Reclassify Work Order

Reclassifying a work order allows you to make significant changes to key work order parameters that cannot be modified on the Request Details page. For example, on the Request Details page, any user can add comments, change the status, or change who the request is assigned to, but if you want to change the property or the request type, you must reclassify the work order.

When a work order is reclassified, the changes made are noted in the request history. You must have the appropriate security rights to be able to reclassify a work order.

To reclassify a work order:

1. Locate and open the Request Details page for the work request you want to reclassify.

2. Scroll down to the middle of the page and click the Reclassify WO link.

3. Modify any of the following values:

   Note:

   If the request has a work order form with user-defined fields attached to it, you cannot change the property, or the request type or subType. For more information, see Work Order Forms.

   • Property – Select a value to change the property where the work will be done.

   • Location – Select values to change the location within the property where the work will be done. Location is highly configurable. Your system may display one or more of the following fields.

     • Space/Floor – Select a value to associate the request with a particular space or floor. Some systems group spaces and floors together and some use separate space and floor values.
     • Zone – Select a value to associate the request with a particular zone within the property.
     • Tower/Wing – Select a value to associate the request with a particular tower or wing within the property.
     • Floor – Select a value to associate the request with a particular floor within the property.
     • Space – Select a value to associate the request with a particular space within the property. You cannot select a space until after you select a floor.
     • Sub-Space – Select a value to associate the request with a particular subSpace within the property. You cannot select a subSpace until after you select a space.

   • Type – Select a value to change the type of work that will be done. If you change the request type, you must also select a new subType.

   • SubType – Select a value to change the subType of work that will be done.

     Note:

     In most cases, changing the property, request type, or request subType will not automatically update the service level agreement (SLA) estimated response or completion times. You can manually adjust the SLA completion time and response time using the Complete By and Actual Response Time fields.

     The only exception to this rule is when the Automatic Priority Enabled feature is turned on. In this case, changing the property, type, or subType may change both the SLA estimated and completion times according to the automatic priority rules established. If your installation allows you to select a priority when creating a request, the Automatic Priority Enabled feature is turned off.

   • Priority – Select a value to change the priority of the request.

     When Automatic Priority is turned off, changing priority automatically updates the SLA estimated response time, estimated completion time, and completion date to reflect the new priority. You must confirm a priority change in a dialog box that appears after clicking UPDATE.

   • Bill Code – Select a value to change the billing code of the request.

   • Ext. Cost Center– Enter a value to identify an external, third-party cost center. This value usually specifies a cost center code from a third-party system used for billing and reporting purposes. If Healthcare Functionality is enabled, this value must be specified by clicking the Select link and selecting a validated external cost center.

   • Originated From – Select a value to indicate where the request originated from, for example, email

   • Assignment – You can change who the request is assigned to.

     • Assigned To – Select a value to change who the request is assigned to. If you click the Automatic link, the request will automatically be assigned to the appropriate person based on the established rules.

     • If Crews functionality is enabled, you can select a Crew (for example, Janitorial Staff or Electricians) to assign the request to. When you select a crew, the request is assigned to the crew leader, by default. You can either accept this assignment or select a different member of the crew in the Assigned To field. Only crew members that have the appropriate security rights to the property and the request type and subType are displayed.

       If the request was originally assigned to a crew, you can reassign it to another crew or another individual in a crew. You cannot reassign it to an individual who is not a member of a crew.

   • Vendor – Click the Select link to select a vendor you want to associate with the request, or click the Clear link to clear the field.

   • Complete By – Enter a new date and time to change when the work should be completed. The following rules apply when entering a Complete By date:

     • You cannot enter a date that is in the past.
     • Changing the Complete By date/time does not change the SLA estimated completion date/time unless you also select the Override SLA Completion check box.
     • You can make the Complete By date/time earlier than the SLA date/time , but you cannot use the Override SLA Completion check box to override the SLA date/time to an earlier date/time.
     • If an SLA Estimated Completion date/time is assigned, you cannot make the Complete By date/time later than the SLA date/time unless you select the Override SLA Completion check box.

     Each time the Complete By date is changed, the Changes counter value increases by 1.

   • Override SLA Completion – Select this check box to override the current SLA Completion date/time with the date/time entered into the Complete By field. You cannot override the SLA completion date/time with a date/time that is earlier than the current SLA date/time.

   • Actual Response Time - Enter a new date and time to override the SLA response time.

   • Estimated Amount – Enter a value to change the current estimated cost. The value entered will be converted to a 2-decimal value in the local property's currency. For example, entering 500 will result in an estimated amount of 500.00.

   • Budget Year – Select a value to change the year in which the costs associate with this work order will be applied toward the budget.

   • Budgeted– Select a value to indicate whether the request has gone through the budgeting process.

   • Not to Exceed Amount– Enter a value to indicate the value that total costs (labor, materials, and other costs) should not exceed. You must have the appropriate security rights to be able to modify this value.

   • Project – Select a value to associate this request with a project.

   • Department – Select a value to change the department that the user making the request is associated with.

   • Incident – Click the Select link to select an incident you want to associate with the request, or click the Clear link to clear the field.

   • General Comments – Specify a comment about why you are reclassifying this request.

     Note:

     Some installations require you to enter a comment when you reclassify a request.

   • Notify Assigned To – Select this check box if you want to send an email notifying the Assigned To user of the changes made to this request.

   • Notify Requestor – Select this check box if you want to send an email notifying the user who originally created the work order of the changes made to this request.

4. Once you have made all of the required changes, click UPDATE.

   If there are any errors in the information you entered, an error message will appear at the top of the page. If there are no errors, the Request Details page opens. All changes you have made are reflected in the Request History pane.