SERVICE MASTER SOFTWARE

Business Software for the Service Industry

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SERVICE MASTER SOFTWARE HELP TOPICS

Version History

How to purchase your copy of Service Master Software
Installing Service Master
USING YOUR SERVICE MASTER SOFTWARE
COMPANY INFORMATION
WORK ORDER MESSAGE
CREATING A NEW WORK ORDER
CLOSING OUT A CURRENT WORK ORDER
LOCATING EXISTING WORK ORDERS
PRINTING REPORTS
SETTING UP ALERTS
SECURITY DEPOSIT TRANSMITTAL
WEB UPDATES
MOVING OUT TENANT/CUSTOMER INFORMATION
PERFORM A DATABASE BACK UP / RESTORE
MOVING SERVICE MASTER TO ANOTHER COMPUTER
ADOBE READER & CUTE PDF WRITER
FAQ SECTION
VERSION HISTORY

Animated Flash Movie Tutorials

Screen Shots

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HOW TO PURCHASE SERVICE MASTER SOFTWARE: If you haven't already purchased service master software you have two options. If you need to use service master software on many computers you should purchase a multi-license for $299.00. To purchase this type of license click here. No mater how many computers you need to register, this one time fee will cover them all. Since service master can be networked over your local computer network you can run service master on all your computers. The multi-license option is the best overall value.

If you only need to purchase service master software for one or two computers then you should purchase a single license for $99.00 per computer. To purchase this type of license go to each computer and start service master software and click on the "File" menu option and click the "Buy Now" option. You can purchase a license with a credit card or electronic check. The purchase process is securely done through Paypal, an Ebay company. Make sure you perform this function on the computers that you want to end up using Service Master on.

INSTALLING YOUR NEW SERVICE MASTER SOFTWARE

There are a two different ways you can setup and use Service Master.

  • Single - Server Computer Setup - Just on one computer.
  • Networked PC Setup - Where you have One computer that these directions will call the "Server", and then as many networked computers as you want that these directions will call "work stations".
  • Both install options use the same setup1.exe installation file.

SINGLE - SERVER - COMPUTER SETUP: For a single computer setup simply download the installation file and double click to follow the installation wizard. Select "Single PC Or Server Setup" in the installation application. Download it here setup1.exe. After setup is complete run service master software from the start menu, or double click the desktop shortcut.

If you are going to run service master software on a computer with more than one windows account run the application once with the account that you registered service master software on. Then you will be able to use service master software on any current or new windows account. If you want to make this change on a windows account with limited rights you must first grant that account admin rights then run the program once. Then you can change back to limited if you choose to.

The server computer doesn't have to be a dedicated computer. Any computer on your network will do. Most users just pick any work station as their server. This server pc will need to be powered on for other networked workstations to connect.

NETWORKED SETUP: Server\Work Station:

Step 1. To setup a networked server installation follow the instructions above for the Single - Server setup.

Step 2. Then download the same setup file called setup1.exe onto each work station, and double click to follow the installation wizard. Select "Networked Work Station Setup" in the installation application. At then end of the installation you will see an application called the network discovery tool. Use this tool to browse through your network to locate the WorkOrders.exe file located on the server computer in the shared installation folder that you created in step 1. This tool will create a shortcut to the work station to the WorkOrders.exe file onto the work stations desktop. Then double click the desktop shortcut to start service master software. The Server computer must always be powered on in order for networked work stations computers to run service master software.

If you are going to run service master software on a computer with more than one windows account run the application once with the account that you registered service master software on. Then you will be able to use service master software on any current or new windows account. If you want to make this change on a windows account with limited rights you must first grant that account admin rights then run the program once. Then you can change back to limited if you choose to.

USING YOUR SERVICE MASTER SOFTWARE: Password protection: by default password protection is turned off after installation. If you decide to use this option click settings on the menu bar, and click user & password protection setup. The default user name is admin, and password is admin. Both are in upper case. Change or delete the admin user name and password as soon as you enable password protection so other users can't read this tutorial and gain entry into the system. Click turn password on to enable this feature. Add new users and give them their user rights. User rights include; print, add, edit, and administrator. All users with administrator rights are able to view all passwords, turn on and off password protection, add, change, and delete users so choose this option wisely. Once password protection is enabled each user can log in into service master software with their predefined user rights limiting their use. Remember after changing the default admin user make sure at least one user has admin rights. Passwords are not case sensitive.

COMPANY INFORMATION: On the "settings" menu option click "properties", then "edit company/property information". Input your property name, work order report, address, city, state, and phone number. This information will show up in the application title, and on various printed reports. If you don't want to use some of the built in features like security deposit transmittal legal message just leave blank and click ok when the wizard ask. You can also use service master in multiple property support mode. This allows you create as many different companies as you wish all with different settings for each. To make this change click on "settings" then "properties" then "switch to multiple property support". The default is single property support.

WORK ORDER MESSAGE: To input a work order message that will be printed on the bottom of the resident/customer section of the work order report follow the above directions for inputting company information.

CREATING A NEW WORK ORDER: To create a new work order: click the "new work order" button. Then enter all the info your new work order needs. Input text boxes include unit number, call-in date, name, phone, taken by, assigned to, description of work to be completed, priority work order, move in inspection, special info, and send alert.

While creating a new work order if you see a check mark next to any item, click the down arrow and make your selection. This function searches the database for information for the same unit that your are currently creating. Special information can include: dog, alarm, day sleeper, call before entering, or anything you wish. While creating a new work order you see an enabled up & down arrow to the left of the phone number text box, click the down arrow to view prior phone numbers for that unit. If the tenant/customer is offering a new number you can still type that new number in. Remember that when a tenant/customer call in a work order they are more likely to offer their real number. This is a perfect time to store the phone number.

After the work order data has been inputted. Click the "update record" button then click "print work order" and the work order will print. Click cancel to return to the previous work order.

CLOSING OUT A CURRENT WORK ORDER: To close out a completed work order: locate the work order number on the work order print out. Click the "find work order number" button and enter the work order number and click "ok". The current record will change to that work order number. Input the completed date, description of work completed, cost of repair/total man hours, assigned to information, and click the "update record" button. A work order remains outstanding until there is a completed date entered.

LOCATING EXISTING WORK ORDERS: To locate an existing work order click the "find work order number", or "find by unit number" button on the main screen, or from the menu option "edit". Then input the unit number or work order number that you are in search of. The find by unit number buttons text may change if you have chosen to change the unit number label to suit your company's needs.

PRINTING REPORTS: Reports can be sent to the printer after viewed. Reports can be viewed with or without a date range. You can run a report on any possible criteria.

On the menu bar click "Reports" then click "Print Peports", and choose which report you want to generate.

Tip: on either the duplicate, or screen report window you can double click any work order number to be directed to that work order number in edit mode.

SETTING UP ALERTS: Alerts tell you, every time the application starts, that there are outstanding work orders that still are not completed. To create an alert start a new work order or a go to a current work order, and in the "send alert in:" area choose either "24 hours", "48 hours", "72 hours", or "today". The "alert set for:" box will display the alert date. If "never" is chosen then the alert is not set for that work order.

Each time the application is started a report will be generated if there are any work orders with an expired alert. If no alerts are found a message box will be displayed notifying you that "no records found with expired alert status". You can run an alert search at anytime by clicking on the edit menu option and choosing the "run alert record search" option.

The alert report by default is turned off during installation. You can turn on this function by choosing the "settings" option on the menu and clicking the "alert check at start up - off" option. This changes the option to "alert check at start up - on". You can still run an alert search at anytime by clicking on the edit menu option and choosing the "run alert record search" option.

SECURITY DEPOSIT TRANSMITTAL: Service master software allows you to easily create security deposit transmittal reports, and print them out saving you lots of time. To open click "settings", "utilities", them "security deposit transmittal" or click F7 from the main screen. The window will open allowing you to input your data. After printing your report you can click "print envelope" to print a # 10 size business letter to mail your report. An installed version of Microsoft word 97 or higher is required to use this option. Microsoft word is installed with all version of Microsoft office. Service master software informs you if Microsoft word is not installed.

WEB UPDATES: Web updates will always be free, and Service Master software is updated often. You must be online with the main computer, if networked close all networked copies and only perform web update on main computer, and click the menu item "settings", then "web update" and follow the on screen directions. Networked computers need to perform this function on the computer that the main application file was installed. Remember that after you perform a web update service master software will start automatically so please be patient while the new version resets itself. The update process will take a few moments to reopen service master.

MOVING OUT TENANT/CUSTOMER INFORMATION: When a tenant/customer moves out all information remains including their phone numbers, and special information. To remove all phone numbers, and all special information for any unit click menu item "settings" then choose "move out unit", and follow the wizard. You can choose to just remove only phone numbers, just special information, or both. Entire work orders records can never be removed.

PERFORM A DATABASE BACK UP / RESTORE: You should perform a database backup regularly in the event of major computer problems. To backup your service master software database file click on the file menu then "back up database". The default location is the root of the "c" drive. To change the back / restore location you can click on settings then properties and click change backup / restore drive. Choose any drive letter that has the ability to be written to such as an external USB drive, slave drive, or even the "c" drive. All backups will be sent to the root of the drive. To do a restore click "restore database" under the file menu. Remember that the restore drive location is the same as the backup location. If you are restoring to a new computer make sure to adjust the location. If you are using microsoft vista you may not be able to save to the root of any internal disk drive. You should instead choose an external USB or network drive.

MOVING SERVICE MASTER TO ANOTHER COMPUTER: On old computer under the file menu perform a back up of your current database. This will create a zip file called backup.zip where ever you decide to save it. Now install service master full setup onto the new computer and under the file menu perform a restore and restore the service master database from the zip file you created from the old computer.

ADOBE READER

You can export any report to a PDF file which can be viewed or printed with adobe reader. Adobe reader or adobe acrobat must be installed on your computer in order to use this function. Adobe reader can be downloaded for free from adobe at www.adobe.com. We also have a free PDF creation software application for download on our site called CutePDF writer which you can download here. This application allows you to use it as a printer and instead of printing to a piece of paper it saves it as a PDF file which you can save, email, view, and print. Once you install this application you use it just like a printer. So when you want to create a PDF from a report go to print and choose the cute PDF writer and choose where you want to save your new PDF file.

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FAQ SECTION

Q. "I get an error message when doing a database backup. What do I do now?"

A. If you're getting an error message one work around would be to change the backup drive to another drive then change back to the drive you want to use and try again. Also try restarting Service Master Software and try again.

Q. "I downloaded Service Master Software and got a message box that says "The publisher could not be verified." Are you sure you want to run this software? Why is Service Master Software not verified? This also happens when I run Service Master Software on a network"

A. This happens only when first installing Service Master Software and when always when running on a networked computer.

Here is a few of our comments on this security warning:
In order to be a "trusted" developer with Windows, we would have to purchase a digital certificate. Not just Service Master Software, but any application that has not been signed with a digital certificate from a trusted CA (Certificate Authority) displays a message that the publisher is Unknown with a more forceful warning than in previous versions of Windows. This presents a problem for us smaller developers in that a code signing certificate are expensive. Since all of our software is downloaded from the Internet, the Unknown Publisher message might make you think the software is possibly bad, and should not be trusted. Even worse is that your company wide policy may prohibit the installation of our software no matter what you think. The red shield as shown in the screen shot is the same one used in the Control Panels Security Center, which indicates a serious security risk - however in the case of all of our software it is not. Our software is free of any spyware, adware or viruses and has been analyzed and scanned by many third parties. In fact our software has received many "Clean" awards. Our software is also listed on www.download.com, the largest software download site on the planet, and they have a policy where they scan, and even install then scan again to verify the software is free of any spyware, adware, or viruses. Read what they have to say about it.

This is a statement from Microsoft regarding this "Unknown Publisher" security dialog:
"As software publishers create and file their digital signatures, there may be a transitional period during which many reliable software applications will not yet have a digital signature. Even without a digital signature, users are able to click the Run button to confirm they want to install the software. The installation will proceed as normal."

How do I remove the Windows Open File Security Warning box when running .exe files?

Warning: Doing this does not just disable this warning dialog for software from Service Master Software, it will disable this dialog for any .exe file you run within Windows. So there really isn't a big need to do this, but we decided to mention it anyway.

You must be logged in as the administrator or someone with administrator rights.

Start the Group Policy Editor by clicking Start - Run and then type gpedit.msc and press OK.
Go to User Configuration section
Navigate the tree down this path:
Administrative Templates - Windows Components - Attachment Manager
Double click on the "Inclusion list for low file types"
Click the radio button to ENABLE this feature
Type the file types you don't want to be warned about in the box (for example: .exe)
Close the Group Policy Editor then try to run again the .exe file again.

You don't have to perform this action unless you prefer to.

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