Work Order

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 it involves multiple tasks and checklists to be completed before closing the work order create a work order open the work orders workspace enter the following details requested for select the customer for whom the work order is requested for summary and description status it 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 mark the exact state the work order is in closed is the last status which marks the work order completion team and owner priority set a priority between 1 to 5 , 1 being the highest priority by default, it is set to 2 location select a location or create one clicking add location see location for more information category , sub category , and work order type schedule type displayed if the work order type is scheduled maintenance you can schedule the maintenance for hourly, daily, weekly, monthly, or yearly and link a maintenance record from the schedule maintenance tab or create one see preventive maintenance 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 icon at the right corner of the tabs list and select the tab you wish to un hide 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 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 facility asset 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 will be 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 will 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 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 the 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 that will be used for the work order to link/unlink a facility asset click link and select the facility asset that will be used for the work order click ok the selected facility asset is added to the work order to unlink, select the facility asset you wish to remove from the work order and click unlink the selected facility asset is removed from the work order 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 iitem click new cost item enter cost details into the fields and click save scheduled maintenance this tab is displayed only when the work order type is scheduled maintenance you need to first setup preventive maintenance records which can then be linked to the scheduled maintenance to link a maintenance schedule, click link and select a record based on the preventive maintenance schedule definition that is linked, the child work orders are created child 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 child 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