Record Service Type Service or Leak Repair in TR4 - Guide

Service Type Service or Leak Repair is designed to document the repair of a leak, the opening of a refrigerant circuit, and/or the handling of refrigerant (Install/Recover) during service.

1. To add a service event to an existing work order, you must first navigate to the Work Order Detail page of an Open work order. This can be done using the Work Order List page, or Global Search.

2. To record a Service or Leak Repair, on the Work Order Detail page, locate the CREATE SERVICE EVENT button located in the top right, next to the EDIT button

3. Select CREATE SERVICE EVENT

4. User is redirected to the Create Service Event workflow.

5. Complete the required fields in each section, beginning with (1) Enter Service

• Equipment Worked On – select the specific equipment that was serviced during the visit being recorded.
  • Once selected, some Equipment details will appear below, including Material Type and Gas Capacity.
• Type of Service – Service or Leak Repair
  • Additional Sections will appear based on the Type of Service selected. The Create Service Event work flow is designed to only collect the necessary details for the specific type of service being recorded.
• Primary Technician – select the primary technician from the dropdown list
• Secondary Technician – select the secondary technician from the dropdown list (if applicable)
• Service Date – Choose the date of service. This should be the date the technician(s) is onsite completing the work you are now recording.
  • Trakref's position is that 1 Visit = 1 Service Event. If a repair takes multiple visits, a Service Event should be documented for each visit 
  • Clients may treat this as 1 Date = 1 Service Event. In this case, a client may allow servicers to combine multiple visits under a single Service Event if the visits occurred on the same day 
• Reference Number – this can be used to record an internal reference number, Service Company internal tracking number, Purchase order, associated Trakref work order, etc

6. After completing the Enter Service section, locate SAVE FOR LATER and NEXT buttons above the Type of Service.

• If the required information is not all available, the SAVE FOR LATER option can be selected at any point after Type of Service is chosen. SAVE FOR LATER allows user to save partial record information. User can then return at a later time to resume recording entry.

7. Select NEXT to continue to the next section:  (2) Repair Details

8. Complete section (2) Repair Details

• Leak Detection Method - select from dropdown
• Leak Found or Circuit Opened -
  • Select No if no leak was found during the service visit, and the refrigerant circuit was not opened during service
  • Select Yes if a leak was found during the service visit, or the refrigerant circuit was opened during service
    • Selecting Yes will reveal additional required fields related to the leak or open circuit event

• Date Leak Found - select date leak found or circuit opened
  • This field cannot be back dated in CA due to CARB R3 data requirements. In these situations, Date Leak Found should be consistent with the Service Date noted above.
• Leak Location Category - select from dropdown the Category 
• Leak Location - select from dropdown the location subpart
• Cause of Leak for Asset - select from dropdown
• Estimated Amount Leaked - this section is not required and should only be used if client specifically requests it. Systems that may require this level of detail include large chillers or those using ammonia
  • Servicer should verify with Customer if they require specific information in the Estimated Amount Leaked field
• Notes - this text field is offered to clients as an additional space to document notes that may not fall under the Repair Notes/Corrective Actions.
  • Servicer should verify with Client if they require specific information in this Notes field.

9. Select NEXT to continue to the next section: (3) Initial Verification Test

10. Complete section (3) Initial Verification Test

• Leak Detection Method: select from dropdown
• Leak Test Results: select from dropdown
  • Pass – select Pass if verification test is successful
    • If Initial Verification Test (IVT) is a Pass, a date field will populate to record the Repair Date.

• • Fail – select Fail if verification test indicates leak present. A Failed verification test says the system is not successfully repaired.
    • If Initial Verification Test (IVT) is a Fail, the Follow Up Verification Service section will be hidden on the Service Event, and system will have an operational status of Under Repair. Additional service event(s) must be added to record future repair details. 

11. Select NEXT to continue to the next section: (4) Repair Notes

12. Complete section (4) Repair Notes

• Parts Required - This is an optional field to document parts information. For example, if a repair is incomplete due to part availability, this section may be used to document the details of the part(s) required to complete repair or service.
• Repair Notes/Corrective Actions - provide a summary of the work completed during this visit. This section can be used to provide details on the exact location of the repair and recap details of the steps made to complete the repair. If a leak is present during the visit, this should include details of the leak location and all attempts made to repair the leak, even if the repair was unsuccessful
• Service Action - select from dropdown.

13. Select NEXT to continue to the next section: (5) Recover Gas

14. Only complete section (5) Recover Gas if the technician recovered refrigerant from the appliance at any time during this service event. If no gas was recovered, select the NEXT button to continue to the next section: (6) Install Gas

• RECOVER GAS - select the RECOVER GAS button to document the recovery of gas from the system during repair.

• Selecting the RECOVER GAS button will launch the Recover Gas Form

• • Cylinder -Select Cylinder from the dropdown
    • If the client does not keep an inventory of their cylinders, select the option for Unknown Cylinder
  • Transfer Amount - Enter the total amount recovered
  • Cylinder Notes - optional, check with the client for requirements
  • Transfer Notes - optional, check with the client for requirements
    • Notes may include identifying if gas is customer-owned, servicer owned, or where the recovered refrigerant is sent
  • RECOVER GAS - Click the Recover Gas button to add the recovered gas detail to the service event.
• Recovery Equipment Used – Not required. If a gas recovery cart was used select the recovery cart from the dropdown.
• Was Appropriate Vacuum Pulled? – Select yes if technician pulled appropriate vacuum when recovering
• Vacuum in HG (inches of mercury) – Not required. If provided by the technician enter the vacuum pulled in HG.

15. Select NEXT to continue to the next section: (6) Install Gas

16. Only complete section (6) Install Gas if the technician recovered refrigerant from the appliance at any time during this service event. If no gas was recovered, Select NEXT to continue to the next section: (7) Follow Up Verification Service

• INSTALL GAS - select the INSTALL GAS button to document the installation (addition) of gas to the system following repair.

• Selecting the INSTALL GAS button will launch the Install Gas form

• Cylinder -Select Cylinder from the dropdown
  • If the client does not keep an inventory of their cylinders, select the option for Unknown Cylinder
• Transfer Amount - Enter the total amount installed
• Cylinder Notes - optional, check with the client for requirements
• Transfer Notes - optional, check with the client for requirements
  • Notes may include identifying if gas is customer-owned, servicer owned, or where the recovered refrigerant is sent
• INSTALL GAS - Click the Install Gas button to add the installed gas detail to the service event.

17. If gas installed during service, select from dropdown the Purpose for adding gas

• Leak Repair - when gas is added during the repair of a leak or opening of a circuit
• Initial Charge - when adding gas after the installation of a new system or expansion of an existing system. This will add refrigerant to the Current Gas Wright of the Asset in Trakref.

18. Select NEXT to continue to the next section:  (7) Follow Up Verification Service

19. Complete section (7) Follow Up Verification Service

• Date of Follow Up Service - Select the date of the follow up verification test
• Leak Repair Status - select the status of the repair at the conclusion of this visit
  • Leak Repaired - successful attempt made by field to stop leak, and both Initial and Follow Up Verification tests passed.
  • No Leak Repair - no attempt made by field to stop leak
    • This may be the result of parts not being available or location requesting after hours service
  • Repair Attempted - repair attempts made, but not successful. Leak not stopped and Initial or Follow Up Verification test failed.
• Leak Detection Method - select from dropdown
• Leak found or Circuit opened? - this is asking if leak found or circuit opened during follow up verification test.
  • Yes - select Yes if leak present during Follow Up Verification 
    • If Yes selected, system status will reflect Under Repair, additional data fields will populate to record details of leak, and additional Service Event(s) must be created to document successful repair.

• • • • Date Leak Found - select date leak found or circuit opened
        • This field cannot be back dated in CA due to CARB R3 data requirements. In these situations, Date Leak Found should be consistent with the Service Date noted above.
      • Leak Location Category - select from dropdown the Category 
      • Leak Location - select from dropdown the location subpart
      • Cause of Leak for Asset - select from dropdown
      • Estimated Amount Leaked - this section is not required and should only be used if client specifically requests it. Systems that may require this level of detail include large chillers or those using ammonia
        • Servicer should verify with Customer if they require specific information in the Estimated Amount Leaked field 

• • No - select No if leak not present during Follow Up Verification 
• Notes: this text field is offered to clients as an additional space to document notes related to the Follow Up Verification.
• Status after Service: select the status of the appliance at the conclusion of the visit
  • Normal Operation - this system status is used when system not leaking at the end of the service visit
  • Seasonal Operation - check with client before selecting this option
  • Seasonal Non-Operation - check with client before selecting this option
  • Under Repair - this system status is used when system is still leaking at the end of the service visit.
  • Planned Retrofit - check with client before selecting this option
  • Planned Retirement - check with client before selecting this option

20. Select NEXT to continue to the next section:  (8) Complete

21. Under the final section to Complete, fill in the form only as it is required by the Client

• Labor Hours for this Activity - Customer-specific requirement. Only complete this if the Client tracks labor hours. 
• Select GL Code - Customer-specific requirement. Only complete this if the Client tracks GL Code

22. When all Client required sections are complete, select the COMPLETE button in the upper right to save the service event

23. Window will appear confirming Service Event successfully created. 

24. After Service Event is created, from the popup window user has the option to navigate to another page based on their unique need.  

• VIEW SERVICE EVENT - select this option to return to the Service Event detail page for the event just recorded.
• CREATE NEW SERVICE EVENT - select this option to return to the Create Service Event workflow if another service event needs to be added to the work order 
• X - select the X in the top right corner to return to the Work Order detail page