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Solu 365 for managing installation and maintenance service sites and field teams
Installation and maintenance work is carried out simultaneously across multiple service sites. Customer environments involve installations, service visits and repair work that continuously generate new documentation and work orders.
Work requires smooth collaboration between installers, service technicians, supervisors and customers, as well as efficient coordination of the mobile workforce. The progress of work orders and service visits requires a clear structure to keep documentation, work orders and service site-related information under control.
Solu 365 helps manage installation and maintenance service sites, work orders and mobile workforce collaboration in a unified Microsoft 365 environment.
Typical starting point in installation and maintenance operations
In many installation and maintenance companies, the management of service sites, work orders and customer-specific service work is based on a combination of separate tools. Some information is stored on network drives, some in emails and some in individual user locations.
Forming an overall view often requires manual effort. Finding the correct document versions, checking service history and understanding the status of a service site or work order can take time.
Typical challenges include:
- service site and work order information scattered across multiple systems
- manual creation of site- or order-specific Teams workspaces
- unclear document version control
- difficulty in accessing service history and customer-specific information
- coordinating technicians and service visits across different systems
However, information management needs are largely similar from one service site to another. Field operations typically require:
- clear access management for technicians and partners
- document management and availability of service and installation instructions
- tracking of service site data and work orders
- visibility into tasks, schedules and mobile workforce resources
Without a unified operating model, service sites are set up differently across the organization. Workspace structures, documentation and collaboration practices vary from one service site or work order to another, slowing down work initiation and making it harder to maintain an overall view.
Solu 365 for launching work orders and service sites
Solu 365 automates the setup of new jobs and service sites. When a new installation, maintenance service site or work order is created, the solution automatically generates a ready-made workspace.
The following are created automatically:
- a dedicated Teams workspace for collaboration
- a structured SharePoint folder hierarchy for service site and work order documentation
- a Planner Premium plan with tasks and schedules
- team-specific views for tasks, schedules and resource planning
- customer, service site and order-related master data and metadata
- appropriate access rights for the team
Automated setup reduces manual work and ensures that work orders and service sites follow consistent structures and operating practices across the organization.
How Solu 365 clarifies installation and maintenance operations
Solu 365 standardizes the setup of installation and maintenance service sites and their workspace structures across the organization.
When each service site is created using the same model, documentation and information management remain consistent regardless of who initiates the work or where it is carried out.
At the same time, management gains real-time visibility into all ongoing work orders, service sites, and stages of the service process.
Solu 365 helps, for example:
- accelerate the setup of installation and maintenance service sites
- standardize documentation practices
- improve the findability of service and installation information
- support collaboration between technicians, service teams and stakeholders
- provide visibility into all ongoing service sites
The solution also brings visibility to different stages of the service process, such as work order intake, execution, completion and reporting.
Solu 365 also supports secure collaboration with customers, subcontractors, and other external partners.
Key benefits of Solu 365 for field operations
Solu 365 brings a consistent operating model to installation and maintenance operations.
Key benefits include:
- centralized document management
- clear visibility into the status of work orders and service sites
- smooth collaboration between management and mobile workforce
- document version control and traceability
- secure collaboration with external partners and subcontractors
- portfolio view of all ongoing work orders and service sites
Up-to-date visibility into work orders, service sites, and resources makes planning easier, improves resource utilization, and supports effective field operations management.
Typical use cases in installation and maintenance operations
Solu 365 supports a wide range of installation and maintenance scenarios. The solution is suitable for both individual installations and continuous service operations.
Typical use cases include:
- equipment and system installation service sites
- maintenance contract-related service sites
- maintenance and modernization activities
- service orders and customer-specific service work
How Solu 365 initiates a work order or service site
Solu 365 automates the setup of installation and maintenance service sites as follows:
- A new installation or maintenance service site is created using a Solu 365 form
- The solution automatically creates a service site-specific Teams workspace
- Folder and channel structures are generated for documentation
- The team, technicians and partners are invited to the workspace
- Plans, service reports and other materials are stored in a unified structure
- Progress can be monitored through reporting views
A typical service process may include the following phases:
Quotation → Planning → Installation → Inspection → Commissioning → Documentation
A unified operating model reduces manual work and ensures that every service site and work order is initiated consistently across the organization.
References
Solu Digital has extensive experience in developing project, service site and document management solutions in Microsoft 365 environments.
We have delivered solutions for organizations such as:
These projects have focused on improving information findability, increasing transparency and creating a unified operating model for managing work orders and service sites.
You can also read more about project management development in Microsoft 365 on our blog:
→ Automate project management with the Solu 365® tool
Explore the other features, deployment options, and pricing of Solu 365:
→ Explore Solu 365
Book a demo and see how Solu 365 works in installation and maintenance operations
Would you like to see in practice how Solu 365 automates workspaces, documentation and mobile workforce collaboration for installation and maintenance in Microsoft 365?
Our customers' experiences
Juha Nevalainen
Scania Suomi • Sales Director, Scania Services
4.0
Esa-Ville Vanhatupa
IT services of the city of Turku • Project manager
5.0
Kristian Hartikainen
Business Finland • Senior Advisor
5.0
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