Work List

We are now in the first view that comes up after clicking Work List, a full list of phases you’re assigned to. Some phase listings have a person icon. That means there are other people assigned to the phase as well. If you click on the it, a separate window will pop up, listing Scheduled Phase Assignees and dates for the specific phase listing you clicked the person icon from. Click Close when done viewing.

Preventive maintenance (PM) refers to ongoing, routine maintenance. If you only want to view PM tasks, you can click on the wrench icon at the top-left of your screen.

The wrench icon shows up on the right side of the phase listing (see screenshot below) for Preventive Maintenance (PM) phases.

If there’s a green light next to the wrench icon, it means the phase/task has been closed, closing, pending, or work in progress. If the wrench icon is there without a green light, it means it’s assigned.

If you see a paperclip icon on a phase listing, that means Related Documents are attached to it. That means when you click anywhere on the phase listing to open it, you will find links to relevant documents or images you or others have attached to the phase. This will be covered in more detail in the section further down about Phase Details.

Every phase has the option to save it under your Favorites collection. By default, nothing is favorited to begin with, and the star icons are greyed out (on the right of each phase listing).

If you want to favorite a phase, tap on the star icon on the right of the phase listing. The stars will then turn blue.

To view all your favorited listings, simply click on the star icon at the top-left of your screen. It will only show you the phases you starred.

When you swipe left on any phase listing from any screen, three more options are revealed, and they vary depending on your role. For example, a supervisor would see: Assign Person, Add Time, and Update Status. And a technician would see: Add Time, Update Status, and Add Note.

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

After clicking on Assign Person, a window will pop up that lists all existing shop persons assigned to the phase. To Add a New Shop Person, you can click on the drop-down arrow next to Available Shop Persons to see who is available.

Click on the available shop person you wish to add.

Toggle the switch from Not Primary to Primary if you want to make this new shop person the primary assignee on the phase. Click Save on the bottom-left of this window to save your changes, or click Close to back out without making any changes.

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 types worked on a phase. This feature is described more in depth in a later section on this page.

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 clicking on Update Status after left-swiping on the phase listing.

After you click on Update Status, 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. This feature is described more in depth in a later section on this page.

People with access to a phase can read and add notes about the phase to help keep everyone on the same page. It’s useful to keep all the phase notes in one spot, so nothing is overlooked.

If Notes Log is grayed out, 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 attached.

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

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.

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).

In the Phase Details screen, clicking on All Phases lets you view a list of all the other phases that are associated with 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 and 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 window.

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), which is one level above the linked phase that we are viewing the details of.

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.

After clicking on WO Notes, a window will pop up, called Header Notes, which (similar to Notes Log for the phase) Lists the Entry date and time, who created the entry, and the Notes, which include the phase number.

When you click on Extra Desc from the Phase Details, you can 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.

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

When you click on Related Docs, a window pops up, 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 called Attached to this Phase, which lists 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 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.

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

Next, let’s walk through each icon from the row at the bottom of the Phase Details screen, starting with the Add Note to Phase icon.

When you click on the Add Note to Phase icon, a window will pop up. Here, you can add any relevant notes for the phase you wish to add. To back out of this page, you can also click Cancel at the bottom-right of the window.

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

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

In this example, I selected WCC for the Note Type. Type your notes in the Notes field, using the keyboard that slide 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.

After you hit Save, the window will close and you’ll be taken back to the Phase Details screen. To view your notes and other notes on the phase, click on Notes Log.

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.

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 pull an existing photo from your gallery.

Here, 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 white camera trigger on the left 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.

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.

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.

There are 3 sections to this list. One is for images and docs Attached to this Phase. The next are for images/docs Attached to another Phase. The third section lists images/docs Attached to the Work Order.

Like all phases, the phase we added the image to is attached to a work order. Thus, the image we just added to this phase will be listed under both Attached to this Phase and Attached to the Work Order, for the work order this phase is linked to.

Adding a photo to a phase (from the phase’s Phase Details screen) using the methods above will add a paperclip icon to the phase listing when you’re viewing phases from any screen in Work List mode.

Click anywhere on the phase to open the Phase Details.

And here we are again, where you can 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 updates the Phase Status. Since the primary purpose is to update the phase status, adding a note to the Notes Log is optional.

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

To set the New Status, click on the drop-down arrow for that field.

If you decide to add a note to the Note Log, click on the drop-down arrow for the Note Type field as well.

Enter your notes in the Notes field (optional).

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.

Update the Status. Now, Save turns blue and you’re able to save the updated 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 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.

From the Phase Notes screen above, if you click on Add Note (at the bottom-left of the screenshot above), the Add Note to Phase will pop up, to add a general note to the Note Log, not another Status Update with note.

To add Status Updates, you will always need to will always need to start from the top Phase Details screen and click on the Phase Status Update/third icon at the bottom.

Another way to access a phase’s Update Status feature is by left-swiping a listed phase from any phase listing screen, and then clicking on Update Status on the far right.

After clicking on Update Status, the same Phase Status Update window will pop up, from where you can quickly update the status and add an optional note to the Note Log.

You can also log time worked on a phase through the Phase Details screen. This isn’t the only way to enter your time, but we’ll touch on that here, since it is a Phase Details screen feature, and the fourth and next icon we will go over.

Click on the fourth icon, the clock icon if you want to enter time on this phase.

When you click on the clock icon, a window opens up with a list of time entries you’ve entered so far on this phase, at the top, for the specific phase you are viewing. Next to Time Entry at the very top, you will see the Work Order number followed by the Phase number, with a slash between them.

Towards the bottom of the Time Entry screen is the Add New Entry section. The Time Type defaults to Regular. Click on the drop-down arrow for the field to view the other available options.

Examples of other Time Type options include on-call and overtime (OT). Click on your selection.

The Labor Class field auto-populates according to your profile, and you won’t need to change that once it’s set up correctly. But if you click on the drop-down arrow, you can view all of the other values under this field.

Click on the Work Date field, directly on the date, to adjust it. Be sure you’re entering time under the correct date.

When you click in the Work Date field, you can Select the Work Date you’re entering time for, by scrolling to the correct month, day and year. Notice the day of the week appears in light gray at the bottom-center of the pop up screen, depending on the date you choose. Click Done to make your date selection, or click on Cancel to back out of this pop up.

The Time Description is optional, meaning you are able to make time entries while leaving this blank (check with your manager to see what they prefer), but it’s helpful to have what was done on the record.

You can also add a note to the Phase’s Note Log, here. This is also optional. Click on the Note Type drop-down arrow to help describe the type of note you’re adding to the phase Note Log.

Click on a Note Type from the drop-down menu.

If you entered a Time Description, and want to copy it over to the Note Log via the optional Phase Note field, you can click Copy to Phase Note to copy what you entered into Time Description into the Phase Note as well. When the Phase Note is filled out, it gets copied to the Note Log. Alternatively, you can make unique entries for the Time Description and for the Phase Note.

Lastly, if the work you performed for this time entry falls under one of the four categories listed under Differentials, click on the check box under the correct option. If the type of work performed falls under one of these categories, you are entitled to additional hourly pay. Check with your manager for a full description of differentials.

Lastly, don’t forget to enter the time worked in the Hours field. In this example, I enter 4 hours. When you are finished, click Save to add your time entry.

Once you hit Save, you will see your entry added to the top portion of the Time Entry screen. Because I clicked on Essential under Differentials, there is one line with 4 hours at the regular rate, and an additional line with the same 4 hours entered at the Essential rate that’s added on.

When we were creating the time entry earlier, we entered notes in the optional Phase Notes field. That note is added to the Notes Log, and can be viewed by clicking on Notes Log in the Phase Details screen.

When you click on the Notes Log link, the Phase Notes window opens up. The last listed note in the screenshot below is what we entered via the Time Entry feature, earlier.

That same note is also added to the WO Notes, for the work order this phase is attached to.

When you click on WO Notes, a window called Header Notes pops up. Anything added to the phase Notes Log is also added here, because it’s relevant to the work order under which the phase is linked.

Outside of the Phase Details screen, another way to access the Add Time feature is by left-swiping a listed phase from a phase listing screen, and then clicking on Add Time on the right.

When you click on Add Time, the exact same Time Entry screen pops up. You can add time with all the same options we had when entering time by clicking on the clock icon at the bottom of the Phase Details screen as we did earlier.

There is yet another way to add a time entry in Anvil that we will cover further along in this tutorial.

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 on the fifth icon at the bottom of the Phase Details screen.

When you click on the people icon (screenshot, above), the Phase Assignment window opens up.

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

In the example below, I’m in a different phase from the one above, but it’s the exact same feature. I selected 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 Shop Person in the list at the top, and under Primary? the value is set to Yes. You can add more Available Shop Persons or, click Close to back out of this screen.

As mentioned earlier in this tutorial, there is a second way to add additional shop persons to a phase (see Phases > Swiping Left on a Phase for more details). From any phase listing screen, simply swipe left on the listing and click on Assign Person to bring up all of the same options we covered above.

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