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10. Operating with Workflow

Last Update 10 месяцев назад

10.1. Managing Cases 10.2. Staff Assignment 10.3. Case Priority 10.4. Creating Tasks 10.5. Moving Cases Through Buckets

10.1. Managing Cases

Mikhail Kryuchkov

Last Update год назад

Workflow

Workflow is an electronic dashboard where you can manage the entire business process:

  • Monitor and track vehicles currently undergoing repairs, along with estimated completion times;
  • Assign staff members to work on specific vehicles- Identify any potential problems or challenges with vehicle repairs;
  • Read and respond to messages, make and receive phone calls with customers;
  • Handle invoicing for services rendered;
  • Create and oversee payroll for employees;
  • Track and analyze key performance indicators (KPIs) for your shop;
  • Manage and keep records of statistics related to your business operations.

On the main screen you will see different tabs available. The first and most important is called Workflow. Below is the main screen of the Workflow tab. Here you can see buckets and cases, filters, a user's role, settings and other features. 

The top bar elements used to navigate Workflow are listed below:

1. The Workflow search bar, depicted below, can be used to search for cases by their RO number or VIN number (for more information, see section 10.6).

2. The staff/state buttons, shown in the image below, provide the user with the ability to filter or search for cases based on the staff assigned to them or the state of the case. By clicking on these buttons, you can access a list of staff members or case states to choose from.

Furthermore, you have the option to expand these buttons, allowing you to drag and drop staff members or states onto a case card. This action will assign the selected staff member or state to that particular case.

To the right of the staff buttons there is an "Other" button, as seen in the image below. This button displays the available states that can be assigned to cases. For more detailed information on the available states, please refer to section 10.2.

3. The filters button, depicted below, shows the available case filters. Workflow allows you to filter each case by:

  • ECD;
  • scheduled/unscheduled sublet labors;
  • parts received/expected;
  • insurance company (for more information, see 10.2)

4. The calls/messages buttons, depicted below, are used to open incoming messages and calls (integration with Asterisk should be available and turned on. Learn more about Asterisk integration in 11.4).

5. The buttons depicted below are designed to show/hide vehicle images (on case cards) and Waiting Buckets respectively.

6. The arrow buttons, depicted below, are used to scroll through Workflow horizontally. 

7. The refresh button, depicted below, reloads the cases on Workflow.

Buckets

In the image below you can see the numerous buckets on the main screen of Workflow. Buckets in Workflow serve as a way to categorize and organize cases or jobs based on their current repair status. Each bucket by default is named after a repair stage, representing the progress of the job. By using buckets, users can easily identify and track the status of cases at a glance on the main screen of Workflow. (Learn how to customize buckets in section 7.1)

You can also expand the bucket - to see what cases it contains - by clicking on it:

Case Cards

The case and its case card serve as the central hub for all repair activities and information related to a vehicle. It is essentially a repair order that can be generated in two different ways:

EstVis can automatically generate a case based on imported data from insurance companies, for example through systems like Mitchell Repair Center or CCC which are integrated with EstVis.

The second way is through manual creation. Bodyshops have the option to manually create a case either through the Workflow system or on the EstVis mobile application for iOS or Android. 

It is important to note that even cases created manually on EstVis can still be synchronized with the data being imported from insurance companies. This allows for seamless integration and ensures that all relevant information is consolidated in one place. (More details about the merging of operations can be found in section 10.7.)

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