WORK ORDERS

The Work Orders tab allows you to create, manage and track work orders. It provides tools to assign tasks, set deadlines, and monitor progress, ensuring that all maintenance and operational tasks are completed efficiently.

Below is a detailed guide to help you navigate and utilize the work orders menu effectively.

Key Sections:

1. Control Panel
2. Work Orders List View
3. Work Orders Calendar View
4. Tips for using Work Orders menu

Control Panel

The top control panel allows users to customize their view and provides easy access to essential controls.

The panel consists of the View toggle to switch between list view and calendar view, a filter button to narrow down work orders, a search bar for specific work orders and an Add Work Order button where you can create a work order.

View Toggle(1)	The View Toggle can be used to switch between a list view and calendar view for work orders.   List View:   This view presents all active work orders in a comprehensive list. Each work order is displayed with key details such as title, status, priority, assigned personnel, location, asset, assigned date, and due date. Use Case:   Ideal for users who prefer a detailed, itemized view of all work orders. This view is particularly useful for monitoring the status of each work order, prioritizing tasks, and managing assignments. Calendar View: This view presents work orders in a calendar format, showing them according to their due dates. It helps you visualize the distribution of work orders over days, weeks, or months. Use Case: Ideal for users who prefer a date-based overview of work orders. This view is especially useful for scheduling, ensuring timely completion of tasks, and balancing workload across different periods.
Filter(2)	The filtering feature allows you to narrow down your list of work orders to find specific items based on various criteria. This helps in managing and tracking work orders by focusing on the most relevant ones. ***Click on the image above to enlarge*** Title: Useful for finding work orders with specific titles or keywords. Description: Helps in locating work orders with specific details mentioned in their descriptions. Number: Ideal for finding a work order when you know its unique identifier. Status: Allows you to filter work orders based on their current work status (Open, In_Progress, On_Hold, Done). Priority: Helps in prioritizing work orders that need immediate attention. Assigned On: Useful for finding work orders assigned within a specific timeframe. Due Date Range: Helps in locating work orders that are due within a certain period. Asset: Useful for finding work orders associated with specific assets. You can click on the icon to choose asset from the list. Assigned: Helps in locating work orders assigned to a particular individual. Location: Useful for finding work orders based on their physical location.
Search bar(3)	The search field allows you to search for any work order using a keyword from any of its fields. This keyword can be a part of title, description, number, status, priority, assigned personnel, location, asset, or any other relevant detail. The results will automatically be updated to show work orders that match the entered keyword. Example Let’s find a work order related to ‘Hydraulic Hose Testing’. You can type any of the words in the title in the search field. In the example below, we type ‘Hose’ in the search field. The page will display all work orders that mention “Hose” in any of their fields. ***Click on the image above to enlarge***
Add Work Order(4)	The ‘Add Work Order’ button can be used in two different ways: Click on the ‘Add Work Order’ to create a new work order from scratch. Click on the button next to ‘Add Work Order’ to create a new work order based on an already existing template. We will explore both methods in detail below.

Work Order from Scratch

Creating a work order includes filling out work order details and adding tasks to be completed to close the work order.

Step 1: Fill in Work Order Details

• Name: Enter the name of the work order.
• Description: Provide a detailed description of the work order.
• Status: While creating a work order, the status is by default OPEN.
• Priority: Choose the priority level for completion (e.g., Low, Medium, High)
• Due Date: Set the due date for the work order.
• Asset*: Search and select the asset related to the work order.
• User*: Search and select the user to whom the work order is assigned.
• Category: Select a category for the work order to group them to view on dashboard.

The following image shows a work order being created. You can see the details of the type of work order, assigned to an asset and user.

Step 2: Add Tasks to the Work Order

Click the ‘Add’ button next to Tasks section. You will have two options:

• New Task: Allows you to create a new task from scratch
• From Library: Allows you to choose from a list of existing tasks in the system.
• 
  

Adding a New Task:

1. New Task

• Select ‘New Task’ from the Add Menu.
• Fill in task details in the form such as name, category, and description.
• Task Fields: Define the fields required for the task

• Field Name*: Enter the name of the task
• Field Type*: Select the type of field from the dropdown menu (Yes/No, Check Box, Number, Pass/Flag/Fail, Text, File).
• Field Description: Provide a description for the field if necessary.

• Click ‘Save’ to add the task to the work order.

Adding a Task from Library

1. From Library

• Select ‘From Library’ from the Add Menu.
• A list of predefined tasks will appear.
• Use the search bar or scroll through to find specific tasks.
• Click ‘Select’ next to the desired task to add it to the work order.

Completing the Work Order Creation

1. Save as Template (Optional)

• Check the ‘Save as Template’ box if you want to save this work order as a template for future use.

      2 Create Work Order

• Click the ‘Create’ button to finalize and create the work order.

The following image depicts how tasks are added to the work order. It provides an example of different types of task fields which can be added(such as text, pass/flag/fail, file, etc.).

Work Order from Template

Step 1: Importing Work Order from Template

• Click the  next to ‘Add Work Order’ and select “Create from Template” which opens a list of templates in the system.
• Scroll through the list of use the search bar to find a specific template.
• Click ‘Select’ next to the name of the desired template.

Step 2: Review and Customize the Work Order Details

• The work order form will open populated with the details from the selected template.
• You can make changes to any of the form fields as required.
• Review the tasks pre-loaded from the template.
• Click the ‘Add’ button next to Tasks section to add new tasks if needed.

Step 3: Completing the Work Order Creation

• Save as Template (Optional): If you’ve made significant modifications and wish to save this new configuration as a template for future use, check the ‘Save as Template’ box.
• Click the ‘Create’ button to finalize and create the work order.

Work Order List View

All work orders in the system are displayed in a list. The list by default displays 10 work orders on each page. You can change that by selecting the number from the dropdown (marked by square blue box in the image below) next to page numbers.

Each column header in the list is clickable, enabling you to sort the work orders based on that specific column. Clicking on a column header will toggle the sorting order between ascending and descending.

Work Order Calendar View

The Calendar view provides a date-based overview of work orders. This view displays both active and scheduled work orders, helping you keep track of deadlines and recurring tasks.

You can see below the 'View Work Order' has 4 tabs. 
1. The 'Details' tab displays all the details about the work order.
2. The 'Files' tab shows any files attached to the work order and the asset to which the work order is assigned such as user manuals, maps, etc.


3. The 'Tasks' tab displays the tasks attached to the work order. In the case of a 'DONE' work order, the tasks tab displays the inputs from operator in field entered when completing the work order.

4. The 'Notes' tab can be used to communicate messages about the work order or asset between the admin and operators on field.

As shown in the image below, you can only edit the fields in 'white' such as Description, Status, Priority and Due Date. You can only view 'Files' and 'Tasks tab. 
In the 'Notes' tab, you can add more comments, click Submit and click 'Update' to save changes.