Viewing Closed Requests

This help file applies to an out-of-date version of MainBoss.
The most recent version of MainBoss is MainBoss 4.2.4.
For the latest version of this help file can be found here.

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You view closed requests with Requests | Closed. A request is closed if it has been marked as closed (because the job is finished) or because the request was rejected (by clicking Void). The viewer contains the following:

Number: Click this heading to sort the list by request number. Click again to reverse the order (from ascending to descending or vice versa).

Requestor: Click this heading to sort the list by requestor. Click again to reverse the order.

Subject: Click this heading to sort the list by subject. Click again to reverse the order.

Enable Filter: Lets you set up a filter to select which records should be shown in the table. For more information, see Table Filters.

Details section: Shows information from the selected record.

Assignees section: Shows people assigned to this request.

E-mail Request section: If this request originated from an e-mail message, this will list the contents of the message. (E-mail requests are only possible if you have licensed the MainBoss Service module.)

Work Orders section: Lists work orders associated with the selected request.

State History section: Contains an entry for each time the selected request changed its state. For example, this section might list when a request was created, when it was marked "in progress", and when it was closed.

Edit/View: This drop-down button offers several possible actions:

Edit: Opens an editor window to let you edit the selected record.

View: Opens an editor window where you can examine the selected record.

Print: Opens a window where you can print some or all of your requests. For more, see Printing Requests.

Reopen: Reopens a request that has been closed or voided. MainBoss will also open a window where you may record a comment explaining why you're reopening the request. Reopen also has the following drop-down choices:

Close Request, Close Request (With Comment), In Progress, In Progress (With Comment), Void: Are disabled in this table viewer because they can't be applied to closed requests.

As noted above, Reopen opens a window where you can record comments about what you're doing. This window also gives you an opportunity to record comments to be sent to the original requestor. If you have the MainBoss Service module, these comments are automatically e-mailed to the requestor. The comments are also recorded in the request's State History section. For further information, see Editing Request State History Records.

Refresh: Updates the list to reflect any recent changes.

Search: Lets you search through the list of records for a particular record. For more information, see Searching for a Particular Record. The Search button has an accompanying drop-down list containing the following:

Find Next: Uses the same search condition(s) as your most recent search and finds the next record in the table that matches the condition(s). If the search reaches the end of the table without finding a matching record, it goes to the start of the table and continues the search.

Find Previous: Same as Find Next except that it goes backward in the table. If the search reaches the start of the table without finding a matching record, it goes to the end of the table and continues the search.

Link to Work Order: Lets you indicate that this request is associated with an existing work order. This is useful if you get several requests reporting the same problem. The first time someone submits a particular complaint, you can use Create Work Order to make a work order to fix the problem. If other people complain about the same thing, you can use Link to Work Order to associate their requests with the work order you've already created. This makes it easier to keep track of which requests are associated with which work orders.

Note that it's also possible for a single request to be associated with multiple work orders. For example, you might create one work order for a short-term work-around fix, and another work order for a more permanent repair. Using Link to Work Order lets you associate the request with both work orders.

A request may be linked to any number of work orders and vice versa. When you click Link to Work Order, you get the window described in Requested Work Orders.

Create Work Order: Opens a window that lets you create a work order based on the selected request. Information from the request will be copied into the new work order; however, this information can be changed if desired. When you create a work order from a request, the request is automatically linked to the work order in the same way as using Link to Work Order.

For more on creating and editing work orders, see Editing Work Orders.

By default, there is no "feedback" from work orders to linked requests. In particular, if you use Create Work Order or Link to Work Order to link a request and a work order, closing the work order does not close the request (and vice versa). Similarly, the request is not marked In Progress, even if you create a work order from it. However, in the Defaults for Request section of the Requests table viewer, there is an option named Requests are automatically set In Progress when linked to a work order and are closed when work order closes. If you checkmark this option, requests are automatically marked In Progress when you use Link to Work Order or Create Work Order. Requests are also closed automatically when the work order is closed.

New Requestor Comment: Lets you record a comment for the requestor. If you have the MainBoss Service module, this comment will be automatically e-mailed to the requestor. If not, you will have to convey the comment to the requestor in some other way.

You can click New Requestor Comment on a request as often as you like; each time, MainBoss will give you a chance to record a comment about the request. New Requestor Comment therefore gives you a good way to keep track of problems, delays, and other special situations that arise during the course of a request, and to keep the requestor informed about these situations.

Each requestor comment is recorded in the request's State History section. For more on state histories, see Editing Request State History Records.

For more information on requests, see Requests. For more information on creating or editing request records, see Editing Requests. For general information on table viewers, see Using Table Viewers.

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