Job Management Troubleshooting

Quick solutions to common job management issues and problems you might encounter while working with the Buildefine job system.

Common Job Creation Issues

Cannot Save New Job

Symptoms:

• "Save" button grayed out or unresponsive
• Error messages on form submission
• Page reloads without creating job

Solutions:

Check Required Fields:

☐ Job name is filled in
☐ End date is after start date (if both provided)
☐ Category is selected (if required)
☐ Priority is selected (if required)
☐ All custom fields marked as required are completed

Validate Data Formats:

• Dates in correct format (MM/DD/YYYY or DD/MM/YYYY based on settings)
• Email addresses properly formatted
• Phone numbers in accepted format
• Estimated duration is a positive number

Browser Issues:

1. Clear browser cache and cookies
2. Disable browser extensions temporarily
3. Try in incognito/private mode
4. Use a different browser
5. Check internet connection stability

Image Prompt: Screenshot of job creation form with red error messages highlighting missing required fields and validation errors, showing specific error text for each problematic field.

Job Number Problems

Auto-Generated Numbers Not Working:

• Check if job_number field is left empty
• Verify company settings allow auto-generation
• Contact administrator if numbering sequence is broken

Duplicate Job Number Error:

• Job numbers must be unique within company
• Check existing jobs for number conflicts
• Use auto-generation to avoid duplicates
• Add suffix (A, B, C) for related jobs

Custom Job Numbers Not Saving:

• Ensure number doesn't conflict with existing job
• Check character limits (usually 50 characters max)
• Avoid special characters that might cause issues
• Use consistent numbering format

Job Access and Permission Issues

Cannot View Specific Jobs

Possible Causes:

• Job belongs to different company
• User lacks access permissions
• Job has been deleted or archived
• Security restrictions in place

Troubleshooting Steps:

1. Verify you're in correct company context
2. Check with job creator or administrator
3. Look in "All Jobs" view if available
4. Search by job number or client name
5. Check if job is in archived/deleted status

Cannot Edit Job Details

Common Restrictions:

• Job status may prevent editing
• User role limitations
• Job is locked by another user
• Category-specific restrictions

Solutions:

• Check current job status allows modifications
• Contact administrator for permission review
• Ensure job isn't being edited by another user
• Try refreshing page and attempting again

Image Prompt: Screenshot of error dialog box showing "Access Denied" message with clear explanation of permission requirements and contact information for administrators.

Status and Workflow Issues

Status Not Updating

Quick Fixes:

1. Refresh the page
2. Clear browser cache
3. Check internet connection
4. Try using quick status navigation arrows
5. Use dropdown menu instead of buttons

Permission Checks:

• Verify user can change to target status
• Some statuses may be restricted to certain roles
• Emergency/completion statuses often need approval

Data Validation:

• Ensure all required fields for new status are completed
• Check if status change triggers additional requirements
• Verify custom field validations pass

Missing Status Options

Status Not in Dropdown:

• Status may be deactivated
• User permissions may restrict access
• Company-specific status configuration
• Status may be category-dependent

Contact Administrator If:

• Status should be available but isn't
• Need new status created
• Status permissions need adjustment
• Workflow needs modification

Client and Contact Issues

Client Search Not Working

Search Troubleshooting:

• Try partial name searches
• Check spelling variations
• Search by email or phone number
• Use different search terms

Client Not Found:

• Client may belong to different company
• Client might be deactivated
• Client could be archived
• May need to create new client record

Database Issues:

• Clear search cache
• Refresh page and try again
• Report persistent search problems to IT

Cannot Link Clients to Jobs

Validation Errors:

• Client information may be incomplete
• Email format validation failing
• Required fields missing
• Duplicate client detection

Permission Issues:

• User may lack client management permissions
• Cross-company client linking restrictions
• Client status preventing linking

Image Prompt: Screenshot showing client search interface with "No results found" message and options to refine search or create new client, including error handling for failed client operations.

Performance and Loading Issues

Slow Job Loading

Immediate Actions:

1. Check internet connection speed
2. Close unnecessary browser tabs
3. Clear browser cache and cookies
4. Restart browser application

System Factors:

• Large number of jobs in database
• Complex filtering applied
• Many custom fields loading
• High server load during peak times

Optimization Tips:

• Use specific date ranges in filters
• Limit results per page
• Remove unnecessary filter criteria
• Contact administrator about performance

Job List Not Loading

Browser Issues:

• JavaScript disabled or blocked
• Ad blockers interfering
• Browser compatibility problems
• Corrupted browser data

Network Problems:

• Firewall blocking requests
• VPN connection issues
• Internet service provider problems
• Server maintenance in progress

Data and Synchronization Issues

Changes Not Saving

Form Validation:

• Check for highlighted error fields
• Ensure all required data is provided
• Verify data format requirements
• Look for character limit violations

Session Problems:

• Login session may have expired
• Multiple browser tabs causing conflicts
• Concurrent editing by other users
• Browser auto-fill causing issues

Network Issues:

• Connection dropped during save
• Server timeout problems
• Data packet loss
• Firewall blocking save requests

Data Appearing Inconsistent

Cache Problems:

• Browser cache showing old data
• Server cache not updated
• CDN propagation delays
• Multiple user simultaneous changes

Synchronization Issues:

• Mobile app sync problems
• Offline changes not uploaded
• API integration delays
• Database replication lag

Image Prompt: Screenshot showing data synchronization status with clear indicators for sync progress, error states, and retry options. Include timestamp information and sync status icons.

Search and Filtering Problems

Search Returns No Results

Search Criteria Issues:

• Search terms too specific
• Spelling errors in search
• Case sensitivity problems
• Special characters causing issues

Filter Conflicts:

• Multiple filters excluding all results
• Date ranges too narrow
• Status filters hiding results
• Category restrictions applied

Database Problems:

• Search index needs rebuilding
• Database performance issues
• Corrupted search data
• Server-side search problems

Filters Not Working

Browser Issues:

• JavaScript errors preventing filter execution
• Browser compatibility with filter controls
• Cache preventing filter updates
• Cookie restrictions blocking filter saves

User Interface Problems:

• Filter controls not responsive
• Multi-select options not working
• Date picker malfunctioning
• Clear filters option broken

Integration Issues

External System Sync Problems

API Connection Issues:

• Authentication credentials expired
• Network connectivity problems
• API rate limits exceeded
• Version compatibility problems

Data Mapping Problems:

• Field mapping configuration errors
• Data format incompatibilities
• Required field mismatches
• Custom field sync issues

Email Notifications Not Working

Email Configuration:

• SMTP settings incorrect
• Email templates misconfigured
• Sender authentication problems
• Firewall blocking email ports

User Settings:

• Email notifications disabled
• Incorrect email addresses
• Email preferences not set
• Spam filters blocking emails

Getting Additional Help

Before Contacting Support

Gather Information:

• Exact error messages
• Steps to reproduce issue
• Browser and version being used
• Time when problem occurred
• Screenshots of error states

Try Basic Troubleshooting:

• Clear browser cache
• Try different browser
• Check internet connection
• Restart application

Escalation Process

Level 1 - Team Lead:

• Workflow and process questions
• Permission and access issues
• Basic configuration problems

Level 2 - System Administrator:

• Technical configuration issues
• Integration problems
• Performance concerns
• User management

Level 3 - Technical Support:

• System bugs and errors
• Database issues
• Critical system problems
• Emergency support needs

Documentation for Support

Include These Details:

• Job ID or number (if applicable)
• User account information
• Company/organization name
• Detailed problem description
• Error messages (exact text)
• Screenshots or recordings
• Steps already attempted

Image Prompt: Screenshot of support ticket creation form with fields for problem category, priority level, detailed description, file attachments, and contact preferences. Show examples of well-structured problem descriptions.

Preventive Measures

Regular Maintenance

User Actions:

• Regular browser cache clearing
• Keep browser updated
• Check for application updates
• Review and update bookmarks

Data Hygiene:

• Regular cleanup of test jobs
• Archive completed jobs periodically
• Review and update client information
• Maintain consistent naming conventions

Training and Documentation

Stay Updated:

• Review new feature announcements
• Attend training sessions
• Read documentation updates
• Participate in user forums

Best Practices:

• Follow established workflows
• Use consistent data entry methods
• Document custom processes
• Share knowledge with team members

Related Documentation

• Job Creation Guide
• Status Management
• User Account Management
• System Administration

Last updated: [Current Date] | For Buildefine v2.0+