Warranty Business Process
Use the Warranty business process to track warranties against work completed and assets that were installed as part of a project.
Characteristics
This is a Project-level business process without a workflow, provided in the system template.
Record Statuses
| Status | Resulting State |
|---|---|
| Active | non-terminal |
| Awaiting_Start | non-terminal |
| Expired | non-terminal |
| Renewed | non-terminal |
| Warranty_Terminated | non-terminal |
Related Processes
The Warranty business process might create the following business processes: Action Item
The Warranty business process might be created by the following business processes: Not applicable
Creating a Warranty Record
Create a Warranty record by navigating to Project Closeout / Warranty on the Project/Shell tab, or from the Tasks log on the Home tab or relevant Project/Shell tab.
Complete the Warranty form and attach related documents, if needed. After completing the form, select Save to create a record and keep it in editable mode, or select Submit if you are finished and ready to commit the record.
Note:
You must enter a value in all required fields (*) before you can save the form.- Go to your Project tab, and switch to User mode.
- In the left Navigator, select Project Closeout, and then select Warranty.
- On the Warranty page, select Create. Refer to the tables below to complete the form. You can select Save at any time to create a record and keep it in editable mode.
- To add attachments, go to the Attachments tab, and select Attach Files
.
- After completing the form, select Submit.
Completing the Warranty Form
Key Information
Key Information about this Warranty record
| Field Name | Access | Description |
|---|---|---|
| Title | Required | Title of the record |
| Status | Required | Status of the record |
| Contract | Editable | The contract that is a reference to this record |
| PO Number | Editable | The Purchase Order number in the Journal Entry |
| Vendor | Editable | Select the vendor for this record. |
| Warranty Provider Name | Required | The name or nickname for this Warranty Provider |
| Warranty Provider Type | Editable | Information about who is providing the warranty. Multiple warranties can be provided against the same asset by different Warranty Providers. |
| Warranty Provider Number | Editable | Warranty Number supplied by Provider |
Warranty Details
Details about this Warranty record
| Field Name | Access | Description |
|---|---|---|
| Warranty Start Date | Editable | Warranty Starting Date |
| Warranty Duration Period | Editable | Warranty Duration Period |
| Warranty Expiration Date | Required | Warranty Expiration Date |
| Possibility of Renewal? | Editable | Possibility of Renewal? |
| Warranty Cost | Editable | Amount paid for warranty |
| Warranty Documentation Attached? | Editable | Is the warranty documentation attached to this record? If not, provide a reason. |
| Warranty Required Conditions | Editable | Warranty Required Conditions |
| Reason for not attaching warranty documentation | Editable | If not attaching the documentation, explain why. |
Asset Information
Details about the asset covered by this Warranty record
| Field Name | Access | Description |
|---|---|---|
| Equipment Name | Editable | Name of the equipment (this might relate to your asset management system) |
| Equipment Number | Editable | Number of the equipment (this might relate to your asset management system) |
| Serial Number | Editable | Serial Number of the equipment |
| Equipment Model | Editable | Model Number or Name |
| Product Family | Editable | Product Family, if applicable |
| Equipment Description | Editable | Description of the equipment |
| Installation Date | Editable | Date the equipment was installed |
| In Service Date | Editable | Date the equipment was put into service |
Warranty Coverage
Information about the coverage for this Warranty record
| Field Name | Access | Description |
|---|---|---|
| Detailed Description | Editable | Enter detailed information about the Warranty. The field size can be expanded. |
Warranty Provider Contact Information
Primary contact information of the warranty provider. Additional contacts can be listed on the Key Contacts tab.
| Field Name | Access | Description |
|---|---|---|
| Phone | Editable | Phone number |
| Editable | Email address | |
| Address | Editable | The street address, P.O. box, apartment, suite, unit, building, floor, and so on. Do not include the contact's name. |
| City | Editable | City |
| Country | Editable | Country |
| State/Province | Editable | The state or province |
| Zip/Postal Code | Editable | ZIP Code or postal code |
| State/Province - Other | Editable | If selecting a country without defined states, provinces, or regions, this field provides additional information. |
Location
Location of the Punch List Item. This can be completed by selecting an Area, by adding your current location (on mobile), or by choosing an area on a map.
| Field Name | Access | Description |
|---|---|---|
| Area | Editable | The area, from a list of physical areas, related to this project or building |
| Latitude | Editable | The latitude of an area |
| Longitude | Editable | The longitude of an area |
| Tier 1 - Area Group Reference | Read-Only | Tier 1 of the area location |
| Tier 2 - Area Group Reference | Read-Only | Tier 2 of the area location |
| Tier 3 - Area Group Reference | Read-Only | Tier 3 of the area location |
| Tier 4 - Area Group Reference | Read-Only | Tier 4 of the area location |
| Tier 5 - Area Group Reference | Read-Only | Tier 5 of the area location |
Record Information
System information about this record
| Field Name | Access | Description |
|---|---|---|
| Record Number | Read-Only | System-assigned record number |
| Creator | Read-Only | Creator of this record |
| Record Last Update Date | Read-Only | Date that the record was last updated |
| Creation Date | Read-Only | Date that the record was created |
| Project Number | Read-Only | Unique Project Number |
| Project Name | Read-Only | Name of the project |
| Building Code | Read-Only | Short ID or code for the building, structure, facility, and so on |
| Building Name | Read-Only | Official name of the building, structure, facility, and so on |
| Business Process Record URL | Read-Only | A shareable link to this record, for anyone with the necessary permissions |
Additional Notes
The Warranty Additional Notes block is reserved for future use by your organization.
| Field Name | Access | Description |
|---|---|---|
| Warranty Text 255 UDF 1 | Disabled | Reserved for future use by your organization |
| Warranty Text 255 UDF 2 | Disabled | Reserved for future use by your organization |
| Warranty Text 255 UDF 3 | Disabled | Reserved for future use by your organization |
| Warranty Text 255 UDF 4 | Disabled | Reserved for future use by your organization |
| Warranty Long Text UDF 1 | Disabled | Reserved for future use by your organization |
| Warranty Long Text UDF 2 | Disabled | Reserved for future use by your organization |
Completing the Key Contacts tab
Key Information
| Field Name | Access | Description |
|---|---|---|
| Vendor Contact First Name | Required | First name of the main vendor contact |
| Vendor Contact Last Name | Required | Last name of the main vendor contact |
| Contact Type | Editable | Type of warranty contact |
| Line Item Status | Editable | Select the applicable status, Active or Inactive. Active is selected by default. |
Contact Information
| Field Name | Access | Description |
|---|---|---|
| Title | Editable | |
| Editable | Email address | |
| Work Phone | Editable | |
| Mobile Phone | Editable | |
| Home Phone | Editable |
Address
| Field Name | Access | Description |
|---|---|---|
| Address | Editable | The street address, P.O. box, apartment, suite, unit, building, floor, and so on. Do not include the contact's name. |
| City | Editable | City |
| Country | Editable | Country |
| State/Province | Editable | The state or province |
| Zip/Postal Code | Editable | ZIP Code or postal code |
| State/Province - Other | Editable | If selecting a country without defined states, provinces, or regions, this field provides additional information. |
Notes
| Field Name | Access | Description |
|---|---|---|
| Notes | Editable | Any additional notes |
Completing the Reminders tab
General
| Field Name | Access | Description |
|---|---|---|
| Title | Required | Title of the record |
| Assigned To | Required | The Action Item will be assigned to this user for resolution on the next step of the workflow. |
| Create Action Item On | Required | Date when the Action Item should be created |
| Target Completion Date | Editable | The targeted completion date for the action item. To be updated as needed, particularly when reassigning the Action Item. |
| Action Item Priority | Editable | An integer value representing the priority of the Action Item |
| Action Item Record | Editable | Link to the created Action Item record, after it is created |
Description
Enter a brief description of the Action Item and provide additional details on the Detailed Description field.
| Field Name | Access | Description |
|---|---|---|
| Short Description | Editable | Enter a description of 250 characters or fewer. |
| Detailed Description | Editable | The detailed information about the short-description field. The field size can be expanded. |