DRKDS Field Operations

1. Introduction

DRKDS Field Operations is a comprehensive field service management solution designed for Odoo 19 Community Edition. It provides complete control over your field service operations, from work order creation to invoicing.

Key Features

2. Installation

Prerequisites

• Odoo 19 Community Edition
• Python 3.10 or higher
• Required Odoo modules: base, mail, contacts, product, stock, account, sale, hr, hr_timesheet, website, base_geolocalize

Installation Steps

1. Copy Module: Place the drkds_field_operations folder in your Odoo addons directory
2. Update Apps List: Go to Apps menu and click "Update Apps List"
3. Search & Install: Search for "DRKDS Field Operations" and click Install
4. Configure: Go to Field Operations > Configuration to set up your preferences

3. Configuration

General Settings

Navigate to Field Operations > Configuration > Settings to configure:

Labor Product

Configure a product for labor charges that will be used in invoicing:

1. Go to Inventory > Products
2. Create a new product with type "Service"
3. In Field Operations settings, select this product as "Labor Product"

4. Work Orders

Work Order Lifecycle

Creating a Work Order

1. Navigate: Go to Field Operations > Work Orders > Create
2. Basic Info: Enter title, description, and select work order type (Installation, Repair, Maintenance, etc.)
3. Customer: Select customer and optionally a specific service site
4. Equipment: Link to equipment being serviced (optional)
5. Assignment: Assign team and technician
6. Schedule: Set date, time slot, and estimated duration
7. Save: Work order is created with status "New"

Work Order Types

Priority Levels

• Low (0): Can be scheduled flexibly
• Normal (1): Standard priority (default)
• High (2): Should be addressed soon
• Urgent (3): Requires immediate attention

SLA Management

Work orders can have SLA deadlines. The system automatically tracks:

• On Track: Within SLA timeline
• At Risk: Approaching deadline (configurable warning threshold)
• Breached: Past SLA deadline

5. Technicians & Staff

Field Staff Management

Field Staff represents your technicians and field workers. Each staff member is linked to an HR Employee and can be assigned to work orders.

Staff Status

Field Teams

Organize staff into teams for better management:

• Each team has a leader
• Teams can be assigned specific territories or specializations
• Work orders can be assigned to teams for flexible dispatch

Skills Management

Define skills and certifications for technicians:

• Create skill types (e.g., "HVAC Certified", "Electrical License")
• Assign skills to staff members
• Work orders can specify required skills for automatic matching

6. Scheduling

Scheduling a Work Order

1. Open the work order in "New" status
2. Set the Scheduled Date
3. Set From Time and To Time for the service window
4. Enter Estimated Duration in hours
5. Assign a Technician
6. Click Schedule button

Schedule Views

• Calendar View: Visual calendar showing all scheduled work orders
• Kanban Board: Drag-and-drop task management
• Gantt View: Timeline visualization (if installed)
• Map View: Geographic view of today's jobs

7. GPS Tracking

Real-Time Location

The GPS tracking feature provides real-time visibility of your field workforce:

Data Captured

• Coordinates: Latitude, Longitude, Altitude
• Accuracy: GPS accuracy in meters
• Speed: Current movement speed
• Heading: Direction of travel
• Battery Level: Device battery status
• Network Type: GPS, Network, or WiFi based location

Movement Detection

Automatic movement status based on speed:

Route History

View complete route history for any staff member:

1. Go to Field Operations > GPS > Route History
2. Select staff member
3. Choose date range
4. View route on map with timestamps

Mock Location Detection

8. Geofencing

What is Geofencing?

Geofencing creates virtual boundaries around physical locations. When technicians enter or exit these zones, the system can trigger automatic actions.

Zone Types

Creating a Geofence

1. Go to Field Operations > Geofencing > Create
2. Enter zone name and select type
3. Choose shape: Circle or Polygon
4. For Circle: Set center coordinates and radius
5. For Polygon: Define boundary coordinates
6. Configure notifications and auto-actions
7. Save the geofence

Auto Check-in/Check-out

When enabled, the system automatically:

• Check-in: Starts work order timer when technician enters customer geofence
• Check-out: Pauses work order when technician exits geofence

Geofence Events

All geofence entries and exits are logged with:

• Timestamp
• GPS coordinates
• Dwell time (time spent in zone)
• Associated work order

9. Equipment Management

Equipment Registry

Track all customer equipment with complete lifecycle management:

Equipment Information

• Identification: Name, Serial Number, Model, Manufacturer, Barcode
• Location: Customer, Site, Building/Floor details
• Purchase: Date, Price, Vendor
• Warranty: Start date, End date, Provider, Terms
• Technical: Specifications, Power requirements, Dimensions

Equipment Types

• HVAC
• Electrical
• Plumbing
• Elevator
• Fire Safety
• Refrigeration
• Kitchen Equipment
• Security System
• IT/Network

Maintenance Scheduling

Set up preventive maintenance schedules:

QR Code Labels

Each equipment gets a unique QR code for easy identification:

• Scan QR to view equipment details
• Quick access to service history
• Create work orders instantly

10. Materials & Inventory

Material Usage

Track materials/parts used on each work order:

1. Open the work order
2. Go to "Materials" tab
3. Add products used with quantities
4. Prices are pulled from product records
5. Material cost is calculated automatically

Integration with Inventory

• Materials are linked to Odoo Inventory
• Stock levels updated on work order completion
• Warehouse/vehicle stock management
• Low stock alerts

11. Timesheets

Timesheet Entry

Track time spent on field service activities:

Work Types

Overtime

• Mark entries as overtime
• Specify overtime reason
• Configure overtime rate multiplier (default 1.5x)

Approval Workflow

Or: Submitted → Rejected (with reason)

12. Invoicing

Invoice Generation

Create invoices from completed work orders:

Invoice Contents

• Labor: Hours worked x hourly rate
• Materials: Parts used with prices
• Total: Labor + Materials

Auto-Invoicing

When enabled in settings, invoices are created automatically upon work order completion.

Invoice from Work Order

1. Complete the work order
2. Click "Create Invoice" button
3. Invoice is created and linked to work order
4. Work order status changes to "Invoiced"

13. Service Contracts

Contract Types

Contract Features

• Coverage: Link multiple equipment to one contract
• SLA Terms: Response time, Resolution time, Service hours
• Included Services: Number of visits, Parts inclusion, Labor inclusion
• Billing: Monthly, Quarterly, Annual, or One-time
• Auto-Renewal: Optional automatic renewal with notice period

Contract Status

14. Checklists

Work Order Checklists

Ensure consistent service quality with task checklists:

Checklist Features

• Pre-defined checklist templates by work order type
• Mandatory items that must be completed
• Photo capture for each item
• Notes for each checklist item
• Progress tracking (% complete)

Before/After Photos

Capture visual documentation:

• Before Photos: Document initial condition
• After Photos: Document completed work
• Photos attached to work order record

Customer Signature

Capture digital signature at job completion:

• Touch-enabled signature capture
• Signed by name recorded
• Timestamp of signature

15. Recurring Tasks

Automated Scheduling

Set up recurring work orders for regular maintenance:

Recurrence Options

• Daily
• Weekly (specific days)
• Bi-weekly
• Monthly (specific date)
• Quarterly
• Annually

Creating Recurring Tasks

1. Go to Field Operations > Recurring Tasks
2. Create new recurring task template
3. Define work order details (customer, type, duration)
4. Set recurrence pattern and next run date
5. Activate the recurring task

16. Dashboard & Reports

Operations Dashboard

Real-time overview of field operations:

Key Metrics

• Today's Orders: Jobs scheduled for today
• Completed Today: Jobs finished today
• Pending Orders: Backlog of open jobs
• Active Staff: Technicians currently online
• SLA Compliance: Percentage of jobs within SLA
• Customer Satisfaction: Average rating
• Today's Revenue: Billing for completed jobs

Available Reports

17. Mobile App Features

Technician Mobile Interface

Optimized mobile interface for field technicians:

Features

• Job List: View assigned work orders
• Navigation: One-tap navigation to customer site
• Check-in/Check-out: With GPS location capture
• Checklist: Complete tasks with photos
• Materials: Record parts used
• Time Tracking: Start/pause/stop timer
• Signature: Capture customer signature
• Offline Mode: Work without internet, sync later

Customer Portal

Self-service portal for customers:

• Request new service
• Track work order status
• View service history
• Rate completed jobs

18. Frequently Asked Questions

General

Q: How do I assign work orders to technicians?

A: Open the work order, select the Team and Technician from the dropdowns, then click Schedule.

Q: Can I track multiple technicians on one job?

A: Yes, use the "Additional Technicians" field to add secondary technicians to a work order.

Q: How does GPS tracking work?

A: Technicians use the mobile app which sends periodic location updates. You can view real-time positions and route history from the dashboard.

Billing

Q: How are work orders invoiced?

A: Completed work orders calculate labor (hours x rate) plus materials. Click "Create Invoice" or enable auto-invoicing.

Q: What about contract customers?

A: Work orders linked to active contracts can be marked as non-billable if covered by the contract terms.

Technical

Q: How long is GPS data retained?

A: Configure retention period in settings (default 90 days). Older records are automatically purged.

Q: Can geofences overlap?

A: Yes, but only the first matching geofence (by ID) will be recorded for events.