Common Tasks

Quick step-by-step guides for frequent tasks in the Admin Portal.

Projects

Create a New Project

1. Go to Manage Projects → All Projects
2. Click Add Projects (top right)
3. Enter the Address - start typing to search Victorian property records
4. Fill in Client Job No. (customer's reference)
5. Select Estate if applicable
6. Select Division (customer division)
7. Set Customer Contact email
8. Click Save changes

Find a Project

By Address:

1. Go to Manage Projects → All Projects
2. Click Filters
3. Search by address text
4. Click Apply

By Job Number:

1. Use the global Search bar at top
2. Enter the client job number
3. Select from results

By Status:

1. Use the sidebar shortcuts:
   • Pending - Unprocessed projects
   • In Progress - Active projects
   • Closed - Completed projects

Change Project Status

1. Open the project
2. Find Project Status dropdown on the PROJECT DETAILS tab
3. Select the new status
4. Click Save changes

Assign an FTS Consultant

1. Open the project
2. Find FTS Consultant dropdown
3. Select the consultant
4. Click Save changes

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Checklists & Assessment

Complete a Checklist Item

1. Open the project → CHECKLIST ITEMS tab
2. Click the > arrow to expand an item
3. Review the requirement
4. Set the status (TBA → Compliant/Non-Compliant/N/A)
5. Add notes if needed
6. Changes auto-save or click Save changes

Download the Checklist

1. Open the project → PROJECT DETAILS tab
2. Find the Download checklist button
3. Click to generate and download

Mark Assessment Complete

1. Verify all checklist items are reviewed (no TBA items)
2. Click Assessment Completed button in the project header
3. Project status updates automatically

Send an RFI to Customer

1. Open the project → RFI ITEMS tab
2. Click to add a new RFI
3. Describe what information is needed
4. Save - customer receives notification

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Documents

Upload Documents

Drag and Drop:

1. Open project → DOCUMENTS tab
2. Drag files onto the Document Dropzone area
3. Select document type for each file
4. Files upload automatically

Browse Files:

1. Open project → DOCUMENTS tab
2. Click browse files in the dropzone
3. Select files from your computer
4. Assign document types
5. Upload

Check Document Status

1. Open project → DOCUMENTS tab
2. Look at the STATUS column:
   • Pending - Awaiting review
   • Approved - Accepted
   • Rejected - Needs resubmission

Download All Documents

1. Open the project
2. Click Document Actions in the header
3. Select Download All
4. ZIP file downloads

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Orders

Place a New Order

1. Open the project → ORDERS tab
2. Click to add a new order
3. Select Service Type (Engineering, Energy, etc.)
4. Select Vendor
5. Add any notes or attachments
6. Save - order is sent to vendor

Check Order Status

1. Go to Manage Orders → All Orders
2. Look at the Status column:
   • Ordered - Sent, awaiting response
   • Received - Vendor delivered
   • Rejected - Vendor couldn't complete

Find Overdue Orders

1. Go to Manage Orders → All Orders
2. Look at the SLA column (days since ordered)
3. Compare to Expected column
4. Red/negative SLA Diff = overdue

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Invoices

View Project Invoices

1. Open the project
2. Click Invoices button in the header
3. Or go to Manage Invoices and filter by project

Create an Invoice

1. Go to Manage Invoices → All Invoices
2. Create new invoice
3. Select the project
4. Add line items (Consultancy Services, etc.)
5. Save

Sync Invoices to MYOB

1. Go to Manage Invoices → All Invoices
2. Click Sync with MYOB button
3. Invoices are pushed to accounting
4. Check Is Processed column shows "YES"

Find Invoice Errors

1. Go to Manage Invoices → Invoice Errors
2. Review error messages
3. Fix issues and retry sync

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Tasks

View My Tasks

1. Click My Tasks in the sidebar
2. See all tasks assigned to you
3. Filter by status or priority

View All Tasks for a Project

1. Open the project → TASKS tab
2. See tasks specific to this project

Task Dashboard

1. Click Task Dashboard under My Tasks
2. See overview of pending tasks
3. View by assignee, status, or due date

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Navigation Tips

Using Filters

Most list views have a Filters button:

1. Click Filters
2. Set your criteria
3. Click Apply
4. Results update
5. Click Clear to reset

Exporting Data

Most list views have an Export button:

1. Apply filters if needed
2. Click Export
3. CSV file downloads with current view

Quick Access via Sidebar

The sidebar expands to show sub-items:

• Click > arrows to expand sections
• Highlighted item shows current location
• Use shortcuts like "Pending" under Projects

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Search

Global Search

1. Click the Search bar at the top of the page
2. Type your search term
3. Results show across all sections
4. Click a result to navigate there

Search Within Lists

1. Go to the section (Projects, Orders, etc.)
2. Use Filters to narrow down
3. Combine multiple filters for precise results

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Customer Portal Tasks

View a Project as a Customer

1. Log in to the Customer Portal
2. Click Projects in the sidebar
3. Search by address or job number
4. Click the project row to open the detail view

Upload Documents (Customer Portal)

1. Open a project and click the Documents tab
2. Drag files onto the upload zone, or click to browse
3. Select the document type for each file
4. Files upload automatically

Respond to RFIs

1. Open a project and click the RFI Items tab
2. Review items sorted by priority (Incomplete first)
3. Click View to see RFI details
4. Select multiple Pending/Incomplete items using checkboxes
5. Click Mark Selected as Ready for Review

Place a New Order (Ordering Portal)

1. Click New Order in the sidebar (or Create New Order from a project)
2. Step 1: Confirm the project address
3. Step 2: Select the service types to order
4. Step 3: Upload required documents
5. Step 4: Review and confirm the order
6. Complete payment if required

Resubmit a Rejected Order

1. Go to the On Hold view in the Orders sidebar submenu
2. Open the rejected/on-hold order
3. Upload corrected documents if needed
4. Add notes explaining corrections
5. Click Resubmit

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Troubleshooting

Can't Find a Project

• Check All Projects not just My Projects
• Try searching by address, job number, or client email
• Check if project was cancelled or archived

Document Upload Failed

• Check file size (large files may need compression)
• Ensure you selected a document type
• Try a different browser if issues persist

Order Not Sending

• Check vendor is configured correctly
• Verify all required fields are filled
• Check for error messages in the order detail

Invoice Not Syncing

• Check Invoice Errors for specific error
• Verify MYOB connection is active
• Ensure invoice has line items

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Need More Help?

• Use the Search bar to find specific topics
• Check individual guide pages for detailed instructions
• Contact your administrator for access or permission issues