NorthBoundary + ServiceTrade Workflows

Derek Torres
Derek Torres
  • Updated

This article will walk users through all of the current workflows and details of the ServiceTrade + NorthBoundary Data Exchange.

Prerequisites

You must have the ServiceTrade + NorthBoundary Data Exchange connected.

Asset Mapping

Click here for in-depth review of how Asset Mapping works.

  1. In NorthBoundary, click Maintenance Mgmt.
  2. On the Proposal List view, click on the relevant Maintenance Proposal.
  3. Under the Asset Inventory Menu, click the Actions drop-down menu.
  4. Click on Export Job to ServiceTrade and click OK.
    • Typically, you would perform this data puch once an Opportunity has been sold.

Details About the Data Push

When you click the Export Job to ServiceTrade button, it will check the Company (Customer) and Location (Work Location) in ServiceTrade with the same Name and Street Address. If it DOES NOT find a matching Company and Location in ServiceTrade, it will ask if you would like to create the Company and Location in ServiceTrade. Then, it will create a Location and Company Contact on the new Location and Company. It will use the primary contact in NorthBoundary.

If it DOES find a matching Company and Location name and address in ServiceTrade, it will map the assets in the inventory list to that Location. See details below.

Once the Company and Location creation process is complete or a match is found, all the Assets in the Maintenance Proposal's Inventory List will be created on the matching or newly created ServiceTrade Location. If you have not assigned your ServiceTrade Asset Types in NorthBoundary, the assets will come over as Other asset types. Read about Assigning Asset Types here.

Once the Assets are created on the Location, that ServiceTrade Asset ID is saved within the NorthBoundary Asset. So, next time you attempt to do an export action again on the same proposal, the already exported assets will not duplicate. It will only export newly created assets in the NorthBoundary Proposal on the matching ServiceTrade Location.

All active Assets are pushed at once, and you cannot pick and choose what Assets push from NorthBoundary to ServiceTrade. Only if an asset is marked Inactive in NorthBoundary will it NOT push to ServiceTrade.

The push currently does not recognize the quantity field in NorthBoundary. This means it will only push one asset to the ServiceTrade location, regardless of whether you have used the quantity field. Because of this, we highly recommend you don't use that field, and instead make copies of an asset to represent the quantity of assets of the same type.

The push also does not honor the Parent-Child relationship. This means the assets in ServiceTrade will not be parent and subassets if you had that setup in NorthBoundary.

Note: This feature will not be available if the NB Support user in Core is not set up. See Prerequisites.


Companies and Locations

Importing Companies (Customers) and Locations (Service Locations)

Click here for an in-depth review of how Customer Importing works.

You can import Companies, Locations, and Contacts from ServiceTrade to NorthBoundary under Customer Mgmt.

  1. In NorthBoundary, on the Navigation Bar, click Customer Mgmt.
  2. Click the drop-down arrow on the top right of the menu and select Import ServiceTrade Customers. This will open the ServiceTrade Customer Import Menu.
  3. Select the ServiceTrade Office you want to import Customers from on the Office Assignment drop-down.
  4. Select the NorthBoundary Organization you want to assign to the imported customer on the Organization drop-down.
  5. Click to check Import All Customers. This will look for all ServiceTrade Customers with the selected Office Assignment in Step 3.
  6. Click the Import button.
  7. A Confirmation Menu will appear that will ask if you want to continue. Click OK.
  8. Once complete, an Import Summary will be available, letting you know what companies, locations, and contacts were imported or skipped.

Note: If you change the spelling of the Company Name or the Address line for the Location, a duplicate record will be created upon importing to ServiceTrade. Importing data only checks for duplicate names; a new record is created if a duplicate doesn’t exist.


ServiceTrade Deficiency to NorthBoundary Project Proposal to ServiceTrade Job

The only type of Proposal that can be pushed to ServiceTrade as a Job is a Project Proposal that is created from a ServiceTrade Deficiency.

Click here for an in-depth review of how to create a Project Proposal from a deficiency.

Click here for an in-depth review of how to turn an sold project proposal into a ServiceTrade Job.

Creating a Project Proposal from a ServiceTrade Deficiency

In the ServiceTrade Mobile App and Web App, Technicians and Office users can add Deficiencies for Assets. These deficiencies represent opportunities that can be quoted using Project Proposals in NorthBoundary via the ServiceTrade Deficiencies Menu. This menu syncs all deficiencies from your ServiceTrade account to your NorthBoundary account. Here, you can quickly create Project Proposals for these deficiencies.

Important Note: Currently, when you add a deficiency to a proposal, the deficiency status and resolution do not change.

Click here to learn more: Creating a Project Proposal for a ServiceTrade Deficiency

Turning a Sold Project Proposal into a ServiceTrade Job

Click here to learn more: Turning a Sold Project Proposal Into a ServiceTrade Job

Workflow Details

After you enter the Job Information and click Create Job, The Job will be created at the ServiceTrade Location associated with the ServiceTrade Deficiency or Deficiencies as Services on the Project Proposal.

Each Service on the Job will be associated with the ServiceTrade Deficiency.

The Job Status will be "new," and the Job Appointment will be "unscheduled."

The Service for this customer will be generated from the Deficiency that was used to create the Proposal. See Job, Service, Appointment, and Item Mapping for more details.

The NorthBoundary Worksheet or Worksheets parts will come over as ad hoc items on the ServiceTrade Job. Parts for each worksheet will be associated with the relevant service using ServiceTrade's Group by Service feature.

They will not be synced to your ServiceTrade items, and price and cost will not come over to the Job either. If Labor is provided in the worksheet, then each Labor Class will be added as ad-hoc job items in ServiceTrade with the name and quantity of each Labor Class. The labor class will not sync to existing labor item types in ServiceTrade. All of this information will have to be added manually:

Note: Currently, there is no mapped integration to existing ServiceTrade Items (and therefore no integration to PartsLedger.)

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