OneCrew provides several places to record information about a
Project. The correct location depends on what the information is
about and who needs to see or act on it.
The main information areas covered in this module are:
1
Project Notes
High-level internal information about the overall Project.
2
Work Order Notes
Instructions the Field team needs to complete the work.
3
Scheduling Notes
Information that affects when or how the Project should be
scheduled.
4
Project Log
Communication between people or departments when someone
needs to review, answer, or act on information.
Enter information where the people who need it are most likely
to find it.
Choosing the Correct Note Area
Select the note area based on the purpose of the information and
the people who need to use it.
1
Project Notes
Use for high-level internal information about the overall
Project that helps Sales or office users document important
details.
Project Notes = General Project information
2
Work Order Notes
Use for instructions the Field team needs to understand and
complete the work correctly.
Work Order Notes = Field execution instructions
3
Scheduling Notes
Use for information that affects when or how a Project should
be scheduled.
Scheduling Notes = Timing and scheduling details
4
Project Log
Use for communication when another person or department
needs to review, answer, or act on information.
Project Log = Communication and action
Project Notes explain the Project. Work Order Notes guide the
crew. Scheduling Notes guide the schedule. The Project Log
communicates with specific people.
Note Area Quick Reference
Use this table to determine where information should be entered.
Type of Information
Use This Area
Primary Audience
General internal information about the overall Project
Project Notes
Sales and office users
Instructions needed to understand and complete the work
Work Order Notes
Operations and Field teams
Date restrictions, tentative dates, rain dates, or other
scheduling considerations
Scheduling Notes
Schedulers and Operations
A message, question, update, or request directed to another
person or department
Project Log
Specific mentioned users or teams
Adding Project Notes
Project Notes can be added near the top of the Project page.
Step 1
Open the Project
Search for and open the Project where you want to add a note.
Step 2
Find the Notes Field
Locate the Notes field near the top of the Project page.
Step 3
Edit the Note
Select the pencil icon next to the Notes field and enter the
information.
Step 4
Save the Note
Select the green checkmark to save the Project Note.
Project Notes
Project Notes contain internal, high-level information about the
overall Project.
These notes may contain information that helps the Salesperson or
another office user document or remember important Project details.
Appropriate Uses
Important customer preferences
Background information about the opportunity
Internal reminders for the Salesperson
Important conversations or decisions
General Project details that do not belong in another note area
Project Notes are internal and do not automatically appear on
the Proposal, Work Order, or other customer-facing documents.
Do not rely on Project Notes for information the Field team,
Scheduler, Accounting, or another employee must act on. Use the
appropriate note area or Project Log instead.
Work Order Notes
Work Order Notes contain instructions the Field team needs to
execute the job successfully.
Use these notes when the crew needs information beyond the Service
descriptions, quantities, labor, materials, equipment, maps, and
other information already included on the Work Order.
Examples of Work Order Notes
Clarifications about the work being completed
Instructions that are not clear from the Site or phasing map
Property access instructions or entry codes
Special Site contact information
Restrictions affecting how the work should be completed
Assumptions made while preparing the Estimate
Other information the crew must know before beginning work
Work Order Notes should be clear, specific, and directly related
to completing the work.
Do not place general Sales reminders or scheduling-only
information in Work Order Notes.
Scheduling Notes
Scheduling Notes contain information that affects when or how a
Project should be scheduled.
Scheduling Notes may be added separately for each day the Project
is scheduled. They are not limited to one note for the entire
Project.
Examples of Scheduling Notes
Tentative scheduling information
Rain dates
Customer availability
Date or time restrictions
Scheduling dependencies
Reminders that apply to a specific scheduled day
Information affecting crew or equipment scheduling
Use Scheduling Notes for timing considerations. Use Work Order
Notes for instructions the crew needs while performing the work.
Project Log
Use the Project Log for communication between people or departments
involved in the Project.
When to Use the Log
Ask the Scheduler to review a scheduling issue.
Notify Sales about a Field update.
Ask Costing to review a missing or unexpected Cost.
Send special invoice instructions to Accounting.
Document an important question, answer, or decision.
Use @Mentions
Mention the specific person who needs to review the message or
complete the next action.
A clear Log entry should explain what happened, who needs to
respond, and what action is expected.
Example: Using Multiple Note Areas
A customer says the parking lot cannot be closed before 6:00 p.m.
and the Field crew must enter through a locked east gate.
1
Add the Time Restriction
Enter the 6:00 p.m. restriction in
Scheduling Notes.
2
Add the Field Instruction
Enter the east-gate access instructions in
Work Order Notes.
3
Notify the Scheduler
Add a message to the Project Log and mention
the Scheduler if the restriction requires review or a
response.
4
Preserve General Project History
Add information to Project Notes only when
it is also useful as general internal Project history.
The same situation may require more than one note when different
teams need different information.
Service-Level Proposal and Work Order Notes
OneCrew can store default Proposal Notes and Work Order Notes for
an individual Service.
These notes may automatically appear whenever the Service is added
to a Proposal or Work Order.
How Service-Level Notes Work
They are configured at the organization level.
They apply generically whenever the Service is used.
They should contain information that is consistently required
for that Service.
They should not contain information that applies to only one
Project.
Service-level Proposal and Work Order Notes are not currently
part of the standard HPP process. Do not add or change them
without approval.
Document Notes
OneCrew also displays a Notes field for some Project documents.
The intended use and visibility of this field still need to be
confirmed.
Until the process is clarified, do not rely on Document Notes
for information that must be communicated to Sales, Scheduling,
Field, Costing, or Accounting.
Use Project Notes, Work Order Notes, Scheduling Notes, or the
Project Log when the information must be available to another
person or team.
Final Notes Checklist
Before saving or communicating Project information, confirm:
The information is being entered in the correct note area.
Work Order Notes contain instructions needed by the Field team.
Scheduling Notes contain timing or scheduling information.
