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The Campaigns feature in RTA Fleet360 provides fleet managers with a powerful tool for creating and managing bulk work orders and planned work across multiple assets. Whether you need to manage vehicle recalls, schedule planned maintenance, or apply service bulletins, Campaigns allows for efficient organization and tracking of these tasks. This article walks you through how to use this feature, with examples and practical applications, step-by-step instructions, and placeholders for screenshots to guide you through the process.
Practical Applications of Campaigns
Vehicle Recalls: Bulk create work orders for all vehicles affected by a manufacturer recall.
Service Intervals: Set up a campaign for planned oil changes or tire rotations across your fleet.
Fleet-Wide Upgrades: Manage bulk part upgrades, such as replacing filters or other components across many vehicles at once.
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Understanding the Campaigns Feature
The Campaigns feature simplifies bulk work management by allowing users to create work orders or planned work tasks for a large number of assets at once. This can be particularly useful for handling recalls or service bulletins across an entire fleet, enabling quick creation of jobs with predefined codes and descriptions.
Key Benefits:
Bulk creation of work orders across multiple vehicles
Easy job assignment and progress tracking
Ideal for managing recalls, planned maintenance, or service bulletins
Navigating the Campaign Search List
Access the Campaign Search list by clicking on Campaigns in the Maint. & Repair section of the main menu.
The list will default to display open campaigns and master list functions such as search, sort, and filter apply to the list. (Refer to Master List Functions for details on how to utilize those features)
To access all campaigns, including those that are closed, flip the toggle in the upper right corner of the list to All.
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Creating a New Campaign
The Campaigns feature provides a streamlined process for setting up large-scale work orders. Follow the steps below to create a new campaign in RTA Fleet Management.
Navigate to the Campaigns Page:
From the main menu, go to the "Maintenance & Repair" section.
Click on "Campaigns", which opens the Campaigns dashboard.
Select Add New Campaign:
In the Campaigns dashboard, click the plus icon (+) to start a new campaign.
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Enter Campaign Details:
Name: Enter a unique name for the campaign (e.g., "Brake Pad Replacement Recall").
Description: Add a detailed description (e.g., "Replacing brake pads on all 2018 fleet vehicles").
Email: The field auto-populates with the creator’s email but can be updated as needed.
Used for future required notifications for work order/asset status changes associated with the campaign
Choose Campaign Type: Select Planned Work (default) or Work Order as the campaign type.
If Planned Work is selected, a Due Date must be specified.
Use Work Order if wanting to go direct to creating work orders/work order lines
Use Planned Work when wanting to keep the placeholders for this campaign and then will convert them to work orders over a period of time (Refer to Planned Work Maintenance for details on how to navigate planned work and convert items to work orders)
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Add Job Details in the Work to Complete Section
Choose between Custom or Template options for job details:
Custom: Manually input job details such as VMRS codes, repair and cause codes, inspection names, and notes. You can add additional lines as necessary.
Template: Select a pre-existing Work Order template that suits the campaign’s needs.
The work order template must be created ahead of time as users will not be able to create the template from within the campaign (Refer to Work Order Templates for information on creating templates.)
Creating Custom Job Details
Give the Template a name
Provide a description for the work to be completed
Apply a Priority Code if using them in the system
Apply a Reason Code if using them in the system
Select the appropriate VMRS code for the work being completed
Select the Repair Type
Select the Cause Code if using them in the system
Enter the Quantity for the job line (how many iterations of that job need to be performed)
Attach a paperless inspection if one has been created prior
Include any line notes for the job line that may be applicable
click Add Line if needing to add additional job lines
(Screenshot: Custom vs Template job details input fields)
Save the Campaign:
After completing all fields, click Save to finalize the campaign.
(Screenshot placeholder: Save button for creating a campaign)
Creating a Work Order Template from a Custom Campaign
When using the Custom option, the system automatically creates a Work Order Template based on the campaign's name and job details. If a template with that name already exists, no duplicate template will be created.
Closing and Managing Campaigns
Campaigns can be closed once all tasks are complete or force-closed if further action is unnecessary. The Campaigns feature allows users to:
Delete a Campaign: This option removes the campaign and all associated planned work orders if none have been created yet.
Close a Campaign: This action changes the campaign's status to Closed while retaining any planned work or work orders that remain open.
(Screenshot placeholder: Campaign closing and management options)
Bulk work Order Creation for Recalls and Service Bulletins
A key application of the Campaigns feature is managing vehicle recalls or service bulletins that affect multiple assets in your fleet. By assigning a VMRS code and using the Apply Service Bulletin feature, you can generate work orders for all applicable vehicles at once.
Example:
If a manufacturer issues a recall requiring brake inspections, you can create a campaign with the appropriate VMRS code, generate work orders in bulk, and assign them as the vehicles come in for service.
(Screenshot placeholder: Campaign setup for a recall with VMRS codes)
Managing and Tracking Campaigns
Once a campaign is created, the Campaigns dashboard provides an overview of its progress. The dashboard displays key metrics, including:
Campaign Name
Job Count
Jobs Completed
Percent Complete
Total Cost
From this dashboard, you can manage the campaign by assigning vehicles, creating work orders, and monitoring job status.
(Screenshot placeholder: Campaign dashboard with progress metrics)
Bulk Assignment and Work Order Scheduling
With the Campaigns feature, you can easily assign vehicles to a campaign and schedule tasks. As vehicles come in for service, the system allows for bulk scheduling and assignment.
Schedule Jobs: Assign jobs to technicians or vehicles using the scheduling tool.
Create Work Orders: If additional jobs exist for a vehicle in the same campaign, the system will prompt whether to add them to the same work order.
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