Plan jobs through the planning

Facilitate the planning and distribution of your operations

A new view is now available to help you visualise and plan your jobs more easily. Whether you're looking for an overview of your teams' workloads, or want to quickly allocate jobs over the coming days, you'll find it in the new schedule. As well as being able to see all the information about your jobs at a glance, you can now specify their duration with just a few clicks.

1. Composition of the global planning

The planning consists of two parts:

The list of jobs part
The planning calendar part

1.1. The list of jobs

The list of jobs at the bottom of the page is displayed by default. This list shows all types of jobs, regardless of status.

To view only jobs that can be planned, use the "status = planned" filter.

Your list of jobs will be saved automatically. So you won't have to redo the filters every time you log on to the platform.

This list is similar to the list tab in the “Jobs” menu. However, by default it displays all the generic ermeo attributes as well as the job attributes. So you can't choose whether to display them or not. This option is available in the customized views of jobs (more details in the next sections of this article).

The list of jobs can be exported in Excel format using the 'Export' button.

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Limitation It is not possible to export a job individually via the planning view.

Conclusion

There are two ways of displaying planned jobs on the schedule:

Assign the job to a user and set a start date on the job creation/modification page. Here is the link to the article: plan your jobs. This task will automatically appear on the schedule.
Drag and drop the job from the list of jobs part to the calendar part of the planning.

1.2. Displaying the calendar (planning)

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Prérequis

It is essential to have a user role with the "View planning tab" permission. To manage role permissions, see the following link: Manage user roles.

1.2.1. Date display

The calendar has three different display options:

A one-week display
A 2-week view display
A 4-week display

To determine the period you wish to display, there is a period selector above the calendar part of the planning, allowing you to select the first week you wish to see displayed. (The week on the schedule always starts with a Monday and ends with a Sunday).

Example 1

Display choice: 1 week Date selected: 31 January The calendar will therefore show the week from Monday 29 January to Sunday 4 February. Use the arrows to move from one week to another.

Example 2

Choice of display: 4 weeks Date selected: 31 January The calendar will show 4 weeks from Monday 29 January to Sunday 25 January (by default, the week of 31 January, the week selected, will be considered as the first week).

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Note

The single calendar arrows allow you to move from week to week.
The double calendar arrows are only available in the following views: 2 weeks, 4 weeks. They are used to move around according to the display option selected. For example, in a 2-week view, the double arrows will allow you to move by two weeks. In a 4-week view, they will allow you to move through 4 weeks.

1.2.2. User display

The calendar is displayed by team only. The jobs of different teams cannot be displayed on the same calendar. The list of users belonging to the selected team will be displayed on the left-hand side of the calendar.

1.2.3. Displaying jobs in the calendar

Choice of display: 1 week/2 weeks. Tasks assigned to a user are displayed directly on the calendar. Job names are separated by commas.
Choice of display: 4 weeks*. Only the total number of jobs assigned to users is displayed.

To view the full list of jobs in the calendar, move your mouse over the associated box (job details pop-up).

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Note It is not possible to access a job from the calendar part. The purpose of the calendar is to provide better visibility of the tasks planned by users. However, it is still possible to access the pages dedicated to jobs from the "job list" part at the bottom of the page.

1.2.4. Actions not authorized in the calendar

Unauthorized actionsCliquez pour utiliser cette solution	Tips
Plan job in the past.	Plan from the current date
Use the "drag and drop" technique to schedule work on weekends or public holidays. (These particular days are greyed out on the calendar).	Select these days from the page dedicated to this intervention.
Permanently remove a user's assignment using the "drag and drop" technique.	Go to the page dedicated to this job (from the list of jobs). It is only possible to move jobs from one date to another or to change user assignments by dragging and dropping.
Assign tasks to a team.	Go to the page dedicated to this task (from the list of tasks) to assign it to a team.

1.2.5. Attributes of jobs

Job attributes are displayed in the job details popup. This popup only displays attributes that have a saved value.

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Note

Generic job attributes are not included in the job detail popup.
Duration, a generic job attribute, is the only exception. As long as it has a value, it will appear in the intervention details popup.
It is possible to not display the duration in custom views (outside custom views, it will always be displayed).

1.2.6. The notion of duration

When planning interventions, you can set the duration of the intervention only by day or by quarter of day (0.25 for the day shift, for example).

A duration equivalent to 2.35 will not be recognized by the platform and will therefore generate an input error.

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Note

It is not possible to enter an end date and a duration for the same job, as the two concepts are contradictory. It is therefore important to choose a value between the two during planning.
In the export file downloaded from planning, the "planned end date" is not displayed if there is a duration in the settings. You can only see this value on the platform.
When a job lasts two days, two jobs will therefore be displayed in the schedule on two consecutive dates. → Example 1: if an operation lasts 2.5 days, it will be displayed over 3 days, represented in 3 consecutive boxes. → Example 2: if a job has a start date of 08/02 and an end date of 10/02, it will be displayed over 3 days, represented by 3 consecutive boxes.

1.2.7. Setting of the calendar part

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Prerequisites It is essential to have a user role with the "Manage schedule parameters" permission. To manage role permissions, see the following link: Manage user roles.

It is possible to set the colors of the tasks displayed on the planning. The choice of colors can only be set for multiple-choice job attributes (you can follow the case study below to understand this feature in detail).

2. Case study: Planning a job from the planning

2.1. Example 1

Create a form with the name "Boiler Inspection" and publish it.
Go to the "Jobs" tab, then click on the "Attributes" tab.
Create a multiple choice job attribute under the name "Type of job".
Set the choices for this attribute as follows:

Choice 1: Inspection
Choice 2: Maintenance
Choice 3: Repair

Click on the "Planning view" tab, then on "Plan a job".
Schedule a job using the previously published document (during this stage, it is not necessary to assign the job to a user or select a specific date).
Click on "Advanced parameters", then fill in the job attribute such as: "Type of job is Inspection".

Now that the job attribute has been created, let's configure it in the planning.

Click on "Settings" then select the "Job type" attribute.
Choose a different color for each choice, for example:

Filter the list of jobs as follows:

Status is Planned
The document is “Boiler Inspection”

In the list of jobs, the boiler inspection you have planned will be displayed in pink.

Drag and drop your job from the job list to the calendar to assign it to a user. In this example, it will be assigned to the user Christophe Papper.

Congratulations! You've successfully planned your first job using the schedule. The calendar automatically records all the planning actions.

Now that you've got the hang of planning, let's explore how to schedule several jobs for Christophe on the same day.

2.1. Example 2

Let's assume that Christophe Papper is to be assigned two jobs on Wednesday.

The first job*: a boiler inspection where the "type of job" attribute is Inspection.
The second job*: A boiler job where the "job type" attribute is Repair.

Following the same steps as before, schedule a second boiler inspection.
Choose "Repair" as the value for the "Job type" attribute.
Drag and drop your second job (the one that has not yet been assigned to a user), then assign it to Christopher.
Choose the same date as the first job.

You will notice that pink is the dominant color on the calendar. This is due to the order of the attribute values in the parameters. The color of the attribute positioned at the top of the list is the one that is prioritized.

You can of course change this order to suit your needs.

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Note

In the parameters, the order of the attribute choices determines the priority of the color displayed on the calendar.
If the color of a task is empty (no color chosen, or reset to zero), and the task is placed first in the list of parameters, the calendar will display a light grey colour.
If a job has no attributes set with colours, its colour on the calendar will be light grey by default.

2.3. Modify attribute values multiple choice

As described in the steps above, your multiple choice attribute is made up of three different values (inspection, maintenance, repair).

Let's imagine that you want to modify these values by adding a 4th choice.

Go to the "Attributes" tab
Select the attribute concerned (Type of intervention) then click on "modify".
Using the "+" button, add a 4th value under the name "Installation", then confirm.

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Limitation Adjustments made to attributes are not automatically reflected in their color settings on the planning. It is essential to make manual changes to update the schedule settings.

In the planning section, click on "settings".
Select another existing attribute, then save.
Click on "parameters" again, then select "Type of intervention".
Once the 4th choice appears in the list of attribute values, choose the appropriate colors for each value.

2.4. Modify the assignment of jobs

Let's take the case where you want to change the assignment of a job that has already been scheduled.

Christophe Papper will no longer be available, so you need to move it to the next day.

Current situation: The technician has two jobs planned for the 14th Wednesday

Boiler inspection
Boiler repair work

Desired situation: Move only the boiler repair job to Thursday 15 February.

Drag and drop the intervention from Wednesday to Thursday.
Select the second boiler job using the job details pop-up. The order of the jobs is the same as the one displayed in the job details pop-up.

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Note

Scheduling via the planning is done by day only
The time is not displayed on the calendar.
When you drag and drop a job onto the calendar part for a given day, the default scheduling time is 11.59pm.

3. Jobs custom view

Reminder of the different lists of jobs available on Ermeo

Outside custom view: The list tab in the Intervention menu (the classic list)
Outside custom view: The job list part of the planning
In a custom view: The job list part of the planning ( Bottom arrow )
In a custom view : The custom view list tab ( Top arrow )

The planning is also available in custom views.

The button for ordering and choosing attribute columns influences the attributes that appear in the calendar part of the planning and in the list part. This does not affect the filters applied to the job list view.

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Note The filter applied to the custom job view list and the planning view list are independent.

3.1. Edition mode

When edit mode is activated, the technique of "dragging and dropping" tasks from the task list to the calendar is blocked. It is necessary to deactivate this mode in order to do any scheduling action from the planning.