your home screen in Anvil. This is where

the

Phase details are for every phase linked to Work Orders assigned to you.

You may not be assigned to every phase of every work order you’re assigned to, but you can access information on all of them, here.

The Work List module is also where you log your time (See Anvil > Timecard Entries).

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Once

you’ve entered the Work List

module, you’ll see a screen called All Phases, which is

a full, unfiltered list

:

1. Phase Listing Icons - When viewing a work list

1. ,

1. learn more about each phase at a glance by looking at the

1. icons at the right of each listing.

2. Swiping Left on a Phase - Provides quick access to commonly used features

1. (e.g., entering time worked on a phase). All of these features are also available in the Phase Details.

2. Phase Details -

1. The full details of each phase.

1. Phase Listing Icons mostly signal what can be found

1. here, and Swiping Left on a Phase

1. provides quick access to just a few features that are also available

1. here.

Each phase in your Work List has 4 icons. If dark gray, it means the feature associated with that icon is active

.

Below, we

describe each icon, starting with the Scheduled Phase Assignees

icon

.

Preventive maintenance (PM) refers to ongoing, routine maintenance tasks/phases. The wrench icon shows up on the right side of (see screenshot below) Preventive Maintenance (PM) phase listings. This is not an interactive icon, and only signals that it’s a PM phase with checkpointsthese phases.

All PM Phases have a list of checkpoints to follow that are specific to the task to complete. If there is a green dot next to the wrench icon, it means either all of the required checkpoint fields have been filled out and saved by the Technician assigned to the phase, or that there are no required fields.

If there is no green dot next to the wrench icon, it means there are required checkpoint fields that have not been filled out.

If you see the active (dark gray) paperclip icon on a phase listing, that means there are Related Documents attached to the phaseit. When you click anywhere on the phase listing to open it the Phase Details window, you will find links to relevant documents or images that have been attached to the phaseit.

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swipe left on a phase

to reveal more options

, which vary depending on your

role

:

Supervisor - Assign Person, Update Status & Add Note
Coordinator - Same as Supervisor as they often back the supervisor up
Lead Technician - Same as Supervisor, in most cases

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Technician - Add time, Update Status & Add Note

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Assign Person allows a user in a lead role to assign additional shop persons to the phase and designate a primary shop person, if they want.

After clicking on Assign Person, a window will pop up that lists all existing , listing shop persons assigned to the phase. Click the drop-down menu at the bottom to add available shop persons. Optionally toggle on Primary to assign a primary shop person.

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Another option when you swipe left is Add Time.

When you click on Add Time, a window will pop up from where you can add regular, overtime or other time entry types worked on a the phase.

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Another option when you swipe left is Update Status.

In the screenshot example below, the Status is set to Assigned. If you want to change that, one way is by you can left-swiping swipe on the phase listing, and then clicking click on Update Status.

After you click on Update Status, a A Phase Status Update window pops up, where you can select a different status from the drop-down menu and add an optional note to the phase.

These notes will show up in the Phase Details for that specific phase when you open it up and click on Notes Log or WO Notes.

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Here is an example of what a technician will see when they swipe left on a phase listing. Here, we now see the option to Add Note.

After clicking on Add NoteWhen you click on it, the Add Note to Phase window will pop up.

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Click anywhere on a phase to open the Phase Details.

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A window pops up from where you can both

view and add more details

to the phase.

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In the following sections, we’ll cover the Phase Details in more detail.

The first icon is the Add Note to Phase icon.

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This Add Note to Phase window works exactly the same as when you left-swipe on a phase listing and click on Add Note. Image Added

⚪ Add Note(s)

When you click on the Add Note to Phase icon, a window will pop up where you can add notes.

Click Cancel at the bottom-left of the Phase Details screen, the Add Note to Phase window will pop up. Here, you can add any relevant notes for the phase you wish to add.

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This Add Note to Phase window works exactly the same as when you left-swipe on a phase listing and click on Add Note. Image Removed

To back out of this page, you can also click Cancel at the bottom-right of the window.

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When adding a note, click on the drop-down arrow next to Note Type.

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A list of options will pop up. Click on an option to make your selection.

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In this example, I selected WCC for the Note Type.Type right to back out of this window.

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When adding a note, click on the drop-down arrow next to Note Type.

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A list of options will pop up. Click on an option to make your selection.

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Type your notes in the Notes field, using the keyboard that slides up onto your screen.

Click Save when you are done. If you change your mind, you can click Cancel on the bottom-right of this window to back out of the screen without saving anything.

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⚪ View Note(s)

After you hit Save, the window will close and you’ll be taken back to the Phase Details screen without saving.

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⚪ View Note(s)

To view your notes and other notes on notes added to the phase, click on Notes Log from the Phase Details screen.

After clicking on Notes Log, the Phase Notes window pops up, showing the last entry we just created. Click Close at the bottom-right of this window to back out of the screen, or click Add Note to enter another note.

If you hit Add Note, you can repeat the above process to add another note to the Note Log for this phase.

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Click on WO Notes from the Phase Details screen.

The exact same note that we just viewed under Notes Log also shows up in the WO Notes / Header Notes.

The second icon in the bottom row of the Phase Details screen is the camera icon. Click on it when you need to add images to the phase record.

When you click on the Camera icon, you have two options: You can take a photo from your iPad, or you can use an existing photo from your gallery.

⚫ From Camera

Back to Top

First, we’ll click on the From Camera option.

Next, your device’s camera will take over the screen. Take a photo the usual way, by clicking the Click the white camera trigger on the right of the screen, or click Cancel to cancel this option.

Next, you will have the option to either Retake the photo or you can click on Use Photo if you are happy with your results.

⚫ From Gallery

Back to Top

Next, we’ll use the From Gallery option. If you don’t want to take a new photo and already have the image you want to attach sitting in your Gallery, select From Gallery instead of From Camera.

After you click on From Gallery, all of your stored photos on your device will pop up. Click on the photo you wish to use.

⚫ Related Docs

Back to Top

After the photo uploads to the Phase, click on the Related Docs link in the Phase Details screen to view it.

After clicking on Related Docs, the Related Documents screen pops up.

If you close Close out of Related Docs and then close out of Phase Details and view the phase listing, you will see that adding in your Work List. Adding a photo to a phase using the method above will add a turns on the paperclip icon to the phase listing.

Click anywhere on the phase to open the Phase Details again.

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And here we are again, where you can click

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Click on Related Docs to view the image we just attached to that specific phase (and work order).

The third icon, the Phase Status Update feature, can add a note to the phase in the Notes Log, and it also of a clipboard with a checkmark, updates the Phase Status. Since the primary purpose is to update the phase status, adding a note to the Notes Log is optional.

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Info
This Phase Status Update window works exactly the same as when you left-swipe on a phase listing and click on Update Status. Image Added

Click on the Phase Status Update icon to open the window for that feature. By default, the current status populates the New Status box field. You must select a new status to be able to save, since this feature is for updating the status.

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This Phase Status Update window works exactly the same as when you left-swipe on a phase listing and click on Update Status. Image Removed

To set change the New Statusstatus, click on the drop-down arrow for that field and make your selection from the list. Here, we don’t update the status yet, to demonstrate what happens.

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The list below is unique to the supervisory role.

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If you decide to add a note to the Note Log, click on the drop-down arrow for the Note Type field as well, and make a selection from that list.

Enter your notes in the Notes field.

In the screenshot below, the Notes have been entered (“Test”) and the Note Type has been selected (WCC, aka Work Control Center). But Save is grayed out because the status hasn’t been updated. As mentioned earlier, you must select a new status to be able to save, since the purpose of this feature is to update the status.

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Update the Status. Now, Save turns blue and you’re able to save the updated Hit Save to update the status (and optional notes if you decided to add a note to the Note Log, as well). Here, we update the status from Assigned to Planning.

Once you hit Save, the Phase Status Update window closes, and you’re back to the Phase Details screen. If you look up at the phase status Status at the top-right, you will see that it has now changed from Assigned to Planning.

The Notes Log count (the number in parentheses next to Notes Log) will have also increased by 1, if you also added a note to the Phase Status Update.

If you click on Notes Log, it will open all the notes for the Phase, including the one we just entered via the Phase Status Update icon/feature. Click Close at the bottom-right of the window to back out of this screen.

Click on WO Notes from the Phase Details screen.

The exact same note that we just viewed under Notes Log also shows up in the WO Notes / Header Notes.

You can also log time worked on a phase through the Phase Details screen, by clicking on the fourth icon, the clock icon.

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Info
This time entry method works exactly the same as when you swipe on a phase listing and click on Add Time. Image Added

Tip
There are multiple ways to log your time. The details of this and other time entry methods are are described in the Timecard Entries tutorial.
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This time entry method works exactly the same as when you left-swipe on a phase listing and click on Add Time. Image Removed

The Phase Assignments feature is for adding additional shop persons to the phase. Phase Assignments, or shop persons assigned to the phase, can be accessed by clicking Click on the fifth/assignees icon at the bottom of the Phase Details screen.

When you click on the users icon, the The Phase Assignments window opens up.

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When you click Click on the Available Shop Persons drop-down arrow for the Available Shop Persons field, a list of available shop persons will show up. .

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Make your selection from the list of available shop persons.

In the example below, I’m in a different phase from the one above, but it’s the exact same feature. Below, I select Sandra Henley as the Available Shop Person, and switched her from Not Primary to Primary. Click Save.

Now, Sandra Henley has been added as a under the Shop Person at the top, column and under the Primary? column, the value is set to Yes. You can add Add more Available Shop Persons or , click Close to back out of this screen.

Again, depending on your role, you may not have access to the Assign Person optionthis feature. Roles like Supervisor vs Technician have different access and capabilities within the Anvil app.

Preventive Maintenance (PM) phases are marked with the wrench icon. This means there are checkpoints that need to be completed in order to fulfill the phase/task.

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The final icon at the bottom of the Phase Details screen is the Room Schedule icon. If the icon is blue, you can click on it to view the room schedule for the space that is tied to the Phase.

If there is any information on the room, clicking Click on the calendar icon will to pull up in the Room Schedule window. In the case below, Anvil was not able to find any information for this room.

This is what it looks like when Anvil finds room schedule information.

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If Notes Log is grayed out (see screenshot, below), that means there are no notes attached at that moment. If it’s blue, that means there are notes attached. If there are notes attached, there should also be a number next to it in parentheses, listing how many notes are blue/clickable, there are notes attached.

When you click on Notes Log, a window pops up, the Entry Date and time for each note, the person who entered the note, and the actual Notes. In the example below, I entered 2 very short notes (“Test” and “Test 2”).

You can either click on Add Note to add your own note to this list, or you can press Close to back out of this window when you’re finished.

.
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If you click on Add Note, an Add Note to Phase window

pops up. This is the same

window that pops up when you left-swipe on a phase listing and

choose Add Note from there.

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When you add a note to the phase as described above, the exact same note is added to the WO Notes log that the phase is linked to.

There are other ways notes can be added to a phase. The method above doesn’t work for adding notes if you can’t click on Notes Log yet (when it’s grayed out because no notes have been entered yet).

Click on All Phases lets you to view a list of all of the other phases that are associated with under the same work order as the phase you currently have opened.

After clicking on All Phases, a window with all of the other associated phases opens up. Swipe to scroll up/down the list. Each listed phase has the phase number at the top-left along with other basic stats and descriptions.

Click Close at the bottom-right of the screen to back out of this windowwhen done viewing.

WO Notes (or Work Order Notes) are a similar to the Notes Log, but it also includes all the notes on the Work Order (including Notes Logs of all the associated phases).

If WO Notes is grayed out, that means there are no notes for the linked work order. If it’s blue, you can click on it to view the WO Notes.

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After clicking on WO Notes, a window will pop up, called Header Notes, which (similar to Notes Log for the phase) While Notes Log shows notes entered on the phase you’re currently viewing, WO Notes (Work Order Notes) includes notes for all phases under the work order, including the one you’re currently viewing.

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Click on WO Notes. lists the Entry date and time, who created the entry, and the Notes, which include the phase number.

When you click Click on Extra Desc from the Phase Details, you can to read additional information on the phase. Swipe up and down to scroll through the entire message. When you’re finished, click Close at the bottom-right to back out of this window.

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The Extra Description is usually just the call log information, but can be edited by anyone with edit rights. In the screenshot above, the user has read-only rights.It includes the call log information and any other information entered by Work Control. Hit Close when finished.

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Related Documents are documents including PDFs and photos that are relevant files attached to the phase. If the Related Docs link is blue/clickable, click Click on it to view all of the related documents.

When you click on Related Docs, a A window pops up (screenshot below), listing all the documents that were attached that are related to this and other associated phases.

At the top of the list is a section The top section is called Attached to this Phase, which lists listing attached documents for the current phase you are viewing. The next section below that is called Attached to another Phase. This section lists documents attached to other phases (and phase number) linked to the same work order. The phase number is also included per listing under this section.

Each listing also includes the name of the person who added the document (Added By).

Click on any document listing to open it. Or, to back out of this window, click Close at the bottom-right or hit Close when done.

When you click on a document from the list, it will open it for you to view. When you’re done, click Click on a document to view it. Click on Anvil at the top-left corner of your screen to return to your previous view in the Anvil appexit.