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orders
Fill in the handover checklist on screen from the order, photograph any damage with a phone, and keep both as one PDF on the order’s Documents tab. Order Documents explains created documents and their attachments.

Prerequisites

Required permissions: Create and edit orders to create a document on an order (orders:order_documents:create) and to upload its photos. Every built-in role holds it, Member included. Building the template and its shortcut takes an Owner or Admin. See Users & Roles.
Have ready before you start:
  • A checklist template with the boxes and fields of your paper form, active for orders. Build it under Settings → Documents. See Documents settings.
  • A document shortcut for the template in the order’s side panel, added under Settings → Orders → Order view. See Order view.
  • A phone or tablet with a camera, for the damage photos.

The walkthrough

1

Open the order

Open Orders and enter the order’s reference or the customer’s name in Search all orders. With more than one location, check the location selector in the top-left corner first. Click the order’s row. The order opens on its Summary tab.
The Orders table with an order's reference in Search all orders and the order's row highlighted
2

Click the checklist's shortcut

In the Shortcuts card at the top of the side panel, click Create followed by the checklist’s name, such as Create Handover checklist. A dialog opens on the checklist, with File name above it.
The Shortcuts card at the top of an order's side panel, with the Create button for the checklist highlighted
3

Fill in the checklist

Tick the boxes, choose the options and type your notes in the checklist itself. Every field is kept in the PDF as you leave it.
The checklist dialog with two boxes ticked, an option chosen and a note typed, the first ticked box and the notes field highlighted
4

Click Add attachments

Click Add attachments in the bottom-left corner of the dialog. The file manager opens on the order’s folder. Its bottom-left corner reads Use another device, above a QR code.
The bottom of the checklist dialog with Add attachments highlighted in the bottom-left corner
5

Scan the QR code with your phone

Scan the QR code under Use another device with the camera of your phone or tablet, and open the link it offers. The phone opens a page headed Upload media.
The file manager on the order's folder, with the Use another device panel and its blurred QR code highlighted
6

Photograph the damage

On the phone, tap the camera button above “Tap to take photo or upload from device” and take the photo. The phone confirms it, such as 1 photo uploaded. Tap Take another photo for the next one. On screen, the file manager moves to Browse files with the new photos ticked.
The Upload media page on a phone with the camera button highlighted
7

Save the photos to the checklist

Click Save selected in the bottom-right corner of the file manager. The label counts the ticked photos, such as Save selected (2). The file manager closes, and the dialog lists the photos under Attachments, below the checklist.
The file manager on Browse files with two uploaded photos ticked and Save selected highlighted
8

Create the PDF

Check File name at the top of the dialog and the photos under Attachments, then click Create in the bottom-right corner. Document created successfully confirms it, and the dialog closes. Nothing on the order asks for a checklist, so an order starts and closes without one if nobody creates it.
The filled-in checklist dialog with File name, the Attachments list and Create highlighted
9

Open it from the Documents tab

Click the order’s Documents tab. The checklist is listed under its file name. Click its row to open the PDF in a new browser tab: the checklist ends in an Attachments list naming every file, and each photo follows on a page of its own.
An order's Documents tab with the tab and the checklist's PDF row highlighted

How do I know it worked?

  • The checklist is listed on the order’s Documents tab under the file name you gave it.
  • The PDF shows what you ticked, chose and typed, as you left it.
  • Each photo is a page of its own after the checklist, and the Attachments list at the end of the checklist names every file.

Troubleshooting / common pitfalls

If the side panel is closed, click the button at the right end of the tab row. Otherwise no shortcut can show: none is set, its template is no longer active for orders, or your role cannot create order documents. Open the Documents tab, click Add, choose Create from template and pick the checklist instead. See Order view.
A checklist keeps what you entered in its own PDF, and a new one starts from the template again. Nothing reaches the stock item either, so record new damage on the stock item, where the next colleague sees it. See Record a damaged item.
The checklist takes no signature on screen. Open the PDF from the Documents tab and print it for the customer to sign. Add a photo of the signed copy with Add → Upload on the same tab, which offers the same QR code. See Order Documents.

Order Documents

Created documents, their attachments and the files on an order.

Documents settings

Build the templates a checklist is created from.

Order view

Add the document shortcut to the order’s side panel.

Record a damaged item

Note the damage on the stock item and keep it out of service.

Returns and damage

Every walkthrough for taking items back.