External work orders are templates that can be shared with people outside your Coast account (vendors, clients, outside contractors, etc.) in order for them to submit work orders. You can post this as a QR code or through a link on your website.
Step 1: Create an External Work Order
Note: Creating an External Work Order can only be done on desktop.
- On the left-hand side, click into the Work Orders workspace.
- Click on the workspace title
at the top of your screen.
- Select Templates
. You can use our default template or create a new one by clicking on the three-dot icon inside the External Work Order box
.
- Select Duplicate.
- To customize the template, click on one of the External Work Orders.
- Give your template a name and format the rest of the data by hiding unnecessary default fields or adding pre-filled responses to specific fields. To hide a field, simply click the Hide box so that it appears turquoise
. To add a pre-filled response, type the desired text directly into the field. If you’d like for external work order requestors to receive updates on the status of their request, make sure that the Requestor Email field is not hidden
by not clicking on the checkbox and leaving it white.
- Click Save
on the top right once it's completed.
Now you are ready to share this external work order as a QR code or through a link on your website.
Step 2: Share an external work order with people outside your Coast account
- Find the External Work Order you just created, and click on the three-dot icon
next to it.
- Select Share.
- Move the toggle to the right of Create Public Link to turn it on. A QR Code and a Copy Link option will appear below.
- Click Copy Link, and the link will be copied to your clipboard, or right click on the QR code to save it and share the link that way.
When an external requester submits a Work Order Request, they may be interested in receiving updates on the status of their request. Coast makes it easy for them to automatically receive those updates through email.
When a requester submits their request, they can enter the email where they'd like to receive the updates. Every time your team updates the status on the work order card, the requester will receive an email letting them know the new status.
If the email address needs to be changed, you also have control over that inside the work order card.
Step 3: Changing the requester email address
- Click on the work order card, and edit the current email to the new one.
- Click Save