Create a Work Order

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 docid\ qzntwjvpxcpudl6do0tzc 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 docid\ gxhhql8e13j69qi3mhjp8 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 docid\ gxhhql8e13j69qi3mhjp8 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 details you can add notes, send emails, attach files, and link assets here to send an email click add under journals and select email enter information into fields and click ok the email is sent to the recipient and the copy is saved in the journal area to add a note click add under journals and select notes enter information into fields and click ok the note is saved in the journal area to attach a file click attach under attachment to attach a file or an image browse to the file and click ok the selected file is attached to the work order and displayed in the attachment area to link an asset to the work order click link under asset select an asset and click ok the linked asset is displayed in the asset area you can only link and use facilities assets in facility management task add tasks and assign them to relevant teams and owners that can help complete this order when a task is added, the assigned owner is notified of the task the task owner can accept, reject, reassign, or complete the task to add a task click new task and enter information into the fields summary and details priority select a value from 1 to 5 based on the priority to want to give to complete the task service select the area which the task belongs team and owner assign the team and owner the owner gets notified of the task and can take necessary action effort and cost the effort and cost is calculated based on the cost per minute defined for the team and or owner and the time spent to complete the task click save the task is created and a record is displayed in the task tab confidential participants this tab is available only when you select the confidential check box you can limit access to the work order to selected users by adding confidential participants to add confidential participants click link and select the user to whom you wish to give access to the work order select a participant from the displayed list of users, or press the ctrl key and click to select multiple participants click select the selected users are added to the confidential participants list, and only they have access to the work order to remove a confidential participant select the user whom you wish to deny access to the work order click unlink the selected user is removed from the confidential participants list and does not have access to the work order checklist you can add one or more checklist items to the work order which can help as reminders that need to be fulfilled before closing a work order to add a checklist click add new check list to add a new checklist or click link to add an existing checklist to the work order the checklist need not be completed to close the work order facilities assets link facility assets used for the work order to link/unlink a facility asset click link and select the facility asset for the work order click ok the selected facility asset is added to the work order to unlink, select the facility asset you want to remove from the work order, and click unlink the selected facility asset is removed from the work order maintenance parts link consumable items used, or view consumable items currently linked to the work order you can link or unlink consumable items to a work order manually using the link or unlink functions in the maintenance parts tab one or more consumable items may already be linked to a facility asset when you link a facility asset to the work order, any consumable items associated to the facility asset are automatically linked and displayed in the maintenance parts list when you submit a schedule in the scheduled maintenance tab to link a consumable item to a work order select the maintenance parts tab click link a list of consumable items is displayed select the required consumable item in the list, and then click select the item is added to the list in the maintenance parts tab to unlink a consumable item from a work order select the maintenance parts tab select the consumable item in the list, and then click unlink the item is removed from the list in the maintenance parts tab to view consumable items already linked to a facility asset you can only display these consumable items for facility assets linked to a work order, and for which scheduled maintenance has been submitted ensure scheduled maintenance is selected in the work order type drop down link the facility asset to the work order in the facilities assets tab enter the scheduled maintenance details in the scheduled maintenance tab, and then click submit select the maintenance parts tab to view the consumable items associated with the facility asset work order finanacials the cost of the work order is managed in this tab you can either add cost item from the existing list or create a new cost item to add cost from existing list click new from price list item select the cost item to create a new cost item click new cost item enter cost details into the fields and click save scheduled maintenance 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 sub work order this tab is displayed only when the work order type is scheduled maintenance based on the preventive maintenance schedule definition, the number of child work orders are created for example, if the preventive maintenance schedule occurs daily, then one maintenance schedule record for each day is created in the sub work order tab purchase order, vendor, invoice, and shipment you can link purchase order, vendor, invoice, and shipment records to the work order work order project this tab is displayed when the work order type is project related you can link the associated work order project to the work order workflow instance the workflow applied to the work order based on the schedule maintenance linked to the work order is displayed double click the workflow record and then click view instance to view the workflow activity history the history of all emails and notes is displayed here includes emails you've sent to users, as well as system generated emails you can also link to relevant emails associated with other work orders to link or unlink an email click link and select the email from the list the selected email is linked to the work order select the email record and click unlink to remove the link from the work order to send an email click new > email enter information into the fields category select outgoing from is auto filled with the logged in user's email id from name is auto filled the logged in user's name to the recipient's email id subject the email subject processed this checkbox is selected by default, leave it selected publish to web select this to publish the email in the portal message the email message click save to add a note click new > new notes enter information into the fields category , source , and summary duration in mins the amount of time spent on the activity publish to web select this to publish the note in the portal click save audit history you can view all the changes made to the work order here, such as the status changes, email records, links, and unlinks