Dynamics 365 Field Service Agreements: How to Auto Generate Work Orders

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Field Service Agreements are used to automatically schedule work orders and invoices based on a set occurrence(s). These agreements are most commonly used for preventative maintenance type of work. For example, if you are a floor polish company, a routine floor maintenance agreement can be setup for a customer on a yearly basis. In this blog post, we will just focus on the auto generation of Work Orders.

Structure of Field Service Agreements:

  1. Agreement
  2. Agreement Booking Setup
  3. Agreement Booking Recurrence
  4. Agreement Booking Incident

Agreement

The Agreement record is where customer information such as Billing Account, Start and End Date, Price List, etc. is defined. The duration is automatically calculated based on the Start and End Date. All agreements start with a system status of ‘Estimate‘ and move to ‘Active‘ once the Agreement is setup.

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Agreement Booking Setup

This is where we define what activity we are performing and how often it needs to be performed. If we would like to generate the work orders 15 days in advance, this gives us the flexibility to work with a customer’s schedule. In the example below (in the work order settings section), we have set the attributes based on the earlier requirements.

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Agreement Booking Recurrence

The next step is to define how often the Work Order should auto generate, this is completed by setting up a Booking Recurrence.

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In this example below, we have set a yearly Recurrence Pattern for April 1. As you can see, there is a lot of flexibility in setting a Recurrences Pattern.

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Agreement Booking Incident

The final step is to create an Agreement Booking Incident. This is where we define specifically what to do, such as a Work Order – an incident is chosen and will be populated on all auto generated Work Orders. If you are performing preventative maintenance on a specific piece of equipment (Customer Asset), this can be defined and will allow the Work Order to tie back to the Asset.

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Finally, the Agreement can be activated. Upon activation, the Agreement Booking Date will be created. The status of the Booking date is Active and once the predefined date is met, a Work Order is generated and the status changes to Processed.

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