---
title: "Service - Service Folders - Case Study"
canonical: "https://wiki.soft1.eu/space/SS5EN/12060354/Service%20-%20Service%20Folders%20-%20Case%20Study"
format: markdown
---
In this case study the jobs/actions for car service will be presented. 

The following Soft1 sections will be used:

- **Services,** where all data is gathered (work orders, services, spare parts etc.) that will be included in this car service.
- **Installations, **optional field that can be used to analytically describe the car data for service.
- **CRM,** for recording actions (meeting etc.) that have to do with this car service.

 

**Step 1# **

The client will express his interest for car service and the Soft1 user will insert the service call in CRM, while searching for this car using the car's VIN number. In case that the Installation is selected, the customer will be filled.  

If the Customer uses for the first time any of our Services, then the Soft1 User will have to: 

- create the Stock Item - Car master data and
- create the Installation (Jobs menu > Business operations) that will be used to link the customer's car.
  - The grid **Stock Items Service/Services/Fixed Assets** can be used as "service book" for the stock items in the first grid.
  - The grid** ****Stock Items Service/Services/Fixed Assets**** **can be used to** **monitor the dates that the car service will start and finish.

![image](media://58b11125-709e-4840-a212-3a2525bf8c08)

**Info: **If these services are provided based on Labour time Standards (**Labour Times**), then the car - Stock Item data for **Technical Code**, **Brand **and** Model **have to be registered.  

![image](media://0ba1dc95-3427-4c8f-9043-a524fd26a5b2)

**Step 2# **

The Soft1 user creates the** Service Folder **- Work Order selecting the Related job for this Call. 

![image](media://48e86b3f-d6ee-4798-ba5f-296bcf990839)

**Step 3# **

In this folder, the Soft1 user can set the service that the customer has selected and will run an availability check for Capacity control so that the date for the Service will be set. 

![image](media://40e36313-33d1-4976-8589-8cf2cbcc0bf8)

**Step 4# **

The Folder is assigned to the Service department supervisor who is responsible for:  

- assigning the folder's tasks to the technicians who have the appropriate skills, checking their availability using the Employees Calendar.
- fills additional data according to the technical control needs (type of charge for every service, spare part and percentage that the customer will pay if this car has valid warrantee.
- the folder's action status will be altered to: **In Progress. **This status will update the Folder's status as well.** **

 

**Info:** In case there is shortage for a spare part, the user can create a purchase order document selecting **order planning** from Related jobs.

![image](media://1d2e75db-5eae-424b-9e3c-74efa29b35f3)

![image](media://86b8cae9-3182-48d5-8781-73ff00d9c31b)

**Step 5# **

When these service tasks have been completed the supervisor will change the Folder status to **Complete, **so that the accounting department will invoice the Service folder. 

![image](media://8adf38b6-2130-48c5-9d57-8e1d683047b9)

##  

![image](media://77a15f86-da32-4b8c-b1fa-ab1f1309b829)

## Reports 

For Service Folders management and their related documents you can use the printout of **Service Folder Statement **as well as printouts of **Service Documents **and **Spare parts**. 

**Service folder statistics** show - for each technician- the number of folders that they are working on together with the required labour time to complete the service process. In filters you can find fields that have to do with folders, customers and items, while you can get informed using diagrams for the work load and working hours that are required for technicians, stock items, and customers. 

![image](media://f7533991-788b-42a3-a248-88c32badb761)

The service duration in manhours will be the sum of the duration of all CRM tasks where this technician per service folder has done the job.