There are 5 sections in creating a Quote Request:
This article will go through what each section looks like and explain which fields require lists to be populated and their location.
Create a Quote Request
To create a Quote Request, go to FM Link > Requests > Quote Requests > +Add Quote Request
Then once the Quote Request has been created ensure all details have been filled out in the Admin Details before clicking Next Tab.
ID and Site name should prepopulate, if not enter those in. Budget and Priority are not mandatory but it is good to help give a clearer picture to the Contractor.
"Type of work Quote" can be created in Site > Tag List Editor > (Quote / Work Order /Defect) Types
"Statues of Quote" can be created in Site > Tag List Editor > (Quote / Work Order / Defect) Statuses
If the Quote Request was created from a Maintenance Request, certain information will populate in the work order in the Description Tab
Subject, Description, Notes and Uploaded files will take information from the Maintenance request and insert it into the Quote Request.
Tags and Invoicing is additional information that can be added to provide further information about the Quote Request.
"Location" and "Asset" will prepopulate with Maintenance requests tags if the Quote Request was created from a Maintenance request within FM Link.
"Location" tags can be created in Site > Tag List Editor > Site Locations
"Asset" tags can be created in Registers > Asset Register
"Allocated Contractor Type" tags can be created in Site > Tag List Editor > Asset Primary Categories
Invoice "Payment Profile" can be created in Site > Payment Management
There are up to 2 Site Contacts that can be assigned to a work order, these are the contacts liaise with the Contractor. This is commonly the person who will provide the most information about the Quote to the Contractor whether that is Strata Manager, Building Manager, Admin Staff, etc.
All Residents for the site will populate automatically in the resident search.
All Admins for the site will populate automatically in the admin search
To add Staff go to Users > Staff/Site Contacts > click + New Staff Member
To add Contractors go to Users > Contractors > Click + Add Contractor. Note that Contractors are commonly done in the Recipient Contacts Tab not the Site Contacts Tab.
The Recipients are the Contractors requested to provide a quote. Any number of contractors can be added to the list as FM Link will send each one an individual email.
Clicking the + Add New Contractor will enable new Contractors to be added to the system easily. Clicking + Add Recipient allows for another Contractor to be added
Another option to add Contractors is to go to Users > Contractors > Click + Add Contractor.
Before the Quote Request is ready to send, the Send tab shows the number of contractors who will receive an email about the Quote Request. The Additional CC's are pulled from Site Contacts.
When ready click the Save and Send button
When the Quote Request has been sent it will have a tick in the sent column.