--- title: Create a Work Order slug: neurons-for-itsm/admin-user-help/enu/latest/create-a-work-order createdAt: 2026-07-14T19:16:26.569Z --- 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** 1. Open the **Work Orders** workspace. 2. Click **New**, or click the **New** down-arrow and select a Work Order template from either the **SelfService Templates** or **Templates** list. 3. Enter the required information into the fields. :::hint{type="info"} Mandatory fields are marked with an asterisk. ::: | Field | Description | | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Requested By** | The person requesting the Work Order. | | **Requested For** :inlineImage[]{src="https://api.archbee.com/api/optimize/parib0MC3hVoUNdfQdnac/kbzt5cxlqY4b_iRQLGyWm_mandatoryfieldasterisk.png" alt="Mandatory field" caption size="10" width="8" height="11"} | The customer for whom the Work Order is requested. | | **Summary** :inlineImage[]{src="https://api.archbee.com/api/optimize/parib0MC3hVoUNdfQdnac/kbzt5cxlqY4b_iRQLGyWm_mandatoryfieldasterisk.png" alt="Mandatory field" caption size="10" width="8" height="11"} | Brief summary of the Work Order. | | **Description** :inlineImage[]{src="https://api.archbee.com/api/optimize/parib0MC3hVoUNdfQdnac/kbzt5cxlqY4b_iRQLGyWm_mandatoryfieldasterisk.png" alt="Mandatory field" caption size="10" width="8" height="11"} | Description of the Work Order. | | **Status** :inlineImage[]{src="https://api.archbee.com/api/optimize/parib0MC3hVoUNdfQdnac/kbzt5cxlqY4b_iRQLGyWm_mandatoryfieldasterisk.png" alt="Mandatory field" caption size="10" width="8" height="11"} | 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** :inlineImage[]{src="https://api.archbee.com/api/optimize/parib0MC3hVoUNdfQdnac/kbzt5cxlqY4b_iRQLGyWm_mandatoryfieldasterisk.png" alt="Mandatory field" caption size="10" width="8" height="11"} | 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** :inlineImage[]{src="https://api.archbee.com/api/optimize/parib0MC3hVoUNdfQdnac/kbzt5cxlqY4b_iRQLGyWm_mandatoryfieldasterisk.png" alt="Mandatory field" caption size="10" width="8" height="11"} | Set a priority between **1** to **5**, **1** being the highest priority. The default is **2**. | | **Location** :inlineImage[]{src="https://api.archbee.com/api/optimize/parib0MC3hVoUNdfQdnac/kbzt5cxlqY4b_iRQLGyWm_mandatoryfieldasterisk.png" alt="Mandatory field" caption size="10" width="8" height="11"} | Select a location the Work Order applies to. | | **Building** :inlineImage[]{src="https://api.archbee.com/api/optimize/parib0MC3hVoUNdfQdnac/kbzt5cxlqY4b_iRQLGyWm_mandatoryfieldasterisk.png" alt="Mandatory field" caption size="10" width="8" height="11"} | 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** :inlineImage[]{src="https://api.archbee.com/api/optimize/parib0MC3hVoUNdfQdnac/kbzt5cxlqY4b_iRQLGyWm_mandatoryfieldasterisk.png" alt="Mandatory field" caption size="10" width="8" height="11"} | 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** :inlineImage[]{src="https://api.archbee.com/api/optimize/parib0MC3hVoUNdfQdnac/kbzt5cxlqY4b_iRQLGyWm_mandatoryfieldasterisk.png" alt="Mandatory field" caption size="10" width="8" height="11"} | 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** :inlineImage[]{src="https://api.archbee.com/api/optimize/parib0MC3hVoUNdfQdnac/kbzt5cxlqY4b_iRQLGyWm_mandatoryfieldasterisk.png" alt="Mandatory field" caption size="10" width="8" height="11"} | Select the type of Work Order. | | **Schedule Type** :inlineImage[]{src="https://api.archbee.com/api/optimize/parib0MC3hVoUNdfQdnac/kbzt5cxlqY4b_iRQLGyWm_mandatoryfieldasterisk.png" alt="Mandatory field" caption size="10" width="8" height="11"} | 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. | 4. Click **Save**. ## Work Order Tabs :::hint{type="info"} If you do not see some of the tabs listed here, they may be hidden. Click the **Restore Hidden Tabs** :inlineImage[]{src="https://api.archbee.com/api/optimize/parib0MC3hVoUNdfQdnac/e3wrmS1g5B5VvH6KSnD2z_workorderrestorehiddentabs.png" alt="restore hidden tabs" caption size="10" width="16" height="18"} 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. ::: ::::ExpandableHeading ## Details You can add notes, send emails, attach files, and link assets here. ### To send an email 1. Click **Add** under **Journals** and select **Email**. 2. Enter information into fields and click **OK**. :::Paragraph{indent="1"} The email is sent to the recipient and the copy is saved in the **Journal** area. ::: ### To add a note 1. Click **Add** under **Journals** and select **Notes**. 2. Enter information into fields and click **OK**. :::Paragraph{indent="1"} The note is saved in the **Journal** area. ::: ### To attach a file 1. Click **Attach** under **Attachment** to attach a file or an image. 2. Browse to the file and click **OK**. :::Paragraph{indent="1"} The selected file is attached to the Work Order and displayed in the **Attachment** area. ::: ### To link an asset to the Work Order 1. Click **Link** under **Asset**. 2. Select an asset and click **OK**. :::Paragraph{indent="1"} The linked asset is displayed in the **Asset** area. ::: :::hint{type="info"} You can only link and use Facilities Assets in Facility Management. ::: :::: ::::ExpandableHeading ## 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 1. 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. 2. Click **Save**. :::Paragraph{indent="1"} The task is created and a record is displayed in the **Task** tab. ::: :::: ::::ExpandableHeading ## Confidential Participants :::hint{type="info"} 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** 1. Click **Link** and select the user to whom you wish to give access to the Work Order. 2. Select a participant from the displayed list of users, or press the **CTRL** key and click to select multiple participants. 3. Click **Select**. :::Paragraph{indent="1"} The selected users are added to the **Confidential Participants** list, and only they have access to the Work Order. ::: **To remove a Confidential Participant** 1. Select the user whom you wish to deny access to the Work Order. 2. Click **Unlink**. :::Paragraph{indent="1"} The selected user is removed from the **Confidential Participants** list and does not have access to the Work Order. ::: :::: ::::ExpandableHeading ## 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. :::Paragraph{indent="1"} Or ::: - Click **Link** to add an existing checklist to the Work Order. :::hint{type="info"} The checklist need not be completed to close the Work Order. ::: :::: ::::ExpandableHeading ## Facilities Assets Link facility assets used for the Work Order. ### To link/unlink a facility asset 1. Click **Link** and select the facility asset for the Work Order. 2. Click **OK**. :::Paragraph{indent="1"} The selected facility asset is added to the Work Order. ::: 3. To unlink, select the facility asset you want to remove from the Work Order, and click **Unlink**. :::Paragraph{indent="1"} The selected facility asset is removed from the Work Order. ::: :::: ::::ExpandableHeading ## 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** 1. Select the **Maintenance Parts** tab. 2. Click **Link**. A list of consumable items is displayed. 3. Select the required consumable item in the list, and then click **Select**. :::Paragraph{indent="1"} The item is added to the list in the **Maintenance Parts** tab. ::: **To unlink a consumable item from a Work Order** 1. Select the **Maintenance Parts** tab. 2. Select the consumable item in the list, and then click **Unlink**. :::Paragraph{indent="1"} The item is removed from the list in the **Maintenance Parts** tab. ::: **To view consumable items already linked to a facility asset** :::hint{type="info"} You can only display these consumable items for facility assets linked to a Work Order, and for which scheduled maintenance has been submitted. ::: 1. Ensure **Scheduled Maintenance** is selected in the **Work Order Type** drop-down. 2. Link the facility asset to the Work Order in the **Facilities Assets** tab. 3. Enter the scheduled maintenance details in the **Scheduled Maintenance** tab, and then click **Submit**. 4. Select the **Maintenance Parts** tab to view the consumable items associated with the facility asset. :::: :::ExpandableHeading ## Work Order Financials 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 1. Click **New from price list item**. 2. Select the cost item. ### To create a new cost item 1. Click **New Cost Item**. 2. Enter cost details into the fields and click **Save**. ::: ::::ExpandableHeading ## 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. :::hint{type="info"} 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: 1. 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. 2. 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. 3. 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. 4. Click **Submit** to start the schedule. **Hourly Scheduled Maintenance** To create an hourly maintenance schedule for the work order: 1. 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. 2. 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. 3. 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. 4. 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. 5. 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. 6. Click **Submit** to start the schedule. **Weekly Scheduled Maintenance** To create an weekly maintenance schedule for the work order: 1. 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. 2. 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. 3. 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. 4. Click **Submit** to start the schedule. **Monthly Scheduled Maintenance** To create an monthly maintenance schedule for the work order: 1. 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. 2. 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. 3. 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. 4. Click **Submit** to start the schedule. **Yearly Scheduled Maintenance** To create an yearly maintenance schedule for the work order: 1. 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. 2. 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. 3. 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. 4. 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. 5. Click **Submit** to start the schedule. :::: :::ExpandableHeading ## 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. ::: :::ExpandableHeading ## Purchase Order, Vendor, Invoice, and Shipment You can link Purchase Order, Vendor, Invoice, and Shipment records to the Work Order. ::: :::ExpandableHeading ## 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. ::: :::ExpandableHeading ## 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. ::: ::::ExpandableHeading ## 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: 1. Click **Link** and select the email from the list. :::Paragraph{indent="1"} The selected email is linked to the Work Order. ::: 2. Select the email record and click **Unlink** to remove the link from the Work Order. ### To send an email 1. Click **New** > **Email**. 2. 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 Self Service portal. - **Message**: The email message. 3. Click **Save**. ### To add a note: 1. Click **New** > **New Notes**. 2. 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 Self Service portal. 3. Click **Save**. :::: :::ExpandableHeading ## Audit History You can view all the changes made to the Work Order here, such as the status changes, email records, links, and unlinks. :::