Create a Work Order

9 min

A Work Order is either a one-time job or scheduled maintenance job that occurs at regular intervals to be done at a facility or a site.

To create a Work Order

Open the Work Orders workspace.

Click New, or click the New down-arrow and select a Work Order template from either the SelfService Templates or Templates list.

Enter the required information into the fields.

Mandatory fields are marked with an asterisk.

Field	Description
Requested By	The person requesting the Work Order.
Requested For	The customer for whom the Work Order is requested.
Summary	Brief summary of the Work Order.
Description	Description of the Work Order.
Status	Status is set to Active initially. As the Work Order progresses through the workflow, the owner can change to different statuses, such as Logged or Approval Rejected, to indicate the state the Work Order is in. Closed is the last status which marks the Work Order completion.
Team	Assign a team to carry out the Work Order.
Owner	Enter the name of the person to assign ownership of the Work Order. This is the person who is responsible for updating the Status of the Work Order.
Priority	Set a priority between 1 to 5, 1 being the highest priority. The default is 2.
Location	Select a location the Work Order applies to.
Building	Select a building the Work Order applies to.
Floor	Select a floor the Work Order applies to. Enables the Room Type field.
Room Type	Only enabled when a floor is selected. Select a type of room the Work Order applies to: Conference Room - enables the Conference Room field when selected.. Cubicle - enables the Cubicle field when selected. Other Space - enables the Other Facilities Space field when selected.
Conference Room	Select a conference room the Work Order applies to.
Cubicle	Select a cubicle the Work Order applies to.
Other Facilities Space	Select a facilities space the Work Order applies to. See Add Facilities Spaces for more information.
VIP	Highlighted in red text if the person requesting, or the person the Work Order is requested for is marked as a VIP (Very Important Person) in their Employee record.
Confidential	Select this checkbox to limit access to the Work Order record. Only the participants you add a link for in the Confidential Participants tab are able to view the record. Selecting this checkbox displays the Confidential Participants tab. Add a link for each participant in this tab. See Confidential Participants below for more information.
Service	Non-editable field, defaults to Facilities Management.
Category	Select the Work Order category from the drop-down list. For Facilities Management these are: Building Management Energy Management Landscaping Operations and Maintenance Other
Sub Category	Select a sub-category for the Work Order. The contents of the drop-down list displayed depend on the selection you made in Category.
Work Order Type	Select the type of Work Order.
Schedule Type	Only shown if you select Scheduled Maintanance in the Work Order Type field. Select a schedule for the Work Order, these are: Daily Schedule: Displays the Daily Scheduled Maintenance tab. Hourly Schedule: Displays the Hourly Scheduled Maintenance tab. Monthly Schedule: Displays the Monthly Scheduled Maintenance tab. Yearly Schedule: Displays the Yearly Scheduled Maintenance tab. Add schedule dates/times, days, weeks, months, years, recurring frequency, etc., for the Work Order in the tab that is displayed depending on your selection. See Scheduled Maintenance below for more information.

Click Save.

Work Order Tabs

If you do not see some of the tabs listed here, they may be hidden. Click the Restore Hidden Tabs icon at the right corner of the tabs list and select the tab you wish to display. Also note, some tabs are only displayed depending on the fields selected and their configured values in the Work Order.

The tab displayed depends on the type of schedule you select in the Schedule Type field, and is only displayed if you select Scheduled Maintenance in the Work Order Type field.

When a maintenance schedule is submitted a Sub Work Order is created automatically for each recurrence of maintenance scheduled days, hours, weeks, months or years within the start/end dates. The Sub Work Orders are displayed in the Sub Work Order tab.

You do not need to submit a schedule immediately, you can save a Work Order without starting the schedule. When you want to start the schedule, open the Work Order and click Submit in the relevant Scheduled Maintenance tab. No Sub Work Orders are created until the schedule is submitted.

Daily Scheduled Maintenance

To create a daily maintenance schedule for the work order:

Enter or select a date to start the schedule in the Start Date field. This is the first day you want to start the maintenance schedule.

Enter or select a date to end the schedule in the End Date field. This is the day you want the maintenance schedule to end.

Enter a value for the recurring days that the maintenance is carried out. For example: Enter 2 to schedule the maintenance to recur every two days within the start/end dates.

Click Submit to start the schedule.

Hourly Scheduled Maintenance

To create an hourly maintenance schedule for the work order:

Enter or select a time and applicable time zone to start the schedule in the Start Time fields. This is the hour you want the maintenance schedule to begin.

Enter or select a date to start the schedule in the Start Date field. This is the date you want the maintenance schedule to begin.

Enter or select a time and applicable time zone to end the schedule in the End Time fields. This is the hour you want the maintenance schedule to end.

Enter or select a date to end the schedule in the End Date field. This is the date you want the maintenance schedule to end.

Enter a value for the recurring hours that the maintenance is carried out. For example: Enter 3 to schedule the maintenance to recur every three days within the start/end times.

Click Submit to start the schedule.

Weekly Scheduled Maintenance

To create an weekly maintenance schedule for the work order:

Enter or select a date to start the schedule in the Start Date field. This is the date you want the maintenance schedule to begin.

Enter or select a date to end the schedule in the End Date field. This is the date you want the maintenance schedule to end.

Enter a value for the recurring weeks, and then select a day of the week that the maintenance is carried out. For example: Enter 2, and then select Monday. This schedules the maintenance to recur every two weeks on a Monday within the start/end dates.

Click Submit to start the schedule.

Monthly Scheduled Maintenance

To create an monthly maintenance schedule for the work order:

Enter or select a date to start the schedule in the Start Date field. This is the date you want the maintenance schedule to begin.

Enter or select a date to end the schedule in the End Date field. This is the date you want the maintenance schedule to end.

Select either Method 1, or Method 2:

Method 1: Enter the day number of the month, and then the monthly frequency that the maintenance is carried out. For example: Entering 21 , and then 2, schedules the maintenance to recur on day 21 of every second month.

Method 2: Select the day of the month, and then the monthly frequency that the maintenance is carried out. For example: Selecting Second and Monday, and then entering 2, schedules the maintenance to recur on the second Monday of every second month.

Click Submit to start the schedule.

Yearly Scheduled Maintenance

To create an yearly maintenance schedule for the work order:

Enter or select a date to start the schedule in the Start Date field. This is the date you want the maintenance schedule to begin.

Enter or select a date to end the schedule in the End Date field. This is the date you want the maintenance schedule to end.

Enter a value in the Recur Every year(s) field (default is 2. This is the frequency in years you want the scheduled maintenance to recur. For example: Enter 3 to schedule maintenance to recur every three years.

Select either Method 1, or Method 2:

Method 1: Select the month, and then enter the day of the month that the maintenance is carried out. For example: Selecting June, and then entering 15, schedules the maintenance to recur on day 15 of June every three years.

Method 2: Select the day of the month, day, and then the month that the maintenance is carried out. For example: Selecting Second and Monday, and then June, schedules the maintenance to recur on the second Monday of June every three years.

Click Submit to start the schedule.

Create a Work Order

Work Order Tabs

Details

To send an email

To add a note

To attach a file

To link an asset to the Work Order

Task

To add a task

Confidential Participants

Checklist

Facilities Assets

To link/unlink a facility asset

Maintenance Parts

Work Order Financials

To add cost from existing list

To create a new cost item

Scheduled Maintenance

Sub Work Order

Purchase Order, Vendor, Invoice, and Shipment

Work Order Project

Workflow Instance

Activity History

To link or unlink an email:

To send an email

To add a note:

Audit History