Wiki source code of Service und Wartung

Last modified by YellowFox_RD on 2025/11/14 13:58

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5.4	3	= Introduction =
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	5	Unter "Service & Wartung" können Sie Wartungstermine, wie beispielsweise den TÜV oder eine Inspektion pro Fahrzeug pflegen und verwalten. Dazu legen Sie zunächst Aufgaben an und weisen diesen anschließend Fahrzeuge zu. Mittels Benachrichtigungsprofilen, können Sie sich informieren lassen, wenn ein Termin ansteht.
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5.4	7	At "Service & Maintenance"you can maintain and manage maintenance appointments, such as TÜV or inspections per vehicle. To do this, first create tasks and then assign them to vehicles. Using notification profiles, you can be informed when an appointment is due.
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5.4	9	== What are tasks? ==
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5.4	11	Tasks are maintenance procedures such as TÜV, an inspection, an oil change, or a timing belt replacement. A task has a name and information about the basis on which it becomes due. A task can be based on a date (e.g. TÜV), mileage (e.g. timing belt replacement), operating hours, or a combination of several criteria (e.g. inspection due on a date or when a certain mileage is reached). Tasks can be one-time or recurring at fixed intervals (e.g., TÜV every 2 years after the first inspection). Once created, tasks can be assigned to any number of vehicles. The date on which the task is due is maintained behind the vehicles. The exact date may then vary between vehicles, as it is unlikely that your entire fleet will need to go to the workshop at the same time. For recurring tasks, the interval for individual vehicles may also vary. This allows manufacturer-specific differences in the recommended timing for replacing vehicle parts to be taken into account.
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5.4	13	== What are notification profiles? ==
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5.4	15	When you create tasks in the portal and assign them to vehicles, the deadlines are initially only available in the YellowFox portal and you would have to check manually to see if any deadlines are coming up. If you want to be notified automatically, you need a notification profile. Profiles can send you portal messages or emails. You will receive the notification as soon as the deadline is due. Optionally, you can also have a warning (e.g., “warn me 10 days before the warning occurs”) and a reminder (e.g., “remind me 100 km after the appointment was due”) sent to you. Profiles must be assigned the tasks and vehicles they are to check. In the simplest case, you only have one profile that informs you about all upcoming appointments. However, you may also have different people who need to be informed about different tasks. Or you may want to outsource part of the fleet to an extra profile due to multiple branches of your company. In this case, it may make sense to work with multiple profiles.
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5.4	17	= Create and manage tasks =
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5.4	19	The task management is located at fleet management at //Service & Maintenance → Tasks//. Here you will see an overview of all available tasks. YellowFox provides you with a small selection of common tasks to get you started. You can edit these to your liking or remove them. Of course it is also possible to create your own tasks.
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5.4	21	== Create a new task ==
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5.4	23	There are two ways to create a new task.
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5.4	25	=== Task assistant ===
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5.4	27	If you are currently in task management and have the “Edit” portal right for //Service & Maintenance//, the “Create new task” button will be displayed above the table. Click on it to open the task assistant. Here you will first be asked to name your new task. You can optionally add a description and keywords. The keywords you enter will be useful later when you confirm a warning triggered by the task and thus create an entry in the vehicle file (see “Confirm warnings”). You can also add items and services to your task. These are work materials that must be used when the task is due. You can download these work materials in the form of a material requisition in the warning overview.
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5.4	29	Created tasks, articles and services can be maintained at the //settings //of fleet management.
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5.4	31	At the next step of assistant you choose the vehicles that should be assigned to the task. You can leave this selection empty and add the vehicles later if you want to.
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5.4	33	The third step is to determine when your new task is due. Tasks first need a trigger. They can be due on a specific date, at a specific mileage, or at a specific operating hour. If necessary, you can also combine several triggers. A classic example of this is an inspection, which is usually due again after a certain number of days or kilometers. If you have tasks that are due on a regular basis, such as the TÜV inspection every two years after the first appointment, you can specify that the task should be repeatable. If you have previously selected vehicles, you can now store the individual appointment behind each vehicle. For repeatable tasks, you must also specify the interval after which the task is due again. If you have many vehicles that are due on the same date, it is a good idea to use the multiple function above the vehicle list.
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5.4	35	Once you have finished your assignment, close the wizard by clicking “Save.” You will then see an overview of all the appointments you have created. If necessary, you can go back a step to correct any errors. Alternatively, you can create a suitable notification profile to be informed in case of an alert, or create another task right away.
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5.4	37	=== Manage tasks via vehicle editor ===
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5.4	39	You can access the vehicle editor from the fleet management by selecting “Edit vehicle” in the action menu in the vehicle list. Switch to the //Service & Maintenance// tab. If you have already created tasks and assigned them to this vehicle, you will see an overview here. You can also create new assignments here by clicking on “Create new entry.” First, select the task to which the vehicle should be assigned and enter the date. Alternatively, you can also create a new task directly and assign it to the vehicle. Please note that this is only a simplified version of the task assistant. For example, to add items, you must edit the task later in the assistant. Tasks that have already been created cannot be edited in the vehicle editor. This view is primarily intended to provide a quick overview of the assignments for a single vehicle and to adjust dates if necessary. To manage the tasks themselves, we recommend using the task assistant.
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5.4	41	== Manage tasks ==
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5.4	43	You can manage existing tasks in the task overview mentioned at the beginning. Here you can see at a glance which tasks exist and which vehicles they are assigned to. If you have the “Edit” right, you can delete or edit the tasks via the action menu. If you only want to remove individual assignments, you can use the X behind the respective license plate in the “Vehicles” column.
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5.4	45	= Create and manage profiles =
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5.4	47	Profile management is located at fleet management at //service & maintenance → notification profiles. //Here you can see all existing profiles of your company.
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5.4	49	== Create a new profile ==
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5.4	51	To create a new profile, you need the “Edit” portal right for Service & Maintenance. In this case, the “Manage notification profiles” button is located above the table. Click on it to open the management screen. Then click on “Create new notification.” An input mask will open.
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5.4	53	First, decide what you want to call your new profile. You can also add a description if you want.
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5.4	55	Next, you need to decide which tasks you want the new profile to notify you about. You can create a separate profile for each task or bundle several tasks into one profile if you want to be notified in the same way for all of them. Based on the selected tasks, you then specify when you want to be notified. A notification profile informs you once when the task is due. Optionally, you can also have an pre warning and/or reminder sent to you. If you choose to do so, you must specify how much earlier or later you want to be notified.
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5.4	57	Once you have decided when you would like to be notified, you now need to specify how you would like to be notified. The notification can be sent as a portal message. In this case, all users in your company who have rights to “Service & Maintenance” and who have the vehicle right will receive a notification in the YellowFox portal as soon as the appointment is due. Alternatively, or in addition, you can have an email sent to you. For the email, you must first decide whether a bundled email or individual emails should be sent. For example, if 20 of your vehicles need to go to the TÜV on one day, this setting determines whether you receive only one email containing all 20 vehicles or whether you receive 20 individual emails. Then specify the recipients. The email addresses you enter do not have to be YellowFox users. For example, you can also send the email to your workshop manager, who may not have access to YellowFox themselves. You must also specify a subject and content for your email. The content is automatically extended by the data of the vehicles due for inspection when the email is sent.
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5.4	59	To ensure that your profile is effective, you must assign vehicles at the end. Profiles deliberately do not access the vehicle assignments of the stored tasks in order to avoid unwanted cross-effects. In large companies in particular, you may have tasks that you use globally for the entire fleet, such as TÜV or inspection, but you do not want everyone to be informed about every vehicle. In this case, it would be advisable to create different profiles for different branches or departments and only assign the vehicles that belong to the respective units to the profiles.
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5.4	61	Finally click on save to create the new profile.
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5.4	63	== Edit profile ==
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5.4	65	You can also edit existing profiles via profile management. To do this, simply click on the profiles in the list on the left. You can also delete profiles if necessary via the action menu on the profiles. You can also perform this action in the profile overview. Here you can also see whether a profile is currently active. Profiles are always created as active by default. You can set them to inactive if you do not want to receive notifications temporarily.
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5.4	67	= Up-coming warnings =
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5.4	69	== Check warnings ==
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5.4	71	There are two ways to check up-coming warnings.
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5.4	73	=== Vehicle list ===
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5.4	75	In the vehicle list in the fleet management, you have the option of displaying columns that show you the warning status of the vehicles. For each task you have created, you can display columns to show the stored date. If this date is due, a red triangle with an exclamation mark will also be displayed. This option is useful for users who want to check whether a (suitable) date has been stored for all vehicles. If you want to check whether there is anything pending for the vehicle without having to display all tasks, you can use the “Status” column instead. Here, the red triangle is displayed if any task for the vehicle is currently due. If no task is due, but there is a task in the pre-warning period, you will see an orange clock. If everything is okay, a green check mark is displayed. If you click on the icon, you will be automatically redirected to the warning overview.
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5.4	77	=== Warning overview ===
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5.4	79	You can access the warning overview in fleet management at //Service & Maintenance → Overview//. Here you can see all appointments that are either currently due or will be due soon according to the pre warning time. Using the filter icon in the table header, you can narrow down your search to specific vehicles, groups, and/or tasks. You can also save your filters as a template to access them again later.
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5.4	81	You can download the material list via the action menu for upcoming tasks. This is a PDF file containing a list of the items and services that have been stored for the task. It is also possible to confirm the warning here.
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5.4	83	== Confirm warnings ==
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	85	Click on “Confirm” in the action menu of the upcoming warnings to check and close a warning. A new dialog box will open. Here you must now specify when the vehicle actually completed the upcoming task. Under certain circumstances, the vehicle may not have been at the workshop on the specified date, but a few days earlier or later. After you click Save, two things happen automatically: If it is a recurring task, the next appointment for the vehicle is set automatically. For example, if you have a task called “TÜV” that is due every 2 years, the vehicle will be given the date you just set plus 2 years as its next appointment. If it is a one-time task, the assignment of the task is automatically deleted. Furthermore, an entry is automatically generated in the vehicle file stating that the vehicle completed this task on the set date. This allows you to later search for when your vehicles were in the workshop. If you have purchased the “Fleet management” module for your vehicles, you can also tag this event so that you can search for it more easily later. If keywords have already been stored behind the task, these will be displayed as preselected. This saves you valuable time. However, you also have the option of editing the keywords manually. You can also attach important documents such as photos or invoices.