541 lines
24 KiB
Markdown
541 lines
24 KiB
Markdown
# Services
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To properly maintain a fleet of vehicles, regular maintenance as well as periodic repairs are
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needed. Scheduling repairs and managing services for an entire fleet is necessary to ensure all
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vehicles are in good working order when they are needed.
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(fleet-service-form)=
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## Create service records
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To log a service for a vehicle, go to the main {guilabel}`Services` dashboard by navigating to
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{menuselection}`Fleet app --> Fleet --> Services`. Open a new service form by clicking the
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{guilabel}`New` button in the top-left corner.
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Fill out the information on the form. The only two fields that are required to be populated are
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{guilabel}`Service Type` and {guilabel}`Vehicle`.
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The service form automatically saves as data is entered. However, the form can be saved manually at
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any time by clicking the {guilabel}`Save manually` option, represented by a {guilabel}`(cloud
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upload)` icon.
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The fields on the form are:
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- {guilabel}`Description`: enter a brief description of the service.
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- {guilabel}`Service Type`: select the type of service performed using the drop-down menu. Or, enter
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a new type of service, and click either {guilabel}`Create "service type"` or {guilabel}`Create and
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edit...` to {ref}`add the service type and configure it <fleet/new-type>`.
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:::{important}
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{guilabel}`Service Types` are **not** pre-configured in Odoo. When logging a service for the
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first time, the *type* of service needs to be {ref}`created <fleet/new-type>` before it can be
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selected.
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:::
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- {guilabel}`Date`: using the calendar popover window, select the date the service was provided, or
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is scheduled to be performed. Navigate to the desired month using the {guilabel}`< > (arrow)`
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icons, then click on the date to select it.
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- {guilabel}`Cost`: enter the cost of the service.
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- {guilabel}`Vendor`: select the vendor who performed the service using the drop-down menu. If the
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vendor has not already been entered in the system, type in the vendor name, and click either
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{guilabel}`Create` to add them, or {guilabel}`Create and edit...` to {ref}`add and configure the
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vendor <fleet/new-vendor>`.
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- {guilabel}`Vehicle`: select the vehicle that was serviced from the drop-down menu. When the
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vehicle is selected, the {guilabel}`Driver` field is populated, and the unit of measure for the
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{guilabel}`Odometer Value` field appears.
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- {guilabel}`Driver`: the current driver listed for the selected vehicle is populated when the
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{guilabel}`Vehicle` is selected. If the driver needs to be changed, another driver can be selected
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from the drop-down menu.
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- {guilabel}`Odometer Value`: enter the odometer reading when the service was done. The units of
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measure are either in kilometers ({guilabel}`km`) or miles ({guilabel}`mi`), depending on how the
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selected vehicle was configured.
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When the {guilabel}`Vehicle` is selected, the unit of measure for this field is populated. This
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comes from the vehicle form.
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:::{tip}
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To change from kilometers to miles, or vice versa, click the {guilabel}`Internal Link` button
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to the right of the vehicle selected in the {guilabel}`Vehicle` field.
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Change the unit of measure, then navigate back to the service form, via the breadcrumb links.
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The unit of measure is then updated in the {guilabel}`Odometer Value` field.
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:::
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- {guilabel}`Notes`: enter any notes for the repair at the bottom of the service form.
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```{image} service/new-service.png
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:align: center
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:alt: Enter the information for a new service. The required fields are Service Type
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: and Vehicle.
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```
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(fleet-new-type)=
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### Create service type
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Service types must be created from a service form. There is no other way to access the list of
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service types.
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On the {ref}`service form <fleet/service-form>`, type in the name of the new {guilabel}`Service
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Type` in the corresponding field. Then, click {guilabel}`Create and edit...`, and a
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{guilabel}`Create Service Type` pop-up form appears.
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The service type entered on the service form automatically populates the {guilabel}`Name` field,
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which can be modified, if desired.
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Then, select the {guilabel}`Category` for the new service type from the drop-down menu in that
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field. The two default options to choose from are {guilabel}`Contract` or {guilabel}`Service`.
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Additional categories **cannot** be created.
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If the service applies to **only** contracts or services, select the corresponding
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{guilabel}`Category`. If the service applies to **both** contracts *and* services, leave this field
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blank.
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When done, click {guilabel}`Save & Close`.
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(fleet-new-vendor)=
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### Create vendor
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When a service is done for the first time, typically, the vendor is not in the database yet. It is
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best practice to add the full details for a vendor in the database, so that any necessary
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information can be easily retrieved.
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On the {ref}`service form <fleet/service-form>`, type in the name of the new {guilabel}`Vendor` in
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the corresponding field. Then, click {guilabel}`Create and edit...`, and a {guilabel}`Create
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Vendor` form appears.
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The vendor name entered on the service form populates the {guilabel}`Name` field, by default. This
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field can be modified, if desired.
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:::{note}
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Different tabs or fields may be visible on the {guilabel}`Create Vendor` form, depending on what
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other applications are installed.
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:::
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#### General information
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Fill out the following information in the top-half of the form:
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- {guilabel}`Individual` or {guilabel}`Company`: select whether the new vendor being added is an
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individual or a company, by clicking the corresponding radio button.
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When a selection is made, some fields may disappear from the form. If any of the fields below are
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not visible, that is because {guilabel}`Company` was selected, instead of {guilabel}`Individual`.
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- {guilabel}`Name`: enter a name for the individual or company in this field.
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- {guilabel}`Company Name`: using the drop-down menu, select the company that the vendor is
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associated with, if any.
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If the {guilabel}`Company` radio button at the top of the form is selected, this field does not
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appear.
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- {guilabel}`Contact`: enter the contact information in this section.
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If desired, the {guilabel}`Contact` field can be changed to a different type of contact. Click on
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{guilabel}`Contact` to reveal a drop-down menu. The available options to select are
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{guilabel}`Contact`, {guilabel}`Invoice Address`, {guilabel}`Delivery Address`,
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{guilabel}`Follow-up Address`, or {guilabel}`Other Address`.
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If desired, select one of these other options for the {guilabel}`Contact` field, and enter the
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corresponding information.
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If {guilabel}`Company` is selected for the {guilabel}`Individual` or {guilabel}`Company` field,
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this field is labeled {guilabel}`Address`, and **cannot** be modified.
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- {guilabel}`Tax ID`: enter the vendor's tax ID in this field.
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- {guilabel}`Job Position`: enter the vendor's job position in this field. If the
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{guilabel}`Company` radio button at the top of the form is selected, this field does not appear.
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- {guilabel}`Phone`: enter the vendor's phone number in this field.
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- {guilabel}`Mobile`: enter the vendor's mobile number in this field.
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- {guilabel}`Email`: enter the vendor's email address in this field.
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- {guilabel}`Website`: enter the vendor's website address in this field.
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- {guilabel}`Title`: using the drop-down menu, select the vendor's title in this field. The default
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options are {guilabel}`Doctor`, {guilabel}`Madam`, {guilabel}`Miss`, {guilabel}`Mister`, and
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{guilabel}`Professor`.
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If the {guilabel}`Company` radio button at the top of the form is selected, this field does not
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appear.
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- {guilabel}`Tags`: using the drop-down menu, select any tags that apply to the vendor.
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To add a new tag, type in the tag, then click {guilabel}`Create "tag"`.
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There is no limit to the number of tags that can be selected.
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- {guilabel}`Image`: a photo of either the main contact person, or the company logo, can be added to
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the form. Hover over the {guilabel}`📷 (camera)` box, in the top-right of the form, to reveal a
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{guilabel}`✏️ (pencil)` icon, and click it. A file explorer window appears. Navigate to the
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desired file, then click {guilabel}`Open` to select it.
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```{image} service/create-vendor.png
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:align: center
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:alt: The top portion of the create vendor form.
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```
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##### Contacts & Addresses tab
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After the top-half of the {guilabel}`Create Vendor` form is filled out, add any other contacts and
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addresses associated with the vendor in this tab.
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Click the {guilabel}`Add` button to add a new contact, and a {guilabel}`Create Contact` pop-up
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window appears.
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Select one of the appropriate contact type options from the radio buttons, located at the top of the
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pop-up window. Those options are as follows:
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- {guilabel}`Contact`: select this option to add general contact details for employees of the
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associated vendor.
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- {guilabel}`Invoice Address`: select this option to add a preferred address for all invoices. When
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added to the form, this address is selected by default when sending an invoice to the associated
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vendor.
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- {guilabel}`Delivery Address`: select this option to add a preferred address for all deliveries.
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When added to the form, this address is selected by default when delivering an order to the
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associated vendor.
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- {guilabel}`Follow-up Address`: select this option to add a preferred address for all follow-up
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correspondence. When added to the form, this address is selected by default when sending reminders
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about overdue invoices.
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- {guilabel}`Other Address`: select this option to add any other necessary addresses for the vendor.
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```{image} service/vendor-contact.png
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:align: center
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:alt: The create contact form with all parts filled in.
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```
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:::{note}
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If an option *other than* {guilabel}`Contact` is selected for the contact type, an
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{guilabel}`Address` section appears on the form. Enter the address details in the
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{guilabel}`Address` section.
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:::
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Add any notes to the {guilabel}`Internal notes...` section of the form.
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After all of the information is added, click either {guilabel}`Save & Close` to add the one new
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contact, or {guilabel}`Save & New` to add the current address record and create another address
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record.
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As contacts are added to this tab, each contact appears in a separate box, with an icon indicating
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what type of contact is listed.
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```{eval-rst}
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.. example::
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A :guilabel:`Delivery Address` displays a :guilabel:`⛟ (truck)` icon inside that specific address
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box, whereas an :guilabel:`Invoice Address` displays a :guilabel:`💵 (dollar bill)` icon inside.
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.. image:: service/contact-tab.png
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:align: center
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:alt: The create contact form with all parts filled in.
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```
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##### Sales & Purchase tab
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Enter the following sales and purchasing information for the various sections below. Depending on
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the other installed applications, additional fields and sections may appear. The following are all
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default fields for the *Fleet* application only.
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###### Sales
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- {guilabel}`Salesperson`: using the drop-down menu, select a user as the main point of contact for
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sales with this vendor.
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This person **must** be an internal user of the company, meaning they can log into the database as
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a user.
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###### Misc
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- {guilabel}`Company ID`: if the company has an ID number **other than** its *tax ID*, enter it in
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this field.
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- {guilabel}`Reference`: enter any text to give more information regarding the contact. This is an
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internal note to provide any additional information.
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```{eval-rst}
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.. example::
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A company has several people with the same name, Mary Jones. The :guilabel:`Reference` field
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could state `Mary Jones at X108 - returns` to provide additional details.
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```
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##### Internal Notes tab
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Add any notes that pertain to the vendor, or any other necessary information, in this tab.
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## List of services
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To view all services logged in the database, including old and new requests, navigate to
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{menuselection}`Fleet app --> Fleet --> Services`. All services appear in a list view, including all
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the details for each service.
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The service records are grouped by {ref}`service type <fleet/new-type>`. The number of repairs for
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each service type appears in parentheses after the name of the service type.
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Each service listed displays the following information:
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- {guilabel}`Date`: the date that the service, or repair, was performed (or requested to be
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performed).
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- {guilabel}`Description`: a short description of the specific type of service, or repair, performed
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to clarify the specific service.
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- {guilabel}`Service Type`: the type of service, or repair, performed. This is selected from a list
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of services that {ref}`must be configured <fleet/new-type>`.
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- {guilabel}`Vehicle`: the specific vehicle the service was performed on.
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- {guilabel}`Driver`: the current driver for the vehicle.
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- {guilabel}`Vendor`: the specific vendor who performed the service, or repair.
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- {guilabel}`Notes`: any information associated with the service, or repair, that is documented to
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add clarification.
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- {guilabel}`Cost`: the total cost of the service, or repair.
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- {guilabel}`Stage`: the status of the service, or repair. Options are {guilabel}`New`,
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{guilabel}`Running`, {guilabel}`Done`, or {guilabel}`Cancelled`.
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At the bottom of the {guilabel}`Cost` column, the total cost of all services and repairs are listed.
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```{image} service/services.png
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:align: center
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:alt: The full list of services in the Odoo database.
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```
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### View services
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It is recommended to view the list of services in one of several pre-configured ways to better view
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the information presented. In the top-right corner of the list, there are several icons that when
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clicked, sort the data in different ways.
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```{image} service/views.png
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:align: center
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:alt: |-
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: The icons in the top right corner than can be clicked to present the information in
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: different ways.
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```
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#### List view
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The default view of the service records is a list view. This presents all the services, first
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grouped alphabetically by type of service, then grouped by status.
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The information can be re-sorted by any column. At the top of each column, hover over the column
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name, and an arrow appears in the far-right of that column. Click the arrow to sort the data by that
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specific column.
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The default sorting is in descending alphabetical order (A to Z), represented by a {guilabel}`⌄
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(down arrow)` icon. Click the {guilabel}`⌄ (down arrow)` icon to reverse the alphabetical order (Z
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to A). The {guilabel}`⌄ (down arrow)` icon changes to an {guilabel}`^ (up arrow)` icon.
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The two exceptions to this sorting are the default {guilabel}`Date` column and the {guilabel}`Cost`
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column. The {guilabel}`Date` column sorts the information in chronological order (January to
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December), instead of alphabetical order. The {guilabel}`Cost` column sorts the information by
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repair price, from lowest to highest.
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##### Add a service
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To add a service record from the list view, click the {guilabel}`New` button, and a service form
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loads. {ref}`Enter all the information <fleet/service-form>` on the service form.
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The form automatically saves as data is entered.
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#### Kanban view
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To view services by their stage, click the {guilabel}`Kanban` button, which is the second icon in
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the top-right corner, and appears as two different length bars beneath a line.
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All services are organized by service type, and appear in the corresponding Kanban column.
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The number of repairs for each type of service appears in the far-right of each Kanban column
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header.
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The collective status of the scheduled activities for each service type appears in the color-coded
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bar beneath each Kanban column title. Repairs with activities scheduled in the future appear green,
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activities due today appear yellow, overdue activities appear red, and repairs with no activities
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scheduled appear gray.
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Each Kanban card displays a color-coded activity-related icon, such as a {guilabel}`🕘 (clock)` icon
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or {guilabel}`📞 (phone)` icon, for example. These icons indicate both the type of scheduled
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activity and the status. The status of the activity corresponds to the colors in the status bar.
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Click on an activity icon to view the details of that specific activity.
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The length of the color bar is proportionate to the number of corresponding activities with that
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specific status in that particular stage. Hover over a color section to reveal the number of service
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records in that specific grouping.
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```{image} service/kanban.png
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:align: center
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:alt: The service records presented in a Kanban view.
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```
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To view **only** the records with a specific status, click the desired color bar section. The
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background color for the column changes to a pale hue of the same color (either green, yellow, red,
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or gray), and the color bar appears striped instead of solid. **Only** repairs and services with the
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selected status appear in the column.
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```{image} service/kanban-status.png
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:align: center
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:alt: The oil change service records showing only repairs with past-due activities.
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```
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(fleet-schedule-activity)=
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##### Schedule activities
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To schedule an activity for a repair or service from the Kanban view, click the activity icon in the
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lower-right corner of the service record, and click {guilabel}`+ Schedule an activity`. A
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{guilabel}`Schedule Activity` pop-up window appears.
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:::{note}
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Depending on what kind of activity, if any, is scheduled, the activity icon may appear
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differently. For example, a {guilabel}`📞 (phone)` appears if a phone call is scheduled, or an
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{guilabel}`✉️ (envelope)` appears if an email is scheduled.
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:::
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Enter the following information on the form:
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- {guilabel}`Activity Type`: using the drop-down menu, select the activity being scheduled. The
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default options are {guilabel}`Email`, {guilabel}`Call`, {guilabel}`Meeting`, {guilabel}`To-Do`,
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and {guilabel}`Upload Document`.
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- {guilabel}`Summary`: enter a short description of the activity, such as `Schedule oil change`.
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- {guilabel}`Due Date`: using the calendar popover, select the date the activity must be completed.
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Using the {guilabel}`< (left)` and {guilabel}`> (right)` arrow icons, navigate to the desired
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month, then click on the date to select it.
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- {guilabel}`Assigned to`: using the drop-down menu, select the user responsible for the activity.
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- {guilabel}`Notes`: add any notes or details in the blank area in the bottom-half of the form.
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When the {guilabel}`Schedule Activity` is completed, click {guilabel}`Schedule` to schedule the
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activity, or click {guilabel}`Done & Schedule Next` to schedule the current activity and schedule
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another activity for the same repair.
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:::{seealso}
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For more detailed information regarding activities, refer to the main {doc}`activities
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<../../essentials/activities>` document.
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:::
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##### Add a service
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A new repair can be added from this view. Click the {guilabel}`➕ (plus icon)` in the top-right
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corner of the Kanban column, and a new block appears at the top of the column, beneath the Kanban
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title.
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Enter a {guilabel}`Title` for the service or repair, then click {guilabel}`Add`. A
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{guilabel}`Create` service form appears in a pop-up window. {ref}`Enter all the information
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<fleet/service-form>` on the service form, then click {guilabel}`Save & Close` to add the record.
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The new record now appears in the Kanban column.
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#### Graph view
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Another way to view the data is in a graph. To change to the graph view, click the {guilabel}`Graph`
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icon, which is the third icon in the top-right, and appears as a small graph.
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The default graph view displays the service information in a stacked bar chart, grouped by
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||
{guilabel}`Service Type`. The X-axis represents the {guilabel}`Service Type` and the Y-axis
|
||
represents the {guilabel}`Cost`.
|
||
|
||
Each column visually represents the total cost for all repairs and services for that specific
|
||
{guilabel}`Service Type`. Hover over any bar to reveal a popover window that displays the total
|
||
{guilabel}`Cost` for the service and repairs the bar represents.
|
||
|
||
The graph can change to either a {guilabel}`Line Chart` or a {guilabel}`Pie Chart` by clicking the
|
||
corresponding button above the graph. Additionally, the graph can display the data in either
|
||
{guilabel}`Stacked`, {guilabel}`Descending`, or {guilabel}`Ascending` order, by clicking the
|
||
corresponding buttons.
|
||
|
||
```{image} service/bar-chart.png
|
||
:align: center
|
||
:alt: A bar chart view of the services and repairs, with the various option buttons
|
||
: highlighted.
|
||
```
|
||
|
||
#### Pivot view
|
||
|
||
Another way to view the service data is in a spreadsheet pivot table. Click the {guilabel}`Pivot`
|
||
icon, which is the fourth icon in the top-right, and appears as a small spreadsheet.
|
||
|
||
The default way the data is presented shows the total cost of each type of service. The horizontal
|
||
rows represent the various types of service, with a different service type in its own line. The
|
||
vertical columns represent the total costs for each specific type of service, further divided by the
|
||
type of service.
|
||
|
||
```{image} service/pivot.png
|
||
:align: center
|
||
:alt: The default pivot table view of the services.
|
||
```
|
||
|
||
The table can either be inserted in a spreadsheet or downloaded, if desired.
|
||
|
||
To add the pivot table to a spreadsheet in Odoo, first, the appearance of the pivot table must
|
||
change. The default pivot table view does not allow it to be inserted into a spreadsheet (the
|
||
{guilabel}`Insert in Spreadsheet` button is grayed out).
|
||
|
||
First, click the {guilabel}`➖ (minus)` icon to the left of {guilabel}`Total` at the top of the pivot
|
||
table. This collapses the service types, leaving only a single {guilabel}`Cost` column visible.
|
||
|
||
Then, click the {guilabel}`Insert in Spreadsheet` button, which is no longer grayed out, and a
|
||
{guilabel}`Select a spreadsheet to insert your pivot` pop-up window appears. Two tabs are visible in
|
||
this pop-up window, a {guilabel}`Spreadsheets` tab and a {guilabel}`Dashboards` tab.
|
||
|
||
Click the desired tab to indicate where the spreadsheet should be placed, either in a
|
||
{guilabel}`Spreadsheet` or on a {guilabel}`Dashboard`. After clicking the desired option, click
|
||
{guilabel}`Confirm`. The spreadsheet then loads on the screen.
|
||
|
||
:::{note}
|
||
Spreadsheets are stored in Odoo's *Documents* application, while dashboards are stored in Odoo's
|
||
*Dashboards* application.
|
||
:::
|
||
|
||
Click {guilabel}`Services` in the top-left corner to navigate back to the previous pivot table view.
|
||
|
||
To download the table in an *xlsx* format, click the download xlsx icon, represented by a
|
||
{guilabel}`⬇️ (down arrow above a line)` icon.
|
||
|
||
:::{seealso}
|
||
For more detailed information regarding reporting, refer to the main {doc}`reporting
|
||
<../../essentials/reporting>` document.
|
||
:::
|
||
|
||
#### Activity view
|
||
|
||
To view the scheduled activities for services or repairs, click the {guilabel}`🕗 (clock)` activity
|
||
icon in the top-right corner of the screen. This presents all activities, organized by vehicle and
|
||
activity type.
|
||
|
||
The vertical columns are organized by activity type, and the horizontal lines are organized by
|
||
vehicle.
|
||
|
||
The entries are color-coded according to the status of each activity. Green activities are scheduled
|
||
in the future, yellow activities are due today, and red activities are overdue.
|
||
|
||
The user responsible for the activity appears in a photo in the lower-left corner of each activity
|
||
entry.
|
||
|
||
The due date of each activity is written in the top-center of each activity entry.
|
||
|
||
A color-coded bar at the top of each activity column indicates the status of the activities within
|
||
that column.
|
||
|
||
The number of activities for each activity type is written on the right side of the color-coded bar
|
||
beneath the column name.
|
||
|
||
```{image} service/activity-view.png
|
||
:align: center
|
||
:alt: The activity view, with the columns called out, and an activity box highlighted.
|
||
```
|
||
|
||
##### Schedule an activity
|
||
|
||
To add a service record from the activity view, click {guilabel}`+ Schedule an activity` in the
|
||
bottom-left corner of the list, and a {guilabel}`Search: Services` pop-up window loads. Click the
|
||
service that the activity is being scheduled for, and a {guilabel}`Schedule Activity` form loads.
|
||
|
||
{ref}`Enter all the information <fleet/schedule-activity>` on the activity form.
|
||
|
||
When the form is complete, click the {guilabel}`Schedule` button. Then, both pop-up windows close,
|
||
and the activity now appears on the activity view.
|
||
|