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Alex Requirements 1 — Transcript

by Mkai Corporation · 2,330 words · 416 segments · language en · Watch on YouTube

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0:00client's portal.
0:05>> This is the client's portal.
0:08>> Yeah, the client's portal is on the
0:09right and this is our portal on the
0:11left. So, we're going to be taking
0:13information from our portal and putting
0:15it into the client's portal.
0:17Um
0:19so, we're just going into job lists.
0:26Uh
0:28So, we're just uh putting in the job
0:29number by removing any operation status,
0:31finding the job in the client's portal,
0:33which is this job here.
0:36So,
0:37uh I just need to do a subs request for
0:39this job.
0:41Subs request is is requesting codes that
0:44we charge for the works completed.
0:46>> Okay.
0:48>> So, uh you can get the codes uh cuz this
0:52job's been coded by our team over here.
0:54So,
0:55uh this code has been canceled. So, the
0:57code that came with the work order is
0:59incorrect code, so it needs to be
1:01removed, which is during the invoicing
1:03stage. And then this code here, which uh
1:06says variation requested, is the
1:08additional code that we need to be added
1:10into the client's portal.
1:13So, uh we go to on hold.
1:19Emergency work sheet requests.
1:22Add new services.
1:28Add the code.
1:31Select the code.
1:33So,
1:40select the
1:41location. So, this
1:44It's for the building.
1:50And the quantity.
1:52So, we're just uh pretty much copying
1:54this line item, quantity of one, the
1:57code, and we're putting into the
1:59client's portal here, the same code.
2:01>> Okay. The codes in the client's portal
2:04are already set up, and they will always
2:07be there. You don't need to add a new
2:09one.
2:11>> There's a schedule of rates, which is as
2:14as all the codes within it.
2:16If it's a code that's not there,
2:18we process it and then it will
2:20>> There's there's no such thing as there's
2:21manuals. So
2:23>> So you if you copy a code from here and
2:25you go to add new services, all all the
2:28codes that we have in our system are
2:30available in their portal as well.
2:32>> Okay.
2:32>> They are
2:33>> [clears throat]
2:33>> mirrored across like that.
2:35>> Cuz obviously that's a potential place
2:36for the bot to get stuck if there's no
2:38code.
2:39>> Yeah, so if the code exists here, it
2:42should exist
2:43in the client's portal.
2:44>> Gotcha.
2:45And sorry, Alex, just to go back one
2:47step. You said that the original code
2:49was incorrect or there was a a a
2:52variation. Is that going to happen on
2:54all jobs or just this particular
2:55example?
2:57>> Just just in this particular example.
2:59>> Okay.
2:59>> So during during during the current
3:01status, they they issued a work order
3:03with a code.
3:04>> Gotcha.
3:04>> And this code was just the incorrect
3:07code. So during the latest status in the
3:10invoicing status, we're actually going
3:11to delete this code.
3:13>> Okay.
3:13>> So typically the the
3:17it should say original work order
3:18approved.
3:20And that would be the code that came
3:21with the work order. So if it still
3:23applied, it would be in that status, but
3:24I changed it to canceled because it's
3:27it's no longer relevant. And I've
3:28actually zeroed out the quantity so that
3:30it doesn't come up on the invoice as a
3:32price.
3:33>> Okay. So as far as the bot goes, if the
3:38if you can scroll to the right again
3:40so I can see that field.
3:41Yeah, so if that is it tracking
3:44>> tracking center [clears throat]
3:45>> center. So if that's canceled, then
3:47that's when you need to go and enter a
3:49new code. But if it's not canceled,
3:50you'll just enter the the one code
3:53that's there that the approved one, is
3:54that right?
3:55>> So, if if you see variation requested,
3:59that means that we need to request this
4:01code. So, once the
4:03code has been approved, so at the moment
4:06it's showing draft.
4:08After we submit the request in the
4:10client's portal, this will go to
4:12submitted.
4:13>> Mhm.
4:13>> And then it should
4:15once it's approved, we can actually
4:16mirror it on our side and do variation
4:18approved or variation rejected if they
4:21do reject the code.
4:22>> Okay. But again, that has to be done
4:24manually because they don't allow API
4:26access, correct?
4:28>> Correct, Tina.
4:28>> Okay.
4:29>> So, typically for any works that are
4:34underneath the responsive limit,
4:36we don't need to send through a
4:38supplementary works form, but for this
4:40example I can show you.
4:42So, they
4:44they [clears throat] use
4:46It's called
4:48It's Formitize, yeah.
4:51So, in documents,
4:53supporting documents, there's a web
4:56link. If you click on this, it opens up
4:58a Formitize document and this document
5:01needs to be submitted for supplementary
5:03works requests over a certain amount.
5:06It's $450.
5:08>> Yeah, okay.
5:09Cool.
5:11>> So,
5:12on this form, um
5:14these forms are used in a few different
5:17examples like
5:19extension of time request, this is a
5:21supplementary works request, job
5:24cancellations.
5:26There's a few different examples, but
5:28for this one supplementary works
5:30request,
5:31there's a few mandatory fields. So, the
5:34facility reference number is just the
5:36the job number which I can copy from
5:38here.
5:40The contract area
5:42we take from the
5:44When you need to do reference everything
5:47back from verify to do anything until
5:49they push that one.
5:51>> Sure. So, over in
5:53over in Arrow Flow, if you scroll down
5:55to the the first document, this is the
5:59import attachment. So, this is the
6:00original work order.
6:03Uh, on this work order, it has the
6:07uh, area.
6:08So, this is CA2.
6:10On the form, we need to do contract area
6:12CA2.
6:13>> We we can pull it in a way where we can
6:15set that up as a custom field. So,
6:16that's at the top of the of the work
6:18order. So, it comes as a an extracted
6:21number, or it's somewhere there more in
6:24the
6:24when we're importing the job.
6:27Uh, we can we can change that
6:28on the initial import stage when the job
6:30comes in from the client.
6:34>> Uh, so, the request type is new codes
6:36required, which is yes.
6:38Amend required, no. So, that would be if
6:41it means the code and we wanted to
6:43increase the number.
6:44Number. So, this is no. And then, EOT
6:47required, uh, would be no this example.
6:53So, work program.
6:55Uh, this is a responsive or all the work
6:57orders come through as responsive.
7:01Uh, it will ask for
7:03work category. It's always priority
7:05repairs.
7:07And then, work priority, which
7:12>> 24 hours.
7:13>> hours.
7:14It's this is also in
7:16uh, Arrow Flow. Here in the priority,
7:19we've got the priority there.
7:21>> Mhm.
7:22>> It is 24 hours.
7:24>> Need to put in the email address of the
7:26person who's going to be receiving the
7:27form.
7:36Is the property being made safe? Yes.
7:38And then, this is the reasoning for the
7:40request. include no.
7:43Um so for the details for the request,
7:47we always put a comment which which can
7:49just be copied and pasted.
7:51So this comment goes in here.
7:56And photos need to be dragged and
7:58dropped into this location here. So
8:01these photos opened up, saved to the
8:04desktop.
8:06And then once they are all saved
8:14it needs to be dragged over to the form.
8:32I grabbed two extra quiet because the
8:34component's BR. So in this situation
8:36it's no.
8:37>> Sorry.
8:37>> to be a stable.
8:38>> What what's BR?
8:40>> So BR means beyond economical repair.
8:45The only The only times when this would
8:48need to be selected as yes is
8:50if an appliance needs to be replaced
8:52which is not a cooking appliance.
8:55So that would be like a range hood or a
8:57washing machine. They go They will raise
9:00a a different type of work order which
9:02is not responsive. It's programmed.
9:05So this is just an action for the client
9:07to raise new work order.
9:10So like 99% of the time this is just
9:12going to be a no.
9:14>> But you said if it's a cooking if it's a
9:16oven, microwave
9:19>> So if it if it's a non-cooking
9:20appliance, so if it's a range hood, if
9:22it's a washing machine,
9:24dryer, a dryer, they're the instances
9:27where they need to raise a programmed
9:28work order.
9:29Um see programmed works. But cooking
9:32appliances are done under responsive
9:34work order.
9:35>> Right. Okay.
9:37>> Um
9:38yeah.
9:39So we submit this form.
9:51So what will happen now is I'll receive
9:53an email with a PDF of that form.
9:59Just checking over here. So we have the
10:00the code ready to go.
10:04The comment needs to be added into
10:06reason comments.
10:07So the same comment from the subs
10:09request can go here.
10:33It's usually a 30 seconds to a minute it
10:35takes for the email to come through.
10:55So if it's
10:57So this is the form here.
11:00We
11:00save the form.
11:06Into supplementary works evidence.
11:08Click on the upload.
11:11Select on the date, today's date.
11:14I just copy this.
11:17This is Q6 supporting documents. Put it
11:19in the description.
11:23Find the document which is this one
11:25here.
11:27Touch the document.
11:29Hit upload.
11:32PDF is attached.
11:36And then we're going to hit
11:40If you upload a document, the the
11:42comment that goes here gets removed.
11:45>> All right.
11:48>> So the that comment actually needs to be
11:50added the very last thing before you hit
11:52submit.
11:54Then you hit submit.
12:01So now change the job status to on hold
12:03variation and then
12:04>> Like that's probably one of the hardest
12:06steps that we do a lot of
12:08changing and and a lot of different
12:09variables to to the information that we
12:12put right in. I I did notice there was a
12:14few things where like we had to go to
12:16certain sections to grab that
12:17information, but we can maybe have a
12:19chat on our side about how we can
12:21actually provide that information in a
12:24in a way where it can maybe even send it
12:27out as a report for the bot and and work
12:29it by our one on one situation.
12:31Um
12:32so then we can have like at a certain,
12:35you know, every hour
12:37we can have a report maybe extracted
12:38from our system or certain fields um and
12:41what status that job's in. So then the
12:44bot can go [clears throat] off that and
12:45go in and do all of it if we have to.
12:48Um
12:49that's probably I would say maybe the
12:51easiest way
12:52to get the information
12:54simplified and sent over, but that's the
12:57way the client's portal operates.
13:00>> Okay. So a couple questions. This
13:04um
13:04Ventia, is this for one client or all
13:08clients?
13:08>> This is This is for one client.
13:10>> Okay. And is there other separate
13:13portals that will require similar thing
13:15or we just going to work on this one?
13:16>> probably another four.
13:18>> Okay. So got you. So this is basically
13:20for this particular client only and then
13:22there'd be a similar
13:24thing for others.
13:26Does Gretchen or anyone in the group
13:28here already do this
13:30um
13:32data entry work?
13:33>> I do do some of that, yes.
13:35>> Have they
13:36Do they have like a like a step-by-step
13:39instructions that I can pair with the
13:41video?
13:41>> Uh
13:42Gretchen should have that.
13:44Okay. Gretchen should have
13:46>> All right, cuz that'll be helpful,
13:47obviously.
13:48>> She's got She's got a work file most
13:49things, but she should have that.
13:51>> Okay. Cool.
13:55And then how many of these per day
13:59are needed to be done?
14:02>> Depends.
14:03Depending like if between all blinds,
14:06probably about a hundred.
14:07>> Yeah.
14:08>> Okay.
14:09>> But around a hundred a day, and it's
14:11and there's there's an there's an onflow
14:13from that because each portal is
14:15different.
14:16>> Yeah.
14:16>> The workflow remains the same.
14:17>> Correct.
14:18>> So where we get the information from, it
14:20might just go to a different company
14:21portal to someone else's portal, but
14:24it's the same information that flows.
14:26>> Mhm.
14:27>> When Alex needs me for a custom field,
14:29maybe we can get him to set that up.
14:31That will take us 30 seconds to do as a
14:34custom field. So the bot could know
14:36knows where to go to to extract that
14:38information.
14:39>> Every time.
14:40>> The same thing for potentially uh I just
14:42wrote down the interview order of the
14:43notes. And we can set up a folder inside
14:46the documents which says whatever we
14:48want it to say, not AI but obviously, um
14:51where the bot could go to and get and
14:53get photos and and all that.
14:55>> Yeah.
14:55>> So there So we can adjust their flow to
15:00make it smoother for the bot to take
15:03that process away.
15:04Um and I'm not sure about the the final
15:08human is there a human factor we want to
15:10push the button? The final
15:11>> There there'll be there'll be multiple
15:13steps that the bot will have to do
15:16um from what we've gathered, but that's
15:18sort of the most complex one. So there
15:21could be ones where for like an EOT
15:23application, um
15:26what else, Chase? Um
15:28You got the sub works request, then
15:29you've got um
15:31job completion. So, once the the codes
15:33have been approved Uh after this was
15:36done, the uh status was changed to
15:39uh completed uh awaiting variation
15:42approval. So, this will go from on hold
15:46to in progress and variation approved.
15:49Once that's approved, we can complete
15:51the work order, which is uploading
15:54completion photos, risk assessments,
15:56completing the job. And the last step is
15:59invoicing the job.
16:01>> Okay. Cool.
16:03Do you guys have time to run through one
16:05more example that I can get on
16:07um record just to have another um
16:10example?
16:11>> Don't have a subs request, but I can
16:13give you like a job completion.
16:15>> Okay. Let me just

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