What a service record is
A service record is a completed service report: the form a driver filled in
on a job, or one the office logged by hand. Service Hub → Service Records
lists all of them, newest first. The same reports appear on each customer's
profile under Jobs & Reports → Service Reports.
Records appear after jobs or work orders are completed using a service. Most
come from a driver completing a service line on a job; some are created
automatically when a job is completed and are marked Auto in the list.
The list
| Column | What it shows |
|---|---|
| Record # | The report number. Hand-logged reports are numbered `MAN-00001`, `MAN-00002` and so on. |
| Date | When it was completed (or created, if no completion time was recorded). |
| Service | The catalog service, or the form's name when there is no service. |
| Customer | Who it was for. |
| Source | `Job <number>` for a report from a job, Manual Entry for one logged by hand. "Auto" marks an automatically created report. |
| Status | Completed, Partial, Unable, or Damaged. |
Damaged means the driver flagged damage, whatever the completion status.
Unable means the driver couldn't do the service; that job stays open as a
missed stop (see Missed stops and rescheduling).
Filters and search
The pills across the top filter by status: All, Completed,
Partial, Unable, Damaged. Search matches the record number,
customer name or job number ("Search by record #, customer, or job #...").
There is no date or driver filter on this list.
Row actions
your browser can print it.
photo after the fact (up to 10 MB each) or remove a wrong one. As the dialog
says, photos on a record are shown to the customer on their portal, in the
invoice's service details, and on the report PDF.
Logging a service by hand
Use this for work that wasn't captured from a job: a drive-by clean, an
emergency call that never got a job, or catching up past work. Click Log
Service in the header. Log Service Manually asks for:
| Field | Notes |
|---|---|
| Service (required) | From your catalog. |
| Completion Date (required) | Defaults to today in your company's time zone. The record is listed under this date. |
| Customer (required) | |
| Service Location (Optional) | One of the customer's sites, or No specific site. |
| Placement / Pin (Optional) | A map pin at that customer, or No specific pin. |
| Technician / Performed By (Optional) | Who did it, or Unassigned. |
| Service Report Template (required) | Which form the record is filed under. Filled in from the service's Default Service Report; if the service has none, from a form marked default for its type in the template builder. |
| Notes (Optional) | |
| Duration (minutes) |
Click Log Service. The record is saved as completed with source Manual
Entry. Logging a service doesn't create a job, an invoice line or a message
to the customer; bill it and send it separately.
Service report PDFs
Every view, download and emailed copy of a report comes from the same PDF, so
what you preview is what the customer gets. The PDF carries your company
branding, the job and site details, the form's answers, and a Proof of
service block at the end with the photos and the signature. Times print in
your company's time zone. Proof of service is covered in
Proof of service and the completion notice.
To email a report to the customer's service contacts, use the customer's
Jobs & Reports → Service Reports list. See
Sending service reports.
Troubleshooting
| What you see | What to check |
|---|---|
| A completed job has no service record | Check that the job is actually completed, and that its service has a Default Service Report in the catalog so the driver had a form to fill in. |
| A job stayed open after the driver finished the report | A line marked unable keeps the job open on purpose, as a missed stop. |
| "No service records found" with filters on | Set the status pill back to All and clear the search. |
| "Failed to generate PDF" | Try again; if it keeps happening, contact PortaPro Support with the record number. |
| A photo won't upload | Each photo must be under 10 MB. |
| The customer name shows "N/A" | The record has no customer and no job. |