How to create a maintenance work item in Docupace?

Step 1.

1. On the home page of Docupace, Click New in the top right.

2. Click Starting Point
   
   

   

Step 2.

1. Select your rep code

If you only have access to one rep code linked to this account then you can skip this step as it will automatically choose that rep code

Step 3.

1. Select whether you want do a New Account or Account Maintenance (If you are Advisory your Tile for New account will say CPR )
   
   

   

Step 4.

1. Choose whether it is a New, existing, or a multitude of clients.
   1. If the client is new you will have to create a client folder.
   2. If you choose existing you will need to find the client.
   3. Multiple clients will allow for both new and existing clients if needed.
      1. If adding multiple clients, add in the clients then click Complete
2. For this example Click Existing Client
   
   

Step 5.

1. Existing Client is used in the example below; Use column on the left to find the existing client.

   DO NOT USE the search area at the top that says All by name/ client search
   This will make you start all over

   
   

2. Enter the clients last name in the left column, then click the Search

   

Step 6.

1. After you click in the client folder you want to work under, it will ask you what account under the client you want to maintain.
2. You can check the registration type, product type, and the account number to make sure that you are working under the correct sub folder.
3. Once you know you have the right subfolder click on it.

Step 7.

1. Select your desired vendor 

Step 8.

1. Select the State your Client is located in 

Step 9.

1. Select A Product type 

Step 10.

1. Select a Registration Type 

Step 11.

1. You will now be on the work item summary page.
2. This is the last step before your work item is created.
3. When creating a maintenance work item, your forms will not be automatically added in the Required Forms section.
4. You will need to add a form to the required forms section
   

   There are 2 methods you can use to add a form to the required forms section.
   
   Option 1: Add Forms
   > You can hit the Add forms button on the opposite side of the Required forms area.
   > This will allow you to search the forms Library for the form you want.
   > Once you find the form you want, you can click on it and it will automatically add the form to the Required Forms Area.
   
   
   Option 2: Optional Forms Section
   > You can also add in a form by scrolling down to the Optional forms area.
   > The Optional Forms area holds popular forms used in maintenance work items.
   > If you scroll over the optional form you want to add there will show a plus and minus button.
   > If you hit the “+” Icon you will add the optional form to the required form area.
   > Once you have a form in the required forms area, you can hit Create work Item.

   
   

5. Click Create Work Item when you have a form under Required Forms

Done.

1. A work item should now be created, everything that you have done so far should be saved.
   

   Maintenance work item’s do automatically select a request type for you

   
   
2. From here you can fill in the information that you see fit on the forms
   

   > Make sure you save after making changes.
   > You then will either get the forms e-signed or Wet signed

   
   

3. Once the from is signed and with the back office you will be done.
4. Pay attention to your email to see the status of the account.

If you have any issue with any of these steps contact Tech support at tech.support@vanderbiltsecurities.com or Call at 631-845-5100