Purchase Items Dispatched

Published May 18th, 2025 by Ostara Systems

The Supplier will need to let the Site know when their items have been dispatched. This can be done using the "Purchase Items Dispatched" button. On the Job Detail screen, select the "Purchase Items Dispatched" button to display the Purchase Items Dispatched pop up. This works similarly to the Acknowledge action. Enter any notes relating to the disp

Creating Assets

Published May 18th, 2025 by Ostara Systems

The Portal provides Users with the ability to create Assets that are located at site or elsewhere. These Assets can be created through the Assets tab using the Create Asset function. The following details how to create an Asset: Clicking the "Assets" tab will display the Assets page along with the Search Assets pop up. Click "Cancel" to close this s

Updating Quotes Introduction

Published May 15th, 2025 by Ostara Systems

To update Ostara with quote details, follow these steps: Click on the Work Order module. Search for the Work Order to update. For more information, see the Select Work Order List page. A list of Work Orders will be returned relevant to the criteria defined in the search. To view a Work Order, double click on it, this will then take you to the detail

Viewing/Editing People Introduction

Published May 12th, 2025 by Ostara Systems

There may be occasions when a User needs to view all the People located at a certain site or for a certain Resource. These and many other kinds of searches can be performed using the "People List" button. With this function, it is possible to search for People within the system using many types of criteria such as Client, Profile, Category and Build

Part Introduction

Published May 12th, 2025 by Ostara Systems

The "Part" button contains the functionality to change Part specific information against the selected Client such as Purchase Units The "Part" button, when clicked, includes these areas: Issue Units  Purchase Units 

Incoming Emails List

Published May 12th, 2025 by Ostara Systems

The Incoming Emails List displays all the emails that have come into the system from external services. These could be system generated replies or replies from the Contacts themselves. Upon opening, the list defaults to today's date and only shows the emails that have occuRred today. By right-clicking the list and selecting "Select Date...", it is p

Profile Administration Levels

Published May 12th, 2025 by Ostara Systems

Profiles have a level value which is known as an Administration Level. The Administration Level on a Profile determines which functions/permissions that Profile (and in turn the Users) will have access This is determined by giving a Profile a value from between 1 and 10. If a Profile has a level of 10, it can only access the permissions that are at

Authorising a Work Order

Published May 19th, 2025 by Ostara Systems

Tapping on the "Authorise" button from the actions menu, whilst on the authorisations detail page, will show the authorise a work order page. To add a reference, please tap on the text box labelled "Reference". This is a freeform textbox and therefore you can enter text, digits or a combination of the both should you need to.  Please select the appr

Authorisation Jobs Introduction

Published May 18th, 2025 by Ostara Systems

The Portal also provides authorisers with ability to view and to authorise/refuse jobs. Viewing and authorising jobs on the Portal as an authoriser is a slightly different process and requires the use of the "Jobs" tab (this is explained in more detail on the Jobs Tab page). To view a job that requires authorisation, click the "Jobs" tab and select

Portal FAQs

Published May 12th, 2025 by Ostara Systems

The Ostara Web Portal can provide Users with a widget entitled "How Do I?". This can be used to show frequently asked questions. These questions are configured in the Portal FAQs section of Core Data and are Management Company specific. Clicking "Portal FAQs" in the System section of Core Data displays the System Portal FAQs screen. Here, the User c

Invoice History

Published May 17th, 2025 by Ostara Systems

When a change is made to an Invoice, a log of the changes and who made them is recorded on the Invoice in the History section. Below is an example of the History on an Invoice: Each record in the History displays the Status the Invoice was changed to, the Date and Time it was changed, the user that made the change and any Notes regarding the change.

Communication

Published May 12th, 2025 by Ostara Systems

Permission Name Associated Category Purpose Dependencies Can Edit Email JSON Templates Communication     Can Edit Email Templates Communication Provides the ability to view and edit email templates. Enables the Template Configuration button in the System tab   Can Edit Email XML Templates Communication     Can Edit SMS Templates Communication      C

Change Work Order Details

Published May 16th, 2025 by Ostara Systems

Changes to a Work Order can be made from Agent Actions - "Change Caller": Click on any of the fields that require editing and once completed click "OK". Clicking "Cancel" will exit without making any changes to the Work Order. Changes to a Work Order can also be made from Agent Actions - "Change Reason": Click on any new Reason in the list and click

Reinstate Work Order

Published May 16th, 2025 by Ostara Systems

There may be occasions when the User needs to Reinstate a cancelled Work Order. This can be done by finding the cancelled work order you wish to reinstate and clicking on the "Reinstate Work Order" menu option from either Call In, Call Out or Agent actions. Reinstate To Previous Status After clicking on Reinstate > To Previous Status, this window

Viewing a Manufacturer

Published May 13th, 2025 by Ostara Systems

Sometimes it may be required to view or edit existing Manufacturers within the system due to general inquiries about the Manufacturer details or to update any details concerning the Manufacturer. Follow the steps below to view Manufacturers: Click the "Manufacturer List" button. A list of all the Manufacturers in the system appear. To open up a Manu

Awaiting Authorisation

Published May 16th, 2025 by Ostara Systems

Any Work Order that requires Authorisation will be locked, the User will not be able to perform any Agent Actions until this has been authorised.  The screen shot below shows a Work Order that has been locked waiting to be authorised. The Event where the Work Order went into authorisation also contains who the Work Order is with to be authorised, wh

Reset Confirm WO Invoiced to Client

Published May 17th, 2025 by Ostara Systems

If a Work Order has been confirmed that it has been invoiced to the Client incorrectly, there is an option to reset the confirmation. To reset the Work Order Invoiced to Client flag on a Work Order, go to “Work Order Invoiced to Client” action in the Agent Actions menu and choose "Reset". When in the appropriate Work Order, go to the Agent Actions d

Cancel Job

Published May 16th, 2025 by Ostara Systems

There may be an occasion when the User needs to Cancel a Work Order. This can be done via the "Cancel Job" option. This option is only available up until the point when the Work Order has been started. After this point the User is unable to cancel the Work Order and must instead set it to completed and Set Accrual to Zero. Click on the Agent Actions

Groupings

Published May 12th, 2025 by Ostara Systems

Groupings are how Users can group Buildings together, examples could be, by Geographical Division/Region/Area or by Manager/Owner. These are totally independent for each Client to use as required. These would be added when creating a Building, and generally used for reporting purposes and filtering within SRAs and Contracts. Firstly, select the Clie

Add or Amend Quotes

Published May 18th, 2025 by Ostara Systems

When a Quote job is raised, the User has the ability to add and amend the Quote Requests on this Quote job. This can be done using the "Add or Amend Quotes" button. On the Job Detail screen, select the "Add or Amend Quotes" button to display the Add or Amend Quotes page. This screen displays any Quote Requests that are sent out to the relevant Resou

Work Order Documents

Published May 16th, 2025 by Ostara Systems

The "Add/Edit/View Documents" ribbon menu option gives the User the ability to add a document to this Work Order. If a document has already been added, this option also allows the user to view or edit it.

5.28 - Job Completed - WO Set to not done

Published May 17th, 2025 by Ostara Systems

Revenue Budgets

Published May 16th, 2025 by Ostara Systems

Revenue Budgets are used to monitor the expenditure of non-capitalised Work Orders. To set a Revenue Budget, follow these steps: Click the "Revenue Budgets" button and select a Client. For information on how to select a Client, see the Client Selection page. Select a Finance Period from the drop down menu and click "OK" to display the Revenue Budget

Credits Tab - Incentive Credits

Published May 15th, 2025 by Ostara Systems

From the Credits Tab, it's possible to confirm whether or not there are incentives (rebates) associated to the accurate completion of works.  To add/change any details the User will need to click on the "Change" button. This window will then open: Please Note: All of the items below are used to drive reporting services only: Non System Usage This sh

People Availability

Published May 12th, 2025 by Ostara Systems

Contacts of a Resource may only be available at certain times and on certain days it may be required that this is recorded within the system. This can be done by going to the Person Record, select the Time Off tab, and select the "Availability" button.  Upon clicking the "Availability" button, the Availability of Contact screen is displayed. This sh

Buildings Tab - Remove Buildings

Published May 15th, 2025 by Ostara Systems

To remove a Building from a contract the User will first need to highlight the Building to be removed. Click on the Actions button on the Buildings tab. This menu will be displayed: Click on the Remove Building menu option. The Reason for Contract Change window will then open: However if there are Work Orders that will be affected the Affected Work

V W X

Published May 17th, 2025 by Ostara Systems

V TERM DEFINITION Valid From (RFI) Is the date that the RFI is valid from Valid To (RFI) Is the date that the RFI is valid to Validate Date (finance) Specific date to record and identify when validation has taken place to confirm an invoice can been approved for payment Value per WO failure This is the amount which is charged to the Resource for eac

Work Order Messages

Published May 15th, 2025 by Ostara Systems

Work Order Messages are a way for Clients and Resources to update Work Orders and be informed of the changes made by each party. These changes could range from adding notes and documents to requesting an ETA/providing an ETA and a message is received when the other User performs the action. For example: if a Client User adds notes to the Work Order,

Editing Rates and Availability - Service Level Achievement

Published May 15th, 2025 by Ostara Systems

To edit a Resource’s Rates and Availability, select the Resource from the Resource List and click the "Rates and Availability" button.  The first screen to appear is the Rates and Availability Client Groups screen. From here, select the Client Rates Group for the desired Client and double click to open up their rates. This displays the Rates and Ava

Remote Fix

Published May 16th, 2025 by Ostara Systems

Some Work Orders can be resolved without the need for attendance at the site. This is called a Remote Fix. The Work Order can be updated via the following steps: Enter the Completion Date and Time by either clicking on the arrows, this will show you a calendar and clock, or by typing in the relevant fields. Once all details have been completed click

Change SRA Details

Published May 15th, 2025 by Ostara Systems

In order to change the SRA details the User will first need to find the SRA that needs to be changed by using the SRA search functionality. Once the SRA in question has been found click on the Actions button. This menu will be displayed: Click on Change SRA Details menu option.  This screen will then open: SRA Name is a freeform text field that can

Purchase Units

Published May 12th, 2025 by Ostara Systems

Each Part can be assigned one or more Purchase Units such that when a Unit of Purchase is set against the Part Item, values such as 'Each' or 'Box' can be applied. These Purchase Units can be defined using the "Purchase Units" link in the Core Data > Part menu item. Purchase Units are set at Management Company level. Clicking the "Purchase Units"

Starting a Job

Published May 18th, 2025 by Ostara Systems

Resources will require the ability to start their jobs from the Portal, if the machine has had its location set. This can be done using the "Start Job" action. On the Job Detail screen, select the "Start Job" button to display the Start Job process. Upon selecting "Start Job", the first tab shown depends on the what is present against the Building.

API

Published May 17th, 2025 by Ostara Systems

What is the Ostara API? API (Application Program Interface) allows the interaction of the Ostara System with another software application. It is the communication method between Ostara and other sources of data. Introduction The Ostara API was created to provide Contractors who currently use (or have recently been requested to use) Ostara for their

Set Estimate

Published May 16th, 2025 by Ostara Systems

An alternative to setting a Fixed Cost is to allow for Estimates. Where Fixed Costs are set amounts that Resources can invoice for on completion of Works, Estimates are estimated costs submitted by the Resource prior to attendance and on completion, the invoicing will only allow actual time-on-site and parts used, instead of the full 'Fixed Cost' am

Service Types

Published May 12th, 2025 by Ostara Systems

Service Types are to represent the Services that are performed under the related Work Order/Sub Work Order Type. Sub Service Types are used to represent the classification/type of the Service Type. For example: the Service Type could be Spillage where the Sub Service Types could be Biological and Chemical.  The first step is to select the Client tha

Estates Introduction

Published May 12th, 2025 by Ostara Systems

About the Estates Module This module is not only a data repository but is the source of data used throughout the system. It holds information such as: Square footage of sales and total areas. Access Availability – including occupied and trading times to assist with allocation of an appropriate time for contractors to visit site. Noise restrictions (

Completing RFI’s

Published May 16th, 2025 by Ostara Systems

Some Work Orders will have RFI's associated that need to be performed at certain stages of the Work Order's life cycle. They can occur during Creation, Start Job, Stop Job and once the Work Order has been completed. Below is an example of an RFI: All that is required is for the questions to be answered and, once they have all been answered, click "S

Chase Quote Request (Email)

Published May 18th, 2025 by Ostara Systems

In some cases, a Resource may have been requested to provide a Quote for a job but has not responded, causing the Client to want an update about it. This can be done by using one of two actions: Chase Quote Request (Email) and Chase Quote Request (Phone). The following explains how to Chase Quote Request (Email): On the Job Detail screen, select the

List Work Orders Pending Audit

Published May 15th, 2025 by Ostara Systems

In the Audit module of the system, there is also a list to see which WOs are pending Audit. This can be viewed using the List Work Orders Pending Audit button.

Checking Into a Building

Published May 19th, 2025 by Ostara Systems

By tapping the "Check In To Building", the User is asked to user the Clients' respective Check In method to prove they are at the correct site. Depending on the Client, the User will have to perform one of the following to proceed: Bluetooth GPS QR Code Bluetooth Using the Bluetooth function allows the User to use the internal Bluetooth functions of

Finance Periods

Published May 16th, 2025 by Ostara Systems

Multiple Finance Periods can be entered to aid budget and spend tracking. Finance Periods must be set up before any budgets or AOVs can be created. To create a Finance Period, click on the "Finance Periods" button. This is the Finance Periods screen. This is where all the Finance Periods for the Client are stored. To add a new Period, click the "Add

Find Assets

Published May 19th, 2025 by Ostara Systems

To find Assets on the Mobile App, tap the 'Assets' tap at the top of the homepage to show the Assets section. From here, tap 'Assets' to show the Filter List page where the user can enter a Building Name/Number. Tapping search will bring back all Buildings that relate to the entered text. Tap the desired Building(s) and then tap 'Apply Filter'. This

Creating a Work Order

Published May 19th, 2025 by Ostara Systems

On the Home page, tapping on "Create Work Order" will bring up the Create WO page. Depending on the system settings, the User will have the option to either create by searching for the Building Name/Number: Or by asking them to scan the barcode of the Asset they wish to create the WO for, using the "Scan Asset Barcode" button: Once a Building has be

Change - Assets

Published May 18th, 2025 by Ostara Systems

There maybe some cases where the Assets on a job may have been added incorrectly, whether they are wrong assets or that there shouldn't be any Assets on the job. In these cases, the "Change - Assets" button should be used to change it. On the Job Detail screen, select the "Change" button to display the extra change options. Click "Change - Assets" t

Accepting/Refusing Additional Engineers Request

Published May 18th, 2025 by Ostara Systems

After an engineer sends through a request for additional engineers, the Client then has the option to either accept the request or refuse it. This is done by using the "Accept/Refuse Additional Engineers" button. On the Job Detail screen, select the "Accept/Refuse Request Additional Engineers" button to display the Accept/Refuse Request Additional E

View/Translate Notes

Published May 18th, 2025 by Ostara Systems

There will be some occasions where a User will add Notes to a Work Order that need to be seen by another User. To view these Notes, locate the Event in the Job History section and click it. Depending on the Notes added, this will either show the Notes directly in the Event or a "Click here..." link will be displayed. Clicking this will display the N

1.04 - Pending Assign - Recalled

Published May 17th, 2025 by Ostara Systems

Reactive SLAs Tab - Copy Task Type SLA’s to Task Types

Published May 15th, 2025 by Ostara Systems

After adding an SLA to a task type on the contract the User can now copy that to other task types. This can be done in the following way: These can be set at Work Order Type level or Sub Work Order and Task Type level. Highlight the Task line to be copied. Click the "Actions" button. This menu will be displayed: Click on Copy Task Type SLAs To Task

Delivery Dates Provided

Published May 16th, 2025 by Ostara Systems

Once a Purchase Order has been acknowledged by a Supplier the User will want to know the delivery date for the item(s). If a delivery date is provided by the Supplier the User can update the Purchase Order via the following steps: Click Agent Actions on the ribbon menu then Delivery Dates Provided. This screen will open: If the User wants to change

Common Practices Introduction

Published May 17th, 2025 by Ostara Systems

This section of the guide details the common areas and screens that appear throughout the entire application on several occasions.Please use the menu below to browse through the different sections. Client Selection Add/Edit/View Documents Custom Data Smart Filters Right Click Functionality Selecting a Resource Locking Copy to Clipboard Functionality

How to add a PPM Task onto a Contract

Published May 15th, 2025 by Ostara Systems

To add a PPM Task onto a Contract, the first step is to locate the Contract that the PPM Task should be added to. Once the Contract is located, on the PPM Tab, using the "Edit Actions" button in the top right corner of the screen, select the "Add PPM Task" action: This will display the Add PPM Task dialog. From here, fill in the PPM Short Name - whi

Add Private Notes on a Job

Published May 18th, 2025 by Ostara Systems

Sometimes Users may need to add sensitive or confidential information to jobs so that only a select few can view it. This can be done using the "Add Notes - Private" action. On the Job Detail screen, select the "Add Notes - Private" button to display the Add Notes pop up. Enter the desired notes and click "Save" to add them to the job. Alternatively

Add/Edit/View Meter Reading

Published May 16th, 2025 by Ostara Systems

From the Agent Action button, choose "Add/Edit/View/ Meter Readings". This screen will appear. If no Meter Readings have been provided, highlight the type of meter and click on the "Add" button. Click on the "Edit" button to edit a previous meter reading (the User can only edit meter reading applicable to the current Work Order). Clicking on either

Setting the Fixed Cost

Published May 13th, 2025 by Ostara Systems

Whilst performing a job, the User may need to set the fixed value of the job due to the original value being incorrect or additional work being done. This can be done using the "Set Fixed Cost" button. On the Job Detail screen, select the "Set Fixed Cost" button to display the Set Fixed Cost pop up. Enter the fixed cost value in the "Fixed Cost" fie

Add Notes on a Job Introduction

Published May 18th, 2025 by Ostara Systems

Sometimes, additional information may be available that would be useful for the Resource or other Users to know. This can be done using the "Add Notes" action. On the Job Detail screen, select the "Add Notes - Public" button to display the Add Notes pop up. Enter the desired notes and click "Save" to add them to the job. Alternatively, click "Cancel

1.00 - Pending Assign

Published May 17th, 2025 by Ostara Systems

Work Orders Introduction

Published May 15th, 2025 by Ostara Systems

About the Work Orders Module The Work Orders module of Ostara is a User friendly interface which utilises data provided in the Core Data module to enable accurate fault logging and management of quoted works. The Helpdesk is able to track and record all maintenance jobs with a direct link to all data within the core modules. Increased availability o

Reports Introduction

Published May 17th, 2025 by Ostara Systems

About the Reports Module The Ostara system allows the Client to output all Core Data in its entirety, providing the ability to manipulate the data as required. Ostara Systems Limited does not believe that Clients should have to pay to extract their own data, and promotes total transparency. Each module within the Ostara system has a number of predef

Submit Invoice/Credit Note Introduction

Published May 18th, 2025 by Ostara Systems

To submit an Invoice or Credit Note for a Job, click the Invoices tab and select either the “Submit Invoice” option or "Submit Credit Note" option accordingly. Upon clicking the "Submit Invoice" option or "Submit Credit Note" option, the Submit Invoice or Submit Credit Note screen appears. Enter the Work Order number and click the "Check WO Details.

Edit My Details

Published May 12th, 2025 by Ostara Systems

If the User's details are are incorrect or need updating, this can be done through the Home Page using the "Edit My Details" button. This will show the Edit My Details page. On this page, the User can change many of their details such as first and last name, email address and phone number on the "Detail" tab. Once the "Communications" tab, the User

Template Configuration Introduction

Published May 12th, 2025 by Ostara Systems

Different emails and SMS messages are used throughout the system and provide information to a variety of Users. If, however, the details in these emails is not quite correct or needs modifying then this can be done using the Template Configuration menu. From the Template Configuration menu, there are three main areas that house the different the ema

Accessing the Application Introduction

Published May 12th, 2025 by Ostara Systems

About the Application The Application is accessed using a user name and password combination. The strength of the password is determined by the Person's profile. After logging into the Application, the System module is displayed. This is what the System module looks like: Logging into Ostara Ostara Main Menu Ostara Logo Menu Changing Your Password C

1.20 - Pending Assign

Published May 17th, 2025 by Ostara Systems

FAQ Tab

Published May 18th, 2025 by Ostara Systems

The FAQ (Frequently Asked Questions) tab displays all the frequently asked questions, and answers to those questions, all on the one page. The questions displayed are all dependant on the User who is logged in. For more information on this page, see the How Do I? page.

Change Button Introduction

Published May 18th, 2025 by Ostara Systems

There are variety of details that can be amended on a Job, depending on the permissions the User has. This can be done using the "Change" button. Upon clicking this, a list of options are displayed where details on the job can amended as required. Change - Equipment/Service Type Change - Reason Change - Assets Change - Project Budget

WO List - Filters page

Published May 19th, 2025 by Ostara Systems

The WO List can be filtered down using the "" button in the top right corner. On tapping "", a number of categories are displayed; Building, Type and ETA. Details of the Filters are as follows: Check In To Building - Allows the User to Check In to a Building by either Bluetooth, GPS or by scanning a QR code located at the Building. Doing wither of t

Logging On/Off Additional Engineers

Published May 19th, 2025 by Ostara Systems

There maybe cases where engineers are attending Work Orders that require multiple engineers a once. This can be achieved using the "Log On Additional Engineers" and "Log Off Engineers" actions. When the Work Order has been started, the "Log On Additional Engineers" will be shown. Tapping this from either the WO Detail page or the actions menu will d

Change - Project Budget

Published May 18th, 2025 by Ostara Systems

There maybe cases where the job should be charged under Capital rather than Revenue. To do this, the User will need to change the Project Budget code on the job. This can be done using the "Change - Project Budget" button. On the Job Detail screen, select the "Change" button to display the extra change options. Click "Change - Project Budget" to dis

0.04 - Pending Resource Allocation

Published May 17th, 2025 by Ostara Systems

Delegation Introduction

Published May 12th, 2025 by Ostara Systems

What is it? Building on the already successful Impersonation feature, Delegation allows Users to register their annual leave on the system, and select a coworker to delegate their responsibilities/Buildings to during this absence. Rather than only give access to Work Orders in authorisation (as is the case with the Impersonation feature), the Delega

5.11 & 5.12 - Job Completed - In Invoice Process/No Invoice Expected

Published May 17th, 2025 by Ostara Systems

Completed Reactive: Last 30 days

Published October 23rd, 2025 by Ostara Systems

The Portal provides the User with the ability to view any Reactive work orders for any Buildings, they have access to, which have been completed in the last 30 days. This includes all Minor Works, Wear and Tear Breakdowns among other work orders which were completed within the last 30 days. Users can also provide feedback on these completed jobs fro

Add Item

Published May 18th, 2025 by Ostara Systems

If a Supplier needs to add a single item, they can add it to a specific Catalogue rather than creating a brand new Catalogue. This can be done using the "Add Item" button. On the View Catalogue screen, select the "Add Item" button to display the Add Items pop up. Here, the User can enter the item details by filling in the fields shown. The drop down

Edit Purchase Items

Published May 16th, 2025 by Ostara Systems

If a User wishes to make changes to the items on a Purchasing Order, this is done in the exact same way as it is on the Portal. Please see the Edit Purchase Items page for the steps.

WO List page

Published May 19th, 2025 by Ostara Systems

The Work Orders list page will display a list of up to 25 Work Orders that have been assigned to the user profile that is signed in on the device. To display more than 25 WOs, please scroll to the bottom of the page and click on the "Tap to load more..." button. This shall load up to another 25 WOs, up to a maximum of 200 WOs. In the list the User i

Agent Actions - Purchasing Introduction

Published May 16th, 2025 by Ostara Systems

Agent Actions are all accessible through the ‘Agent Action’ button on the helpdesk. The actions available to the Agent are dependent on the status of your Work Order. Once the Work Order has been created and the Supplier and delivery date set the following Agent Actions can be available in the drop down. Each Agent Action (once complete) will show a

5.21 - Job Completed - In Invoice Process

Published May 17th, 2025 by Ostara Systems

Change - Equipment/Service Type

Published May 18th, 2025 by Ostara Systems

In cases where the Equipment/Service Type on the job in incorrect, the "Change - Equipment/Service Type" button should be used to change it. On the Job Detail screen, select the "Change" button to display the extra change options. Click "Change - Equipment/Service Type" to display the Change - Equipment/Service Type screen. Enter an Equipment/Servic

Open Work Orders Introduction

Published October 23rd, 2025 by Ostara Systems

The Portal provides Users with the ability to view any outstanding work orders for the Buildings they have access to via the following 4 tiles on their dashboard.  To view a job, click on the desired tile Once a section has been selected, a list of jobs relating to that section will be displayed along with the name of the section. The list will orde

Download Catalogue

Published May 18th, 2025 by Ostara Systems

The Supplier can download the current Catalogue so they can see the details and make adjustments as necessary. This can be done using the "Download Catalogue" button. On the View Catalogue screen, select the "Download Catalogue" button. This will download the Catalogue in its current state (meaning if items haven't been approved yet, those changes w

Allocating a Resource

Published May 18th, 2025 by Ostara Systems

Resources or other Users may require the ability to allocate a job to one of their branches or to a specific contractor. This can be done using the "Allocate Resource" button. On the Job Detail screen, select the "Allocate Resource" button to display the Allocate Resource pop up. This list displays the available Resources in one of three ways: In gr

Check In To Building

Published May 19th, 2025 by Ostara Systems

By tapping the "Check In To Building", the User is asked to user the Clients' respective Check In method to prove they are at the correct site. Depending on the Client, the User will have to perform one of the following to proceed: Bluetooth GPS QR Code Bluetooth Using the Bluetooth function allows the User to use the internal Bluetooth functions of

Returning items

Published May 18th, 2025 by Ostara Systems

If the Site receives the incorrect, damaged or too many items then they can choose to return these items. This is done whilst using the "Receipt Purchase Items" button. On the Receipt Purchase Items screen, tick the "Any Returns?" tick box next to the item(s) that need to be returned. Click "Save Receipt". This will display the "Returns" section. He

Building Event Search

Published May 13th, 2025 by Ostara Systems

To find a Building Event, follow these steps:  Click on the "Building Event Search" button at the top of the screen. This will bring back all Building Events that have been set up. By double clicking on an Event, the User will have access to all Event details that have already been set up. This can also be done by highlighting the line and clicking

Building Sub Menus Introduction

Published May 13th, 2025 by Ostara Systems

By clicking on each of the action menu buttons on the menu bar, the User can add different information about the Building, such as: Create New Building Event Sub Menu  Building Event List  Building Availability  Noise Restrictions  Locations Mapping  View Asbestos at Building  Building Documents  PTW Books  Building Custom Data Edit ATAS Data  Remov

List Unapproved Invoices Introduction

Published May 18th, 2025 by Ostara Systems

To view any Invoices that are currently awaiting review or require amendments, click the Invoice tab and select the "List Unapproved Invoices" option. Upon clicking the "List Unapproved Invoices" option, the Unapproved Electronic Invoices list appears. This will show all Invoices that have been created for a given Resource but haven't been approved

0.00 - 1.24 - All States

Published May 17th, 2025 by Ostara Systems

Quote Requests

Published October 23rd, 2025 by Ostara Systems

The Portal provides Users with the ability to view any work orders that are currently awaiting a quote from the User, from the Dashboard. This is shown in the "Quote Requests" tile. The number of Quote jobs awaiting a quote are shown in the tile and by clicking the number of jobs (highlighted in blue) all work orders awaiting a quote, against the Us

Revenue Spend to Budget

Published October 23rd, 2025 by Ostara Systems

The Portal provides the User with the ability to view the financial spends at their Building(s) against the budget available to them. This is shown in the Revenue Spend to Budget tile and displays revenue budget for a period as follows: Current Month - How much has been spent this month Previous Month - How much has been spent last month  Year To Da

Assets Introduction

Published May 13th, 2025 by Ostara Systems

About the Assets Module Asset Management is concerned with optimising the whole life costs of an asset base, and is a multi-functional discipline. It requires the understanding and management of risk at all stages in the asset life cycle, and the development and implementation of processes for the concept, design, installation, commissioning, operat

Planned Due

Published October 23rd, 2025 by Ostara Systems

The Portal provides Users with the ability to see what the next Planned work orders are due at their site(s). This is displayed in the Planned Due tile on the dashboard. The work orders displayed here are the Planned work orders whose start dates are within the next 30 days, from today with a maximum of 5 Planned Due shown at any one time in the lis

Refuse Job

Published May 18th, 2025 by Ostara Systems

If a job has been assigned to a User, the User may wish to refuse the job. This can be done with the "Refuse Job" action. On the Job Detail screen, select the "Refuse Job" button to display the Refuse Job pop up. Enter any notes regarding the refusal and click "Save" to refuse the job. Alternatively, click "Cancel" if the notes are no longer needed

My Messages

Published October 23rd, 2025 by Ostara Systems

The Portal provides Users with the ability to see if they have received any messages regarding their Work Orders. This is shown in the "My Messages" widget. The number of messages that have not been read are shown here and by clicking the number of messages (highlighted in blue) all messages, available to the User, are displayed. After clicking the

Setting a Cost Estimate

Published May 18th, 2025 by Ostara Systems

Whilst performing a job, the User may be required to set the estimated value of the job due to give the Client an idea of how much the work is likely to cost. This can be done using the "Set Estimate" button. On the Job Detail screen, select the "Set Estimate" button to display the Set Estimate pop up. Enter the estimate costs for Labour, Parts and

Work Not Required

Published May 18th, 2025 by Ostara Systems

Should a Reactive Work Order no longer be required, it is possible to Cancel a Work Order in the Portal. Users who have the permission to perform the Cancel Work Order action will be presented with the "Work Not Required" button. On the Job Detail screen, select the "Allocate Resource/Take" button to display the Allocate Resource/Take pop up. This a

Create Job - Resource Selection

Published May 18th, 2025 by Ostara Systems

During the Create Job process, it is also possible to determine the Resource that the User wishes to perform the job. This can be done on the Resource tab. This tab displays a list of Resources in the system that are capable of performing the job from which the User can select from. A Resource may have an agreed SLA time due to them being contracted

View Notes History

Published May 18th, 2025 by Ostara Systems

Some Work Orders may have had a lot information added to them and some user may require to look through these notes for specific information. This can be done by looking at the history of Notes have occurred on the Work Order. There are two ways to do this: View Notes History button On the Job Detail screen, select the "View Notes History" button to

4.10 & 4.11 - Attendance Paused - Temporary Resolution in place/Issue Remains

Published May 17th, 2025 by Ostara Systems

System Introduction

Published May 12th, 2025 by Ostara Systems

The "System" button contains the functionality to make amendments to, or create new Clients. The "System" button, when clicked, includes (but is not limited to) these areas: Client Configuration Copy Client Custom Data Specification Public Holidays Portal FAQs Workflow Email Templates

Reactive SLAs Tab - Remove Building(s) from a Reactive Task

Published May 15th, 2025 by Ostara Systems

To remove Buildings from a Reactive Task click the Actions button next to the Work Order Types, Sub Work Order Types and Equipment/Service Types field. This menu will be displayed: Click on the "Remove Building(s) from Task Types(s)" button. This window will then open: From here Users can perform various activities including Bulk Select, Select All,

Accept Job

Published May 16th, 2025 by Ostara Systems

This can only be used when a Resource has not been pre-defined as ‘Auto Accept’ for Work Orders. Accept Job should only be used when a direct confirmation from the Resource has been received that they have accepted the Work Order raised by fax or email, in the event that the portal has not been used. The Accept Job action is also accompanied by a fr

Receipt Purchase Items Introduction

Published May 18th, 2025 by Ostara Systems

Once a Site User has received their desired items, they need to receipt them into the system. This can be done using the "Receipt Purchase Items" button. On the Job Detail screen, select the "Receipt Purchase Items" button to display the Receipt Purchase Items screen. Enter the Delivery Note into the Delivery Note field. If all items have received,

Work Order Invoiced to Client – Reset

Published May 16th, 2025 by Ostara Systems

Please refer to Finance - inance Management User Guide.

Chase Quote Request (Phone)

Published May 18th, 2025 by Ostara Systems

In some cases, a Resource may have been requested to provide a Quote for a job but has not responded, causing the Client to want an update about it. This can be done by using one of two actions: Chase Quote Request (Email) and Chase Quote Request (Phone). The following explains how to Chase Quote Request (Phone): On the Job Detail screen, select the

View Documents

Published May 18th, 2025 by Ostara Systems

Some jobs may information upload to them via a document. This could be documents on the Building, the quote selected or even the job itself and it may be a requirement to view these documents. This can be done using the "View Documents" button. On the Job Detail screen, select the "View Documents" button to display any documents relating to the job.

Take Photo

Published May 19th, 2025 by Ostara Systems

Tapping the "Take Photo" button from the actions list whilst on the WO Detail screen will display the Take Photo screen: Please note an image type must be selected from the drop down menu, labelled "Select an image type...", standard options are: Fault: Pre Fault: Post These types denote the type of the image that you are taking/uploading. Once an i

Authorise

Published May 18th, 2025 by Ostara Systems

If a job is required and the everything is in order, then the authoriser will want to authorise the job so it can be carried out by the Resource. This can be done using the "Authorise" button. On the Job Detail screen, select the "Authorise" button to display the Authorise pop up. This is the Authorise screen. Here, the User is required to provide i

Remedial Works Required

Published May 18th, 2025 by Ostara Systems

After a Planned Preventative Maintenance (PPM) job has been completed, it is possible that there may also be additional works required to remedy a failure situation, meaning a Reactive job needs to be raised. This can be done using the "Remedial Works Required" button. After completing a PPM, the Remedial Works pop up will be displayed. By clicking

Recall a Job

Published May 18th, 2025 by Ostara Systems

There may be the occasion when the User needs the Resource to come back to a job a particular reason,, this may be if the work completed has not resolved the fault, or if the fault has returned after a short period of time. This can be done using the "Recall Job" action On the Job Detail screen, select the "Recall Job" button to display the Recall J

Custom Data

Published May 17th, 2025 by Ostara Systems

This is the Add/Edit/View Custom Data screen. Custom Data fields are available to allow Users to enter additional information relating to the current module which may not fall into any of the pre-defined fields for that module. Like Add/Edit/View Documents, the ability to provide Custom Data is available in the majority of modules throughout the sys

Remove Task Types

Published May 15th, 2025 by Ostara Systems

Click on the Actions button next to the Work Order Types, Sub Work Order Types and Equipment/Service Types field. This menu will be displayed: Click Remove Task(s) from the menu options.  This window will open: This displays all the task types currently on the selected SRA. Select all of the task types to be removed from the SRA. By using the quick

Request ETA Update

Published May 18th, 2025 by Ostara Systems

When a Work Order belongs to a Resource but an ETA has not been provided, the Client may want to know the ETA for their attendance at site. If that is the case, the User can use one the two request ETA update actions: "Request ETA Update (Email)" or "Request ETA Update (Phone)". This can be done even when the Work Order is pending acceptance by the

Contracts

Published May 12th, 2025 by Ostara Systems

Permission Name Associated Category Purpose Dependencies Can Add or Edit Contract Documents Contracts Ability to Add, Edit and Remove documents from a contract. Enables Add/Edit/View Documents button in Contracts tab Can Edit Contracts Can Create Contracts Contracts Ability to create contracts from the SRA of the desired Resource Can Create Scope an

Invoice Management Introduction

Published May 16th, 2025 by Ostara Systems

The Ostara Application provides a centralised system for invoice input and processing. Invoice Actions are all accessible through two tools: the ‘Finance Section’ on the Helpdesk work page and the ribbon menu buttons (Invoice Actions) in the Finance module. The actions available are dependent on the status of the current Work Order or Invoice. Each

Call Out Actions - Reactive, Quote, PPM, Audit

Published May 16th, 2025 by Ostara Systems

Call Out Actions are all accessible through the ‘Call Out Action’ button on the Helpdesk. The Actions available when Call Out is performed is dependent on the status of the Work Order. Each Call Out Action (once complete) will show as an Event in the right-hand Events window within the helpdesk. This makes for both quick reference against all action

Creating an Asbestos Record Introduction

Published May 13th, 2025 by Ostara Systems

Asbestos can be found in Buildings and contractors will need to be warned of this if they are to carry out a job at these sites. This can be done by creating Asbestos Records. To create an Asbestos Record, the User will need to click the "Create New Asbestos" button.  The first step is to select the Client that will be used. For information on how t

PPMs Tab - Change PPM Task Certificate Settings

Published May 15th, 2025 by Ostara Systems

To change/add a PPM task certificate the User will need to highlight the PPM Task that they wish to change/add the certificate association with and then click the "Edit Actions" button. This menu will be displayed: Click on the "Change PPM Task Certificate Settings" menu option. This screen will then open: Use the drop down arrow to select the "cert

Viewing/Editing an Asset Introduction

Published May 13th, 2025 by Ostara Systems

It's possible that information concerning Assets may need to be viewed or even edited at some point and this can be done simply by clicking the "Asset Search" button. Once clicked, the Asset Search screen appears. This is where the details of the search are specified to make sure the correct Asset(s) is found. The only field information that is mand

Client Configuration

Published May 12th, 2025 by Ostara Systems

In the system, Clients will be added to the system as a “Client” and if any details concerning the Client ever need to be changed, such as the Client name, then this is possible by going to the “Client Configuration” section. The first step is to select the Client that will be used. For information on how to do this, see the Client Selection page On

Document Types

Published May 12th, 2025 by Ostara Systems

Documents can be added against most areas of the system. When uploading a document the User is asked to specify a Type (and often Sub Type). Click “Document Types” to view/modify any Document Types available in the system. This is the "Document Types" button:  The first step is to select the area that the Document Types apply to: This is the Documen

Providing Quote Details

Published May 18th, 2025 by Ostara Systems

When a Quote job is raised, Resources will need a way to provide quote details for any jobs that the Client has requested they provide a quote for. This can be done using the "Provide Quote Details" button. Head Office Users will not only be able to perform this for their own Quotes but also for their Branches. On the Job Detail screen, select the "

Rates and Availability - Response Introduction

Published May 14th, 2025 by Ostara Systems

The Rates and Availability can only be set up from the list view as this avoids conflicts that could arise if Work Order Types were amended in the Resource. To set Resource Rates and Availability, select the Resource from the Resource List and click the "Rates and Availability" button. There are three types of groups available "Hours" - these are th

Assign Job Introduction

Published May 16th, 2025 by Ostara Systems

Once all of the creation detail for the Work Order is entered, and the Resource and Schedule have been set, the Work Order can then be assigned to the Resource for them to accept and attend. You can assign a Work Order via the following steps: Enter the name of the person at the Resource by clicking on the drop down arrow on the Callee Details field

Duplicate Checking

Published May 15th, 2025 by Ostara Systems

Duplicate checking is carried out when adding Building(s) to task type(s), if "SRA for PPM purposes only" is unticked or if an SRA is set to "Active" from "Inactive". Please note that the duplicate check is NOT carried out on an SRA that is "Inactive" or has "SRA for PPM purposes only" ticked. There cannot be any SRAs that contain duplicates. This m

Reactive SLAs Tab - Copy Task Type Buildings Task Type

Published May 15th, 2025 by Ostara Systems

After adding a Building to a task type on the contract the User can now copy that to other task types. This can be achieved in the following way: Highlight the Task line that is required to copy the Buildings from. Click the "Actions" button. This menu will be displayed: Click on "Copy Task Type Buildings to Task Type(s)" menu option. This window wi

Building Documents

Published May 13th, 2025 by Ostara Systems

Building documents is where it's possible to upload documents to the selected Building. These could be things such as Building certificates, risk assessments, floor plans, images etc. The documents are all held in one place against the Building and can be accessed as and when required as long as the User has been granted access to do so. For more in

Creating a Quote Work Order introduction

Published May 15th, 2025 by Ostara Systems

A Quote is a type of Work Order which is used to obtain one or more quotations before the Client decides what Resource will undertake the work. To create a quoted Work Order click the "Create Quote Work Order" button. The first step is to select the Client that will be used. For information on how to do this, see the Client Selection page. This will

Reactive SLAs Tab - Change Task Type Notes

Published May 15th, 2025 by Ostara Systems

Notes can be added at task level and will apply to all Buildings associated with that task. Task type notes can be added/changed in the following way: Once the task types have been added to the contract, the User can change/add any notes relevant to a specific task. Highlight the Task Type line to be changed. Click the Actions button. This menu will

Section 4 - Completion

Published May 17th, 2025 by Ostara Systems

Reactive SLAs Tab - Add Building(s) to a Reactive Task

Published May 15th, 2025 by Ostara Systems

Click on the Reactive SLAs tab. Click on the Actions button and this menu will be displayed: Click Add Building(s) to Task Type(s). This window will the open: From here Users can perform various activities including Bulk Select, Select All, Clear All, Select All Filtered, Clear All Filtered and Select Not Filtered. Use the Select All or Clear All bu

Contract Actions Introduction

Published May 15th, 2025 by Ostara Systems

These are designed to guide a User in creating/editing a Contract. Buildings Tab - Add Buildings  Buildings Tab - Change Building Dates  Buildings Tab - Move Building  Buildings Tab - Remove Buildings  Contract Periods - Add Contract Period  Contract Periods - Cancel Contract  Contract Periods - Delete Contract Period  Contract Periods - Renew Contr

Building Event List

Published May 13th, 2025 by Ostara Systems

To view Building Events, click the "Building Event List" button. This will then display a list of all Building Events for all Clients in the system. Each Event is shown with a Description, Start and End Dates, the type of Event, whether it is Active or not, the affected Work Order Types and Equipment/Service Types and the Profiles they are applicabl

Jobs Awaiting Actions

Published October 23rd, 2025 by Ostara Systems

The Portal provides Users with the ability to view any work orders that are currently awaiting further information, such as certificates, quote review,re-valuations meter readings and jobs requiring waste collection, from the Dashboard. This is shown in the "Awaiting Actions" tile and displays the number of work orders against each action. By clicki

Adding a Stock Location

Published May 13th, 2025 by Ostara Systems

Stock Locations are the locations in Buildings that are associated to a Inventory Item. Each Stock Location belongs to a specific Building but multiple Stock Locations can be associated to one Building. To add a new Stock Location click the "Create New Stock Location" button.  The first step is to select the Client that will be used. For information

Username/Password Reminder

Published May 12th, 2025 by Ostara Systems

It is possible that a User may forget either their Username or Password, meaning they would not be able to access the application. If that is the case then they can request a Username reminder which is sent via email to the User or set a new Password. To do either of these, all that is required is a click of the relevant "Forgot" button next to the

Client Selection

Published May 17th, 2025 by Ostara Systems

This is the Client Selection screen. This screen usually appears when the User accessing the data has permission to view multiple Clients. This appears when the User needs to access an element in the application or an element needs to be created that needs to be Client specific such as a Building or a Work Order. When this screen appears a list of a

Selecting a Resource

Published May 17th, 2025 by Ostara Systems

This is the "Select Resource(s)" screen. From this screen it is possible to select one or more Resources, whether they are Internal or External and whether they are a Head Office or Branch. This screen appears when creating SRAs and RFIs among other areas of the system. Here is an example: To select a Resource, simply select the desired Resource fro

Create SRA Introduction

Published May 15th, 2025 by Ostara Systems

To create a new SRA, click on the Create New SRA menu button. This screen will then open. Each field displayed is described below: A Name is a freeform field and should be used to name the SRA; this can be the same as the SRA Description or can bespoke to your own internal processes or style. SRA Description is a freeform field and should be used to

Remove From Contracts

Published May 13th, 2025 by Ostara Systems

After entering a Contract Managed End Date the user can then choose to remove/shorten the dates for this building on any contract that it is applicable to. This can be done in the following way: To remove/shorten the dates on a Contract for the Building the user has just entered the Contract Managed End Date for. From the Buildings list, highlight t

System

Published May 12th, 2025 by Ostara Systems

Permission Name Associated Category Purpose Dependencies Can Associate Public Store Documents System Ability to enable/disable Public Store Documents that are shared across parts of the system   Can Change Password System Provides ability to change the Users password and enables the Change Password button in the System tab   Can Change Visual Style

Asset Introduction

Published May 12th, 2025 by Ostara Systems

The "Asset" button contains the functionality to change Asset specific information against the selected Client such as Asset Conditions The "Asset" button, when clicked, includes these areas: Asset Conditions Asset Risks

Detail Tab - Change Assignment and/or Acceptance Settings

Published May 15th, 2025 by Ostara Systems

From the Details tab the User can change/add Assignment and/or Acceptance Types for any Work Orders raised. This screen is split into three sections (Reactive, Quote and PPM) and is used to determine the level of automation required in Work Order assignment and acceptance. Clicking on the Details tab will bring up the following screen. To make amend

Workflow Email Templates

Published May 12th, 2025 by Ostara Systems

As well as the standard System generated emails, it is possible to create custom Workflow Email Templates that trigger based on actions within the system and get sent to a specified set of Users. To achieve this:  Clicking "Workflow Email Templates" in the System section of Core Data displays the Workflow Email Templates screen. Here, the User can e

Reactive SLAs Tab - Add Reactive Task Type(s)

Published May 15th, 2025 by Ostara Systems

This can be done from the Reactive SLAs Tab. This screen shows all of the Task Types and SLAs which were input in the SRA for the Contract.  If any task types are added to the SRA or if task types have been removed from a contract and now need adding, this can be done by clicking on the Actions button. Click the "Actions" button. This menu will be d

Creating an Questionnaire Introduction

Published May 15th, 2025 by Ostara Systems

Questionnaires are used to create, configure and carry out Audits/Questionnaires. A Questionnaire makes it possible to add a set of questions at different points within the workflow, and obtain responses to those questions, recorded against the Work Order. These questions can be scored and weighted and the results of an individual questionnaire can

Searching in the Jobs List

Published October 23rd, 2025 by Ostara Systems

If the work order number is already known then, rather than using the "Filter" option to narrow down the results to find it easier, the "Search > By Number" option should be used. This allows the User to enter the number of the work order and locate the job without having to look through the list for it.  All that is required in this screen is th

Asset Sub Menus Introduction

Published May 14th, 2025 by Ostara Systems

As well viewing and editing Asset details, there are a few more functions within the Assets module, such as adding documents and custom data. These functions can be found in the Actions ribbon menu group in the Assets module. Note: For them to be accessible, select the asset to make amendments to. These are the areas included in the Action ribbon me

Batching

Published May 15th, 2025 by Ostara Systems

If the Work Order being created matches any of the batch rules configured for the Client, the following steps will need to be followed: During the creation process, after duplicate checking has been performed and if the batching rules apply the User will be presented with the following screen: Matched rule(s) this will display the name of the rule(s

0.14 - Pending Quote Receipt

Published May 17th, 2025 by Ostara Systems

Generating PPM Work Orders Introduction

Published May 15th, 2025 by Ostara Systems

When creating a contract, if the user has selected that the PPMs on this work order are generated manually then the following steps will need to be done to create these work orders: To generate PPM work orders click the Edit Actions button. This menu will be displayed: Click on the Generate PPM Work Orders menu option. This screen will then open: Se

Allocating Resource and Setting the Schedule for Attendance

Published May 15th, 2025 by Ostara Systems

This section of a Work Order is where the User can assign a Resource and set the schedule of when the work needs to take place. If the Work Order is part of an SRA or Contract agreement, then the Resource will automatically be selected and the schedule will automatically be set to the agreed SLA. If there are multiple Resources set on the SRA then t

Adding Additional Invoice Lines

Published May 18th, 2025 by Ostara Systems

In some cases, the Resource may need to add additional lines to the invoice due to there being different VAT/Tax rates based on parts and labour etc. These additional lines can be added using the "Add Additional Invoice Line..." button. Upon clicking this, the User is shown a window in which the details of the additional line can be added. A Descrip

Creating a Building Introduction

Published May 13th, 2025 by Ostara Systems

To create a Building, follow these steps: Click on the Building tab at the top of the screen. The User will then be presented with the following menu items: To create a Building, click on the "Create New Building" button. The first step is to select the Client to create the Building against. For information on how to do this, see the Client Selectio

Quick Search Work Order

Published May 16th, 2025 by Ostara Systems

If the number of the Work Order to view is known, use the Quick Search Work Order to go directly to the Work Order. Enter the Work Order number and click “OK” The User will now be able to see the Work Order Detail screen of the Work Order entered into the Quick Search.

Edit Delivery Charge

Published May 18th, 2025 by Ostara Systems

Whilst accessing a Purchase Order, there maybe a case where a decision has been about the delivery charge for the order so the Supplier will need to update it. This can be done using the "Edit Delivery Charge" button. On the Job Detail screen, select the "Edit Delivery Charge" button to display the Edit Delivery Charge pop up. This screen shows the

Viewing/Editing a Part Type

Published May 13th, 2025 by Ostara Systems

It may at some point be necessary to view or edit the details of a Part Type. This can be done by clicking the "Part Type List" button. Upon clicking the "Part Type List" button, the Part Type List is shown. This contains all the Part Types entered in the system for all Clients. Either double-click or highlight an item and click "Next" to open a Par

SRA Actions Introduction

Published May 15th, 2025 by Ostara Systems

These are designed to guide a User in creating/editing an SRA. Create SRA  Change SRA Details  Add Clients  Remove Clients  View Clients  Add Task Types  Remove Task Types  Change Task Type SLR’s  Copy Task Type SLR’s  Add Buildings  Remove Buildings  Change Building SLR’s  Add Resource(s)  Remove Resource  Change Resource Priority  Create Contract 

Parts Tab - Removing Parts from a Contract

Published May 15th, 2025 by Ostara Systems

If the Contract is PPM Only, then the Parts tab will be disabled and not selectable on the Contract. However, if the Contract is not PPM only, this can be done in the following way: Click on the Parts tab. Any parts already added to the contract will be visible from here. Click on the Change button and this screen will be displayed: Click on the Rem

Authorisations Introduction

Published May 16th, 2025 by Ostara Systems

About the Authorisations module The system can be setup to hold Authorisation and Review Rules that can be triggered based on a set of criteria at any point in the Work Order life cycle. These rules can be at many levels and the Authorisers are determined by profile. The Authorisation function gives the ability to action Work Orders that are in the

Submit

Published May 16th, 2025 by Ostara Systems

Once all of the creation detail for the Work Order is entered, the Supplier and Delivery Date have been set, the Work Order can then be submitted to the Supplier for them to Acknowledge and Dispatched. The "Submit" action works slightly differently through the Call Out > Resource Menu. Instead of just providing a Delivery Date, the Callee Details

Editing Rates and Availability - Response

Published May 14th, 2025 by Ostara Systems

To edit a Resource’s Rates and Availability, select the Resource from the Resource List and click the "Rates and Availability" button. This displays the Rates and Availability page. This is where the rates the Resource charges and when the Resource is available to work is displayed. Each of the rates fields are explained below: Date Range is a drop

Batch Release

Published May 16th, 2025 by Ostara Systems

There may be the occasion when a User needs to release one or more Work Orders awaiting batching regardless of whether the batch rule thresholds have been reached. This can be done by firstly finding one of the Work Orders requiring to be batched and then use the Agent Action of “Batch Release”. The User will then be presented with the following scr

Actions Menu Introduction

Published May 19th, 2025 by Ostara Systems

The "" menu on the Work Order details page provide the user with access to a number of different actions available to perform on the Work Order. The actions that are shown here depend on the state the Work Order is in. The Actions available are as follows: Start Job / Stop Job (only available if scanned into the Building for which the Work Order is

Unapproved Catalogue List

Published May 14th, 2025 by Ostara Systems

Each item that is added to a Catalogue (including whole Catalogues) will need to be approved before they available throughout the system. To do this, a User that has the correct Catalogue permissions will need locate and review the item changes. Clicking the Unapproved Catalogue List button will display a list of all the items that have yet to be ap

G H I

Published May 17th, 2025 by Ostara Systems

G TERM DEFINITION Gross (finance) Total value before any deductions have been made H TERM DEFINITION Has Contractual SLAs? When creating a contract which has reactive elements to it, you have the option to choose whether SLAs apply or not. If this is not ticked then you will not be able to set up SLAs against your reactive tasks on the contract Heig

Set Fixed Cost

Published May 16th, 2025 by Ostara Systems

If a Work Order will cost a specific value that has already been agreed, it is possible to apply this cost to the Work Order to make sure the correct value is shown. This is done using the "Set Fixed Cost" action following the below steps: Clicking the action displays the Set Fixed Cost screen. Enter the value of the fixed cost, along with any detai

Viewing Instructions

Published May 15th, 2025 by Ostara Systems

Sometimes, Users may require to merely view the Instructions as they are on the Questionnaire. If that is the case then this can be done using the "View Instructions" action on a Questionnaire Category.  In a Questionnaire, go to the "Content" tab and select a Category. Then, from the Actions drop down, select the "View Instructions" action.  This w

Searching for an SRA Introduction

Published May 15th, 2025 by Ostara Systems

If a User wishes to view or edit an existing SRA they will need to locate it first. This can be done by using the following steps: SRA Search Screen SRA List Screen 

Affected Work Orders

Published May 15th, 2025 by Ostara Systems

The Affected Work Orders screen will appear once an action is performed on the Contract that will affect any existing Work Orders. These actions include removing a Building or changing the date of a Building on the Contract or even cancelling the Contract itself. After performing a Work Order affecting action, the Affected Work Orders Screen is show

Assign to Work Order

Published May 17th, 2025 by Ostara Systems

To progress Unallocated Invoices through to payment, they need to be assigned to valid Work Orders once the Work Order Numbers are known. This can be done by using the "Assign To Work Order" button and by performing the following: From the Invoice List, highlight an unallocated Invoice to assign the Work Order to. Click the "Assign To Work Order" bu

Contract Periods - Add Contract Period

Published May 15th, 2025 by Ostara Systems

This allows the user to set a new period that can be created from scratch whereas renew/copy creates a follow-on period with all the existing details from the last period, starting the day after it has ended (but excludes any Buildings where periods were shortened). From the Contract Periods screen, shown below, click on the Add button. Please note:

Rates and Availability - Service Level Achievement Introduction

Published May 15th, 2025 by Ostara Systems

The Rates and Availability can only be set up from the list view as this avoids conflicts that could arise if Work Order Types were amended in the Resource. To set Resource Rates and Availability, select the Resource from the Resource List and click the "Rates and Availability" button. There are three types of groups available "Hours" - these are th

Reason for Contract Change

Published May 15th, 2025 by Ostara Systems

After making changes to a contract and selecting OK to commit the changes this window will open: Here the user can record the reason for the Contract Change. Reason for Change this is a pre-populated list that will provide a brief overview of the change made. Additional Information is a free form text field that allows for more information to be add

No Information Required

Published May 19th, 2025 by Ostara Systems

If this option is available, it means that further information might have been requested, prior to authorisation. To remove further information being required you can select the "No Information Required" button from the actions menu, whilst on the authorisations detail page. There are two free form text boxes on this page, one for a reference and th

Copy Client

Published May 12th, 2025 by Ostara Systems

The Copy Client function allows you to create a new Client from an existing Client (referred to as the Reference Client). To copy a Client click the “Copy Client” button in the menu. Note: Copying a Client does not automatically assign all Resources & Manufacturers from the copied Client to the new Client. Clicking the "Copy Client" button will

View Asbestos at Building

Published May 13th, 2025 by Ostara Systems

Creating an Asbestos Register per Building enables easy reference to this data. The Asbestos Register is displayed to all Resources as part of the start Work Order permit process to give full visibility before any work commences. See the Asbestos Records module for more information.  Clicking "View Asbestos" at a Building will show the User a list o

Buildings Tab - Add Buildings

Published May 15th, 2025 by Ostara Systems

Buildings are automatically derived from the SRA. If multiple contracts exist on the SRA this screen allows the User to specify which Buildings apply to this contract. This can be done in the following way: Click on the Buildings tab. Click on the Actions button and this menu will be displayed: Click Add Building(s).  If there are no Building(s) to

Amend Start and Stop Times

Published May 16th, 2025 by Ostara Systems

There may be occasions when the User needs to amend the Start and Stop Times that have previously been set against a Work Order. This can be done via the following steps: Find the Work Order by using the Quick Search button. From the Agent Actions menu select "Amend Start and Stop Times". The following screen is then presented: Note: If there was mo

Resource Unable to Accept Work

Published May 16th, 2025 by Ostara Systems

When Assigning a Work Order to a Resource, the User may be informed that the Resource are unable to carry out the work. To record this, use the Resource Unable to Accept Work Action and then follow these steps: Enter all the relevant details including the name of the Caller and any reference numbers provided. In some instances a Reason drop down wil

Cancel Job - Purchasing

Published May 16th, 2025 by Ostara Systems

There may be an occasion when the User needs to Cancel a Work Order. This can be done via the "Cancel Job" option. This option is only available up until the point when the Work Order items have been dispatched. After this point the User is unable to cancel the Work Order. Click on the Agent Actions menu and select "Cancel Job".  The Cancel Job wind

Set Accrual to Zero - Helpdesk

Published May 21st, 2025 by Ostara Systems

To set accrual to zero see Set Accrual to Zero

Helpdesk Work Page Invoice Actions Introductuion

Published May 17th, 2025 by Ostara Systems

These actions appear in the Helpdesk Work Page in the Work Orders module. Adding/Editing Invoices Delete Invoice Confirm WO Invoiced to Client - Helpdesk Reset Confirm WO Invoiced to Client Set Accrual to Zero - Helpdesk

Resource Introduction

Published May 12th, 2025 by Ostara Systems

The "Resource" button contains the functionality to amend and create Resource specific data such as Payment Terms and Resource Groupings. The "Resource" button, when clicked, includes these areas: Payment Terms  Resource Groupings 

Recall Job

Published May 16th, 2025 by Ostara Systems

There may be the occasion when the User needs to Recall a Work Order, this may be if the work completed has not resolved the fault, or if the fault has returned after a short period of time. This is possible on both Reactive and Quote Work Orders. To Recall a Work Order, firstly use the Agent Action of “Recall Job”. The User will then be presented w

Health and Safety

Published May 12th, 2025 by Ostara Systems

Permission Name Associated Category Purpose Dependencies Agent Asbestos Acceptance Health And Safety     Can Add or Edit Asbestos Health And Safety Ability to create and view Asbestos for Buildings. Enables Create New Asbestos and View Asbestos buttons   Can View Asbestos Register Health And Safety Ability to view the asbestos register for the Build

Questions on Jobs

Published May 18th, 2025 by Ostara Systems

During the job creation, start job and stop job processes, depending on the configuration setup by the System Admin, one or more Questions could be displayed. The Questions tab requires the User to answer specific questions determined by the System Admin. After providing the contact information or performing the duplicate and Building Event checks,

Remove Resource

Published May 15th, 2025 by Ostara Systems

The User may want to remove a resource from an SRA. This can be done in the following way: From the Resource tab on the SRA, highlight the Resource to be removed by single clicking. Click on the Actions button. This menu will be displayed: Click on the Remove Resource menu option. This message will be displayed: Clicking on Yes will remove the Resou

Type Tab - Change Contract Period Details

Published May 15th, 2025 by Ostara Systems

This allows the User to change various contract period details. To do this click on the "Change Details" button on the Contract Period section of the Type tab and this window will open: From here the User is able to change/add the following: Contractors Reference is a freeform field and should be used to identify the reference number given by the re

Contract Search Screen

Published May 15th, 2025 by Ostara Systems

From the Contract module, click the Contract Search Button. The Contract Search screen will open. Enter any relevant information to help narrow down the set of search results which are shown. Note: A client has to be selected in order for any results to be shown. However, the more search fields that are completed the more precise the results will be

Section 2 - ETA Provision

Published May 17th, 2025 by Ostara Systems

Internal Only SRA

Published May 15th, 2025 by Ostara Systems

Within the system, there are two types of Resource: Internal and External. In a lot of cases, Internal Resources will be the first point of call before External Resources for work to be carried out. That being the case, it is possible to create SRAs that are only applicable to Internal Resource. The following steps describe how to create Internal On

Viewing/Translating Notes

Published May 16th, 2025 by Ostara Systems

In the Work Order Events, it is possible to have an Event item where Notes have been added and these can viewed by clicking the Notes hyperlink. This will display all the Notes on that Event in a pop up window. In some cases, where a User is in a different language, upon opening Notes a "Translate" button will appear. This will translate the Notes i

Contract Periods - Delete Contract Period

Published May 15th, 2025 by Ostara Systems

This allows the User to delete a future contract period. Please note if the contract period has already started the User should cancel the contract and recreate the contract. To delete a contract period, highlight the period to be deleted and click on the Delete button. If the period has already been started (Active) it will give the message below:

Submit - Purchasing

Published May 16th, 2025 by Ostara Systems

Once all of the creation detail for the Work Order is entered, the Supplier and Delivery Date have been set, the Work Order can then be submitted to the Supplier for them to Acknowledge and Dispatch. You can submit a Work Order via the following steps: From the Agent Action menu click on the Submit option. Select the delivery date by choosing from t

Reactive Reattendance

Published May 14th, 2025 by Ostara Systems

A System setting controls whether Reattendance rates can be used, so if there is no "Reactive Reattendance" Rate Action in the drop down, please contact your System Administrator to turn this on. To edit a Resource's Reactive Reattendance Rates and Availability, select the Resource from the Resource List and click the "Rates and Availability" button

Logging Off/Exiting Ostara

Published May 12th, 2025 by Ostara Systems

If Users no longer need to use the system then there are two ways to exit/close down the application. These, located in the System tab, are as follows: Clicking the "Log off" button will display a confirmation message asking if the User is sure they want to log off. If "Yes" is selected, the User is logged out and the main log in window is shown. If

Work Order Events Introduction

Published May 16th, 2025 by Ostara Systems

The final section is the Work Order Events section. The different aspects of the Events window is detailed in more depth throughout the Agent Actions sections. However, as an overview each change or update made to the Work Order will show as an event outcome in the Events list. This covers Work Order creation, allocation of a resource, starting and

Make CIS

Published May 16th, 2025 by Ostara Systems

This is a specific action to identify the work associated to the Work Order as Construction Industry Scheme registered. This can only be used if the Resource is already registered as CIS registered. If unsure of the requirements and rules associated to CIS work, please speak to the company Finance Department or visit www.hmrc.gov.uk for further advi

Information

Published May 16th, 2025 by Ostara Systems

This is a freeform field which can be used to provide any additional information relating to the Work Order. This would normally be used to add additional information to a call out or call in action, or as the result of an email or fax being received. From the Agent Actions menu, choose Information. Enter the required text in the text box and click

PPM Tab - Add Building(s) to a PPM Task Introduction

Published May 15th, 2025 by Ostara Systems

Buildings will be added automatically when adding a new PPM task line, however, if other Buildings have been added to a contract it can be added to a PPM tasks line in the following way: Click on the PPMs tab. Highlight the PPM task line that the new Building needs to be added to. Click on the "Edit Actions" button. This menu will be displayed: Clic

PTW Books

Published May 13th, 2025 by Ostara Systems

Permit To Work books are used by Resources when attending a Building to confirm that they are at the correct site and that they have permission to undertake work. Logging these book numbers against each Building means that it's possible to track the book number quoted during by the engineer during the start job process and therefore confirm that the

Type Tab - Change Contract Details

Published May 15th, 2025 by Ostara Systems

From the Type tab of the Contract, Users are able to amend a few details on the Contract such as the Name and Description. To change these details, click the "Change Details" button in the Contract section on the Type tab. After clicking "Change Details", the Change Contract Details screen is displayed. From here the User can amend the Contract Name

Reference Provided

Published May 16th, 2025 by Ostara Systems

Once a Work Order has been accepted by a Resource the User will want to know their reference for any work carried out. If a reference is provided by the Resource the User can update the Work Order via the following steps: Click Agent Actions on the ribbon menu then Reference Provided. The Reference Provided screen will pop up Once any reference has

View Documents

Published May 19th, 2025 by Ostara Systems

Upon tapping the View Document option in the Actions menu, the device will display the view documents screen and a list of all documents related to this Work Order will be displayed: Tapping "Show Related Documents", shows all documents related to that Work Order/Building/Asset(s). This can be tapped again in order to hide the related documents. To

Delivery Dates Provided

Published May 18th, 2025 by Ostara Systems

If a User has the delivery dates for a Purchase Order already, they can then update the order with these dates. This can be done using the "Delivery Dates Provided" button. On the Job Detail screen, select the "Delivery Dates Provided" button to display the Delivery Dates Provided pop up. Enter any Delivery Dates for any or all items. Entering Deliv

Email Section Introduction

Published May 12th, 2025 by Ostara Systems

The Email Section of the Ribbon contains different lists which display different information regarding the emails that have been sent, received and failed to send at all. These lists are: Failed Emails List Incoming Emails List Sent Emails List Follow the pages below for more information on these areas: Failed Emails List  Incoming Emails List  Sent

Edit Notifications

Published May 16th, 2025 by Ostara Systems

Notifications are used to highlight an issue with the site that the current Work Order relates to. If a Notification is selected then this will alert any of the Building Contacts who have subscribed to this Notification, by either Email or SMS depending on their preference. To activate a Notification follow these steps: From the Agent Actions menu s

Add Resource(s)

Published May 15th, 2025 by Ostara Systems

A Resource is a Contractor that would carry out the scope of works which has been specified on the previous tab.  Allocating a Resource is completed using the Resource tab of the SRA in the following way: Click on the Actions button This menu will be displayed: Click on the Add Resource(s) menu option.  Please note if more than one Client has been s

Remedial Works Required Introduction

Published May 16th, 2025 by Ostara Systems

This is a way of raising a Reactive Work Order that links to a completed PPM for any remedial works that may be required following a Planned Maintenance visit. This can be done by following the steps detailed below. Firstly Viewing a Work Order that has highlighted the need for remedial work to be undertaken. From the Agent Actions button click on "

Select/Deselect Quote

Published May 15th, 2025 by Ostara Systems

Once Quote Requests have been received, the User then needs to select the appropriate Quote so the Resource can complete the work. To select a Quote, go to the Agent Actions menu and choose the "Select Quote" action and to deselect a Quote that has already been accepted choose the "Deselect Quote" action. The following screen will be displayed: A li

Part Types

Published May 12th, 2025 by Ostara Systems

This has been moved to a separate module. Please see the Parts section for more information.

Work Orders Due

Published October 23rd, 2025 by Ostara Systems

The Portal provides Users with the ability to see what jobs they have that are upcoming at their site(s). This is displayed in the "Work Orders Due" tile.  The Upcoming Works tile shows all kinds of work orders that are due to start within the next 30 days and shows a maximum of 10 work orders at a time. Each work order displayed shows the Descripti

Add Buildings

Published May 15th, 2025 by Ostara Systems

To add Buildings against Task Types click the Actions button next to the Work Order Types, Sub Work Order Types and Equipment/Service Types field. This menu will be displayed: Click on the Add Building(s) to Task Types(s).  This window will then open: From here it is possible to perform various activities including Bulk Select, Select All, Select Al

Request Re-valuation

Published May 16th, 2025 by Ostara Systems

In some cases, the authoriser may not agree with the value of the fixed cost set on a Reactive Work Order as it may be too expensive. If so, they have the ability to request that the fixed cost be reviewed and sent through again. This is done using the "Request Re-valuation" button. Clicking the button will display the below screen. Here, the user m

Planning Work Orders

Published May 15th, 2025 by Ostara Systems

Using the Planner, Resources can plan work for themselves or for their Branches/Tier 2 Resources whether it be for today or a time in the future. To plan Work Orders, follow these steps: Open the Planner by selecting the Resource (Tier 1 or Head Office only) from the Resource List and clicking "Planner". The Work Order Planning screen is displayed.

Prioritise Contacts

Published May 14th, 2025 by Ostara Systems

There maybe times where certain Contacts may be more appropriate to contact over others, so some prioritisation will be needed. The "Prioritise Contacts" button can be used to resolve this.  Upon clicking the "Prioritise Contacts" button, the Prioritise Contacts screen is displayed. This screen shows all the Contacts for the selected Resource.  The

J K L

Published May 17th, 2025 by Ostara Systems

J TERM DEFINITION Job Title This is the field against a Building or Resource contact in which you would enter their job title K TERM DEFINITION Known as Name A Building may have an official name, but be known as something else. This field allows you to enter this “Known as name”. This field is shown in all Building search screens throughout Ostara L

Hierarchies and Impersonation

Published May 16th, 2025 by Ostara Systems

Two concepts available in the system are Hierarchies and Impersonation. Hierarchies are the ability for Senior Managers to approve works at a lower level without being involved in the initial authorisation request. This means that a Senior Manager does not have to receive an email every time a lower level authorisation is required, but should a mana

Outstanding Purchasing

Published May 18th, 2025 by Ostara Systems

The "Outstanding Purchasing" list shows all the Purchasing jobs that have not yet been completed that are associated to the User. The User can change the number of jobs shown on a single page at one time can be amended to suit their preference as well as being able to filter or export the list to Excel. If the initial list is too large, the User wil

Unallocated Jobs

Published May 18th, 2025 by Ostara Systems

The "Unallocated" list shows all Reactive jobs that are currently not allocated to Resource. Each job shows a "Due" date on which determines if the job is overdue (in red text), if it is due in the next 15 minutes (in orange text) or if there is longer than 15 minutes till the job is due (in green text). The User can change the number of jobs shown

Requiring Remedial Works

Published May 18th, 2025 by Ostara Systems

The "Requiring Remedial Works" list shows all PPMs that have a failed certificate on them and now require Remedial Works to be carried out. Each job shows a "Due" date on which determines if the job is overdue (in red text), if it is due in the next 15 minutes (in orange text) or if there is longer than 15 minutes till the job is due (in green text)

Authorisations

Published May 18th, 2025 by Ostara Systems

The "Authorisations" list shows all the jobs that authorisation/refusal from the User before they can be progressed. Each job shows a "Due" date on which determines if the job is overdue (in red text), if it is due in the next 15 minutes (in orange text) or if there is longer than 15 minutes till the job is due (in green text). This list is unique i

WO Detail page

Published May 19th, 2025 by Ostara Systems

After clicking on a work order on the work order list, the work order detail page shall be displayed. The heading for the page shall be WO: xxxxxxx where xxxxxxx is the work order number of the Work Order selected. On this page you shall have the following Sub Headings: Building Details Work Details Location Information - If assets are applied to a

Locations

Published May 12th, 2025 by Ostara Systems

Locations are used to create individual Level/Area/Location Mappings on a per Building basis. Therefore, Locations is split into 3 different sections: Levels, Areas and Locations. Click the "Locations" icon and a drop down list will appear allowing the to choice of either “Levels”, “Areas” or “Locations". Choose the desired option. The next step is

Locating Work Orders

Published May 19th, 2025 by Ostara Systems

To find Work Orders on the Mobile App, tap the section called Work Orders on the homepage. This will display a list of Work Orders that have been assigned to the User, showing up to 25 WOs. To show more WOs, scroll down the page and tap the "Tap to load more..." button to show 25 more items, up to a maximum 200 WOs. Pending Acceptance WOs can also a

Site Documents

Published October 23rd, 2025 by Ostara Systems

The Portal provides Users with the ability to view any documents (that aren't certificates) that have been uploaded against their Building(s). This is done using the "Site Documents" widget. These documents can range from Risk Assessments to Floor Plans to Images of the Building itself. By clicking the number of certificates (highlighted in blue) al

0.12 - Pending Specification

Published May 17th, 2025 by Ostara Systems

PPMs Tab - Change PPM Building Periods

Published May 15th, 2025 by Ostara Systems

This can only be done at task level if PPM's have already been generated. Please see Change PPM Periods. From here however, it's possible to change individual Building invoice values and add notes or instructions (any instructions added will be visible on the portal). If there are any Buildings that have been added and have not had PPM's generated t

Viewing/Editing an Inventory Item

Published May 13th, 2025 by Ostara Systems

It may at some point be necessary to view or edit the details of an Inventory Item. This can be done by clicking the "Inventory Item List" button. Upon clicking the "Inventory Item List" button, the Inventory Item List is shown. This contains all the Items entered in the system for all Clients. Either double-click or highlight an item and click "Nex

Add/Edit/View Custom Data

Published May 14th, 2025 by Ostara Systems

Custom Data fields are available to allow Users to enter additional information against an Asset which may not fall into any of the pre-defined fields. For more information on how to configure Custom Data, see the Custom Data page.

Remove Linked Work Order - Purchasing

Published May 16th, 2025 by Ostara Systems

A User may wish to remove a linked Work Order. If this is the case it can be done in a few areas – Agent Actions, Call In and Call Out menu options. Click on the “Remove Linked Work Order” menu option. The Linked Work Orders screen will pop up: Click on the tick box on the far left hand column of any/all Work Orders to be removed. Once the Work Orde

Purchase Items Dispatched

Published May 16th, 2025 by Ostara Systems

From the Agent Action menu click on the Purchase Items Dispatched option. Select the dispatch date by choosing from the calendar when clicking on the drop down arrow, or by typing this in manually. This date will be applied to all items in the list. If the items have different dispatch dates, this can be shown by clicking on the individual lines and

Reactive SLAs Tab - Change Reactive Task Type SLA’s

Published May 15th, 2025 by Ostara Systems

To change the SLA's please use the following steps: Once the task types have been added to the contract (the SLA's will all default to what was set on the SRA). The User can change the SLA's at any point in time. These can be set at Work Order Type level, Sub Work Order Type level and Task Type level. Highlight the Task line that is to be changed. C

Creating External Resources

Published May 14th, 2025 by Ostara Systems

To create an External Resource, click "Create New Resource" and then "External (Head Office)". This is the New External Resource screen and this is where all the Resource, Company and Financial information concerning the Resource is entered. Each of the fields are explained below: Resource Number is a system generated field, which ensures that each

Asbestos Records Introduction

Published May 13th, 2025 by Ostara Systems

About the Asbestos Module Creating an asbestos register for your estate within Ostara enables easy reference to this data. The asbestos register is displayed to all resources as part of the start work order permit process to give full visibility before work commences. Pre-Requisites for setting up Asbestos Records The following information needs to

Receipt Purchase Items

Published May 16th, 2025 by Ostara Systems

Once goods have been received, the Purchase Order can then be progressed by recording the Receipt of the Purchased Items. This can be done by via the following steps: From the Agent Action menu click on the Receipt Purchase Items option. This window will open: Enter the delivery note number you have been supplied with. Note: This field is mandatory.

Filtering the Jobs List

Published October 23rd, 2025 by Ostara Systems

If there are too many items on the Jobs List or the desired jobs are a few pages in on the list then it is possible to filter the list down by using the "Filter..." option. The "Filter..." option provides a variety of ways for the User to narrow down the list to find exactly what is required and can be found on all Job Lists. To filter the Jobs List

Desktop Audits

Published May 15th, 2025 by Ostara Systems

Within the Audits module is a section called Desktop Audits. Desktop Audits are used as a way to allow Clients to systematically choose random subsets of data to perform manual audits on the data integrity entered by others. There are three kind of Desktop Audits possible: Work Order - this is used to audit the Work Order itself Invoice - this is us

PPMs Tab - Add PPM Assets - Specified

Published May 15th, 2025 by Ostara Systems

To change/add a PPM task period the User will need to highlight the PPM Task that they wish to change/add and then click the "Edit Actions" button This menu will be displayed: Click on the "Change Task Details" menu option. This screen will then open: Select Specified Asset from the Association Type drop down and click OK. The Reason for Contract Ch

SRA List Screen

Published May 15th, 2025 by Ostara Systems

Upon clicking OK a list of all SRA's matching the search criteria entered will be displayed (if the list is too big the User may need to define their search criteria further). Upon location of the SRA to view/edit the User can either highlight it and click on the next button or simply double clicking will take them to the detail page of the SRA. Fro

Editing Rates and Availability - Hours

Published May 14th, 2025 by Ostara Systems

To edit a Resource's Rates and Availability, select the Resource from the Resource List and click the "Rates and Availability" button. The first screen to appear is the Rates and Availability Client Groups screen. From here, select the Client Rates Group for the desired Client and double click to open up their rates. This displays the Rates and Avai

Authorisation Actions Introduction

Published May 19th, 2025 by Ostara Systems

Whilst on the authorisations detail page, you can access the actions menu, by tapping the "" button in the top right hand corner of the application. The actions available are the following: Take Photo Authorise Refuse On Hold / Off Hold Information / No Information Required View Documents To use any of these actions, simply tap the desired action on

Request Quote Review

Published May 15th, 2025 by Ostara Systems

In some cases when a Quote Request is received, the Quote value may be deemed to be too expensive or there may be some inconsistent details. In these circumstances, the User can request that the Resource reviews the Quote and amends it using the "Request Quote Review" action. Selecting this will display the following screen: Here, a list of the Quot

List Work Orders Marked for Audit

Published May 15th, 2025 by Ostara Systems

After Work Orders have been marked to be audited, the User can view all these Work Orders through the Audit module using the "List Work Orders Marked for Audit" button. The Work Orders will then be displayed in list format along with the date they were completed and the associated Audit Type(s).

Stopping a Job Introduction

Published May 18th, 2025 by Ostara Systems

Resources will require the ability to stop their jobs from the Portal. Depending on whether the machine location has been set, this can be done using two actions: "Stop Job" and "Stop Job - Admin". Stop Job - Field Team On the Job Detail screen, select the "Stop Job" button to display the Start Job pop up. Upon selecting "Stop Job", the Start/Stop T

Create New Invoice

Published May 16th, 2025 by Ostara Systems

Creating Invoices, Credit Notes, Proformas, etc are all achieved using the same process. Click the "Create New Invoice" button. The first step is to select a Client from the Select Clients screen. For more information on selecting Clients, see the Client Selection page. This screen will then open. From this screen the user can select the Document Ty

Link Work Order > Create New Work Order

Published May 16th, 2025 by Ostara Systems

A User may wish to link a Work Order to a brand New Work Order. There are 4 options available, link to ‘Reactive’ Work Order, ‘Quote’ Work Order, ‘Audit’ Work Order or 'Purchasing' Work Order. To perform this task select it from the Agent Actions list and choose the type of New Work Order you wish to create for linking. Once selected the User is tak

Adding a Building to a Contract

Published May 15th, 2025 by Ostara Systems

How to add a Building onto a Contract If a Building is not able to be added to a PPM Task, it is likely that it isn't present on the Building Tab of the Contract. When a new contract is created, all Buildings on the associated SRA are automatically added to the Building Tab on the new contract. However, should additional Buildings be added onto the

Removing a Building from a PPM Task

Published May 15th, 2025 by Ostara Systems

To remove a Building from an existing PPM Task, locate the Contract that the PPM is associated with. This is best performed using the Contract Search: details here Once the Contract has been located, select the PPM tab and locate the PPM Task the Building should be removed from.  Using the "Edit Actions" at the top right corner of the screen, select

Search Prioritisation Scoring Explained

Published May 15th, 2025 by Ostara Systems

The following details the rules followed when searching for Equipment/Service Types and Symptoms on Work Order Creation. The standard mechanism for searching for an Equipment / Service for the creation of a Reactive Work Order is as follows: [The Item] [The fault] The above is also known as the following in system terms: [Equipment/Service Type] [Sy

Viewing/Editing Batch Rules

Published May 16th, 2025 by Ostara Systems

It is possible that information concerning batching may need to be viewed or even edited at some point and this can be done simply by clicking the "Batch Rule List" button to find the batch rule to view/edit. Once clicked, the Batch Rule Search screen appears. From here the user can specify the Client that the batch rule applies to. If they are not

Allocating Resource and Setting the Schedule for Attendance - Audit

Published May 15th, 2025 by Ostara Systems

Once an Audit has been created, it will then need a Resource allocating to it and a schedule set on it. After the Audit has been created, the Allocate Resource screen is displayed. This screen displays a list of available Resources that can be allocated to the Work Order. To select the Resource, either double click it or select it and click the "All

How Do I?

Published October 23rd, 2025 by Ostara Systems

The Portal provides the User with the ability to view any Frequently Asked Questions (FAQ) within their business and the answers for those questions. This section can also provide access to User Guides and contact numbers for the helpdesk, if that is what the Client wants to be shown here. This section is completely customisable. These questions wil

Stop Job > Admin - PPM with Assets

Published May 16th, 2025 by Ostara Systems

When the Resource has completed the work on a PPM with Assets, this will need to be logged against a PPM Work Order. This can be done in the following way: First thing is to find the work order in question. From the Agent Actions menu select Stop Job > Admin. The User will then be asked if the Work Order requires a Revisit or not. Clicking Yes wi

Exporting the Jobs List

Published October 23rd, 2025 by Ostara Systems

Sometimes it may be required by the User to view all Jobs in their Jobs List in a single list without switching pages. If that is the case then they can use the "Export" function. "Export" allows the User to export the entire Jobs List to a CSV file. The "Export" option can be found on all Job Lists and to use it, select "Export" on any list of jobs

Set Accrual to Zero

Published May 16th, 2025 by Ostara Systems

Based on the Average Order Values (AOVs) associated to a Work Order, it is possible to override these AOVs and set the accrual to Zero. These rules are bespoke to each Management Company and will need to be checked with the Finance Manager. This is an automated process so Users need to make this is the correct action to take before proceeding as thi

Call In Actions - Purchasing

Published May 16th, 2025 by Ostara Systems

Call In Actions are all accessible through the ‘Call In Action’ button on the Helpdesk. The Actions available when Call In is received is dependent on the status of the Work Order. Each Call In Action (once complete) will show as an Event in the right-hand Events window within the Helpdesk. This makes for both quick reference against all actions per

Creating an Asset Introduction

Published May 13th, 2025 by Ostara Systems

Assets can be used in Reactive, Quoted and PPM Work Orders and are easily created. Click the "Create Asset" button to create a new Asset. The first step is to select the Client that will be used. For information on how to do this, see the Client Selection page The Asset detail screen appears after selecting a Client. This is where all the informatio

5.20 - Job Completed - Awaiting Additional Information

Published May 17th, 2025 by Ostara Systems

Further Information/No Further Information required

Published May 16th, 2025 by Ostara Systems

The “Further Information Required” and “No Further Information Required” buttons are used to determine whether a Work Order that is "In Authorisation", needs more information added or if information was required beforehand and is now no longer needed. If further information is required, click “Further Information Required” and complete the following

Creating a Purchasing Work Order

Published May 15th, 2025 by Ostara Systems

To create a Purchasing Work Order click the "Create Purchasing Work Order" button. The process is the same as the creation process on the Portal so please follow the steps on the "Create Purchase Order Tab"

Template Configuration Introduction

Published May 12th, 2025 by Ostara Systems

Different emails and SMS messages are used throughout the system and provide information to a variety of Users. If, however, the details in these emails is not quite correct or needs modifying then this can be done using the Template Configuration menu. From the Template Configuration menu, there are three main areas that house the different the ema

Link Work Order > Existing - Purchasing

Published May 16th, 2025 by Ostara Systems

It may be the case that a series of Work Orders need to be linked so that they can all be tracked together. If this is the case the User can link a Work Order to an existing Work Order. This will show in the Events page on the helpdesk along with the Work Order number it is now linked with. To "Link Existing Work Order > Link Existing > Work O

Quick Search Contract Number

Published May 16th, 2025 by Ostara Systems

If the User wishes to search for all Work Orders raised on a particular Contract, this can be done in the following way: Enter the Contract number and click “OK” The Work Order list view will then appear with the record(s) that match the criteria specified.  The Work Order list will appear with no records if no records match the criteria entered. Th

PPMs Tab - Remove PPM Task(s)

Published May 15th, 2025 by Ostara Systems

This can be achieved using the PPMs Tab. This screen shows all of the Task Types that have been added against the contract: Highlight the PPM Task to be removed. Click the "Edit Actions" button. This menu will be displayed: Click on Remove PPM Task. The User will then be presented with the Reason for Contract Change window. Confirming the reason for

Viewing/Editing Buildings

Published May 12th, 2025 by Ostara Systems

To view the details of a Building you will need to follow these steps:  Click on the Building tab at the top of the screen. The User will the be presented with the following menu items: The first step is to select the Client to create the Building against. For information on how to do this, see the Client Selection page.  Once a Client has been sele

Parts Tab - Adding Parts to a Contract

Published May 15th, 2025 by Ostara Systems

If the Contract is PPM Only, then the Parts tab will be disabled and not selectable on the Contract. However, if the Contract is not PPM only, this can be done in the following way: Click on the Parts tab. Any parts already added to the contract will be visible from here. Click on the Actions > Change Parts button and this screen will be displaye

Part Types Introduction

Published May 20th, 2025 by Ostara Systems

Part Types are used in two areas in the system.Firstly, Part Types are associated in Core Data to Equipment Types and can therefore be used during the Stop Job process by a User completing a Work Order to specify what particular part or component of a piece of equipment was added/replaced/repaired/etc.Secondly, Part Types are used to form the basis

Right Click Functionality

Published May 17th, 2025 by Ostara Systems

A common feature used throughout the system is the Right Click Function. This option makes it possible to right click on a grid and perform a set of extra actions depending on the area of the system.  These actions can range from refreshing the current data in a list on the screen to manipulating data shown on the screen. The right click action can

Remaining Items Not Required

Published May 16th, 2025 by Ostara Systems

Where there is a Purchase Order that has had a Partial Delivery but the remaining items are no longer required - this can be updated in the following way: First thing is to find the Purchase Order in question. From the Agent Actions menu select "Remaining Items Not Required" option. The Purchase Order will then move on to a Fully Delivered state.

Create Job - Asset Available

Published May 18th, 2025 by Ostara Systems

During the Create Job process, it is possible that the fault/issue that the job is being created for is related to a particular Asset. If that is the case, then follows these steps to ensure the Asset is selected during job creation: Clicking the "Create Job" tab will display the first step of the Create Job process: the Building tab. Select the Bui

Change Resource Priority

Published May 15th, 2025 by Ostara Systems

If there are multiple Resources on an SRA then the User can prioritise them to show who the primary, secondary etc is. The priority of the Resource is the order that they will appear when allocating a Reactive Work Order for any task type and Building associated with this SRA. To change the Resource priority follow the steps below: From the Resource

1.02 - Pending Assign - Resource Uncontactable

Published May 17th, 2025 by Ostara Systems

1.12 - Pending Assign - Resource Uncontactable

Published May 17th, 2025 by Ostara Systems

Creating a Manufacturer

Published May 13th, 2025 by Ostara Systems

Manufacturers are the companies responsible for creating the Assets being added to or existing in the system. Each Asset must be associated with a Manufacturer. Sometimes Manufacturers may not already exist in the system, meaning they will need to be created from scratch. This is done by clicking the "Create New Manufacturer" button.  Clicking the "

PPMs Tab - Change PPM Periods

Published May 15th, 2025 by Ostara Systems

A User can change the Invoice or Frequency of Visits against a PPM Task when Work Orders have not been generated, or where there are Work Orders but only if the overall period count doesn't change. To change/add a PPM task period the User will need to highlight the PPM Task that they wish to change/add and then click the "Edit Actions" button. This

Changing Your Password

Published May 12th, 2025 by Ostara Systems

Sometimes a User may be required to change their password due to security reasons, for personal reasons etc. This can be done by clicking the "Change Password" button in the System module. This works in a similar way as to when a User is logging into the system for the first time. (Please Note: This action will not be visible if you log into the sys

Request Additional Engineers

Published May 16th, 2025 by Ostara Systems

An engineer may attend a job only to realise that the job cannot be completed in time or is too difficult for one person (Reactive Work Orders only). Therefore, the User will need to put in a request for additional engineers, this can be done from the "Call In > Resource" menu then selecting "Request Additional Engineers". Request for additional

Assets Tab Introduction

Published May 18th, 2025 by Ostara Systems

Asset Management is concerned with optimising the whole-life costs of an asset base, and is a multi-functional discipline. It requires the understanding and management of risk at all stages in the asset lifecycle, and the development and implementation of processes for the concept, design, installation, commissioning, operation, maintenance and disp

Invoices Sub Menu Introduction

Published May 17th, 2025 by Ostara Systems

Assign to Work Order Validate Invoice Invalidate Invoice Bulk Validate Invoice Submit Invoice for Payment Delete Invoice Confirm WO invoiced to Client

How to Create a New Contract

Published May 15th, 2025 by Ostara Systems

To create a new Contract, the first step is to either create an SRA, or locate the SRA that the Contract should be based on. All Contracts must originate from an SRA. To find the SRA, use the SRA Search function by following these steps. Once the SRA is created/located, on the Resource Tab, select the Resource that the Contract is for, and using the

Change Asset Location

Published May 14th, 2025 by Ostara Systems

There may be an occasion when the location details of an Asset are required to be changed. This could be because it has moved its position within the Building, or it may even have moved to an entirely different Building. Rather than having to open up the whole Asset and change the details here, click the "Change Asset Location" button.  This is the

Link Work Order > Link Existing

Published May 16th, 2025 by Ostara Systems

It may be the case that a series of Work Orders need to be linked so that they can all be tracked together. If this is the case the User can link a Work Order to an existing Work Order. This will show in the Events page on the helpdesk along with the Work Order number it is now linked with. To "Link Existing Work Order > Link Existing > Work O

Add/Edit/View Custom Data

Published May 18th, 2025 by Ostara Systems

Whilst viewing the Asset, Users can add data that relates to Asset to provide details that don't fit in other areas of the Asset Detail. This is done using the Custom Data function which is accessed via the  "Add/Edit/View Custom Data" button. Upon clicking this button, the Add/Edit/View Custom Data pop up is shown. Fifteen fields are displayed here

Create New Client Invoice

Published May 17th, 2025 by Ostara Systems

Creating a Client Invoice is a simple process and can be done clicking the "Create New Client Invoice" button. The first step is to select the Client that will be used. For information on how to do this, see the Client Selection page. If the User has access to only one Client then that Client will be selected by default. After selecting a Client, th

Equipment and Services Introduction

Published May 12th, 2025 by Ostara Systems

The "Equipment & Services" button contains the functionality to change Equipment & Service Types throughout the system and any associations they may have such as Part Types and Symptoms. The way any piece of work or Asset is identified for reporting purposes needs to lead the User rather than require expertise at every level; therefore Ostar

People and Profiles Introduction

Published May 12th, 2025 by Ostara Systems

Access to the system is controlled using the "People and Profiles" section of Core Data. The "People and Profiles" button, when clicked, includes these areas: Creating People  Viewing/Editing People  Profiles  People Availability Permissions 

Category Instructions

Published May 15th, 2025 by Ostara Systems

Instructions can be added to RFI Categories to help provide details about what the Questionnaire entails. This can include what the User needs to fill out and what the purpose of these questions are, among a number of other things. To add instructions to an Questionnaire Category, please use the following steps. Instructions are added to a Category

Contract Periods - Cancel Contract

Published May 15th, 2025 by Ostara Systems

When a contract needs to be cancelled, firstly the User will need to find the relevant contract by using the Searching for a Contract functionality. Select the contract to be cancelled by double clicking on the contract in the Contracts List Screen. This window will then open: From here the User will need to click on the "Cancel Contract" button. Th

Viewing/Editing a Resource Introduction

Published May 14th, 2025 by Ostara Systems

It is possible that information concerning Resources may need to be viewed or edited and this can be done simply by clicking the "Resource List" button. Once clicked, the Resource List is displayed. From here, it is possible to view/edit a Resource by double clicking an item or selecting an item and clicking the "Next" button. The User can also filt

Request Quote Review

Published May 18th, 2025 by Ostara Systems

In some cases when a Quote Request is received, the Quote value may be deemed to be too expensive or there might be some inconsistent details. In these instances, the User can request that the Resource reviews the Quote and amends it using the "Request Quote Review" button. On the Job Detail screen, select the "Request Quote Review" button to displa

Work Order Building Information

Published May 16th, 2025 by Ostara Systems

The Work Order Information section shows the main details which make up this Work Order. On the main Work Order block a "Building Info" link is present. This link, when clicked, will display a new window containing Asbestos and Availability details. Clicking on the "Building Info" link: The following screen will appear: Both the Portal and Mobile Ap

Duplicates/Events Introduction

Published May 18th, 2025 by Ostara Systems

Sometimes when creating a job, it is possible that there are jobs that already exist that are potential duplicates as well as the particular Building, the job is being created for, having a Building Event on it. If either/both of these are present, the "Duplicates/Events" tab will appear during the job creation process. There is also the possibility

0.15 - Pending Quote Selection

Published May 17th, 2025 by Ostara Systems

On Hold/Off Hold

Published May 16th, 2025 by Ostara Systems

Sometimes there may be a reason that a Work Order cannot be authorised at this point in time until certain conditions have been met but the authoriser does not want to refuse it. The “On Hold” function allows Users to do this. By putting a Work Order "On Hold", there is the visibility that it has been actioned albeit that there is no desire to progr

Resource Sub Menus Introduction

Published May 14th, 2025 by Ostara Systems

As well as viewing and editing External and Internal Resource, there are a few more functions within the Resource module such as adding documents, creating Branches or Tier 2 Resources and adding Work Orders to the Planner. These functions can be found in the Actions ribbon menu group in the Resources module. These are the areas included for the Ext

Work Order Information - Reactive, Quote, PPM and Audit Introduction

Published May 16th, 2025 by Ostara Systems

This is the second section. The Work Order Information section shows the main details which make up this Work Order. This screen is split into different blocks, which each contain information relating to different aspects of the Work Order, from finance, to locations, to linked Work Order details. The main body of the Helpdesk Work Page will show al

Reactive SLAs Tab - Remove Reactive Task(s)

Published May 15th, 2025 by Ostara Systems

This can be achieved using the Reactive SLAs Tab: Click the "Actions" button. This menu will be displayed: Click on "Remove Task(s)". The User will then be presented with all the task types that are currently on the contract. Select all of the task types to be removed from this contract. By using the quick search box at the bottom of this window the

Verification Questionnaires

Published May 15th, 2025 by Ostara Systems

Verification Questionnaires work slightly differently to other Questionnaires. These Questionnaires occur once a Work Order has been completed and are used to verify that the work, that was carried out, is at a suitable standard. Verification Questionnaires are created using the same mechanism as regular Questionnaires but have slightly different re

Connection Test

Published May 12th, 2025 by Ostara Systems

Upon receiving connection errors such as "Cannot Connect to Service" messages, Users are able to check their connectivity to the Ostara system. To achieve this, use the Connection Test option in the System tab. Clicking this will display the following screen: To perform the Connection Test, once the screen is open click the "Start Test" button. This

Core Data Introduction

Published May 12th, 2025 by Ostara Systems

About the Core Data Module The backbone of any system is its core data module. The secret to the speed and accuracy of the Ostara System lies within the data structure of the Core Data module.  As a result, the system ensures consistent data across all modules, by using one-time entry of data this leads to more efficient processes and the time is ta

Viewing/Editing an Asbestos Record

Published May 13th, 2025 by Ostara Systems

It may sometimes be necessary to search for and view an existing Asbestos Record. This can be done by clicking the "View Asbestos" button. To view an Asbestos Record, follow these steps: The first step is to select the Client that will be used. For information on how to do this, see the Client Selection page. A list of all the Asbestos Records for t

Submit Purchasing Invoice/Credit Note

Published May 18th, 2025 by Ostara Systems

To submit an Invoice or Credit Note for a Purchase Order, click the Invoices tab and select the “Submit Purchasing Invoice” option or "Submit Purchasing Credit Note" option accordingly. Upon clicking the "Submit Purchasing Invoice" option or "Submit Purchasing Credit Note" option, the Submit Purchasing Invoice or Submit Purchasing Credit Note screen

Start Job > Field Team

Published May 16th, 2025 by Ostara Systems

When the Resource arrives at site to begin work then they should inform you so that you can log the start time of the Work Order. This can be done in a few ways; the first one we will discuss is if the engineer calls you from site. Firstly find the work order in question. After clicking on Start Job > Field Team. The User will be presented with a

Viewing/Editing a Stock Location

Published May 13th, 2025 by Ostara Systems

It may at some point be necessary to view or edit the details of a single or multiple Stock Locations. This can be done by clicking the "Stock Location Search" button.  The first step is to select the Client that will be used. For information on how to do this, see the Client Selection page. Upon clicking the "Stock Location Search" button, the Stoc

0.00 - 1.00 - All 0.x States

Published May 17th, 2025 by Ostara Systems

Allocating/Taking a Job

Published May 18th, 2025 by Ostara Systems

Resources that have the ability to allocate jobs may also wish to take some. Rather than needing two buttons for each action, Users who have the permissions to perform both actions will be presented with the "Allocate Resource/Take" button. On the Job Detail screen, select the "Allocate Resource/Take" button to display the Allocate Resource/Take pop

Call In Actions - Reactive, Quote, PPM, Audit Introduction

Published May 16th, 2025 by Ostara Systems

Call In Actions are all accessible through the ‘Call In Action’ button on the Helpdesk. The Actions available when Call In is received is dependent on the status of the Work Order. Each Call In Action (once complete) will show as an Event in the right-hand Events window within the Helpdesk. This makes for both quick reference against all actions per

Buildings Tab - Change Building Dates Introduction

Published May 15th, 2025 by Ostara Systems

To change start/end dates on a Building the User will first need to highlight the Building they would like to amend the dates for. Click on the Actions button on the Buildings tab. This menu will be displayed: Click on the Change Building menu option (this functionality can also be accessed by double-clicking on the Building).  This window will then

Configuring Delegations

Published May 12th, 2025 by Ostara Systems

To configure Delegations for a User, the User will need to access the Time Off tab of the desired Person Record. On here, click the "Add" button to add in a new Leave Request. After selecting the Category/ Request Type and Start Date, the User can then choose whether they wish to delegate this Users work to another whilst they are not working using

Asbestos Record Documents

Published May 13th, 2025 by Ostara Systems

There may be occasions where an Asbestos Record required a document or a picture added against it, such as an asbestos survey. This can be done via the following steps:  Find the Asbestos Record using the "View Asbestos" button. This performs a search to find all the Asbestos Records against the selected Client. For more information, see Viewing/Edi

Work Order Information - Purchasing

Published May 16th, 2025 by Ostara Systems

This is the second section for Purchasing. The Work Order Information section shows the main details which make up this Work Order. This screen is split into different blocks, which each contain information relating to different aspects of the Work Order, from finance, to locations, to linked Work Order details. From here you will be able to see the

Buildings Tab - Move Building

Published May 15th, 2025 by Ostara Systems

To Move a Building from one Contract to another Contract the User will first need to highlight the Building to be moved. Click on the Actions button on the Buildings tab. This menu will be displayed: Click on the Move Building menu option. The following screen will then open: Choose the Contract you would like to move the Building to. The Contract P

Choosing the Preferred Quote

Published May 15th, 2025 by Ostara Systems

Once all of the Quote details have been entered, the User will then want to select which of the Quotes to proceed with. To do this, follow these steps: To choose a preferred quote, highlight the Quote line and then click on the Select button. The User will then be asked to confirm that they are sure this is the quote to be selected. Once the User is

Creating a New Batch Rule

Published May 16th, 2025 by Ostara Systems

To create a new Batch Rule the User will need to follow the following steps: Click on the Work Orders tab at the top of the screen. The User will be presented with the following menu items: Create New Batch Rule - allows the user to create a new Batch Rule within Ostara. Edit Batch Rule - allows the user to edit an existing Batch Rule. Batch Rule Li

Fixing a Job Remotely

Published May 18th, 2025 by Ostara Systems

Sometimes it may be possible for a Resource to complete a job whilst not on site. Therefore, they will need a means to stop the job remotely. This can be done using the "Remote Fix" button. On the Job Detail screen, select the "Remote Fix" button to display the Remote Fix pop up. Enter the date and time the job was completed remotely either by using

Glossary Introduction

Published May 17th, 2025 by Ostara Systems

The Ostara Systems Glossary of Terms: A B C D E F G H I J K L M N O P Q R S T U V W X Y Z

2.00 & 3.00 - Pending Attendance/Attendance Started

Published May 17th, 2025 by Ostara Systems

Contracts Introduction

Published May 15th, 2025 by Ostara Systems

About the Contracts Module The Contracts module allows for a digital representations of paper-based Contracts. The Contract is used to reflect any formal Contract that is put in place with the Resource base. A Contract is created based on elements set in the SRA (Scope and Resource Allocation) whilst still allowing for deviations from the SRA requir

Create Quote Job Tab Introduction

Published May 18th, 2025 by Ostara Systems

When creating a Quote Job, depending on the Users permissions, there are two ways to do this: Create Quote Job Tab - Wizard View Create Quote Job - Single Screen View

Logging into Ostara

Published May 12th, 2025 by Ostara Systems

On opening the Ostara Application, the first screen that appears is the Login screen. This a very simple screen in which Users enter their login details to access the Application. If the current User has previously logged into Ostara (i.e. the password has been set already), follow these steps: Upon opening the Application, enter the Username and Pa

Providing Feedback

Published October 23rd, 2025 by Ostara Systems

Once a work order has been completed, there is the opportunity to provide Feedback on how well this work was undertaken and also on the general behaviour etc. of the Resource. Feedback is given using the actions "Feedback - Negative" and "Feedback - Positive" on work orders that currently have no feedback provided. If a work order has already had fe

Add Notes

Published May 16th, 2025 by Ostara Systems

This section of a Purchase Order is where the User can add any additional information which has been provided to add extra clarity to the requirements of the Purchase Order. Enter the required text in the text box and click OK.

Building Custom Data

Published May 13th, 2025 by Ostara Systems

Custom Data fields are available to allow Users to enter additional information against a Building which may not fall into any of the pre-defined fields. For more information on how to configure Custom Data, see the Custom Data page.

Permissions Introduction

Published May 12th, 2025 by Ostara Systems

Permissions are options that allow Users to perform specific actions within the system. Every Permission links to specific actions that are possible with the system and has an Administration Level which is determined by the System Administrator. These Permissions are then allocated to specific Profiles to grant the Users of the Profile the ability t

Create Job Tab Introduction

Published May 18th, 2025 by Ostara Systems

The Portal provides the User the ability to create jobs for any problems or issues that have occurred in or around their Building without needing access to the Ostara application. This includes the ability to create both Reactive and Quote jobs. The Creation process can either follow a 'tabbed' approach (as per the following examples in the next pag

5.22 - Job Completed - No Invoice Expected

Published May 17th, 2025 by Ostara Systems

Linking Work Orders on the Scheduler

Published May 16th, 2025 by Ostara Systems

In some cases, different Work Orders will appear on the scheduler. These Work Orders are known as "Potential Link Work Orders". "Potential Link Work Orders" will be displayed in purple on the scheduler. Hovering over a Work Order will display the Type of Work Order, the Start and End Dates and the Equipment/Service Type of the Work Order. To link a

Buildings Introduction

Published May 12th, 2025 by Ostara Systems

The "Building" button contains the functionality to change Building specific information against the selected Client such as Building Locations and Building Types. The "Building" button, when clicked, includes these areas: Groupings  Locations  Building Types and Formats Asbestos Types  Asbestos Status 

Deleting a Client Invoice

Published May 17th, 2025 by Ostara Systems

Sometimes, a Client Invoice may have been created incorrectly or may no longer be needed. If that is the case, it can be deleted. Open the Client Invoice that should be deleted, and in the Actions drop down in the Status header, click "Delete Invoice". This will then display the Delete Client Invoice window which asks the User to confirm if they wis

Reactive Priorities

Published May 12th, 2025 by Ostara Systems

Reactive Work Order Priorities are chosen by end users when raising Work Orders via any platform. This is permission controlled so the ability to change Priority can be restricted to certain Profiles. Additionally, it is possible to restrict certain Priorities to certain Profiles to further control which Users can use which Priorities. To configure

Add Notes - Public

Published May 16th, 2025 by Ostara Systems

This section of a Work Order is where the User can add any additional information which has been provided to add extra clarity to the requirements of the Work Order. This is done using the Add Notes > Public action. Public notes are notes that can be seen by all Users such as Clients and Resources. From the Agent Actions menu, choose Add Notes an

Inventory Introduction

Published May 13th, 2025 by Ostara Systems

The Inventory section of the Parts module allows for the creation of Stock Locations to store Inventory Items and the ability to edit Inventory Items, including the ability to handle Stock. Adding a Stock Location  Viewing/Editing a Stock Location  Viewing/Editing an Inventory Item  Inventory Documents 

Select Work Order for Audit Introduction

Published May 15th, 2025 by Ostara Systems

In cases where data checks are required to ensure the integrity of the what is being entered in the system, a Desktop Audit can be created. Once created, the User can select the Work Orders that will be apart of the Audit. Clicking "Select Work Orders for Audit" will display Search Work Orders For Audit pop up screen. From here, the User needs to se

Email Templates

Published May 12th, 2025 by Ostara Systems

Please find a list of all the different emails and SMS messages that can be configured from the Template Configuration menu: Email - Contract Emails: Work Order Cancellation List - Sends a cancellation email with a CSV attachment containing a list of all the Work Orders that were cancelled on the Contract Work Order List - Sends an email with a CSV

Ostara Main Menu

Published May 12th, 2025 by Ostara Systems

Once logged in to the application, Users will be taken to the main Application page: the System module. On the System module, Users can complete the following actions (depending on the profile permissions): Log off & Exit - This is how to leave the system. "Log off" returns the User to the Log in screen and "Exit" closes the application. Change

Create New Building Event

Published May 13th, 2025 by Ostara Systems

Building Events are used to make Users aware of certain details or events that are present on the site they are creating/viewing Work Orders for. To create a Building Event, click the "Create New Building Event Button" and follow these steps:  Upon clicking "Create New Building Event", the first step is to select the Client to create the Building Ev

People Custom Data

Published May 12th, 2025 by Ostara Systems

Custom Data fields are available to allow Users to enter additional information against a Person record which may not fall into any of the pre-defined fields. Custom Data can be entered using the Add/Edit/View Custom Data button. For more information on how to configure Custom Data, see the Custom Data page.

M N O

Published May 17th, 2025 by Ostara Systems

M TERM DEFINITION Managed Date Date from which services commence at a Building. This must be completed for a Building to show in Work Order creation process Management Client The Persons or Company for who a service is provided Management Company The Primary company responsible for instigating Resource, SRA's and Contracts on behalf of one or multip

Viewing Asset History

Published May 18th, 2025 by Ostara Systems

When viewing an Asset, the details of the Asset are displayed. However, the User is also able to view the history of jobs that the Asset has been associated to. When on Asset Detail page, click the "History" tab to the display the History page for the Asset. On this page, the User is shown a list of jobs that this Asset is associated to. Each job wi

Set Accrual to Zero - Helpdesk

Published May 17th, 2025 by Ostara Systems

To set accrual to zero see Set Accrual to Zero

Listing/Editing Assets Introduction

Published May 18th, 2025 by Ostara Systems

It's possible that information concerning Assets may need to be viewed or even edited at some point and this can be done through the "Asset" tab too: Clicking the "Assets" tab will display the Assets page along with the Search Assets pop up. The user can also get to this by clicking the "List Assets..." button. The Search Assets pop up has two field

Asset Risks

Published May 12th, 2025 by Ostara Systems

Each Asset can have a 'Risk' recorded against the Asset record which can be used to determine the risk of the Asset. These Risks can be defined using the "Asset Risk" button. Asset Risks are set at Management Company level and determine what is shown in the "Risk" field when viewing/creating an Asset.  Clicking the "Asset Risks" button from the Asse

Payment Terms

Published May 12th, 2025 by Ostara Systems

“Payment Terms” are Resource specific data that allows a Resource to display in the system their terms of payment. The Payment Terms screen allows the User to configure the Payment Terms that will be used when creating a Resource. To view “Payment Terms”, click the “Payment Terms” button. Payment Terms are Management Company specific. This is the Pa

Resource to Allocate

Published May 15th, 2025 by Ostara Systems

If the Contract was set up as an Internal Contract, an extra field is available when changing the dates of a Building. This field is called Resource to Allocate. This allows the User to select if Work Orders at this Building are to go to the Tier 1 Resource, which is selected by default, on the Contract or a Tier 2 Resource under the Tier 1 Resource

Stopping a Job with multiple Locations

Published May 18th, 2025 by Ostara Systems

If the PPM job being stopped has multiple Locations on it, the Locations tab will be displayed as normal but with a couple of changes. A list of all the Locations on the PPM will be displayed along with a tick box and a Status against each one. This screen allows the User to choose which of the Locations on were worked on during their visit by ticki

Request ETA

Published May 16th, 2025 by Ostara Systems

Once a Work Order has been accepted by a Resource the User will want to know the ETA for their attendance at site. If the User would like to request an ETA then follow these steps: From Call Out – Resource on the ribbon menu: Enter the name of the person at the Resource who was contacted by clicking on the drop-down arrow on the "Callee Details" fie

Delete Invoice

Published May 17th, 2025 by Ostara Systems

There may be times where an Invoice is no longer needed and needs to be removed from the system. This can be done using the "Delete Invoice" button. Find the Invoice using the Invoice Search functionality, highlight the Invoice to be deleted and click the "Delete Invoice" button. A confirmation message will appear saying that the selected Invoices w

Inventory Documents

Published May 13th, 2025 by Ostara Systems

Users may have documentation, that relate to specific Inventory Items, in which they wish to upload against specific Inventory Items. This can be done by selecting the Inventory Item and clicking the Add/Edit/View Documents button. For more information on uploading documents, see the Add/Edit/View Documents page.

Issue Units

Published May 12th, 2025 by Ostara Systems

Each Part can be assigned one or more Issue Units such that when a Unit of Issue is set against the Part Item, values such as 'Each' or 'Box' can be applied. These Issue Units can be defined using the "Issue Units" link in the Core Data > Part menu item. Issue Units are set at Management Company level. Clicking the "Issue Units" link will open th

Bulk PPM Building Upload

Published May 15th, 2025 by Ostara Systems

This action allows the user to bulk add a number of Buildings, update Invoice values and change Visit Start and End Dates on PPMs using a spread sheet. This action can also be used on Contracts that have expired but ONLY the Invoice Values of Buildings can be modified in this way. By clicking Edit Actions -> Bulk PPM Building Upload this window w

Emailing PPM Work Orders

Published May 15th, 2025 by Ostara Systems

Once PPMs have been generated, the user may wish to view these, or to send them to the Resource who is assigned to this Contract. This is done via the following steps: Highlight the PPM task and then click on the Edit Actions button. This menu will be displayed: Click on the Send Emails menu option. The User will then be shown a screen where it is p

Creating a Reactive Work Order Introduction

Published May 15th, 2025 by Ostara Systems

To create a Reactive Work Order click the "Create Reactive Work Order" button. The first step is to select the Client that will be used. For information on how to do this, see the Client Selection page. This will only appear if there are multiple Clients to select from. If there is only one then that Client is selected automatically. The Reactive Wo

0.13 - Pending Quote Request

Published May 17th, 2025 by Ostara Systems

ETA Provided

Published May 16th, 2025 by Ostara Systems

Once a Work Order has been accepted by a Resource the User will want to know the ETA for their attendance at site. If an ETA is provided by the Resource the User can update the Work Order via the following steps: Click Agent Actions on the ribbon menu then ETA Provided. This ETA Provided screen will pop up If the User wants to change the ETA as it d

Remove Linked Work Order

Published May 16th, 2025 by Ostara Systems

A User may wish to remove a linked Work Order. If this is the case it can be done in a few areas – Agent Actions, Call In and Call Out menu options. Click on the “Remove Linked Work Order” menu option. The Linked Work Orders screen will pop up: Click on the tick box on the far left hand column of any/all Work Orders to be removed. Once the Work Orde

Performing a Post-Visit Verification

Published May 18th, 2025 by Ostara Systems

Some Users may be required to perform a Verification RFI on Work Orders for their sites. This is done using the "Post-Visit Verification" button. On the Job Detail screen, select the "Take" button to display the Take pop up. This will display the Post-Visit Verification screen. From here, answer each of the required questions and, once they have all

Adding Information/Notes To A Job

Published May 19th, 2025 by Ostara Systems

To add any additional information or notes that the Client needs to be aware of, the User can tap the "" button in the top left then select the "Add Notes" option provided in the menu. This will display the "Add Notes" screen. Tapping the box will bring up the "Notes" screen, allowing the User to add notes using the keyboard. Clicking "Done", to the

0.05 - Pending Schedule Set

Published May 17th, 2025 by Ostara Systems

Edit Delivery Charge

Published May 18th, 2025 by Ostara Systems

Whilst accessing a Purchase Order, there maybe a case where a decision has been about the delivery charge for the order so the Supplier will need to update it. This can be done using the "Edit Delivery Charge" button. On the Job Detail screen, select the "Edit Delivery Charge" button to display the Edit Delivery Charge pop up. This screen shows the

Removing Linked Work Orders

Published May 18th, 2025 by Ostara Systems

Some Work Orders may have been linked to a Work Order incorrectly and need to be removed. If this is the case, this is done using the "Remove Linked Work Order" button On the Job Detail screen, select the "Remove Linked Work Order" button to display the Remove Linked Work Order pop up. This displays a list of Work Orders that have been linked to the

Viewing Authorisations Introduction

Published May 16th, 2025 by Ostara Systems

Authorisations can only be viewed by specific Users that have permission to authorise Work Orders. The Authorisation actions can be seen in the Work Orders section. In Work Orders, click "Authorisations List". This displays the Authorisation Search screen which shows all the Work Orders in Authorisation that the current User can view. Each of the Wo

Confirm Specification/Send Quote Requests

Published May 18th, 2025 by Ostara Systems

In some cases, the user creating the Quote may not have the permissions to send the Quote Requests out to the Resources as this may be handled by others. For these users there is the "Confirm Specification/Send Quote Requests" action. On the Job Detail screen, select the "Confirm Specification/Send Quote Requests" button to display the Confirm Speci

Custom Data Specification

Published May 12th, 2025 by Ostara Systems

There are five areas within the system that each provide fifteen user defined fields for either Management Company or Client level use. These are: Building, Asset, Work Order, People and Resource. Buildings, Assets and Work Order fields can be renamed at a Management company level or at a more specific Client Level. Because Resources and People are

Set Stock

Published May 13th, 2025 by Ostara Systems

To set the Stock Level at a particular Stock Location on the Inventory Item, select the "Set Stock" button when the Inventory Item is open.  Upon selecting the "Set Stock" button, the Set Stock screen is shown. From here the User selects the Building and the Location that requires the Stock Level setting from the respective fields. Upon selecting a

Amending Parts/Equipment/Material

Published May 18th, 2025 by Ostara Systems

When a job is completed, it is possible that there were some Parts missed off during the Stop Job process or were added incorrectly and requires amendment. This can be done using the "Amend Parts/Equipment/Materials" button. On the Job Detail screen (for completed jobs), select the "Amend Parts/Equipment/Materials" button to display the Amend Parts/

Building Event Introduction

Published May 13th, 2025 by Ostara Systems

The last actions the User can undertake within the Building Module is creating and viewing ‘Events’. Events can be any type of activity taking place at any Building(s) as the User can tailor this to to suit requirements. For example if there is a belief that the Summer Sales happening within the Clients premises will affect work or needs to be taken

People Documents

Published May 12th, 2025 by Ostara Systems

In some cases, Users may have documents that are specifically related to People within the system. These documents can be added using the Add/Edit/View Documents button when selecting a Person from the People List. For more information on uploading documents, see the Add/Edit/View Documents page.

Start Travel For Job

Published May 19th, 2025 by Ostara Systems

Selecting the "Start Travel For Job" button in the Actions menu will open the Start Travel for Job page. This page provides the User with the ability to confirm they have started to travel to this particular Work Order, and provides access to dials to set the ETA this particular job: After selecting the ETA date and time, tapping "Set" will progress

Adding Rate Groups

Published May 14th, 2025 by Ostara Systems

To apply Rates and Availability, Client Rates Groups are required. To Add a new Client Rates Group to a Resource, perform the following: Select a Resource from the Resource List and click the "Rates and Availability" button in the Ribbon Menu. This displays the Rates and Availability Client Groups screen. Here, it is possible to add, edit and rename

Complete Paused Job - No Visit

Published May 18th, 2025 by Ostara Systems

Should a Resource pause a Work Order expecting to reattend to complete, but the initial visit actually results in closure of the issue/service, then the ability to complete a job without a second visit is possible by using the "Complete Paused Job - No Visit" action. This is only present on Paused Work Orders, . On the Job Detail screen, select the

Providing an ETA

Published May 19th, 2025 by Ostara Systems

To provide the Client with an Estimated Time of Arrival (ETA), the User has two options. Firstly, by tapping the "" button from the selected WO and selecting "Provide ETA" from the menu. Secondly, the User can tap the "Provide ETA" button located at the bottom of the page under the "Attendance Details" heading. Both of these option display the Provi

Work Order Process Flow Introduction

Published May 16th, 2025 by Ostara Systems

Now that the Work Order has been created, the User can continue the process flow by using the Call In, Call Out and Agent Actions ribbon menu buttons. Call In and Call Out actions should be used when corresponding with the Client and Resource. Agent Actions should be used for any updates which are not received in real time. Call In Actions - Reactiv

Authorising

Published May 16th, 2025 by Ostara Systems

Authorising a Work Order means that the Work Order is being accepted and that the work flow can continue. To authorise a Work Order, click the “Authorise” button. This is the Authorise Work Order pop-up. Users will need to provide a Reference and some supporting information before being able to authorise the Work Order. In some cases, it may be nece

Assign Job > By Email

Published May 16th, 2025 by Ostara Systems

If the Resource is not set up to have Work Orders assigned automatically but there's at least one Person against the Resource that is able to receive emails, the Assign Job > By Email Agent action  becomes available. This action works in a similar manner to the Assign Job action except all that is required is a note. Once the note has been provid

Remove Clients

Published May 15th, 2025 by Ostara Systems

Click on the Actions button. This menu will be displayed: Click on Remove Client(s) menu option.  This window will then open: This window will contain all Clients already selected on this SRA. The User can tick one or multiple Clients to remove. Use the quick search filter if there are many Clients to choose from on the SRA. If the User would like t

Authorisations Introduction

Published May 19th, 2025 by Ostara Systems

About the Authorisations module The system can be setup to hold Authorisation and Review Rules that can be triggered based on a set of criteria at any point in the Work Order life cycle. These rules can be at many levels and the Authorisers are determined by Profile. The Authorisation function gives the ability to action Work Orders that are in the

Further/No Further Information Required

Published May 18th, 2025 by Ostara Systems

Sometimes a job that is in "Authorisation" needs more information added or if information was required beforehand, it may now no longer needed. These actions can be performed by the “Further Information Required” and “No Further Information Required” buttons. Further Information Required On the Job Detail screen, select the "Further Information Requ

0.10 - Pending Schedule & Specification

Published May 17th, 2025 by Ostara Systems

Stop Job > Admin - Assets

Published May 16th, 2025 by Ostara Systems

When the Resource has completed the work this will need to be logged against the Work Order. This can be done in few ways; the first one covered below is if the engineer's head office calls to advise that their engineer has completed work (asset based). First thing is to find the work order in question. From the Agent Actions menu select Stop Job &g

Profiles Introduction

Published May 12th, 2025 by Ostara Systems

Every "Person" that requires access to the system is assigned a “Profile”. For more information on “People” please view the People section. “Profiles” group Users together meaning different profiles will have different permissions assigned to them. This therefore means that the permissions of the profiles are passed onto the Users associated with th

1.01 - Pending Assign - Additional Info Required

Published May 17th, 2025 by Ostara Systems

Create Catalogue

Published May 18th, 2025 by Ostara Systems

To create a Catalogue, simply click the “Create Catalogue” button and follows these steps: Clicking the "Create Catalogue" (or "Upload Catalogue") button will display the Create Catalogue page. Firstly, the User needs to provide the name of the Catalogue and the Catalogue Items. The User can download a template (if they don't have one already) and f

Buildings Tab

Published May 18th, 2025 by Ostara Systems

The Buildings tab allows Users to create Quick Response (QR) Codes and Attendance Codes for specific Buildings. These codes are used by Mobile Users in which they will scan the code to log into the Building to allow them to start jobs at the particular site. The Buildings tab is controlled by permissions and to create and print a QR/Attendance Code

Viewing/Editing an Invoice Intoduction

Published May 17th, 2025 by Ostara Systems

In order to view/edit an existing Invoice, the User must first locate the Invoice they wish to edit by performing an Invoice Search. Once the user has located the Invoice they would like to edit they can open the Invoice by either double-clicking on the Invoice in question or by highlighting and clicking on the "Next" button. The Invoice will open a

Authorisation Filters

Published May 19th, 2025 by Ostara Systems

Tapping on the "Filter" button in the top right hand corner, whilst on the Authorisation List page, will bring the authorisation filter menu up: The Authorisation Filter menu, will give you the following options: Filter by type Filter by building Clear all filters Filtering by type Upon tapping the "Filter by type" button from the Authorisation Filt

Passing a Work Order Onto an External Resource

Published May 18th, 2025 by Ostara Systems

In some cases, certain Work Orders may not be able to be completed by the Internal Resource it has been assigned to. In these cases, the User can pass the work to an External Resource to complete it. This can be done using "Pass To External Resource" button. On the Job Detail screen, select the "Pass To External Resource" button. Upon selecting the

Finance Actions Introduction

Published May 16th, 2025 by Ostara Systems

Work Order Invoiced to Client – Confirm  Work Order Invoiced to Client – Reset  Invoice – Add/Edit  Invoice – Delete

Confirm WO invoiced to Client

Published May 17th, 2025 by Ostara Systems

As part of the Invoice Management process, it may be possible that Users wish to make note that their Invoices or a single Invoice has been invoiced to their Clients for a particular Work Order. This is done via the "Confirm WO Invoiced to Client" button and the following steps: Choose the Invoice or Invoices that are to have the Confirm WO invoice

Fix Types

Published May 12th, 2025 by Ostara Systems

This is where Fix Types are configured. The “Fix Type” menu shows a list of all the Fix Types specifically available to the Client. These are used on completion of a Work Order. Click on “Fix Types” to configure Client Fix Types. The first step is to select the Client that will be used. For information on how to do this, see the Client Selection pag

Reschedule the Attendance

Published May 18th, 2025 by Ostara Systems

In certain cases, the Resource or the Client may require the ability to reschedule the attendance of the job. This could be down to the job increasing in urgency or the Resource being held up at another job. If the job needs to be rescheduled then this can be done using the "Rescheduled Attendance" button. On the Job Detail screen, select the "Resch

Create Reactive Job - Wizard View

Published May 18th, 2025 by Ostara Systems

To create a Reactive Job using the Wizard View, simply click the “Create Job” tab then the "Create Reactive Job" button and follows these steps: Clicking the "Create Reactive Job" button will display the first step of the Create Reactive Job process: the Building tab. This will do one of two things depending on the number of Building available to th

Allocate Resource/Take

Published May 19th, 2025 by Ostara Systems

There are certain cases where there are Team Leaders that are required to allocated WOs to their Engineers or separate Engineers that require to take WOs from other Engineers. Allocating Work Orders To allocate a Work Order to another Resource/Engineer, tap the Actions menu and then tap the "Allocate Resource" button. This displays Allocate Resource

Requesting Additional Engineers

Published May 18th, 2025 by Ostara Systems

An engineer may attend a job only to realise that the job cannot be completed in time or is too difficult for one person. Therefore, they would need to create a request for additional engineers and this can be done using the "Request Additional Engineers" button. On the Job Detail screen, select the "Request Additional Engineers" button to display t

Authorisation

Published May 12th, 2025 by Ostara Systems

Permission Name Associated Category Purpose Dependencies Can Add/Edit Authorisation Reasons Authorisation Provides the ability to add and edit authorisation and authorisation refusal reasons in core data. Enables the Authorisation Reasons and Authorisation Refusal Reasons option in the Reasons drop down menu in Core Data Can Create Core Data Can Aut

Quotations

Published May 12th, 2025 by Ostara Systems

Permission Name Associated Category Purpose Dependencies Can Create Quotations Quotations Allows Users to create Quote work orders. Enables the Create Quote Work Order in the Work Orders tab   Can Edit Quotations Quotations Allows Users to edit Quote work orders   Can Specify Resource Markup Quotations     Can View Quotation Details - Basic Quotatio

Failed Emails List

Published May 12th, 2025 by Ostara Systems

The Failed Emails List displays all the emails that failed to send within the last month. It displays the date of the failure, who the email attempted to send to, the subject of the email and the reason the email failed to send. Here is an example list: By double-clicking or selecting the email and clicking "Next", more detailed information about th

Batching Introduction

Published May 16th, 2025 by Ostara Systems

About the Batching Module The Batching module of Ostara is a user friendly interface which enables the user to set up rules within the Work Orders Module that will enable Reactive Work Orders to be batched together for a single Building before sending out to the resource. The system will hold any Work Orders (Children) raised that meet the specified

Invalidate Invoice

Published May 17th, 2025 by Ostara Systems

It is possible that once an Invoice has been validated, a reason to invalidate it may occur. This can be done in the system. To invalidate an Invoice, perform the following: Find the Invoice using the Invoice Search functionality (the invoice must be at a Validated status) and click the "Invalidate Invoice" button. This will move the Invoice back to

Resource Groupings

Published May 12th, 2025 by Ostara Systems

"Resource Groupings" are used to restrict what financial information a User can view for the Resources under those specific groupings. These are a good means of restricting Users to only allow them to view specific details of Resources. The Resource Groupings screen allows Users to create, edit or delete these Resource Groupings. To view “Resource G

Messages Tab

Published May 18th, 2025 by Ostara Systems

The "Messages" tab works in the same way as the "My Messages" widget on the Home page. See the My Messages page for more information.  

Internal Resources

Published May 14th, 2025 by Ostara Systems

To view/edit an Internal Resource, click "Resource List" and open a Resource that says "Internal" in the Resource Type column by either double clicking it or selecting the Resource and clicking "Next". This is the Internal Resource - Detail Tab. All the different information concerning the Resource is displayed here such as the Resource Name, the Cl

0.00 - Creation

Published May 17th, 2025 by Ostara Systems

Authorisations Details Introdction

Published May 19th, 2025 by Ostara Systems

Tapping on an item in the Work Orders in Authorisation list will display the Authorisation Details page. This page will show the following sub headings: Building Details Work Details Location Information Notes Building Notes Required ETA The data under each of these sub headings is read only and not editable from this page. If the Required date is i

Measurement Units

Published May 12th, 2025 by Ostara Systems

This screen allows for the configuration of Measurement Units. Here Users can decide what Measurement Units are used in the system and what each one is. Click the “Measurement Units” button to view the Measurement Units currently in the system. The first step is to select the Client that will be used. For information on how to do this, see the Clien

PPMs Tab - Remove Building(s) from a PPM Task

Published May 15th, 2025 by Ostara Systems

To remove Buildings from a PPM Task line the User will need to highlight the PPM Task that they wish the Building to be removed from and then click the "Edit Actions" button. This menu will be displayed: Click on the "Remove Building(s)" menu option. This window will then open: From here Users can perform various activities including Select, Bulk Se

Outstanding PPM

Published May 18th, 2025 by Ostara Systems

The "Outstanding PPM" list shows all the PPM jobs that have not yet been completed that are associated to the User Each job shows a "Due" date on which determines if the job is overdue (in red text), if it is due in the next 15 minutes (in orange text) or if there is longer than 15 minutes till the job is due (in green text). The User can change the

Bulk Validate Invoice

Published May 17th, 2025 by Ostara Systems

If there are a large amount of Invoices that need to be validated then it is possible to perform a Bulk Validate using the "Bulk Validate Invoices" button. Below are steps on this process: After clicking "Bulk Validate Invoices", choose the Client whose Invoices are to be validated. For more information on selecting Clients, see the Client Selection

Asset Statuses

Published May 13th, 2025 by Ostara Systems

The following Asset statuses are present in the system:  Decommissioned In Service In Storage Infrastructure Isolated Out of Service Scrapped Decommissioned, Infrastructure and Scrapped are special types of status. If an asset has one of these three statuses, they will not be available for selection in against Work Orders and Contracts. It is not po

Capital Budgets

Published May 16th, 2025 by Ostara Systems

Capital Budgets are used to monitor the expenditure of Capital Work Orders. This is done by creating Capital Codes which can then be applied to Work Orders to monitor spend. To set a Capital Budget, follow these steps: Click the "Capital Budgets" button and select a Client. For information on how to select a Client, see the Client Selection page. Se

Pending Verification

Published May 18th, 2025 by Ostara Systems

The "Pending Verification" list shows all jobs that are currently awaiting a set of verification questions to be completed on them. Each job shows a "Due" date on which determines if the job is overdue (in red text), if it is due in the next 15 minutes (in orange text) or if there is longer than 15 minutes till the job is due (in green text). The Us

Building

Published May 12th, 2025 by Ostara Systems

Permission Name Associated Category Purpose Dependencies Can Add or Edit Building Documents Building Enables the Add/Edit/View Documents button on the Buildings tab to allow documents to be added, edited and viewed Can Edit Buildings OR Can View Buildings Can Add or Edit Buildings Events Building Provides ability to create and view Building Events o

Selecting and Deselecting Quotes

Published May 18th, 2025 by Ostara Systems

Select Quote Once a Resource has provided a Quote Request, the Client then needs to select the correct Quote for the job. This is done using the "Select Quote" button. On the Job Detail screen, select the "Select Quote" button to display the Select Quote page. On this screen, each Quote Request that was provided is shown from the lowest price on the

Linking Work Orders

Published May 18th, 2025 by Ostara Systems

In some cases, certain Work Orders can be related to other Work Orders and they may need to be linked together. This can be done using "Link Work Order" button. On the Job Detail screen, select the "Link Work Order" button. Upon selecting the button, two more actions appear: Link Work Order - Link Existing... and Create New Work Order >. Clicking

System Permissions

Published May 12th, 2025 by Ostara Systems

About the System Permissions This section explains the different Permissions used throughout the system. It defines: What the purpose of each Permission is The different areas that the Permissions affect The dependencies that each Permission requires to function Permission Administration Levels Permissions have a level value which is known as an Adm

Edit Purchase Items

Published May 18th, 2025 by Ostara Systems

If a Site User has made a mistake on their order and needs to amend the items, they can update the order to ensure it is correct. This can be done using the "Edit Purchase Items" button. On the Job Detail screen, select the "Edit Purchase Items" button to display the Edit Purchase Items screen. This screen works similarly to the Create Purchase Orde

Actions Introduction

Published May 19th, 2025 by Ostara Systems

Tapping the "Actions" button in the top left hand corner of the View Asset Details screen, will display the asset action menu: The options available are: Take Photo Edit Asset View Documents/Photos Custom Data Create Asset (so long as the permissions are in place) To return to the Asset Detail page, either tap the "Back" button at the top left hand

Refusing

Published May 16th, 2025 by Ostara Systems

Refusing a Work Order means that the Authoriser is not willing to accept the Work Order, meaning the work will not take place. To refuse a Work Order, click the "Refuse" button. Once the "Refuse" button is clicked, a warning message appears depending on the Type of Work Order. For Quotes: "Are you sure you wish to refuse authorisation for this work

1.10 - Pending Assign

Published May 17th, 2025 by Ostara Systems

Start / Stop Job

Published May 19th, 2025 by Ostara Systems

If the WO has not already been started the "Start Job" button will be visible, otherwise the "Stop Job" button will be shown. Start Job After tapping the "Start Job" button from the actions menu, the device will display the Start Job page, this page will display the start time, which will be automatically populated with the devices time and date. An

Work Order Types

Published May 12th, 2025 by Ostara Systems

This screen allows for the configuration of Work Order Types. “Work Order Types” allow you to determine what type of Work Order (WO) is to be raised. Click the “Work Order Types” button to view the Work Order Types currently in the system. Note: Work Order and Sub Work Order Types must exist prior to adding related Equipment and Service Types The fi

Parts

Published May 12th, 2025 by Ostara Systems

Permission Name Associated Category Purpose Dependencies Can Add Part Types Parts Ability to add new part types by client and enables the Part Types button in Core Data tab Can Edit Core Data, Can Create Core Data Can Add Parts Parts     Can Edit Part Types Parts Ability to edit part types by client and enables the Part Types button in Core Data tab

Unassigned Jobs

Published May 18th, 2025 by Ostara Systems

The "Unassigned" list shows all Reactive jobs that are currently not assigned to a Resource. Each job shows a "Due" date on which determines if the job is overdue (in red text), if it is due in the next 15 minutes (in orange text) or if there is longer than 15 minutes till the job is due (in green text). The User can change the number of jobs shown

Completed Jobs

Published May 18th, 2025 by Ostara Systems

The "Completed Jobs" list shows all jobs that have been completed. Each job shows a "Completion Date" date on which details when the Job was completed and a "Type" to show the Type of Job as all Types of Jobs can be displayed in this list. The User can change the number of jobs shown on a single page at one time can be amended to suit their preferen

Providing an ETA

Published May 18th, 2025 by Ostara Systems

Resources may be required to provide an estimate of when they will arrive to perform the job they have been assigned. This can be done using the "Provide ETA" button. On the Job Detail screen, select the "Provide ETA" button to display the Provide ETA pop up. Select the date and time of the ETA either by using the "Calendar" button or by entering it

Branches and Tier 2s

Published May 14th, 2025 by Ostara Systems

There may be occasions when a tiered structure for certain Resources is required. A tiered structure is where a Head Office or Tier 1 has one or more Branches or Tier 2s underneath it. External Resources are split into to Head Offices and Branches whereas Internal Resources are split into Tiers 1s and Tier 2s. To set up a Branch, select an External

Audits Introduction

Published May 15th, 2025 by Ostara Systems

About the Audits (RFI - Requests For Information) Module The purpose of this module is to allow a mechanism to support the ability to create a set of questions for any set of Users to be asked at a given point in time during the work order work flow process. The answers to these questions will then be used to create metrics that may be used to measu

Pending Quotes

Published May 18th, 2025 by Ostara Systems

The "Pending Quotes" list shows all the Quote jobs that are awaiting action, whether it be selection or to be sent out for request. Each job shows a "Due" date on which determines if the job is overdue (in red text), if it is due in the next 15 minutes (in orange text) or if there is longer than 15 minutes till the job is due (in green text). The Us

Refuse

Published May 18th, 2025 by Ostara Systems

Sometimes an authoriser may not agree with the value applied to a job so, once it appears in their list, they may wish to refuse it. If so, this can be done using the "Refuse" button. On the Job Detail screen, select the "Refuse" button to display the Refuse pop up. This is the Refuse screen. Here, the User is required to provide information regardi

Home Tab

Published May 18th, 2025 by Ostara Systems

If there is any need to return to the Home page or to access specific lists that can only be found on the Home page then there is a quick and simple way to do it. By clicking the "Home" tab, the User will be taken back to their Home page (the page that appears as soon as they log in). This is available from every page on the Portal and is the availa

Convert Work Order

Published May 16th, 2025 by Ostara Systems

There may be the occasion with a Work Order when multiple prices for the work are requested, or when the work is expected to exceed a value set for reactive works. In these cases, the Work Order would be converted into a Quote. This is done via the following steps: From Agent Actions menu, click on "Convert Work Order to Quote". Click on the drop do

0.11 - Pending Schedule

Published May 17th, 2025 by Ostara Systems

Reports Tab

Published May 18th, 2025 by Ostara Systems

The "Reports" tab contains a list of different reports which contain information about specific types of jobs, SLA performance and invoices. The reports available all depend on the access the User has been provided, so there maybe instances where some Users have some reports that others don't. There is a report filter at the top of the list that all

SRA Search Screen

Published May 15th, 2025 by Ostara Systems

From the Contracts modules, click the SRA Search button. The SRA Search screen will open. Enter any relevant information to help narrow down the set of search results which are shown. Please note: A Client has to be selected in order for any results to be shown. However, the more search fields that are completed the more precise the results will be.

Pending Authorisation

Published May 18th, 2025 by Ostara Systems

The "Pending Authorisation" Work Order list shows all the jobs that are currently in the Authorisation process. This list would typically be given to a Resource User so that they are able to view Work Orders that are locked in Authorisation as these Work Orders are removed from all other lists to avoid attendance by Resources to non-approved Work Or

Helpdesk Work Page Introduction

Published May 16th, 2025 by Ostara Systems

The Helpdesk Work Page, or Work Order Detail screen shows all the information and activity against a Work Order number. This includes who the original Caller was, what the current status of the job is, all events against the Work Order number and much more. Events show a lot of detail on what has happened on the Work Order. By clicking an Event, it

0.00 - Creation

Published May 17th, 2025 by Ostara Systems

Deleting an Invoice

Published May 18th, 2025 by Ostara Systems

In cases where the Invoice is no longer needed, it is possible to delete it from the system. To delete an Invoice, it needs to be either be in Unapproved or Rejected. Click the "Delete" button shown below. Note: This button will only be available to resources with the "Can Delete Invoice" permission on. Clicking the "Delete" button will display a po

0.03 - Pending Resource & Allocation Schedule

Published May 17th, 2025 by Ostara Systems

1.10 & 1.12 & 1.13

Published May 17th, 2025 by Ostara Systems

Cost Codes

Published May 14th, 2025 by Ostara Systems

The Cost Codes screen shows the different Cost Codes against the selected Resource and the dates they are valid from. These are usually used by Clients to enable them to link Ostara to their own finance systems. If there is only one Client, this screen will be shown straight away. If there are multiple Clients, the Client select screen will be displ

Submit Invoice for Payment

Published May 17th, 2025 by Ostara Systems

Once Invoices have been both approved and validated, they can finally be submitted for payment. To set an Invoice to Payment Submission, follow the below: Find the Invoice using the Invoice Search functionality (the Invoice must be at a Validated status) and click the "Submit Invoice for Payment" button. This will set the Invoice to Payment Submitte

Acknowledge

Published May 18th, 2025 by Ostara Systems

If a Supplier wants acknowledge and accept the Purchase Order, they will need to perform a specific action to do this. This can be done using the "Acknowledge" button. On the Job Detail screen, select the "Acknowledge" button to display the Acknowledge pop up. Enter any notes regarding the order and specify any Delivery Dates for any or all items. E

Locking

Published May 17th, 2025 by Ostara Systems

"Locking" is a system function that allows multiple Users to view an SRA/Contract at the same time but once a User begins to edit the SRA or Contract, every other action is locked which stops all other Users from changing the SRA/Contract at the same time. This is a very useful way to make sure that no data is lost or entered incorrectly and that no

5.x states

Published May 17th, 2025 by Ostara Systems

Invoice – Delete

Published May 16th, 2025 by Ostara Systems

Please refer to the Finance – Finance Management User Guide

Viewing/Editing a Questionnaire Introduction

Published May 15th, 2025 by Ostara Systems

Questionnaires contain a lot of information and it may difficult to remember exactly everything that went into them, so it is possible to view these Questionnaires and even make changes to them if that is required. This can easily be done just start by clicking the "Questionnaire List" button. Once clicked, the Questionnaire Search screen appears. A

Create Contract

Published May 15th, 2025 by Ostara Systems

To create a new Contract, the first thing that is needed is to find the SRA that the contract is to be created from. See Searching for an SRA for further instructions. Once the SRA has been selected, click on the Resource tab. If there are multiple Resources allocated to this SRA, highlight the Resource to raise a contact for and click on the "Actio

Settings

Published May 19th, 2025 by Ostara Systems

By tapping "Settings" in the menu, the main settings menu will have the following Headings:  Offline Action Enabled Home page start tab Using the options to the right of these headings to change the settings. Offline Actions Enabled This has an on or off toggle to determine whether this is enabled or not. If this is toggled on, this means that the a

Viewing Reports

Published May 17th, 2025 by Ostara Systems

Reports are a very useful way for Clients to view their data. They can display data in very intricate and precise ways that mostly fit the Users needs. Each Report has a group of filters that can be set before running to help achieve this. This can all be done from within the Reports tab in the Ribbon menu. Click "Report Search" to display a list of

Edit Asset

Published May 19th, 2025 by Ostara Systems

Tapping the "Edit Asset" button from the Actions menu, whilst on the Asset Details screen, will display the Edit Asset page: To submit the changes made on this page simply tap the "Submit" button on the top right hand corner of the application. To discard any changes made, tap the "Back" button in the top left hand corner of the application. Changin

0.00 - Creation

Published May 17th, 2025 by Ostara Systems

Place On/Take Off Hold

Published May 18th, 2025 by Ostara Systems

Sometimes there may be a reason that a job cannot be authorised at this point in time until certain conditions have been met but the authoriser does not want to refuse it. This can be done using the “Place On Hold” button. By putting a job "On Hold", there is visibility that it has been actioned albeit that there is no desire to progress at this sta

Quote Requests

Published May 18th, 2025 by Ostara Systems

The "Quote Request" list shows all the Quote jobs that are awaiting a quote request for by the User before they can be progressed. Each job shows a "Due" date on which determines if the job is overdue (in red text), if it is due in the next 15 minutes (in orange text) or if there is longer than 15 minutes till the job is due (in green text). The Use

Standards & Legislation

Published May 12th, 2025 by Ostara Systems

Standards and Legislations must first be created to allow for the creation of Certificate Requirements which in turn will become selectable within PPM Contracts. Click “Standards & Legislation” to view/modify any Standards & Legislation available in the system. This is the "Standards & Legislation" button: The first step is to select the

4.22 - Job Incomplete

Published May 17th, 2025 by Ostara Systems

Application Tab

Published May 18th, 2025 by Ostara Systems

For Users that are likely to use the main Ostara Application, they will need to log into the Portal firstly to download it. To do this, access the "Application" tab. Upon doing so, a link to the download of the application will be displayed. Upon clicking the link, the option to save the setup file will be displayed. Save the file and then run it to

Email Reports

Published May 17th, 2025 by Ostara Systems

These have now been moved to the System tab. Please see the Email Section page for details on this.

People

Published May 12th, 2025 by Ostara Systems

Permission Name Associated Category Purpose Dependencies Can administer a password reset People Provides the "Reset Password" action to the User from a People List Can View People Can administer a password set People Provides the "Set Password" action to the User from a People List and on a Person Record Can View People Can administer a username rem

3.10 - Attendance Started

Published May 17th, 2025 by Ostara Systems

1.23 - Pending Acceptance

Published May 17th, 2025 by Ostara Systems

2.20 & 3.20 & 4.22 - Pending Attendance/Attendance Started/ Job Incomplete

Published May 17th, 2025 by Ostara Systems

Y Z

Published May 17th, 2025 by Ostara Systems

Y TERM DEFINITION Yes Weighting (RFI) This allows you to enter the weighting for any multiple choice question which is answered “yes” Z

Asbestos Types

Published May 12th, 2025 by Ostara Systems

An Asbestos Record requires a Type. A number of Types are provided in Ostara. The Asbestos Type section in Core Data allows the Client to specify other Asbestos Types should they require other Types (or would like to rename the provided Types).  Choose Building > Asbestos Types from the Core Data menu. Once open, a list of Asbestos Types is displ

3.00 - Attendance Started

Published May 17th, 2025 by Ostara Systems

Jobs Tab Introduction

Published May 18th, 2025 by Ostara Systems

The Jobs tab allows Users to view outstanding jobs in a variety of different groups and statuses. It also provides the option to filter the lists and export the lists to Excel. The Jobs tab usually only appears for System Admins, Authorisers and Resources. Below are the lists that the jobs are separated into in the Jobs Tab (these are displayed when

1.09 - Cancelled

Published May 17th, 2025 by Ostara Systems

1.13 - Pending Acceptance

Published May 17th, 2025 by Ostara Systems

Reports

Published May 12th, 2025 by Ostara Systems

Permission Name Associated Category Purpose Dependencies Can Edit Work Order Report Exclusions Reports  Ability to add Work Order Exclusions for the exclusion of data from reporting, such as the Performance reports   Can Refresh Report Warehouses Reports     Can Search Reports Reports  Provides ability to search through the reports assigned to the p

0.09 - Cancelled

Published May 17th, 2025 by Ostara Systems

Adding a Part Type

Published May 13th, 2025 by Ostara Systems

This section allows for the configuration of Part Types. Here Users can decide what Part Types are used in the system and what each one is. From the "Parts" module, click the "Create New Part Type" button. The following Part Type Detail screen will open. The next step is to add the name of the Part Type (e.g. Extract Hood). Clicking the "Save" butto

Asbestos Status

Published May 12th, 2025 by Ostara Systems

An Asbestos Record requires a status. The default statuses added in Ostara are Confirmed, Suspected and Removed. The Asbestos Status section in Core Data allows the Client to specify other Asbestos statuses should they require other statuses (or would like to rename the provided statuses).  Choose Building > Asbestos Status from the Core Data men

Building Availability

Published May 13th, 2025 by Ostara Systems

Building Availability is mandatory for each new Building created as it is linked directly into the Work Order process. Building Availability will always default to "Closed" so it is important to identify when the Building is occupied or trading as this will enable a Work Order to be created using the occupied and trading time availability, giving im

5.00 - All States

Published May 17th, 2025 by Ostara Systems

Asbestos Risks

Published May 12th, 2025 by Ostara Systems

An Asbestos Record can have a Risk set against it. Asbestos Risks provide extra safety information to the User upon starting works at the Site. The Asbestos Risk section in Core Data allows the Client to specify other Asbestos Risks should they require other Risks (or would like to rename the provided Risks). Choose Building > Asbestos Risks from

1.03 - Pending Acceptance

Published May 17th, 2025 by Ostara Systems

Email Rules

Published May 15th, 2025 by Ostara Systems

The table below lists the type of email sent detailing what triggers them to be sent: Type of Work Order Trigger Email Type Sent to? Reactive On Assign Assign Email Resource Reactive On Stop Job Completed Email Building Contact Reactive On Reinstate (assign) Assign after recall Resource Reactive On De-allocation of an Assigned Work Order Cancelled (

A B C

Published May 17th, 2025 by Ostara Systems

A TERM DEFINITION Accounts Code Unique alpha-numeric code associated to the Accounts Accrual This is the expected cost of a Work Order. Before attendance, the Accrual is based on the Average Order Value for this Work Order Type. After attendance it is based on the rates logged against the Resource Address Is the address which you want to list agains

Accept/Refuse Additional Engineers

Published May 16th, 2025 by Ostara Systems

After an engineer sends through a request for additional engineers, the Client then has the option to either accept the request or refuse it. This is done by using the "Accept/Refuse Additional Engineers" option from the Agent Actions menu. From the Helpdesk Work Page screen, click the "Agent Actions" button and select "Accept/Refuse Additional Engi

Accept Job

Published May 18th, 2025 by Ostara Systems

If a job has been assigned to a User, the User may wish to accept the job. This can be done with the "Accept Job" action. On the Job Detail screen, select the "Accept Job" button to display the Accept Job pop up. Enter the date and time of the ETA, either manually or using the calendar. Enter the "Resource Reference" number if applicable in the "Ref

View Details of A Job Introduction

Published May 19th, 2025 by Ostara Systems

To view the details of a Job, tap the desired Job on the WO list page and the WO Detail page is displayed. The WO Detail page displays all the information on the WO split into: Building Details, Work Details, Location Information, Cost and Attendance Details. The "" menu in the top right of the page offers more options for viewing the details of the

Resource En Route

Published May 18th, 2025 by Ostara Systems

In the same way that a Mobile Application User can "Start Travel for Job", the same ability is available for a Portal User to mark a Work Order as "Resource En Route". This will allow site based end Users to be aware that an operative is on their way and as part of this action an ETA can be provided which gives the site awareness of estimated arriva

Defining the Specification and Setting the Schedule for Attendance

Published May 15th, 2025 by Ostara Systems

This section of a Quoted Work Order is where it's possible to define the full Specification of what the Quote Work Order is for and also set the schedule of when the the work needs to take place. To define what the specification of this Work Order is, simply type an accurate description into the Specification field. This is the Specification/request

4.00 & 4.01

Published May 17th, 2025 by Ostara Systems

Create Quote Job - Single Screen View

Published May 18th, 2025 by Ostara Systems

To create a Quote Job using the Single Screen View, simply click the “Create Job” tab then the "Create Quote Job" button and follows these steps: It is possible to perform the create process on a single screen. Instead of using tabs, each section pops up one after another. Each section works in the same way however they are just displayed differentl

View Asset Details Introduction

Published May 19th, 2025 by Ostara Systems

To view the details of an Asset, tap the desired Asset on the Asset list page and the Asset Detail page is displayed. The Asset Detail page displays all the known information on the Asset, for example; Serial number, Location, Equipment Type and Condition. The 'Actions' menu in the top right of the page offers more options for viewing the details of

Contracts List Screen

Published May 15th, 2025 by Ostara Systems

Upon clicking OK a list of all contracts matching the search criteria entered will be displayed (if the list is too big the User may need to define their search criteria a little more). Upon location of the contract to view/edit the User can either highlight it and click on the next button or simply double clicking will take them to the detail page

Notifications

Published May 12th, 2025 by Ostara Systems

People subscribe to Notifications. Subscriptions are handled via the People module, and the subscription to Notifications means that those People will then receive Notifications via SMS or Email depending upon their preferences. This screen allows for the configuration of Notifications. Here, Users can decide what Notifications are used in the syste

FAQs

Published May 17th, 2025 by Ostara Systems

General – Q & A 1.1 Reference Column Changes and Saving Layouts Question Can Columns be set on a per User basis? Answer Setting Column sizes, ordering, etc is set by installation, therefore one User logging into the same machine will always see the same layout they set on that particular machine. If that User uses multiple machines then they wil

Validate Invoice

Published May 17th, 2025 by Ostara Systems

Once an Invoice has been input onto the system it will need to go through two steps before it can be submitted for payment. These stages are Approval and Validation. Invoices can be validated once they have been approved. To validate an Invoice, perform the following: Find the Invoice using the Invoice Search functionality (the Invoice must be at an

Add/Edit/View Documents - Agent Actions

Published May 16th, 2025 by Ostara Systems

Sometimes it may be necessary to upload documents or even edit existing documents. This can be done by clicking the "Add/Edit/View Documents" in the Actions ribbon menu. For more information on adding, editing or viewing documents, see the Add/Edit/View Documents page.

Audits

Published May 12th, 2025 by Ostara Systems

Permission Name Associated Category Purpose Dependencies Can Create Request For Information Audits Provides the ability to perform every function in the Audit Tab.   Can Create WorkOrder Audit Group Definition Audits     Can Edit Request For Information Audits Provides ability to edit the selected Questionnaire and to preview how it will appear. Ena

Copy Task Type SLR’s

Published May 15th, 2025 by Ostara Systems

After adding an SLR to a task type on the SRA the User can copy this to other task types. This can be done in the following way: Highlight the Task line that is going to be copied. Click the Actions button. This menu will be displayed: Click on the Copy Task Type SLR's To Task Type(s) menu option.  This window will then open: Tick any task types tha

PPMs Tab - Add PPM Task(s)

Published May 15th, 2025 by Ostara Systems

Adding a new PPM Task is achieved from the PPMs Tab. This tab will show the User all of the PPM Tasks and which Buildings they apply to. The screenshot below shows some that have already been set up: To add a new PPM task click on the "Edit Actions" button. This menu will be displayed: Click on the "Add PPM Task" menu option. The User will then be p

Authorisations List

Published May 19th, 2025 by Ostara Systems

Tapping on the "Authorisations" button on the home page will bring you to the Authorisations List page. The list defaults to the first 25 work orders that are in authorisation, and can be authorised by the User signed into the device. To view more Work Orders in the list, scroll down to the bottom of the page, and tap the "Tap to load more..." butto

Catalogues Tab

Published May 18th, 2025 by Ostara Systems

The "Catalogues" tab contains a list of Catalogues relevant to the logged in Supplier. Clicking a Catalogue will display a list of all items in that Catalogue. Here is an example of a Catalogues page: Create Catalogue View Catalogues

Create Reactive Job - Single Screen View

Published May 18th, 2025 by Ostara Systems

To create a Reactive Job using the Single Screen View, simply click the “Create Job” tab then the "Create Reactive Job" button and follows these steps: Upon clicking the "Create Reactive Job" button, the first screen in the create reactive job process will begin. This will do one of two things, depending on whether the User is a single site user, or

Catalogue List

Published May 14th, 2025 by Ostara Systems

Clicking the Catalogue List button will display a list of all the Catalogues in the system. Each Catalogue will have a Name, the Supplier it is for, when it was created and who created it. Double clicking a Catalogue or selecting a Catalogue and clicking "Next" will open the Catalogue and display the items in the Catalogue. Each item displays a numb

Contract Periods - View Contract Period

Published May 15th, 2025 by Ostara Systems

Once a Contract has been selected from the Contract Search Results, the Contract Period screen is displayed. From here, the User can add and amend Contract Periods as well as view Contract Periods. To view a Contract Period, select a period from the Contract Periods section and click the "View" button. It is also possible to double-click the desired

Stop Job > Work Not Completed

Published May 16th, 2025 by Ostara Systems

There may be instances where the Work Order was not completed, due to one reason or another, and it needs to be recorded in the system. If that is the case then this can be done using the Stop Job > Work Not Completed action. First thing is to find the work order in question. Then from the Agent Actions menu select Stop Job > Work Not Complete

General Filter

Published May 18th, 2025 by Ostara Systems

There may be certain Users who are not just Multi-Site Users but Multi-Client Users meaning that they will have access to several Clients and the jobs associated to them. To help Multi-Site and Multi-Client Users find the Work Orders required, a filter is available in the Portal called the “General Filter”. The “General Filter” provides the ability

View Catalogues Introduction

Published May 18th, 2025 by Ostara Systems

The List Catalogues page displays all the Catalogues that have been created for the logged in Supplier. To view the details of a Catalogue, click a Catalogue from the list. This will display all items in the Catalogue along with a number of actions that can be performed against the Catalogue. By default, the Catalogue list hides all Discontinued ite

S T U

Published May 17th, 2025 by Ostara Systems

S TERM DEFINITION Scheduler The tool used to confirm when a reactive or quoted Work Order should be undertaken. It displays Building and contractor availability and any restrictions on specific dates Serial Number (Asset) The manufacturers unique alpha-numerical value associated to a specific equipment Site Value (PPM) This is the calculated cost wh

Awaiting Actions

Published May 18th, 2025 by Ostara Systems

The "Awaiting Actions" list shows all the jobs that require further information or input from the User before they can be completed. From this view the User is able to see the Completed Date: which details the date the Work Order reached the Completed status (5.xx) and a "Days Since Completion" column which details the time since the Completed Date

Edit Staged Payments

Published May 16th, 2025 by Ostara Systems

If a Work Order has a high value Fixed Cost added to it, it maybe necessary for the payment to be split into several stages so it isn't charged for all at once and can only be charged on certain dates. This is done using the "Edit Staged Payments" action and following the below steps: Clicking the action displays the Edit Staged Payments screen. Thi

Add Notes for Authorisations

Published May 18th, 2025 by Ostara Systems

Sometimes, additional information may be available that would be useful for the Contractor or other Users to know. This can be done using the "Add Notes" action. See the Add Notes on a Job page for more details.

Edit Items Received

Published May 18th, 2025 by Ostara Systems

If a Site User has made a mistake on a receipt or quantities need amending, they can update the receipt to ensure it is correct. This can be done using the "Edit Items Received" button. On the Job Detail screen, select the "Edit Items Received" button to display the Edit Items Received screen. This screen works similarly to the Receipt Purchase Item

Add/View/Delete Certificates

Published May 16th, 2025 by Ostara Systems

From the Agent Action button, choose "Add/View/Delete Certificates". This screen will appear. Click and this window will then open. Fill in all relevant details. Select a file by clicking on the "Select" button. Once the correct file has been chosen, click on the "Upload" button. This will bring you back to the previous screen. From here you are abl

Planner Introduction

Published May 15th, 2025 by Ostara Systems

Resources may be required to plan any Work Orders that they have for the week or may need to hand out trade-specific jobs to any of their Branches/Tier 2 Resources. This can be done using the Planner tool. To access the Planner, select the Resource from the Resource List and click the "Planner" button. Clicking the "Planner" button, after selecting

Assign Job - By Email

Published May 18th, 2025 by Ostara Systems

Users on the Portal may need the ability to assign jobs to Resources. This can be done by using one of two actions: Assign By Email and Assign By Phone. The following explains how to Assign By Email: On the Job Detail screen, select the "Assign Job - By Email" button to display the Assign Job - By Email pop up. All that is required on this screen is

Remove Buildings

Published May 15th, 2025 by Ostara Systems

To remove Buildings against Task Types click the Actions button next to the Work Order Types, Sub Work Order Types and Equipment/Service Types field. This menu will be displayed: Click on the Remove Building(s) from Task Types(s). This window will then open: From here the user can perform various activities including Bulk Select, Select All, Select

P Q R

Published May 17th, 2025 by Ostara Systems

P TERM DEFINITION Parent Asset Denotes the hierarchy relationship between Assets. For Example, A tagged Asset is the parent of a subordinate Asset Parent Resource Refers to Tier 1 and Head Office Resources Password This is required along with a Username to access the application or the portal Payment Currency Pre-defined and legally recognised curre

Delete Invoice

Published May 17th, 2025 by Ostara Systems

Sometimes, certain Invoices may be incorrect or are no longer needed and may be required to be removed from the Work Order. This can be done using the Delete Invoice function on the Work Order screen. When in the appropriate Work Order, go to the Invoices section of the helpdesk work page. Click on the hyperlinked invoice number and the invoice will

Edit Delivery Charge

Published May 16th, 2025 by Ostara Systems

If a User wishes to make changes/add a delivery charge on a Purchase Order, it can be done in the following way: Upon clicking the Agent Action, Edit Delivery Charge, this screen will open: This will show the User the Calculated Delivery Charge. If the Delivery Charge needs to be amended, untick the "Use Calculated Charge" tick box and enter the new

Creating an Asset Introduction

Published May 19th, 2025 by Ostara Systems

Whilst on the Asset list screen, tap the " " button, located centrally at the bottom of the application, this will open up the "Create Asset" page: By default, the "Select Building" option is chosen. This is used to created an Asset from scratch but if there is an existing Asset that has similar data, this can be found using the "Existing Asset". Us

Core Data

Published May 12th, 2025 by Ostara Systems

Permission Name Associated Category Purpose Dependencies Can Add Documents Core Data Provides the ability to add Documents throughout the system   Can Allocate Dynamic Execution To Profile Core Data     Can Associate Asbestos Risks Core Data     Can Associate Asbestos Status Core Data Ability to tick and untick Asbestos Statuses. Enables the Buildin

Add/Edit/View Documents

Published May 18th, 2025 by Ostara Systems

Whilst viewing the Asset, Users can upload documents/images that relate to Asset to provide further details regarding the Asset. This can useful to Resources who are working on the Asset in the future. This can be done using the "Add/Edit/View Documents" button. This works in the same way as the Add/Edit/View Documents action in the Job Detail Actio

View Documents

Published May 19th, 2025 by Ostara Systems

By tapping the "View Documents" button on the actions menu whilst on the authorisations detail page. You will be shown the documents page, this will have a list of all documents applied to this work order. At the top of a list, is show / hide related documents button, by tapping this you will show / hide all documents that are related to this type o

Reasons

Published May 12th, 2025 by Ostara Systems

Reasons detail why a Work Order is being raised. Therefore this module allows a User to add or edit all the Reason codes stored in the system. Reason codes are specific to the Client.  Firstly, a set of Reasons need to be selected. This is done by clicking the "Reasons" menu and selecting a set from the drop down. The next step is to select the Clie

Create Quote Job Tab - Wizard View

Published May 18th, 2025 by Ostara Systems

To create a Quote Job using the Wizard View, simply click the “Create Job” tab then the "Create Quote Job" button and follows these steps: Clicking the "Create Quote Job" button will display the first step of the Create Quote Job process: the Building tab. This will do one of two things depending on the number of Building available to the User. If t

Create Quote Job - Single Screen View

Published May 18th, 2025 by Ostara Systems

To create a Quote Job using the Single Screen View, simply click the “Create Job” tab then the "Create Quote Job" button and follows these steps: Upon clicking the "Create Quote Job" button, the first screen in the create Quote job process will begin. This will do one of two things, depending on whether the User is a single site user, or a multiple

Provide Feedback

Published May 16th, 2025 by Ostara Systems

Once a Work Order has been started by the Resource, there is the opportunity to provide feedback on how well this work was undertaken and also on the general behaviour etc. of the Resource. Feedback is given using the Portal or the Agent Action of “Feedback” > “Positive” or “Feedback” > “Negative”: From the Agent Actions menu click "Feedback &

Upload Catalogue

Published May 18th, 2025 by Ostara Systems

After the Supplier has made the changes to the file and needs apply the adjustments to the system, they require the ability to upload the Catalogue. This can be done using the "Upload Catalogue" button. On the View Catalogue screen, select the "Upload Catalogue" button to display the Upload Catalogue page. Here, the User will be able to browse for t

Add/Edit/View Documents

Published May 18th, 2025 by Ostara Systems

In some cases, Users may have documents/images that relate to a job in which they need to add to a job so that other Users can access them. This can be done using the "Add/Edit/View Documents" button. On the Job Detail screen, select the "Add/Edit/View Documents" button to display the Documents List screen. Note: The functionality of this button dep

Providing Feedback

Published May 18th, 2025 by Ostara Systems

Once a job has been completed, there is the opportunity to provide Feedback on how well this work was undertaken and also on the general behaviour etc. of the Resource. The feedback provided can be either positive or negative. To provide feedback see the Providing Feedback page.

Adding/Editing Invoices

Published May 17th, 2025 by Ostara Systems

When the work for a Work Order has been completed, the Invoice will need to be added to the Work Order to ensure the work is paid for. Some Work Orders may have Invoices against them already but they could contain incorrect data. Both of these actions can be performed by going to the Invoice section of the Work Order. To add a new Invoice the User w

Job Detail Page Introduction

Published May 18th, 2025 by Ostara Systems

Once a job has been selected, the Job Detail page is displayed. This page displays all details concerning the selected job such as the job description, the Resource undertaking the job, the agreed attendance time and the job history. If logged in as a Resource, the User will only be able to see jobs assigned to that Resource (this also accounts for

Add/View/Delete Certificates

Published May 18th, 2025 by Ostara Systems

Certain jobs cannot be completed just by completing the work. Some jobs may require a certificate to be uploaded ad part of the job completion. Uploading certificates can be achieved using the "Add/View/Delete Certificates" action. On the Job Detail screen, select the "Add/View/Delete Certificates" button to display the Add/View/Delete Certificates

Contracts & SRAs Introduction

Published May 15th, 2025 by Ostara Systems

About the Contracts & SRAs Module This is the area where it is possible to set-up an SRA and Contract using Resources already set up in the system. This is what the Contracts module looks like: Please see the separate Contracts and SRAs pages further down for more information. SRAs - Scope & Resource Allocation  Contracts

Take Photo

Published May 19th, 2025 by Ostara Systems

Tapping the "Take Photo" button from the actions list whilst on the Asset Detail screen will display the Asset Photo screen: Please note an image type must be selected from the drop down menu, labelled "Select an image type...", standard options are: Front Back Side- Left Side- Right Top Bottom Interior These types denote the profile of the image th

SRAs - Scope & Resource Allocation Introduction

Published May 15th, 2025 by Ostara Systems

About the SRAs Module The Scope (What, Where, When) & Resource (Who) Allocation (SRA) module provides the required service levels for Equipment/Service Types by Resource for any Operational and Non-Operational Work Orders. The SRA functionality allows the User to add multiple Resources to a set scope at Work Order Type, Sub Work Order Type or Eq

Bulk Adjust Costs

Published May 18th, 2025 by Ostara Systems

If a Supplier only needs to adjust the costs of their items in a Catalogue due to an increase/decrease in prices, they can bulk adjust the values of either all or a number of items at once. This can be done using the "Bulk Adjust Costs" button. On the View Catalogue screen, select the "Bulk Adjust Costs" button to display the Bulk Adjust Costs page.

Search Window

Published May 18th, 2025 by Ostara Systems

If the job number is already known then the User can bypass searching for the job in the correct list and search for it directly. This is done in the Search Window. Upon clicking the Jobs Tab, select Search to display the window There are two ways to search in this screen: by Job Number or using the Advanced section. To locate a specific job, click

3.20 - Attendance Started

Published May 17th, 2025 by Ostara Systems

Change - Reason

Published May 18th, 2025 by Ostara Systems

In cases where the reason for the job in incorrect, the "Change - Reason" button should be used to change it. On the Job Detail screen, select the "Change" button to display the extra change options. Click "Change - Reason" to display the Change - Reason pop up. Choose a Reason from the drop down. Once selected click "Save" and the Reason will be ch

Setting the attendance time

Published May 17th, 2025 by Ostara Systems

When providing a start time, the first thing that is required is the PTW (Permit To Work) number. This is a unique 6 digit number found at the bottom of the Permit To Work book. The name of this may change depending on the Client connected as this can be changed if required. The system checks the number validity of the entered Permit Number. If the

Add Clients

Published May 15th, 2025 by Ostara Systems

Click on the Actions button.  This menu will be displayed: Click on the Add Client(s) menu option.  This window will then open: This window will contain all Clients available for selection (this data will vary depending on Clients the User is able to view and the task types chosen for this SRA). The User can tick multiple clients against the same SR

Submitting a Client Invoice

Published May 17th, 2025 by Ostara Systems

Once a Client Invoice has had all the necessary Work Orders added to it, it is then ready to be submitted. Open the Client Invoice that is ready for submission and in the Actions drop down in the Status header, click "Submit Invoice". This will then display the Submit Client Invoice window which asks the user to confirm if they wish to submit the Cl

Assign Job - By Phone

Published May 18th, 2025 by Ostara Systems

Users on the Portal may need the ability to assign jobs to Resources. This can be done by using one of two actions: Assign By Email and Assign By Phone. The following explains how to Assign By Phone: On the Job Detail screen, select the "Assign Job - By Phone" button to display the Assign Job - By Phone pop up. This action should be used if the Reso

Stop Job > Admin Introduction

Published May 16th, 2025 by Ostara Systems

When the Resource has completed the work this will need to be logged against the Work Order. This can be done in a few ways; the first one covered below is if the engineer's head office calls to advise that their engineer has completed work. First thing is to find the work order in question. From the Agent Actions menu select Stop Job > Admin. Th

Invoice Search

Published May 16th, 2025 by Ostara Systems

There are a couple of ways in which Invoices can be viewed within the Finance ribbon menu. "View Invoices" button provides a simple list view of all Invoices (Authorised, Unapproved, Validated and Payment Submission) which can be filtered and sorted to show specific sets of Invoice Types. "Quick Search Invoice" button provides a number field to ente

0.00 - 0.15 - All States

Published May 17th, 2025 by Ostara Systems

Work Order Introduction

Published May 12th, 2025 by Ostara Systems

The "Work Order" button contains the functionality to determine the Work Order Types available throughout the system as well the Notifications that can be used. The "Work Order" button, when clicked, includes these areas: Work Order Types  Notifications 

Stop Job > Field Team Introduction

Published May 16th, 2025 by Ostara Systems

The second way that this can be done is if the engineer calls directly from site. First thing is to find the work order in question. From the Agent Actions menu select Stop Job > Field Team After the Revisit Required screen, the Job Start Date screen is displayed. The Job Start Date field will have be populated with the date and time the Work Ord

1.00 - 2.00 - All 1.x States

Published May 17th, 2025 by Ostara Systems

Placing a Work Order On/Off Hold

Published May 19th, 2025 by Ostara Systems

To place a work order in authorisation on or off hold, tap the corresponding button in the actions menu, whilst on the work orders detail screen. The screen that either of these two options take you two, will look exactly the same, other than the heading that shall either be "Off Hold" or "On Hold". To add a reference to this action please tap the t

Notes History

Published May 16th, 2025 by Ostara Systems

Work Orders can often be quite active. A lot of updates and notes can be left on a Work Order and Users may need to find specific details left within these notes. This is easily done by the use of the "History" button. The "History" button displays the entire history of all notes added to the Work Order. The "History" button is located within the Cr

Create New Building Event

Published May 13th, 2025 by Ostara Systems

Click on the "Create New Building Event" button at the top and the Create New Building Event screen will open. Firstly, enter a description of the event and enter the date parameters in which the even take place. Select one of the three following options: Info for Work Ordermeans this event will show on the scheduler in work orders. Info for Work Or

Allocate Resource and/or Set Schedule Introduction

Published May 16th, 2025 by Ostara Systems

This section of a Work Order is where you can assign your Resource and set the schedule of when you would like the work to take place. Upon clicking the action, the Allocate Resource and/or Set Schedule screen appears. This screen will display a scheduler in which the User can choose the date they require the job to be done by and the Resource that

Invoice – Add/Edit

Published May 16th, 2025 by Ostara Systems

Please refer to Finance - Finance Management User Guide

Creating Internal Resources

Published May 14th, 2025 by Ostara Systems

To create an Internal Resource, click "Create New Resource" and then "Internal (Tier 1)". This is the New Internal Resource screen and this is where all the Resource Details are entered. Each of the fields are explained below Resource Number is a system generated field, which ensures that each Resource record has a unique number. Resource Name is a

Quick Search Invoice

Published May 17th, 2025 by Ostara Systems

If the Client Invoice number is already known then, rather than searching using the "View Client Invoices" option, the User can use the "Quick Search Invoice" option. Click the "Quick Search Invoice" button and enter the Invoice Number. Then click "OK" to perform the search. As this works on a partial search basis, the system will then bring back a

Copy to Clipboard Functionality

Published May 17th, 2025 by Ostara Systems

A common feature used in many list views throughout the system is the "Copy to Clipboard" Functionality. This allows the user to copy any list/grid view and paste it into Excel in order to make things easier and to save time running reports. To use this functionality please follow the steps below: Go to any list/grid view in the application: Right c

2.00 - Pending Attendance

Published May 17th, 2025 by Ostara Systems

Outstanding Quote

Published May 18th, 2025 by Ostara Systems

The "Outstanding Quote" list shows all the Quote jobs that have not yet been completed that are associated to the User Each job shows a "Due" date on which determines if the job is overdue (in red text), if it is due in the next 15 minutes (in orange text) or if there is longer than 15 minutes till the job is due (in green text). The User can change

Viewing a Work Order Introduction

Published May 16th, 2025 by Ostara Systems

To view a Work Order, perform the following steps: Click on the Work Orders menu. The User will then be presented with the following sub menu items: There are a few different ways to find a Work Order in the system. Quick Search Work Order  Work Order List  Quick Search Contract Number  Bulk Search Work Orders 

1.24 - Pending Assign - Recalled

Published May 17th, 2025 by Ostara Systems

Public Holidays

Published May 12th, 2025 by Ostara Systems

In the system, any Public Holidays will be visible in scheduling windows to provide information at the point of scheduling works. Public Holidays are configurable within the System section, and is possible by going to the “Public Holidays” section. These Public Holidays will apply to all Clients within the system. Use the filter combos to restrict t

Rates and Availability - Hours Introduction

Published May 14th, 2025 by Ostara Systems

The Rates and Availability can only be set up from the list view as this avoids conflicts that could arise if Work Order Types were amended in the Resource at the same time as Rates and Availability being amended. To set Resource Rates and Availability, select the Resource from the Resource List and click the "Rates and Availability" button. There a

Pre-Qualification

Published May 14th, 2025 by Ostara Systems

Should Pre-Qualification be enabled for the system, administration of Pre-Qualification will be required. This can be done by clicking the "Pre-Qualification" button.  Clicking the "Pre-Qualification" button, displays the Resource PQQ Exclusions screen. Here, a list of all the current Resources that have PQQ Records are shown and it's possible to ad

Editing a Job

Published May 18th, 2025 by Ostara Systems

Sometimes, the details of a job may be incorrect and they may need amending before they are assigned to a Resource. This can be done using the "Edit Job" button. On the Job Detail screen, select the "Edit Job" button to display the Edit Job process. Note: This action only available at Statuses 0.03 - Pending resource allocation and schedule set and

Noise Restrictions

Published May 13th, 2025 by Ostara Systems

Noise Restrictions works in the same format as Building Availability, although it is not mandatory for creating a Building it may be a mandatory requirement from your Client, Local Council or Residents. Therefore it is important to capture those times in which Resource attendance should not be made. This will identify upon work order creation whethe

Building Replication

Published May 15th, 2025 by Ostara Systems

After making changes to a Building on a PPM Task on a Contract and selecting OK to commit the changes, should the Invoice Value, Periods or Period Structure of a PPM Task have been changed, the following window will open: Here the User can replicate the change to other Buildings on that PPM Task: No Replication means that the change made will only b

Change Task Type SLR’s

Published May 15th, 2025 by Ostara Systems

Once the Equipment/Service Types have been committed, the main SRA - Pending Creation Screen will be displayed, and the Equipment/Service Types will now be visible. The Service Level Requirements for each of the task lines can now be set. If the SRA has been set for PPM Purposes Only the SLR's will not be able to be set as this will not apply to the

Resource Documents

Published May 14th, 2025 by Ostara Systems

Resources may sometimes need to/be required to upload documents, such as terms and conditions or performance reviews. These can be held against the Resource in the system and accessed at any time (when needed and if the User has the correct permissions). To upload documents against Resources, click the "Add/Edit/View Documents" buttons. For more inf

Change Resource

Published May 16th, 2025 by Ostara Systems

This should be used if the original Resource is unable to accept work or an Authorisation to alter the Resource allocated to the work has been received. The Rules surrounding reallocation where the original Resource is still assigned are bespoke to each Management Company so be sure the appropriate Authorisation to change the Resource in line with t

Confirm WO Invoiced to Client - Helpdesk

Published May 17th, 2025 by Ostara Systems

The "Confirm WO Invoiced to Client" action should be used if the Work Order in question needs to be submitted to the Client as an Invoice. These rules are bespoke to each Management Company and will need to be checked with the Finance Manager. To confirm that the Invoice has been sent to the Client, go to “Work Order Invoiced to Client” action in th

Smart Filters

Published May 17th, 2025 by Ostara Systems

A common feature used in many list views throughout the system is Smart Filters. Smart Filter are used to make searching through lists faster and easier by showing information that contains the value or part of the value entered in the Filter. For example: if there is a mixed list of 1000 Work Orders that contain all types of WOs and the User wanted

D E F

Published May 17th, 2025 by Ostara Systems

D TERM DEFINITION Date Last Checked This is a date field against an Asset, where you can state the last time that this Asset was checked to confirm that all of the details recorded against it were correct Decimal Places (RFI) This is a field which allows you to state how many decimal places are allowed for value questions on your RFI Default Screen

Finance Introduction

Published May 16th, 2025 by Ostara Systems

About the Finance module Management of maintenance cannot be achieved without having accurate financial data to support the decision making process. The Finance module provides full data visibility and reporting. Financial management functionality includes: Automatic Accrual Systems for Reactive & PPM Works (Based On Average Order Values & R

Start Job > Admin

Published May 16th, 2025 by Ostara Systems

The second way that this can be done is if the engineer's head office calls you to advise that their engineer is at site. Firstly finding the work order in question. After clicking on Start Job > Admin. The User will be presented with an Asbestos Register. This will list all the Asbestos cases at the Building. If the User is happy to continue the

Work Order List

Published May 16th, 2025 by Ostara Systems

The Work Order detail screen is split into 3 different sections. The first of these sections is the WO List. The WO List will show the User all Work Order numbers that they are able to view. The WO List shows the age of the Work Order in days and what status it is in. Use the refresh buttonto keep the list up to date. Use the list types to quickly c

Edit Work Order

Published May 16th, 2025 by Ostara Systems

This gives the User the option to amend the original Work Order criteria, ranging from Caller Type and Asset association through to assigning a Capital Budget Code. The items which can be changed will depend what status the Work Order is at. From the Agent Actions menu select "Edit Work Order". Click on any of the fields that require editing and onc

Edit ATAS Data

Published May 13th, 2025 by Ostara Systems

Edit ATAS Data is a section where the phonetics of the Building name can be changed. Upon opening this screen the User will see the Building Name, Building ID and the current Building Phonetic Name. Within the text field, the User can type out the pronunciation of the Building and how it will be said by the ATAS system. This can be accessed and chan

Finance

Published May 12th, 2025 by Ostara Systems

Permission Name Associated Category Purpose Dependencies Can Add Invoice Documents Finance Ability to Add documents to Invoice submissions Can View Invoice Documents, Can Add Work Order Invoice, Can Edit Invoices, Can Edit Work Orders, Can List Work Order Filters, Can Make and Receive Calls, Can Manage Instant Work Order Lists, Can Manage Private Wo

View Invoice - Google Chrome pane

Published May 18th, 2025 by Ostara Systems

2.20 - Pending Attendance

Published May 17th, 2025 by Ostara Systems

Performance Metric Exclusions

Published May 17th, 2025 by Ostara Systems

The Performance Dashboard Reports allow Clients to analyse data such as First Fix percentages and Response to Service Level achievement. There will be occasions where specific Work Orders should be omitted from the Performance Dashboard calculations, and as a result the addition of Work Order Numbers into the Performance Metric Exclusions List will

Take Photo

Published May 19th, 2025 by Ostara Systems

Tapping the "Take Photo" button from the actions menu whilst on an authorisations details page, will load the take photo page. To select a type of image, tap on the "Select an image type..." drop down, this will show you the options available, Fault: Pre and Fault: Post. Select one of these option, please note without selecting an image type you wil

Previewing a Questionnaire

Published May 15th, 2025 by Ostara Systems

The Audit module also contains a very useful function that can be accessed when viewing the Questionnaire list. This is the "Preview Questionnaire" function. This allows the User to preview what the Questionnaire will look like when it is accessed throughout the system. It will display any Categories that have been created for the Questionnaire alon

Creating People

Published May 12th, 2025 by Ostara Systems

There are a variety of reasons to set up a Person. Some People access the system to perform specific tasks, some People will act as Building Contacts whilst others will act as Resource Contacts and Contractors. People can be stored within the system for reference without the need to have any access to the system whatsoever. To create a Person, click

Resources

Published May 12th, 2025 by Ostara Systems

Permission Name Associated Category Purpose Dependencies Can Add Contractor Documents Resources     Can Approve/Reject Unapproved Catalogue Items Resources Ability to approve or reject pending review Catalogue updates and changes from Suppliers. This is an action that allows procurement Users to be able to review catalogue changes and either make th

2.10 & 3.10 - Pending Attendance/ Attendance Started

Published May 17th, 2025 by Ostara Systems

Asset

Published May 12th, 2025 by Ostara Systems

Permission Name Associated Category Purpose Dependencies Can Add or Edit Asset Documents Asset Ability to add or edit documents attached to Assets and enables the Add/Edit/View Documents button on Assets tab Can Create Tagged Assets, Can View Assets Can Change an Assets Location Asset Ability to change the location of an Asset and enable the Change

Add Task Types

Published May 15th, 2025 by Ostara Systems

Click on the Actions button next to the Work Order Types, Sub Work Order Types and Equipment/Service Types field. This menu will be displayed: Any actions that cannot be performed will be disabled with an explanatory note underneath Click Add Task Type(s) from the menu options. This window will open: This displays all the task types for the chosen C

Work Orders

Published May 12th, 2025 by Ostara Systems

Permission Name Associated Category Purpose Dependencies Allow Resource To List And View Work Orders In Authorisation Work Orders     Can Add or Edit Work Order Documents Work Orders Allows User to Add and Edit documents attached to the Work Order selected. Enables the Add/Edit/View Documents button once a Work Order has been opened Can List Work Or

Section 3 - Attendance

Published May 17th, 2025 by Ostara Systems

Portal

Published May 12th, 2025 by Ostara Systems

Permission Name Associated Category Purpose Dependencies Can Allocate Resource Portal Allows Resources to allocate Work Orders to child Resources. Enables the Allocate Resource button on a Work Order in the Portal Can List Work Orders, Can View Portal Work Order Selection List, Can Allocate Resource and Schedule Can Confirm Contractor Details On Inv

Contact Types

Published May 12th, 2025 by Ostara Systems

Each Contact in the system, whether it is a Building Contact or Resource Contact, requires a “Contact Type”. The Contact Types screen allows the User to configure these types against the selected area. To view the “Contact Types”, click the “Contact Types” button. This is the "Contact Types" button: The first step is to select the Client that will b

Asset Conditions

Published May 12th, 2025 by Ostara Systems

Each Asset can have a 'Condition' recorded against the Asset record which can be used to determine the state of the Asset. These Conditions can be defined using the "Asset Condition" button. Asset Conditions are set at Management Company level and determine what is shown in the "Condition" field when viewing/creating an Asset.  Clicking the "Asset C

Multi-site Users Introduction

Published May 18th, 2025 by Ostara Systems

Some users will have the ability to view jobs across a variety of buildings. These are called ‘Multi-site Users’ and these usually consist of an admin or head office users to easily access information concerning jobs located in several different buildings. The screen below shows and example of what a jobs list would look like for a ‘Multi-site User’

Call Out Actions - Purchasing Introduction

Published May 16th, 2025 by Ostara Systems

Call Out Actions are all accessible through the ‘Call Out Action’ button on the Helpdesk. The Actions available when Call Out is performed is dependent on the status of the Work Order. Each Call Out Action (once complete) will show as an Event in the right-hand Events window within the helpdesk. This makes for both quick reference against all action

Adding a Building to a PPM Task

Published May 15th, 2025 by Ostara Systems

To add a Building onto an existing PPM Task, locate the Contract that the PPM is associated with. This is best performed using the Contract Search: details here Once the Contract has been located, check that the Building is on the Contract by selecting the Buildings tab and filtering to ensure the Building is present. If a Building is not present, t

Logging on to the System

Published May 17th, 2025 by Ostara Systems

The first thing that is required is for the User to dial the required number above, depending on who the Client is, to access the ATAS system. A welcome message is then heard providing the name of the system that is currently being called. This will then move onto the Main Menu. The Main Menu contains 3 options: To record the ETA, Press 1 To record

Contract Periods - Renew Contract Period

Published May 15th, 2025 by Ostara Systems

This allows the User to renew a contract by creating a new period using all the existing details from the last period, starting on a day specified by the User. Whereas Add Contract Period allows the User to add a new contract period from scratch without copying any details. From the Contract Periods screen, click on the Renew/Copy button: The option

Flow Chart of ATAS system Introduction

Published May 17th, 2025 by Ostara Systems

Choose from the links below to view the the flow diagrams for the ATAS system: Section 1 - Logging On Section 2 - ETA Provision Section 3 - Attendance Section 4 - Completion

Completing a job

Published May 17th, 2025 by Ostara Systems

When completing a job, the first thing asked is if a revisit is required. If a revisit is required then press 1, if no revisit is required press 2 and if some assistance is required then press 0. If option 2 is selected, the Work Order is updated and the system ends the call. Selecting option 0 performs the same generic action and provides the helpd

Symptoms

Published May 12th, 2025 by Ostara Systems

This is where Users can configure Symptoms. Symptoms are used to describe what problem has occurred on Work Orders. Click the “Symptoms” button to view the symptoms currently in the system. The first step is to select the Client that will be used. For information on how to do this, see the Client Selection page. On the "Symptoms" screen, A list of a

Portal Introduction

Published May 17th, 2025 by Ostara Systems

Welcome to Ostara Systems, a CAFM solution providing clarity and control covering all aspects of Reactive, Planned and Quoted Maintenance; whilst also supporting Financial Controls & Savings; Health & Safety, Legislative Compliance and Risk Management; Sustainability, Energy efficiencies and adherence to CSR targets. The Ostara Systems User

Updating a User’s contact details via the portal

Published May 17th, 2025 by Ostara Systems

When a User needs to update their contact information they can do so by logging into the Ostara portal and clicking ’Edit My Details’ at the top right corner of the page. Upon clicking the "Edit My Details" link, the User's current contact information will be displayed. There are three tabs to choose between, each displaying different sets of detail

Sent Emails List

Published May 12th, 2025 by Ostara Systems

The Sent Emails List displays all the emails that have been sent from the system. These could be emails assigning Work Orders to Resources, informing Clients that a Work Order has been cancelled or providing notification updates against Work Orders. Upon opening, the list defaults to only show the emails that have occurred today. As with the Incomin

Asbestos Tab

Published May 18th, 2025 by Ostara Systems

Some Buildings may have traces of Asbestos and will contain an Asbestos record which may need to be viewed by a Resource or a specific User. This can be achieved using the "Asbestos" tab. This tab will display all Asbestos records for Buildings the User has access to, once selected. Each record will show the location of the Asbestos, how much has be

Table of Permissions Introduction

Published May 12th, 2025 by Ostara Systems

The following table of Permissions, grouped by Category, details by Permission Name, the purpose of the Permission and any associated Permissions that need to also be selected for that Permission to take effect (under the Dependencies column) Asset  Audits  Authorisation  Building  Communication  Contracts Core Data  Finance  Health and Safety  Inve

Providing an ETA

Published May 17th, 2025 by Ostara Systems

As soon as the ETA Provision section is reached, the Estimated Time of Arrival for the job needs to be entered. The caller will be asked to enter this using a 4 digit 24 hour format. An example of this would be if the ETA was 8:30am, the User would enter 0830. Next, one of the following options must be chosen: Should the ETA be today, Press 1 For to

PPMs Tab - Change PPM Building Details

Published May 15th, 2025 by Ostara Systems

This can only be done at task level please see Change PPM Task Details. From here however, it's possible to add notes or instructions (any instructions added will be visible on the portal)specifically to a Building. It's also possible to add a Auto Generate From Date that applies only to the Building it is added to.

Budgets Introduction

Published May 16th, 2025 by Ostara Systems

Ostara provides the ability to set Budgets to aid in the reporting and comparison of Actual Spend versus Budget. A Budget can be set for each site, and can be set at either Work Order Type level, Sub Work Order Type level, or right down to individual Equipment Types. There are 2 types of Budgets: Revenue Budget and Capital Budget. Revenue Budgets Ca

2.10 - Pending Attendance

Published May 17th, 2025 by Ostara Systems

Bulk Search Work Orders

Published May 16th, 2025 by Ostara Systems

If the User wishes to search for a group of specified Work Orders raised, this can be done in the following way: Click on the Bulk Search Work Orders button. This window will open: Paste in a list of Work Order numbers you wish to search for and click OK.Note: You can manually type in numbers using the "ctrl" and "enter" keys to move down to the nex

PPMs Tab - Change PPM Task Details

Published May 15th, 2025 by Ostara Systems

To change the PPM task details the User will need to highlight the PPM Task that they wish to change and then click the "Edit Actions" button. This menu will be displayed: Click on the "Change PPM Task Details" menu option. This screen will then open: The Short Name field is a Mandatory field and allows the User to specify an abbreviated name for th

Ostara Logo Menu

Published May 12th, 2025 by Ostara Systems

The Ostara Logo menu contains a number of useful actions available to the User. To get to these simply click the Ostara icon, located at the top left of the application, to display the list of actions. As shown in the screenshot above, the User has 5 actions available to them: Email Logs Open Log Folder Open Ostara Portal About Help Email Logs In so

Section 1 - Logging On

Published May 17th, 2025 by Ostara Systems

Order Not Required

Published May 18th, 2025 by Ostara Systems

If the User decides they no longer need the items on this order, they can cancel it and specify it is no longer required. This can be done using the "Order Not Required" button. On the Job Detail screen, select the "Order Not Required" button to display the Order Not Required pop up. Enter any notes relating to why the order is no longer required. O

No Answer

Published May 16th, 2025 by Ostara Systems

Please see the No Answer page for information on this

Create New PO Invoice

Published May 16th, 2025 by Ostara Systems

Creating Purchase Order (PO) Invoices follows a very similar process to creating regular Invoices. The main difference is the fields shown on the screen. Follow steps 1 - 12 as per the regular Invoice creation process on the Create New Invoice page. Invoice details can be now be entered. Each of the fields are explained below: Document Type is a dro

Quote Only SRA

Published May 15th, 2025 by Ostara Systems

Quotes are usually handled differently throughout the system compared to Reactives. That being the case, it is possible to create SRAs that are only applicable to Quote Work Orders. The following steps describe how to create "Quote Only" SRAs:  Click the "Create New SRA" button to display the below screen. Here, enter the Name and Description, selec

ATAS - Automated Time and Attendance System Introduction

Published May 17th, 2025 by Ostara Systems

What is ATAS ? ATAS (Automated Time and Attendance System) is a telephony system that enables Resources to log in and out of jobs they are currently working on. Each Client has a specific ATAS telephone number which links to their data, meaning Resources can update Work Orders without having to liaise with a Helpdesk Agent, reducing the overall time

Work Order Invoiced to Client – Confirm

Published May 16th, 2025 by Ostara Systems

Please refer to Finance - Finance Management User Guide

Declining To Quote

Published May 18th, 2025 by Ostara Systems

In some cases, when the Client asks for a Quote Request from a Resource, the Resource may not be able to provide quote details whether it be because they don't perform the specified type of work or something else. In these cases, the Resource has the ability to decline the Quote using the "Decline To Quote" action. Head Office Users will not only be

Stopping a Job with Assets

Published May 18th, 2025 by Ostara Systems

If the job being stopped has one or more Assets on it, the Asset(s) tab will be displayed in place of the Location tab. After providing the revisit information, the Asset(s) is displayed. This page shows all the Assets that are currently on job. For each Asset displayed, the status of the Asset needs to be selected from the from the "Status" drop do

Asset Documents

Published May 14th, 2025 by Ostara Systems

Against each type of asset there is the ability to upload documents. These could be things such as User manuals, parts lists, certificates etc. The documents are all held in one place against the asset and can be accessed as and when required as long as the User has been granted access to do so. For more information on uploading documents, see the A

Add Notes - Private

Published May 16th, 2025 by Ostara Systems

This section of a Work Order is where the User can add any information that maybe considered private and confidential, relating to the requirements of the Work Order. This is done using the Add Notes > Private action. Private notes are notes that can only be seen by specific Users (whose Profiles allow it). This is a useful way to discuss informa

Creating Multiple Assets

Published May 19th, 2025 by Ostara Systems

When creating Assets, there is a feature that makes creating further Assets easier. On the Create Asset page, the user provided with two options: Select Building and Existin Asset. Upon choosing Existing Asset, the user has the ability to search for an existing Asset.  After the existing Asset has been selected, the User is then shown a number optio

Stop Job > Field Team - Assets

Published May 16th, 2025 by Ostara Systems

When the Resource has completed the work this will need to be logged against the Work Order. This can be done in few ways; The second way that this can be done is if the engineer calls directly from site. First thing is to find the work order in question. From the Agent Actions menu select Stop Job > Field Team. The rest of the process is the sam

Creating a Resource Introduction

Published May 14th, 2025 by Ostara Systems

Resources are used by Clients to partake and complete Work Orders that have been raised throughout the system. Each Resource will have specific contact information, Work Order Types and Clients among other details. There are two types of Resources available: External (Head Office) and Internal (Tier 1). External Resources are Resources that have bee

Viewing/Editing an Inventory Item Introduction

Published May 13th, 2025 by Ostara Systems

Once a Part is created that has a Usage of "Inventory", an Inventory Item is created. Inventory Items associate to a specific Part and can consist of one or more Stock Locations. Each Inventory Item also contains the quantity of the Parts in stock as well as the average cost of buying the Part. Inventory Items are created by setting the Usage of a P

Adding a New Inventory Item

Published May 13th, 2025 by Ostara Systems

Parts are consumed when stopping a Work Order and can be added to the Inventory. To add an Inventory Item to the system, begin by clicking the "Create New Inventory Item" button. Clicking "Create New Inventory Item" displays the Inventory Item Detail screen. This is where all the information required for the Item is entered. Each field is explained

Settings Introduction

Published May 19th, 2025 by Ostara Systems

The "" menu shows a number of different actions depending on where it is opened. On the Home page, the following settings options are displayed: Sign out Synchronisation Log Settings Change Password Diagnostics Setting

Equipment Types

Published May 12th, 2025 by Ostara Systems

Equipment Types are used to represent the types of equipment that relate to the Sub Work Order Type they exist under. Sub Equipment Types are used to represent the different components under an Equipment Type. For example: the Equipment Type could be Escalator where the Sub Equipment Type could be the Emergency Stop Button. The first step is to sele

Receipting to Asset

Published May 18th, 2025 by Ostara Systems

In some cases, depending on the settings of the system, the User may be able to receipt a Purchase Item and turn it into an Asset. The same process is followed as regular receipting except there is an extra step at the end of the process. Once the items, that can be receipted to Asset, have been ticked for receipting and the quantity has been entere

Inventory

Published May 12th, 2025 by Ostara Systems

Permission Name Associated Category Purpose Dependencies Can Add Inventory Items Inventory Ability to add an Inventory Item in the Inventory Module in the Desktop Application   Can Add or Edit Inventory Documents Inventory Ability to create and edit documents associated to Inventory Items   Can Add Stock Locations Inventory Provides the User with th

Work Order Tab

Published May 17th, 2025 by Ostara Systems

The Work Order tab on the invoice screen shows some summary information about the Work Order associated to the Invoice. For standard invoices, the following screen is shown: The Work Order section on the left hand side details the pertinent information from the Work Order the Invoice is associated to. The right hand side details any existing invoice

Job Detail Actions Introduction

Published May 18th, 2025 by Ostara Systems

On the Job Detail page, it is possible for Users to perform specific actions. The actions that can be performed depend on certain factors: the status of the job, the type of job and the permissions the User has against their Profile. If an action is greyed out then this action cannot be performed at this point. Hover the mouse over these greyed out

Request Re-valuation

Published May 18th, 2025 by Ostara Systems

In some cases, the authoriser may not agree with value of the fixed cost set on a Reactive Work Order as it may be too expensive. If so, they have the ability to request that the fixed cost be reviewed and sent through again. This is done using the "Request Re-valuation" button. On the Job Detail screen, select the "Request Re-valuation" button to d

PPMs Tab - Change PPM Task Structure

Published May 15th, 2025 by Ostara Systems

This can be done from the PPMs Tab. This tab will show the User all of the PPMs and which Buildings they apply to. Any changes made here will only affect the period that the User is editing, any previously generated future periods will not be affected. This can be done from the PPMs Tab. This tab will show the User all of the PPMs and which Building

Building Types and Formats

Published May 12th, 2025 by Ostara Systems

Each Building needs a “Building Type/Format” and these can be configured and added within the “Types & Formats” section. These are used to determine the different types that each Building can consist of.  The first step is to select the Client that will be used. For information on how to do this, see the Client Selection page. Once open, a list

View Clients

Published May 15th, 2025 by Ostara Systems

Click on the Actions button. This menu will be displayed: Click on View Client(s) menu option.  This will display all Client(s) associated to the chosen SRA as read only.

Searching for a Contract Introduction

Published May 15th, 2025 by Ostara Systems

If a User wishes to view or edit an existing Contract they will need to locate it first. This can be done by using the following steps: Contract Search Screen  Contracts List Screen

Work Orders Introduction

Published May 19th, 2025 by Ostara Systems

About the Work Orders Module The Work Orders module of Ostara Mobile is an interface which utilises data provided in the Core Data module to enable accurate fault logging and management. This module within the Mobile Application is primarily targeted at Contractors and Internal Resources - the operational aspect of a Work Order's lifecycle. Usage of

Create Reactive Job Tab Introduction

Published May 18th, 2025 by Ostara Systems

When creating a Reactive Job, depending on the Users permissions, there are two ways to do this: Create Reactive Job - Wizard View Create Quote Job - Single Screen View

Locations Mapping

Published May 13th, 2025 by Ostara Systems

Locations Mappings are used during Work Order Creation to specify locations to be worked on. By using the Location Mappings action against a building you specify these details. A new building has no Location Mappings by default so these must be added on creation of a new building. To add Location Mappings, highlight a building from the Building List

Taking a Job

Published May 18th, 2025 by Ostara Systems

Resources may sometimes see a job that their Head Office or other Resources have assigned to them and they may wish to take that job as it fits their job role. This can be done using the "Take" button. On the Job Detail screen, select the "Take" button to display the Take pop up. The "Resource Name" field and drop down will be greyed out as the job

Client Invoicing Introduction

Published May 17th, 2025 by Ostara Systems

The Ostara Application provides a centralised system for invoice input and processing. There are two categories of Invoice catered for within the Ostara system, resource invoices and Client Invoices. Resource Invoices are covered within the Invoice Management section. The Client Invoice section allows the user to create a Client Invoice, assign one

Parts

Published May 13th, 2025 by Ostara Systems

Parts (or Part Items) are used in Inventory. By defining Part Items they can then be made available to create Inventory Items for selection on Work Order completion. Adding a New Inventory Item  Viewing/Editing an Inventory Item 

External Resources

Published May 14th, 2025 by Ostara Systems

To view/edit an External Resource, click "Resource List" and open a Resource that says "External" in the Resource Type column by either double clicking it or selecting the Resource and clicking "Next". This is the External Resource screen - Detail Tab. All the different information concerning the Resource is displayed here. This ranges from Resource

Planning work across Branches/Tier 2’s

Published May 15th, 2025 by Ostara Systems

To plan Work Orders across Branches/Tier 2's using the Planner, follow these steps: Open the Planner by selecting the appropriate Head Office/ Tier 1 Resource from the Resource List and clicking "Planner". The Work Order Planning screen is displayed. At the bottom of the screen is the Work Order Types, Unplanned Work Orders and Actions section. The

Reactive SLAs Tab - Change Building SLA’s

Published May 15th, 2025 by Ostara Systems

To change the Building SLA's please use the following steps: Once the Buildings have been added to the contract, the User can change the individual Building SLA's at any point in time. Highlight the Building that are going to be changed. Click the Change Building SLAs button. This window will then open: From here the different SLA's can be set by cl

Parts Introduction

Published May 13th, 2025 by Ostara Systems

About the Parts Module The Parts module contains Parts, Part Types, Stock Locations and Inventory Items. This is what the Parts module looks like: Part Types  Parts  Inventory 

Accounts Codes

Published May 14th, 2025 by Ostara Systems

The Account Codes screen shows the different Accounts Codes against the selected Resource and the dates they are valid from. These are usually used by Clients to enable them to link Ostara to their own finance systems. If there is only one Client, this screen will be shown straight away. If there are multiple Clients, the Client select screen will b

Work Order Actions

Published May 12th, 2025 by Ostara Systems

Permission Name Associated Category Purpose Dependencies Can Accept Job Work Order Actions Ability to accept the currently selected job. Enables Accept Job option in the Agent, Call In and Call Out drop down menus Can List Work Order Filters, Can Make and Receive Calls, Can Manage Instant Work Order Lists Can Accept/Refuse Additional Engineers Work

HTML Editor

Published May 17th, 2025 by Ostara Systems

The HTML Editor allows Users to make amendments to, or to simply view, existing Email Templates within the system. To access the HTML Editor, got to the "Template Configuration" button within the System tab and select an Email or SMS to configure. Here is an example of what the HTML Editor looks like: The editor is broken up into 4 tabs, each of whi

Assets Introduction

Published May 19th, 2025 by Ostara Systems

About the Assets Module Asset Management is concerned with optimising the whole life costs of an asset base, and is a multi-functional discipline. It requires the understanding and management of risk at all stages in the asset life cycle, and the development and implementation of processes for the concept, design, installation, commissioning, operat

PPM Generation

Published May 12th, 2025 by Ostara Systems

Permission Name Associated Category Purpose Dependencies Can Export Ppms PPM Generation Provides the ability to email a contact details on the PPM tasks for a contract. Enables the Email button on a Contract Can View Contract, Can Edit Contract Can Generate Ppms PPM Generation Provides the Generate PPMs action in the Desktop Application against a Co

Agent Actions - Reactive, Quote, PPM, Audit Introduction

Published May 16th, 2025 by Ostara Systems

Agent Actions are all accessible through the ‘Agent Action’ button on the helpdesk. The actions available to the Agent are dependent on the status of your Work Order. Once the Work Order has been created and the Resource and schedule set the following Agent Actions can be available in the drop down. Each Agent Action (once complete) will show as an

Mobile App Introduction

Published May 19th, 2025 by Ostara Systems

Welcome to the User Guide for the Ostara Mobile Application. This application allows Users to locate, action and complete their Jobs (Work Orders) easily from their Mobile Device. The Ostara Mobile Application is compatible with Android, iOS and Windows 8 Mobile and can be downloaded from the relevant App Store for your device. The minimum requireme

Perform Desktop Audit

Published May 15th, 2025 by Ostara Systems

Once a Work Order has been marked for Audit, the User now has the option to perform the Audit on the Work Order. On a Work Order Marked for Audit, go to the Agent Actions menu. Then go to Audit and choose "Perform Desktop Audit". This will display a screen containing all the Desktop Audits related to the WO. Click "Complete" next to the desired Audi

Refusing a Work Order

Published May 19th, 2025 by Ostara Systems

Should you wish to refuse a work order, tap the "Refuse" button from the actions menu whilst on the work order details page.  

View Quote Details

Published May 18th, 2025 by Ostara Systems

Before authorising or refusing a quote for a job, an authoriser might want to take a look at the details of a quote in more detail. This can be done using the "View Quote Details" button. On the Job Detail screen, select the "View Quote Details" button to display the full details of the quote. The View Quote Details page provides Users with all the

Outstanding Reactive

Published May 18th, 2025 by Ostara Systems

The "Outstanding Reactive" list shows all the Reactive jobs that have not yet been completed that are associated to the User. Each job shows a "Due" date on which determines if the job is overdue (in red text), if it is due in the next 15 minutes (in orange text) or if there is longer than 15 minutes till the job is due (in green text). The User can

Creating an Audit Work Order Introduction

Published May 15th, 2025 by Ostara Systems

An Audit is a Type of Work Order that is used to gather details using RFIs about the status of a Building or other areas. To create an Audit Work Order, click the "Create Audit" button and follow the steps below. Note: You must have an Audit RFI and Audit Reasons created before an Audit Work Order can be created. Please see Creating an Questionnaire

Viewing/Editing Client Invoices Introduction

Published May 17th, 2025 by Ostara Systems

Client Invoices can be searched for and viewed just like any other Invoice. When viewing Client Invoices, it is also possible to edit them by either adding/removing Work Orders or changing existing details in the Client invoice. To search for Client Invoices, click the "View Client Invoices" button. The first step is to select the Client that will b

1.22 - Pending Assign - Resource Uncontactable

Published May 17th, 2025 by Ostara Systems

Work Order List

Published May 16th, 2025 by Ostara Systems

If the number of the Work Order is not known, or a full search of the system to find a set of Work Orders is required, then the Work Order List function should be used. The first tab of the Work Order Query Definition screen is the General tab. The User can search based on one set of criteria, or a combination of many different sets of criteria. The

PPMs Tab - Add PPM Assets - Derived

Published May 15th, 2025 by Ostara Systems

To change/add a PPM task period the User will need to highlight the PPM Task that they wish to change/add and then click the "Edit Actions" button. This menu will be displayed: Click on the "Change Task Details" menu option. This screen will then open: Select Derived Asset from the Association Type drop down and click OK. The Reason for Contract Cha

No Answer

Published May 16th, 2025 by Ostara Systems

When undertaking a Call Out Action, it is possible to show that there was No Answer at the Resource if needed. This is done by selecting the No Answer option, and then follow these steps: From Call Out actions, select Resource and the name of the person that is being contacted. This will automatically populate in the Callee Details field. The Callee

Override AOVs (Average Order Values)

Published May 16th, 2025 by Ostara Systems

Ostara provides the ability to set Average Order Values, which are used to apply accruals against works which either haven't been attended or where Contractor rates are not known. Click the "Override AOVs" button and select a Client. For information on how to select a Client, see the Client Selection page. Select a Finance Period from the drop down

Remedial - Set Fail to Pass

Published May 16th, 2025 by Ostara Systems

If a PPM Work Order has had a Fail certificate uploaded against it and the Remedial Works carried out for it now renders the Fail as a Pass, then this can be done once the Remedial Work Order is stopped. This can either occur via a pop up during the Stop Job process or through the Agent Action of "Remedial - Set Fail to Pass". After completing a Rem

Create Purchase Order Tab

Published May 13th, 2025 by Ostara Systems

Purchase Orders are created so Users can obtain any items necessary to them and the site they are located at. To create a Purchase Order click the "Create Job" tab, then the "Create Purchase Order" button and follow these steps: Clicking the "Create Purchase Order" button will display the Create Purchase Order screen. Here, the User can search for t

Purchase Items Dispatched

Published May 18th, 2025 by Ostara Systems

The Supplier will need to let the Site know when their items have been dispatched. This can be done using the "Purchase Items Dispatched" button. On the Job Detail screen, select the "Purchase Items Dispatched" button to display the Purchase Items Dispatched pop up. This works similarly to the Acknowledge action. Enter any notes relating to the disp

Resource Introduction

Published May 14th, 2025 by Ostara Systems

About the Resource Module The Resources module is not only a data repository but is the source of data used throughout the system and is vital to the Helpdesk operation and to efficient Work Order assignment, expediting and escalations. It holds Resource specific information such as: Contact & Personnel Details (Multiple Contacts per Company inc

Change Building SLR’s

Published May 15th, 2025 by Ostara Systems

This can be done by highlighting the Building and clicking on the Change SLR's button on the Buildings section of the SRA. See Change Task Type SLR’s for further instructions on how to change Building SLR's.

Add/Edit/View Documents

Published May 17th, 2025 by Ostara Systems

This is the Add/Edit/View Documents screen. The majority of modules throughout the system provide the ability to add or view documents relating to that particular area. For example: when creating a Building, Users may want to include a picture of the Building for use in reports. This can be done by adding a file of type "Image". When the screen appe

Move Stock

Published May 13th, 2025 by Ostara Systems

Sometimes stock may need to be moved between different Stock Locations. This can be done using the "Move Stock" button.  Upon selecting the "Move Stock" button, the Move Stock screen is shown. From here the User selects the Building and the Location where stock is going to be taken from in the respective fields. Upon selecting a Location, the curren

Link Work Order > Create New Work Order - Purchasing

Published May 16th, 2025 by Ostara Systems

A User may wish to link a Work Order to a brand New Work Order. There are 4 options available, link to ‘Reactive’ Work Order, ‘Quote’ Work Order, ‘Audit’ Work Order and 'Purchasing' Work Order. To perform this task select it from the Agent Actions list and choose the type of New Work Order you wish to create for linking. Once selected the user is ta

Acknowledge

Published May 16th, 2025 by Ostara Systems

Acknowledge job should only be used when a direct confirmation from the Supplier has been received that they have acknowledged receipt of the Work Order raised by fax or email, in the event that the portal has not been used. The From the Agent Action menu click on the Acknowledge option. The delivery date can be amended by selecting a date from the