Create a New Work Order

Inside a work order record, you can track what work is being requested, which equipment is tied to the requested work, resources who are assigned to the work, the amount of time spent on the work, material costs associated with the work, and more.

To create a work order, follow these steps:

The steps describe filling in the required fields and some of the optional fields shown on the Work Order (TMS Enterprise) standard form. Due to differences between these forms and custom forms you might use, some of the fields/tabs we reference might be hidden and defaulted, or otherwise might not be available to you, and some field labels might not be the same.

1. From the Work Orders menu, select New, or select the New button in the toolbar on any Work Orders module screen.

   The Work Order New screen is displayed. Required fields are marked with a red asterisk (*). Some fields might have default values. If the form you want to use to create the work order is not automatically displayed, select the form you want from the Form drop-down menu in the toolbar.

2. In the Segment field, select the database segment in which this work request should be created.

3. In the Description field, enter a short description of the work being requested (for example, Sink in Pathology Lab is leaking or Inspection for new asset).

4. If you want to tie an asset or piece of equipment to the work being requested, enter a valid identifier in the Asset field or select the Lookup button next to the Asset field and then search for and select the asset you want to add to the work order.

   When you select an asset to add to the work order, other fields might be automatically filled in, based on information in the asset record.

5. In the Account field, select the account or department to associate with the work request.

   This might also be the account to be charged for time and material costs associated with the work order.

6. In the Skill field, select the skill type to associate with the work order (for example, Plumbing or Electrical).

   The skill can help you locate work orders more quickly during a search, and it can help to classify work orders for distribution and reporting purposes.

7. In the Type field, select a type identifier for the work order (for example, Corrective Maintenance or Project).

   The type can help you locate work orders more quickly during a search, and it can help you categorize work orders by priority and aid with reporting.

8. In the Status field, select the status to apply to the new work order, such as Pending or Active.

9. In the Sub Status field, select the secondary status classification for the work order, such as Review or Issued.

10. In the Priority field, select the level of importance for this work order. The Priority can help you classify work requests for the order in which they should be distributed.

11. If you want to add location information for this work order, begin by selecting the Site and then select the Building and Location.

    Adding location information can help assigned technicians quickly identify where the requested work is needed.

12. If a specific individual is requesting this work, or if you are the requester, and you want to provide contact information for the work order's assigned resource to refer back to in the case of questions about the request, you might want to add Requester information to this work order. Do this by:

    1. In the Requester field, enter a name for the requester and then tab off of the field, or depending on which is available to you, select a valid requester from the drop-down menu or select the Lookup button and then select a name.

    2. If the Phone, Pager, and/or Email fields were not automatically filled in when you entered or selected a requester name, fill in the applicable information.

    3. In the Requester Remarks field, if you are the requester, and you want to add additional comments, or the requester provided you with additional information you want available to the work order's assigned resources, enter the additional information.

13. To add more details to this work order, select the Details tab.

14. If there are dates for availability or when the work needs to be done, fill in the fields in the Schedule section:

    1. In Date Available, if you know when the associated asset or location (such as an operating room or patient room) will be become available for the work to get started, select the date and/or time.

    2. In Date Needed, if you know this work needs to be completed by a specific date and/or time, select the date and/or time.

    3. In Week Scheduled, if this is a scheduled work order, and you want to specify in the work order record in what week the work is scheduled to take place, select the week.

15. Fill in any other optional fields as needed to complete entry of this work order.

16. When you are done entering information on the Work Order New screen, click the Save button in the toolbar to submit this work order.

When you click Save, you are shown a confirmation of the save, and the screen changes to the Work Order Edit screen.

For more information on any of the fields described above, see this topic.