity Used: Enter the quantity used.
Click Add to Used Parts button to add the dummy article (with all entered details) to your used parts basket for the work order.
Note: If no dummy article exists, you must request your manager to create one in the system before you can proceed.
Edit or remove an article from the used part basket
To edit or remove an article or part entry, go to the basket by clicking the basket icon in the top right corner of the Used Parts section. Click on any article or part entry to edit it, to remove an entry, click the bin icon next to it.
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