LIBRARY

The Library menu serves as a central hub for managing work order templates, and viewing files. This section is essential for maintaining a structured and organized workflow.

Key Sections:

1. Work Order Template
2. Files
3. Tips for using Library Menu
   

Let's dive into each of these sections in detail.

Work Orders

You can create templates for commonly used work orders, which saves time and ensures consistency across similar tasks.

Templates can be later used in the Work Orders menu to quickly generate new work orders, ensuring that all necessary fields are pre-filled with standard information.

Create a Work Order Template

In the work orders tab, click on '+ Add Work Order Template'.

Creating a work order template is a streamlined process that closely mirrors the steps involved in creating a standard work order, with a few additional options for managing recurring work orders.

Below are the necessary steps to set up a work order template.

Step 1: Fill Out Work Order Template Details

• Name*: Enter a name for the template.
• Description: Provide a detailed description of the work order to give context and instructions to the personnel.
• Status: Select the initial status for the work order from the dropdown menu.
• Priority: Set the priority level for the template (e.g., Low, Medium, High).
• Start Date: Specify the date when the work order should first be initiated. Unlike a standard work order, this field specifies the starting date for the recurrence schedule.
• Time Due: Set the specific time by which the work order tasks should be completed.
• Asset*: Search and select the asset to link the work order to.
• Category: Assign the template to a predefined category to help with organizing the work orders generated from it.
• User: Designate the user responsible for completing the work order. 
• Recurrence: Choose the frequency at which the work order should repeat. Options include:
      1. Daily: The work order will recur every day starting from the start date.
      2. Weekly: The work order will recur every week on the same day as the start date.
      3. Monthly: The work order will recur every month on the same date.
      4. Yearly: The work order will recur every year on the same date.

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

Step 2: Add Tasks

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.

The following image depicts tasks being added to the work order template. You can add more tasks by creating a new task or choose one from library.

Click on Create button to finalize and create the template. This template will now be available for use in generating new work orders quickly and consistently.

Edit a Work Order Template

Unlike standard work orders, work order templates offer extensive flexibility in terms of editing. This flexibility allows you to make comprehensive changes to the template that will affect all future work orders generated from this, without impacting any existing work orders. Here's how you can manage and edit templates effectively.

Select the work order template you wish to edit from the list. 

Editable Fields:

• Name: Change the name of the template if needed to better reflect its purpose.
• Description: Update the description to provide clearer instructions or additional context.
• Status: Adjust the default status for work orders created from this template.
• Priority: Modify the priority level to reflect the current importance of the work orders.
• Start Date: Change the start date to reset the recurrence schedule for future work orders.
• Time Due: Update the time by which the tasks should be completed.
• Asset: Change the linked asset if the work order should apply to a different one.
• Category: Reassign the work order to a different category if needed.
• User: Update the designated user or team responsible for the work order.
• Recurrence: Adjust the recurrence settings to change how frequently the work order repeats.

Managing Tasks:

• Add Tasks: Click on the "Add" button to include new tasks in the template. These tasks will be part of all future work orders generated from this template.
• Remove Tasks: Remove any tasks that are no longer relevant by selecting them and clicking the delete option. This change will not affect existing work orders already created from the template.

Note: Changes made to the template will only apply to future work orders. Existing work orders will remain unchanged. 

Files

In the 'Files' tab, you can access all the files that have been uploaded to the system ensuring easy retrieval and reference when required.

Click on the 'eye' icon next to a file name to preview the image.

Click on the 'download' icon next to the eye icon to save any file to your computer. 

Tips for Using Library Menu

1. Use templates to standardize common work orders, ensuring consistency and reducing setup time.
2. Automate the scheduling of work orders for equipment that mandate regular inspections and maintenance. 
3. Regularly review and update templates to ensure they align with current practices and requirements. 
4. Update and organize your file library to keep it clean and accessible.