IT Service Desk

Prerequisites: 

• Change request created containing a completed configuration spreadsheet. If this has not been completed, return the New Contractor/Contract/CCCD/SORs Configuration Template to the requestor.
• Contract details must have been added to Civica Financials (CF) so that they are available in Cx. If this has not been carried out, download and complete the Contractors CF Test and Live Email to request addition to CF.

In Cx: 

The following steps will require the information within the 'Contractor' tab of the template. 

1. Type 'Contractors' into the Quick Access Menu and select 'Contractors'.
2. Search for contractor just to check they don't exist already. Check the 'Expired' List too.
3. Select 'New Contractor.'
4. Select the correct 'Contractor' from the drop down. N.B. If the contractor is not available, it may not have been added to CF, go back to the requestor and ensure that they have requested the contract details to be added to CF. (Look for the Supplier reference code.) 
5. Confirm.
6. The Contractor 'Details' tab will display and the information that has been imported from CF will remain. These details do not need to be amended.
7. Save.

The following steps will require the information within the 'Contractorinsurances' tab of the template. 

1. Select the 'Insurances' tab.
2. Select 'New Insurance.'
3. Select the 'Insurance type' from the dropdown.
4. Select the 'Insurer' from the dropdown. 
5. Copy and paste the 'Policy Number' from the template. 
6. Add the 'Effective from' and 'Effective to' dates. N.B. This should give a time frame of around a year.
7. Save
8. Repeat the above steps until all insurance details are added. For each row you have on the spreadsheet regarding insurance.

When you add the contractor to Cx that has been created in CF a contact record will be created in Cx.

If your contractor receives work via the bulk communications text contractors email schedule (at 7am and 1pm) you will need to update more information on the contract record for this to work.

1. Check the main contact name on the newly added Contractor in the Contractors Quick Access Menu. (Most names start with a full stop e.g. '. Contractor Ltd'.)
2. Using the global search in Cx search and open the contact record. The Contract Summary page will be displayed.
3. Click on Contact Details.
4. Click on the Preferences tab and double check the email matches the one supplied by the requester, if not double click on the email address and update it and save. (Often the default email used by Finance is not the same email for servicing the work orders so it will require updating.)
5. Click on New Preferences and in Communication field, select the Module of 'Repairs', and Communication 'Text Contractors', in the Communication method select 'Email' and in the Preference field select the email address. Ensure effective from date has been added and save.
6. On the details page click on New contact type and add 'Text Contractors' and save.

If you need to arrange CAP Access for the Contractor follow these Contract Preferences and User Details steps below:

Contact preferences:

1. Check the main contact name on the newly added Contractor in the Contractors Quick Access Menu. (Most names start with a full stop e.g. '. Contractor Ltd'.)
2. Using the global search in Cx search and open the contact record. The Contract Summary page will be displayed.
3. Click on Contact Details.
4. Click on the Preferences tab and double check the email matches the one supplied by the requester, if not double click on the email address and update it and save. (Often the default email used by Finance is not the same email for servicing the work orders so it will require updating.)
5. Click on New Preferences and in Communication field, select the Module of ''Repairs', and Communication 'Variation Accepted', in the Communication method select 'Email' and in the Preference field select the email address. Ensure effective from date has been added and save.
6. Click on New Preferences and in Communication field, select the Module of ''Repairs', and Communication 'Variation Rejected', in the Communication method select 'Email' and in the Preference field select the email address. Ensure effective from date has been added and save.
7. On the details page click on New contact type and add 'Variation Contractors' and save.

User Details:

1. Please follow these instructions - Creating CAP Accounts Script v0.1 20220117

The contractor must now be added to Keystone. Follow New Contractor - Keystone Knowledge Article.

Once the contractor has been built, you must add the Contract, Contract Definitions and the SORs. Follow the relevant knowledge articles for these items:

• New Contract - Cx Knowledge Article