Skip to content

Work Order

Work orders are essential for managing maintenance tasks. Each work order follows a standard operational workflow. You can create work orders through both the web platform and mobile app. Additionally, maintenance plans can automatically generate maintenance work orders.

You can use it to:

  • Track operator actions throughout the workflow.
  • Monitor work hours and costs associated with each work order.

Below lists the work order status:

Status Description
Created After the work order is generated.
Assigned Assigned operators to carry out the work order.
In Progress Operator is carrying out the work order.
On Hold The operator paused the work order for some reason.
Executed Operator finished the work order.
Cancelled "Created, Assigned and In Progress" work order can be cancelled.
Returned Returned before the first assignment due to incorrect work order generation.
Closed The work order has been evaluated and passed. If the evaluation fails, the status reverts to "Assigned".

Add Work Order

  1. Click "Add" on the top right corner.
  2. Select "WO Type" and "Priority" configured on the Custom Configuration page.
  3. Input the description about the work order.
  4. Upload attachments.(Optional)
    Note: The formats include:
    Documents: .pdf, .doc, .docx
    Spreadsheets: .xls, .xlsx, .csv
    Presentations: .ppt, .pptx
    Text Files: .txt
    Images: .jpg, .jpeg, .png
    Archives: .zip, .rar, .7z
    Videos: .mp4, .mov, .hevc
    Model: .dwg
  5. Select the location of the work order.
  6. Select "Equipment","Equipment Type"(Optional)
  7. Select "Tag" configured on the Custom Configuration page.(Optional)
  8. Input "Requested By" and notes.(Optional)
  9. Click "Submit".

Return Work Order

  1. Click "Return Work Order" in the "Actions" column of an eligible work order (in the All/Created tab), or in the upper right corner of the work order detail page.
  2. Select a reason in the pop-up.
  3. Click "OK".

Assign Work Order

  1. Click "Assign" on the "Actions" button column of "Created" tab.
  2. Select Work Order Type configured on the Custom Configuration page.
  3. Select "Internal" or "External" under "Resources"
    Note: If you select "Internal", you can select from enterprise user of User Management page. If you select "External", you need to select service provider first and then can select from service provider user of Service Provider Management page. Besides, you can still select the internal enterprise user.
  4. Select "Job Class" configured on the Custom Configuration page.
  5. Select "Yes" or "No" under "Work Permit Required?"
  6. Select "Scheduled Completion Time".
  7. Select "Estimated Duration"(Optional).
    Note: You can estimate how long it will take for the work order.
  8. Select "No" or "Yes" under "Report of finished work?"
    Note: If you select "Yes", you need to fill in its result, time, part information and cost information. Then its status will become "Closed". If you select "No", then the work order's status will become "Assigned". You can view the response time and total duration on the details page.
  9. Click "Assign Now".

Reassign Work Order

  1. Click "Reassign" on the "Actions" button column of "Assigned" tab.
  2. Select Work Order Type configured on the Custom Configuration page.
  3. Select "Internal" or "External" under "Resources"
    Note: If you select "Internal", you can select from enterprise user of User Management page. If you select "External", you need to select service provider first and then can select from service provider user of Service Provider Management page. Besides, you can still select the internal enterprise user.
  4. Select "Job Class" on the Custom Configuration page.
  5. Select "Yes" or "No" under "Work Permit Required?".
    Note: If you select "Yes", you need to upload a file to prove that you are allowed to carry out the work order.
  6. Click "Reassign Now"

Edit Work Orders

Work orders can only be edited in the "Created" "Assigned" or "Completed" status.

Work Order Source Definition
Temporary Work Order Created not from maintenance plans, could be from service requests, etc.
Maintenance Work Order Created from maintenance plans
Alarm-Manual Created from Alarm Log page
Work Order Status Editable Fields for Temporary Work Order Editable Fields for Maintenance Work Order
Created Work Order Type, Priority, Tag, Location, Equipment Name, Equipment Type, WO Description, WO Attachments, Requested By, Notes Priority
Assigned Work Order Type, Priority, Tag, Location, Equipment Name, Equipment Type, Requested By, Notes, Job Class(Only for Maintenance suite), Work Permit, Scheduled Completion Time Priority, Work Type, Work Permit
Completed Work Order Type, Priority, Tag, Location, Equipment Name, Equipment Type, Job Class, WO Attachments, Working Hours Information, Parts Information, Cost Information WO Attachments

Additional Working Hours

  1. Find the work order you want to add hours to under the "Executed" tab.
  2. Click Edit.
  3. Under work hour information, add the executor and the corresponding working hour date and details.
  4. Click Save.
    Note: After saving, you can see the specific executor and working hour details on the detail page of that work order.

Execute Work Order

  1. Find the work order you need to execute on the "All" or "Assigned" tab.
  2. Click "Start Work" on the work order list or work order details page.
    Note: The operator who clicks the button will become the main operator of the work order. Only the main operator can click "Submit" to complete the work order. Other operators can also assist with tasks to improve operational efficiency.
  3. Finish the tasks.
    Note: Only maintenance plan work orders need to 'finish tasks'
  4. Input the note and upload the image and attachment.(Optional)
    Note: The formats include:
    Documents: .pdf, .doc, .docx
    Spreadsheets: .xls, .xlsx, .csv
    Presentations: .ppt, .pptx
    Text Files: .txt
    Images: .jpg, .jpeg, .png
    Archives: .zip, .rar, .7z
    Videos: .mp4, .mov, .hevc
    Model: .dwg
  5. Select work hours and add part information. Add cost information (Optional)
  6. You can also view details of the work order and dial the number beside "Created By" in the "Other Information" tab.
  7. Click "Submit".

Evaluate Work Order

  1. Find the work order you need to evaluate on the "All" or "Executed" tab.
    Note: If it is on the "All" tab, you need to find a work order in "Executed" status.
  2. Click "Evaluate" on the work order list or work order details page.
  3. Select "Pass" or "Fail".
    Note: If you select "Pass," the work order will be closed. Additionally, if the work order originates from an alarm log, a pop-up will appear prompting you to close the alarm log as well; If you select "Fail", the work order will be pending reassignment.
  4. Click "Confirm".

Cancel Work Order

  1. Click "Cancel Work Order" in the "Actions" column of any tab under "Created", "Assigned", and "Ongoing".
  2. Input the reason.
  3. Click "OK".
    Note: You cannot make any changes to the work order.

Spot Check Work Order

  1. Click "Spot Check" on the "Actions" button column of "Closed" tab.
  2. Select "Pass" or "Fail" in the pop-up.
    Note: If you select "Pass", you cannot make any further changes to the work order. If you select "Fail", a "Rework" button will appear next to the work order. After clicking "Rework", the rework work order can be assigned again. You can also add tags for the rework work order.

Add/Edit Work Order Comments

  1. In the work order list, find the work order you wish to review and proceed to its detail page.
  2. Enter/edit the comment content at the bottom right corner.
  3. Upload files (optional)
    Note: The formats include:
    Documents: .pdf, .doc, .docx
    Spreadsheets: .xls, .xlsx, .csv
    Presentations: .ppt, .pptx
    Text Files: .txt
    Images: .jpg, .jpeg, .png
    Archives: .zip, .rar, .7z
    Videos: .mp4, .mov, .hevc
    Model: .dwg
  4. Click "Send"