All Work Orders

All Work Orders provides a comprehensive overview of all work orders within the system, allowing for efficient management and tracking.

Go to Service > All Work Orders.

The following data displays in the smart table:

WO#: Unique identifier assigned to each work order
Event/Activity: The activities, tasks, or events consisted in the work order
Problem description: The issue the work order is meant to resolve
ERM events: Refrigerant leak events linked to the work order
Status: The current status of the work order (Opened, Approved, In progress, and so on)
External reference #: The work order's reference number for an external entity tied to it
Provider reference #: The work order's reference number for the provider
Tags: Labels that help categorize the work order
ETA: Indicates when a technician will arrive to perform service for the work order
Sub WO#: ID for work order assigned to subcontractors
Site name: The site where the work order is taking place
Site description: The description of the site where the work order is taking place
Service provider: The company responsible for performing the maintenance work
Priority: The priority level for the work order
Site type: The kind of site, such as Education, Facility, Retail, and so on
Date/time opened: When the work order opened
Date approved: When the work order was approved through billing
Date assigned: The work order assignment date
Date started: Date of first labor started on the work order
Date completed: When the work order was moved to Service Complete
Space: The space in which the work order is taking place
Space type: The type of space in which the work order is taking place
Parent organization: Organizational hierarchy for the work order's site, first level
Parent organization 2: Organizational hierarchy for the work order's site, second level
Parent organization 3: Organizational hierarchy for the work order's site, third level
Parent organization 4: Organizational hierarchy for the work order's site, fourth level
Provider invoice #: Invoice number for the service provider
Invoice amount: The total cost for the invoice
WO typeWork order type: The work order billing type, such as Normal, Quote, Estimate, PPM, Comprehensive payment, and Not PPM:
Department: The department or location within the site handling the work order
Category: The category for the asset tied to the work order
Subcategory: The subcategory for the asset tied to the work order
Asset: The asset being serviced for the work order
Work order name: The name, description, or reason for the work order
Compliance category: Broad category of compliance work, such as fire alarm, electrical, fuel, and others
Open links: Open work orders linked to this work order.
Operational status: Indicates whether the asset tied to the work order is operational
Created by: User who created the work order
Created by role: Role of the user who created the work order
WO age (days): Number of days the work order has been opened

Open linked work order

Create a new work order that is linked to an existing one to enhance tracking and coordination of related tasks.

Click Work order number.

The Summary page opens.
From Select action on the upper left, click Open linked work order.
Complete the fields:
- Reason: Select the reason for linking the work order
- Caller: Auto-fills with your name, identifying who is creating the work order
- Work order type: The work order billing type, such as Normal, Quote, Estimate, PPM, Comprehensive payment, and Not PPM
- Watchers: Choose the people who will monitor the work order
- Site details: Read-only field displaying the number and site location
- Callback #: Provide a telephone number for the technicians to reach you
- Department: Select the relevant department associated with the selected site
- Floor level: Depending on the department selected, this appears to indicate its floor
- Space: Select a more narrowed-down location within the site
- Location details: Optional field to enter description of the location
- Asset tag - fixture ID: Populates with the asset details
- Asset details: Populates with asset details
- Asset status: Select if the asset is working or not
- Compliance category: Select a broad category of compliance work, such as fire alarm, electrical, and others
- Category: Choose the main classification of the asset, such as refrigeration
- Subcategory: Further classification of the asset
- Asset type: Specify the type of asset
- Problem type: Select the problem type once you choose the category and sub-category
- Priority: Indicates the urgency level of the work order, categorized as P1, P2, or P3, from highest to lowest priority
- Problem description: Enter a detailed description of the problem
- Insurance code: Include if applicable
- Include in asset spend: Choose whether to include in asset spend or not
- Service provider: Select the company responsible for maintenance
- Assigned provider: Populates once required fields are completed
- SLA details: Populates with the service level agreement details
Click Create work order. Three actions can happen:
- Potential duplicates: The system recognizes similar work orders. The ones highlighted in yellow are an exact asset tag match and the ones in red are in recall period.
  - Click Acknowledge duplicate WOs to proceed, and Yes on Potential duplicate WOs acknowledgment
  - Click Duplicate WO found to discard the changes
- If the work order is already linked to other work orders, a window displays before Link confirmation:
  - Link to all: Link this work order to all work orders within the group
  - Link to one: Link to only to the original work order
- Link confirmation window appears if no duplicates are found:
  - Click Yes to make link to the work event
  - Click No to not link to the work event
Dispatch confirm window appears to confirm that the work order was created and that an email confirmation was sent.

You can view linked work orders on Links tab on Work order summary.

Clicking on the work order number allows you to switch between the linked work orders and view the other work order's summary page.