Setting Up A New Worksheet

Management > Services > Services

To Create A New Worksheet Service

• Click 'New'.
• Enter your Service Name.
• Enter a Description of your Service.
• Select 'All Authorities' from the Authority drop-down unless you have a multi authority site.
• Select the appropriate workflow for your Worksheet Service.
• See Below for details on rules.

• Tick the 'Worksheet Service?' box.

• If you're creating a Worksheet Service for an Ad Hoc Round, tick the 'Ad Hoc Service?' box.

• Click 'Add'.

Rules

• Most worksheets don't require a rule, however you may need to use a rule e.g. Assign To Crew which will automatically allocate and send the worksheet to the crew where the Collection service item matches the worksheet service item.

Management > Service Items > Service Items

• Click 'New'.
• Enter your Service Item Name.
• Enter your Service Item Description.
• Select one or more Authorities.
• Tick 'Physically Exists' if it is an actual item for example a bin or a fridge.
• Waste Slots are used for some Services such as bulky collections, this is used to identify how much space the item will take up in a Round.
• Click 'Add'.

Please note, your Service Items may already exist you may just need to assign them to your new Collection Service.

 

Management > Service Items> Service Item Types

If you have created completely new Service Items, you may need to create a new Service Item Type..

• Click 'New'.

• Enter the Service Item Type name.

• Enter a Description of your new Service Item Type.

• Select 'All Authorities' from the Authorities drop-down list.

• Click 'Add'.

To Assign your new Service Items to your New Service Item Type

Management > Service Items > Service Item – Service Item Type Assignment

• Select your Service Item Type from the drop-down list.
• Use the < > arrows to assign Service Items to the new Service Item Type.

To Assign your new Service Item Type with associated Service Items to one or more Services

Management > Services > Service – Service Item Type Assignment.

• Select your Service from the drop-down list.
• Use the < > arrows to assign Service Item Type to Service(s)

Management > Services > Service Lists

Your newly created worksheet will appear at the bottom of drop down lists in all screens moving forward. If you would prefer to move it to an alphabetical or alternative position in the listing, you can reorder it in the Service Lists screen.

• Drag the newly created Service to the preferred location.
• Click 'Update'.

Management > Data Management > Charge Matrix

Check there is an entry in the Charge Matrix for every combination of Service & Service Item created.

There are 2 Charge Matrices, the Charge Matrix & the Worksheet Charge Matrix. The Worksheet Charge Matrix Stores Ad Hoc charges whereas the Charge Matrix stores charges for scheduled collection services. Be careful not to confuse the two screens.

• Click ‘New’ to create a new entry.
• Select your Contract & Contract Type.

For a municipal site it is likely to be a non-chargeable service, so make the following selections

• Payment Schedule as No Payment Schedule.
• Payment Method as No Payment Method.
• Select your Service & Service Item.
• Leave Charge and Cost as 0.00.
• Select when you would like the round to be available from with the Valid From date and leave the To Date empty.
• Leave the Charge Type as Unknown Service Schedule.
• Leave the Generate Transaction field as False.
• Leave both FMS Nominal Code and Product Code as No Code.
• Leave VAT Code as no VAT Transaction.
• Ignore Invoice Direction.

A commercial implementation will make more use of the fields in the Charge Matrix.

To edit an entry in the Charge Matrix select the row you wish to make changes to (the row is selected when it turns blue) & click Edit at the bottom right of the table.

Management > Services > Service Assigned To

This is where you define which Roles the selected Worksheet can be assigned to when creating, editing or progressing a Worksheet.

• Select your Worksheet Service from the drop-down in the middle of the page.
• You can choose whether to assign specific Users or Roles using the single select options underneath the drop-down.
• Use the < > arrows to Assign and Un-Assign Roles to and from the Worksheet Service.

The order in which they are in the assigned box is what order they will appear when selecting a Role to assign the worksheet to when created, edited or progressed.

A document can be created using a template as part of a Worksheet Workflow or as part of a Wizard. As templates will require the configuration of datasources, please contact your account manager to discuss the inclusion of any new document templates you would like as an output of a worksheet.

Management > Templates > Templates

To upload a new Template

• Click 'New'.
• Enter your template 'Name'.
• Enter a description of your template.
• Click the '...' Next to the File name field, select a Word file to upload. The file name will auto populate in the field.
• Click 'Add'.

Management > Templates > Service Template Assignment

To Assign your Template to a Service

• Select the relevant service from the drop-down.
• Use the < > arrows to assign your new Template to the Service.

 

Management > Templates > Templates

To edit an existing Template

• Select the template you wish to edit from the drop-down list.
• Click the downwards arrow button next to the File name field, this will download your template as a Word document.
• Make the relevant changes to the Service template.
• You don't have to change the name of the template or the name of the uploaded document however you can if you wish to. All uploaded template documents are visible from Management > Document Browsing.
• Select your Template 'Name' from the drop-down list.
• Click the '...' button and upload the edited template.
• Click 'Update'.

Management > Services > Service Time Thresholds

Service Time Thresholds are given to Services to provide guidance on the suggested time frame to complete that Work. It can also work in conjunction with some Workflows to escalate any work not completed in the threshold.

To Create A New Service Time Threshold

• Click 'New'.
• Select your Service from the 'Worksheet Type' drop-down.
• Set a 'Due By' time frame, use the up and down arrows in the 'Amount' field to customise and the change 'Unit'.
• Set a 'Escalation' time frame, use the up and down arrows in the 'Amount' field to customise and the change 'Unit'.
• Set a 'Expiry' time frame, use the up and down arrows in the 'Amount' field to customise and the change 'Unit'.
• Unless you have set up bespoke working hours user '24 Hours' as the default in the Working Hours drop-down.
• If you are using non-working Schedules select them from the drop-down otherwise select 'N/A'.
• Tick the 'End of Day' box ONLY if you are using the '24 Hours' Working Hours selection. This functionality can only be used if the SLA Units are set to days & the Working Hours is set to '24 Hours' otherwise you will receive an error message.
  • This will start the SLA for the worksheet at 23:59:59 rather than using its created time.
  • An example: Your Worksheet was created at 2pm on Tuesday and the 'Due By' SLA set to 1 day. This Worksheet would usually be due at 2pm on Wednesday. However, if the End Of Day functionality is used the Worksheet would be due by 23:59:59 on Wednesday.

Please note - Whitespace 11.2 has reintroduced Service Escalation Email Functionality. Please see Whitespace Service Escalation Email Functionaility.pdf for further details.

Service Properties are commonly known as Extra Info Fields.

Management > Services > Service Properties

• Click 'New'.
• Enter a Name for your Service Property.
• Add a Description.
• If this field is to be visible to the crew on a device tick the 'Mobile' box.
• If this field is to be visible on the Member of Public site (MOP) tick the 'Member of Public' box.
• Choose your Property Type from the drop-down list, a text box is String & a drop-down is List.
• If you want your field to be pre populated with information enter this into the 'Default Value'.
• Set the Authority as 'All Authorities' unless you are a multi authority site.
• Make the field mandatory by using the Compulsory for tick boxes, 'Create' means the field cannot be created in Whitespace without entering information into that field. 'Update' means that the Worksheet cannot be submitted from the device without information entered into that field.
• Tick 'Is read only' if you are just using this for information purposes for crew members.
• Click 'Add'.

What3Words Property Type

In Whitespace V11.2+ there is a new Service Property type called What3Words. This allows a work location to be set either in Whitespace or by the device user using a What3Words value. Please see Whitespace What3Words Service Property July 2023.pdf for further information.

Handling List-Type Service Properties

If the selected service property is a list-type (i.e. AssignToCrew, List, Checkbox or DropDownList) you can add entries as required and re-order them. These options become visible when the service property is applied to a worksheet.

Management > Services > Service Property Assignment

To assign Service Properties to a Service

• Select your Worksheet Service from the drop-down list.
• Drag and drop the Service Property from the Un-Assigned column to the Assigned column.
• The order of the fields in the Assigned column is the order they will appear on the crew's device.
• Click 'Update' to save your changes.

Management > Stock Control > Service Item Stock Management

To Make A Service Item A Stock Item

• Select the relevant Service Item from the drop-down list.
• Tick 'Is Stock Item'.
• Define your Re-Order Threshold.
• Enter the current quantity of the Service Item.
• Enter a Max Quantity.
• You can add a comment if necessary.

Please note, Whitespace V11.2 has reintroduced Stock Control Email Functionality. Please download Whitespace Stock Control Email Functionaility.pdf for further details.

Reports > Management Reports > Stock Items

• This report will show you the current stock levels of the items you have configured.

The worksheet service wizard takes you through the majority of steps to create a new worksheet.

If your worksheet requires a new service property, undertake this action BEFORE running the wizard in Management > Services > Service Properties.

The only other activities the worksheet wizard does not perform are:

• • Service Lists
• • Service Time Thresholds
• • Service Template Assignment

Gif below is the process for setting up a new worksheet service using the Worksheet Service Wizard instead of the ‘long way around’: