With standard document templates you can now choose what amount of information would you like to present to your customers when you share a particular job with them via an exported PDF or a web link (referred to as the public web view in Loc8).

This option empowers you to tailor the document just the way you would like. Together with the ability to establish your branding and image through Global Styling that goes hand in hand in document presentation, you have a greater influence, credibility and professionalism through the exported documents.

For a quick view on how to share and export jobs, see the article Sharing the job as a link that can open on any browser and Sharing the job details as a PDF document.

Based on the controls enabled on this page, the content of the exported jobs will be extracted and presented with only the relevant information from the jobs inspector.

Throughout the document, you will be guided on how each of the toggle buttons directly map with the fields from the job inspector and any other connected entities so that you're aware of what exactly goes in the document output when a particular control, which is through the toggle button, is turned on.

To give you an idea of what we will achieve by the end of this discussion, see the example below to understand how enabling the Financial section in the Standard Templates configuration can change the way you present content in the exported PDF and web link view:

  • When the Financial section in the Standard Template for Jobs is turned on:

Financial details presented on the exported PDFs and web link view:

When the Financial section in the Standard Template for Jobs is turned off:

Financial details presented on the exported PDFs and web link view:

Relationship between the Job details and the controls in the Standard Document Template

To begin with, navigate to the Document Templates that are available for each of the Loc8 entities.

From the main menu panel on the left, choose Settings icon > Admin settings > Document templates and select the Templates tab.

Since we will discuss the Standard template on jobs, select Jobs from the dropdown list.

On the Standard Template for Jobs, you will see the different controls that are categorised under relevant sections.

So as to manipulate the export document to include or exclude certain details, we have explained the mapping between them one-by-one below.

1 General

This section gives a high-level information about the job. You will find the job details controlled by this section at the top right corner on the header of the exported document.

As and when you turn on the relevant controls, the corresponding job details are read from the job inspector.

  • 1a General - Show job type as label instead of "Job"

    When turned on - it will display the job type of the job. In the example below, it is Work Order. On other jobs, it could be either Work Order, Inspection, Audit, Preventative or a custom job type you use as listed under Settings -> Job settings -> Types tab in your Loc8 account.

    If you would like to create a new job type, see Create Job Types.

When turned off - the header will show a standard text Job next to the job ID irrespective of the job type.

  • 1b General - Show job and line item reference

    When turned on - The value of the Reference field in the job inspector is displayed in the header.

If the tasks were performed on some assets or sites, this control option will pick up the reference code of all of those assets and sites, which you can view on their inspectors, and presents them as additional information in the relevant line items.

The exported PDF and web view will present the reference values as follows:

When turned off - the reference values will be excluded from the exported documents.

  • 1c General - Show job and line item assignees

    When turned on - The people assigned to the job will be displayed at the job header.

This will also show which person undertook what tasks as per the data logged by them on-site, ideally through the check-ins made via their Loc8 Mobile app account.

The exported PDF and web view will present the assignee details as follows:

When turned off - the assignees will be excluded from the exported documents.

  • 1d General - Show priority and urgency dates

    When turned on - The value in the Priority field is indicated on the header, along with the Start by and Due by dates, thus, together they highlight the priority and urgency of the job.

The exported PDF and web view will present the job priority and urgency as follows:

When turned off - the priority and urgency of the job will be excluded from the exported documents.

  • 1e General - Show subject and description

    When turned on - The subject of the job and its description are placed together at the centre of the document.

The subject and description will be presented in the exported PDF and web view as follows:

When turned off - the block of job subject and its description will be excluded from the exported documents.

2 Line items and financials

This section allows you the flexibility to share financial information in the exported documents. If the situation calls for, you can also choose to completely opt out of detailing out the financial charges and show only the line items for tasks, sub-tasks, labour hours and inventory.

Let's broadly discuss the two choices you will have in this section:

  • 2a Line items and financials - Show financials is ON

    The exported document will mainly focus on the charges involved for all the line items in regards to the tasks & sub-tasks, labour hours and inventory charges, complete with the applicable tax.

    This is why you will notice that the controls Show line item unit charges (2a-1) , Show line item total charges (2a-2) and Show tax (2a-3) are accessible to you when Show financials (2a) is turned on.

The Show line item unit charges (2a-1) and Show line item total charges (2a-2) extract information from the following areas from within the job inspector:

From the Tasks tab

From Work logs -> Labour tab

From Work logs -> Inventory tab

Besides, you can also view the overall charges and applicable tax involved in the job in the Financials section:

All of these details are compiled and presented in the exported PDF and web view as follows:

2a Line items and financials - Show financials is OFF

In this case, the exported document will mainly focus on the various line items involved in the job. Here, the charges are not exposed and therefore, the tax component is also hidden.

This is why you will notice the new controls - Show task line items (2c), Show time and travel line items (2e) and Show inventory line items (2f) accessible to you when the Show financials (2a) is turned off .

The exported PDF and web view will be displayed as follows:

To further tailor the visibility of the line items, you can turn on/off the above discussed controls for each type of line items individually.

For example, if your customers are only concerned about knowing which tasks and sub-tasks were performed on-site and what inventory of items were used, you can turn off Show time and travel line items to automatically hide the travel and on-site time.

3 Associations

This section allows you to provide supporting information about the job in the exported document - the details that can assist or confirm the works to be done or which have been done.

  • 3a Associations - Show Safety flags

    When turned on - The Safety warning attested on an asset or site is highlighted in amber colour in the exported documents. Though the safety warning is directly on the asset/site, it also shows on any other job that is associated with the asset or site. The safety flag on the site we have used in the examples within this article is shown below:

The same safety flag is also displayed on the associated job, and so we are able to show or hide the safety warning when exporting the job.

The safety flag is displayed in the exported PDF and web view as follows:

  • 3b Associations - Show attachments

    When turned on - All files and attachments associated with jobs and tasks are displayed in the exported document.

    The exported PDF and web view will be displayed as follows:

  • 3c Associations - Show customer signature

    When turned on - The signatures entered for the job by the team member who was the last person completing the job and a customer contact.

    The exported PDF and web view will be displayed as follows:

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