Add a client and a job, and move it through the stages
The Work diary takes a job from the first inquiry to closing on one page. The job moves stage by stage: the stage decides what you can record on it and what the client can see of it. The diary itself (the timeline of photos, grouped by day, and the report) opens with the Ordered stage — before that, the job is a CRM-style lead: calls, meetings, a site survey, to-dos, a quote.
Before you start
Section titled “Before you start”- Module: the Work diary is a separate module, not the Shift log. If you do not see Work diary in the menu, the module is not switched on for your organisation.
- Permission: munkanaplo:view to look, munkanaplo:write to add and move jobs. Your organisation’s administrator grants it on the Permissions page; until then the page says: “You don’t have access to the Work diary.”
- Client: a private person or a company. If you want to e-mail the report later, the client needs an email address — you can enter it now.
- Open Work diary → Jobs and tap New inquiry.
- Pick the client. Either choose from Existing client, or fill in the New client fields (the Name is required; the type is Private person or Company, plus phone, email, contact person and address). You cannot do both at once.
- Describe the job. The Subject is required — e.g. “Bathroom renovation”, “Roof repair”; the client sees it too (on the progress page and in the report). You can add the Job site address, a Description and the Expected start; with several sites, also the Site.
- Tap Add inquiry and open it. The job opens in the Inquiry stage.
- Record what happens while you prepare. On the job page, the Log an activity panel takes a Call, Meeting, Email or Note (the field is What happened?, When can be changed). For an on-site survey use Site survey with photos. All of these are internal: the client never sees them.
- Put the next step down as a to-do. In the To-dos panel enter the To-do, the Due date and Who is it on? (On us or Waiting on them). An overdue to-do puts an Overdue task flag on the card.
- Record the quote. In the Quote panel give the Amount, Currency, Quote date and Valid until, and attach a PDF (up to 8 MB).
- Move the job on. In the Stage panel the buttons show the next stages — tap the one the job is heading for (e.g. Quote, Ordered). In the dialog, the Move to … button carries it out.
If it worked
Section titled “If it worked”The job shows up on the Jobs list with the badge of its stage, and the page confirms the move (“Job stage: …”). A stage change also writes a timeline row (Stage change, e.g. Quote → Ordered) in the same save — either both are there or neither.
When the policy steps in
Section titled “When the policy steps in”Before some stage changes the policy can ask for a condition — e.g. Order only with a quote, Order only with a client email, Close only with a sent final report. It has two levels:
- Warn: the step goes through, but asks for confirmation. The dialog lists what the system warns about (The policy warns), and the button becomes Confirm — move to …. A justification is optional; the confirmation and the justification are recorded on the timeline and in the audit log.
- Block: the step does not go through (The policy blocks this step). Meet the condition, or ask your administrator to change the policy.
Setting the gates up: Set the policy.
Common problems
Section titled “Common problems”| What you see | Why | What to do |
|---|---|---|
| “Either pick an existing client or enter a new one — not both.” | Both client modes are filled in. | Keep one. |
| “The title is required.” | The Subject field is empty. | Give the job a name (e.g. “Roof repair”). |
| “You cannot move to this stage from here.” | The stage machine does not allow that jump. The Stage panel only shows allowed targets, so this message appears when things changed in the meantime. | Refresh the page and use the panel’s buttons. |
| “This stage is switched off in the policy.” | The Site survey, Quote or Handover stage was switched off by your administrator (its button is not shown either). | The job goes on without the skipped stage; switch it on in the Policy if you need it. |
| “The handover stage is required before closing.” | Handover stage before closing is switched on. | Move to Handover first, then Closed. |
| “Say why the job was lost.” | Lost needs a reason. | Fill in Why was it lost?. |
| “A paused job can only return to its previous stage.” | A paused job resumes where it stopped. | The Stage panel offers the return point. |
| “The job’s stage changed in the meantime — refresh the page.” | Someone else (or you in another tab) moved the job. | Refresh and look at the current stage. |
| “The list shows the first 500 jobs — narrow it with search or a stage.” | The list loads at most 500 jobs. | Use the search (Job, address, client, phone…) or a stage filter. |
Worth knowing
Section titled “Worth knowing”The order of the stages. Main line: Inquiry → Site survey → Quote → Ordered → In progress → Handover → Closed. Site survey and Quote can be skipped (your administrator can also switch them off); Handover can be switched on. Side branches: Paused (from any open stage; you can only return to where you stopped) and Lost (only before the order or at Ordered; reopening takes you to Inquiry). From Handover you can step back to In progress (a repair round). Closed is final: the job is read-only (see Share and close).
What does the client see? Activities (call, meeting, email, note, survey) and system rows are always internal. The client only sees those diary entries you marked for sharing.
A client’s several jobs. One client can have several jobs; on the Clients tab the client page lists all of them (closed and lost ones separately).