Work Order Summary

To take a specific action on the work order, open Select action. Available actions depend on the work order status and include:

• Add/remove watchers: Add or remove a person from watching the work order to keep them informed of any updates

• Add new asset: Add an asset related to the work order

• Budget and WO data: View budget utilization and historic average of the work order

• Cancel work order : Cancel the work order if it's no longer needed

• Complete with no charge: Mark the work order as end of life with no charge

• Comments: Add comments to the work order to provide additional details

• Convert to quote: Convert the work order into a quote for estimation purposes

• Convert to reactive activity: Change the work order to a reactive activity, allowing you to capture additional work needed or completed on the work order

• Create a part request: Request parts needed for the completion of the work order

• Create a linked work request: Redirects you to open a linked work request for related tasks

• EAP quote: Create a quote under the EAP (Emergency Action Plan) guidelines

• Edit capital/expense status: Capitalize the work order and search for expense project, such as buildings, land, and vehicles

• Edit external PO #: Choose a purchase order to associate with the work order

• Edit work order priority: Change the priority of the work order and enter a reason for it

• Edit reported problem: Update the problem description for accuracy or to reflect new information, ensuring the work order prioritizes correctly. For example, if a dirty filter turns into a broken asset

• Edit work order script responses: Update data, test, breaker location, and special tools needed for compliance

• Include in asset spend: Decide whether the work order's cost should be included in the asset's spend

• Indicate parts: Add a new part or view existing parts associated with the work order

• Job complete: Complete the work order and add information such as fault, operational status, technician comments, and additional work required

• Link to existing work order: Link the current work order to an existing one for better coordination

• Link to site event: Create a new work event linked to the work order

• Log note: Enter a note with details such as entry type, reason, call description, and add a file

• Needs estimate: Indicate if an estimate is needed for the work order

• On-site charges: Add a new charge or view the ones already present

• Open linked work order: Create a work order linked to the current one

• Recall request: Submit a recall request for the work order if additional follow-up action is necessary due to unresolved issues or new developments that need attention

• Recall work order: Mark the work order for recall if it requires revisiting or corrections due to issues such as quality of service, temporary repairs, or work not completed

• Requires 1st level escalation: Escalate the work order due to a health and safety concerns, or other major issues. After the first level escalation, you can request a second level for further review. You can also remove the escalation if it's no longer needed

• Scope of work: Enter the scope of work and accrual amount of travel, labor, parts and supplies, and other items

• Set provider reference number: Enter a provider reference number

• Tag work order: Tag the work order with type, reason, and comments

• Update accrual values: Update by subtotal or total for travel, labor, miscellaneous, and other items

• Update insurance code: Update the insurance code for insurance purposes, ensuring accurate reporting

• Update NTE values: Update the NTE (Not to Exceed) values for current or new limits

• Update WO asset: Update the work order asset details, such as department, asset tag, and category

• View provider schedule: View the provider's weekly schedule, including straight and overtime

• View/record refrigerant event: Record or view refrigerant events related to the work order for compliance tracking

• Watch work order: Mark you as watching the work order in the upper right

This section displays summary information about the work order. You can also allocate an assigned technician from this page.

• Equipment details: The asset being serviced, including contract information, time, and materials data. It also indicates whether the work order is included in the asset spend.

• Capitalized work order: Indicates whether the work order is being capitalized

• Account code: Code used for work order accounting

• Task number: Task associated with the work order

• Finance Code 1, 2, and 3: Approval levels for work order financials

• Assigned Contractor: Contact information for the assigned contractor

• Allocated Technician: Currently assigned allocated technician. If no technician is assigned, you can allocate one:

  1. Click Select technician and choose a technician.

  2. Select Allocate selected technician.

  The technician is allocated. The following options appear:

  • Deallocate: Remove the currently allocated technician

  • Reallocate: Replace the technician currently allocated by selecting another one

• Status: Current status of the work order and provides a hyperlink to the work order's Estimate detail page

• Problem description: Indicates the reason for the work to be performed

• Problem type: Indicates the pre-defined problem type for the work order, configured by the administrator

• Floor level: Floor level of the building where work is to be completed

• Department: Location or department responsible for the asset being serviced

• Location details: Further details about the location where work is to be completed

• Not to exceed (NTE): Maximum cost for the work order

• ETA: Estimated completion dated for the work order

• Priority: Represents the urgency level of the work order

• Flagged condition #: Flagged condition that triggered the work order creation

• SLA details: Details about service level agreement, including due dates, applied hours and actual date time

  • Accept: Deadline for the acknowledgment and acceptance of the work order

  • Response: Time frame for the response to the work order

  • Partial fix: Deadline for providing a temporary or partial fix to mitigate the issue

  • Fix: Deadline for resolving the work order, restoring the asset to full operational status

This tab helps you identify work orders that might be duplicated. Work orders highlighted in yellow have an exact asset tag match, while those highlighted in red are within the recall period.

The following information displays in a smart table:

• Open work orders for the site: Displays other work orders for the same site as the one you are viewing

  • Work order number: Unique identifier to the work order

  • Date reported: Date the work order was reported

  • Status: Current status of the work order, such as In progress, Cancelled, or Follow up

  • Description: Brief description of the work order, providing further information about the work performed

  • Provider: Service provider assigned to the work order

  • Type: Indicates the work order type. For instance, Normal, Quote, and PPM

  • Category: Classification of the work order, streamlining management of the issues. For example, Refrigeration and Heating and cooling

  • Subcategory: Secondary classification of the work order that provides more specific categorization

  • Barcode tag number: Tag number associated with the work order

  • Space: Specific location within the site, with more information about the geographic location

  • Problem type: Indicates the pre-defined problem type for the work order, configured by the administrator

• External work orders: Data from third party maintenance systems

  • Work order/service ticket number: Identifier for the external work order or service ticket

  • Site name: Name of the site

  • Category: Classification of the work order, streamlining management of the issues. For example, Refrigeration and Heating and cooling

  • Subcategory: Secondary classification of the work order that provides more specific categorization

  • Provider: Service provider assigned to the work order

  • Date/time reported: Date and time the external work order was reported

  • Reported problem/reason: Reason or problem reported for the external work order

  • Final status: Final status of the external work order

Optional notices related to the work order that provide additional information throughout its lifecycle, including the notice and the effective dates.

• Notices for this work order: Notices associated with this particular work order, providing additional context or instructions

• Notices in effect for assigning this work order: Notices that are in effect when assigning this work order to a technician or contractor

• Notices in effect for accepting this work order: Notices that you should consider when accepting work on this work order, ensuring compliance with specific protocols or conditions

See the contract details regarding the contract associated with the work order, ensuring transparency on the terms and coverage.

• Contract Details: Summarizes contract details, including items covered or not covered under the contract

  • Vendor contract reference number: Reference number assigned to the vendor's contract

  • Contract type: Type of contract, such as time and materials

  • Included: Items, services, or conditions covered under the contract

  • Not included: Items, services, or conditions not covered under the contract

• Categories covered: Categories, problem type, and various Service Level Agreement (SLA) standards

  • Category: Category under which the contract items fall, such as electrical or refrigeration

  • Subcategory: Further categorization under the main category

  • Problem type: Types of problems covered by the contract

  • Accept SLA standard: Standard criteria for accepting the work order

  • Response SLA standard: Standard time frame within which a response is required

  • Fix SLA standard: Standard time frame within which the problem should be fixed

  • Accept SLA seasonal: Seasonal variations in acceptance criteria

  • Response SLA seasonal: Seasonal variations in response times

  • Fix SLA seasonal: Seasonal variations in fix times

Check all calls and notifications related to the work order to ensure comprehensive tracking and communication.

• Date: Date the call or notification was made

• Type: Type of call or notification, such as inbound or alert

• Call/recipient: Recipient name of the call

• Reason: Summarized reason for the call

• Description/note: Additional details or notes about the call, providing further information about it

View and manage all linked site events and work orders associated with the selected one. You can also link an existing work order, open a linked work order, or unlink them, consolidating related tasks.

The following information displays in a smart table:

• Linked Site Events: Shows all sites linked to this work order

  • Name/title/number: Identifies the site event by name, title, or number

  • Description: Brief description of the site event, providing further information

  • Event type: Type of event, such as maintenance, or automatic site event

  • Site event number: Unique identifier for the site event

  • Event start date: Date the event began

  • Event end date: Date the event ended

  • Age: Duration since the event was created

  • Time to resolve: Time taken to resolve the event

• Linked work orders: Shows all work orders linked to this one

  • Work order number: Unique identifier for the linked work order

  • History: Actions and updates history for the linked work order. Click H to visualize the detailed history

  • Status: Current status of the linked work order, such as In progress, Cancelled, or Follow up

  • Link reason: Reason informed for linking the work order

  • Provider: Service provider assigned to the linked work order

  • Linked by: Person who linked the work order

  • Date/time created: Date and time the linked work order was created

  • Date/time completed: Date and time the linked work order was completed

  • Event: Any associated event with the linked work order

Link work orders

You can link an existing work order or create a linked work order to consolidate related tasks, ensuring efficient tracking and management.

Link an already existing work order:

1. Click Link existing work order, at the bottom left.

2. Select an action from Link action.

3. Fill in the information:

   • WO linking method: Choose to link to the selected work order or all selected

   • Link reason: Select the reason for linking

   • Filter by subcontractor: Narrow down the search by subcontractor

4. Select one or more work orders.

5. Click Link, at the bottom right.

You can also open a linked work order, if none already exists.

Unlink work orders

You can remove a link between work orders if tasks are no longer related or for correction purposes.

1. Select the row of the work order you want to unlink. You can unlink more than one at a time.

2. Click Unlink.

   The work order is no longer linked.

Provides details related to the site associated with the work order, offering insights into its description, organizational context, maintenance history, and attribute specifics for informed decision-making:

• Description: Brief description of the site, providing further information

• Parent org: Parent organization or entity to which the site belongs

• Date opened: Date when the site was established

• Date refurbished: Date when the site was last refurbished or renovated

• Site type: Type or category of the site

• Senior maintenance manager: Senior manager responsible for overseeing site maintenance

• Maintenance Manager: Designated manager responsible for day-to-day maintenance operations at the site

In the Site attributes groups section, you can see organized information within attribute groups:

• Group name: Name identifying the attribute group

• Description: Brief description of the attribute group

• Attribute count: Number of attributes within the group

In Site attributes section, you can view specific attribute details:

• Attribute name: Name of the specific attribute

• Data type: Type of data for the attribute, such as text entry, single value, or multiple values

• Attribute value(s): Value assigned to the attribute, providing specific information

The Budget section provides a comprehensive view of financial allocations and expenditures related to your work order, helping to monitor and manage costs effectively.

• Site: Location number where the work order is being executed

• Period: Current financial period

• Days remaining in period: Number of days left in the current period

• Site budget:

  • Total (period): Total budget allocated for the current period

  • Spent (period): Amount spent from the budget during the current period

  • Remaining: Remaining budget available for the current period

  • Utilization: Percentage of the budget that has been utilized in the current period

  • Annual budget: Total budget allocated for the entire year

  • Spent YTD: Amount spent from the annual budget YTD (Year-to-Date)

Manage documents related to the work order, including uploading, downloading, and deleting attachments.

Upload document

Attach relevant documents such as specifications or reports to provide comprehensive details for the work order.

1. In the Docs section, click Upload, at the bottom left.

2. Select a file from your device and click Open.

   The file displays in the documents list.

Download document

Download previously uploaded documents for your reference.

1. Click the green arrow next to the document name.

   The files saves to your selected location.

Delete document

Remove outdated or incorrect attachments to maintain accurate documentation on the work order.

1. Click -, on the trash can column, next to the document you want to remove.

   The Confirm window opens.

2. Click Continue.

   The document deletes from the work order.

This section contains Flagged Condition alarms for the work order. They alert you to predefined thresholds being exceeded, enabling proactive maintenance and ensuring operational reliability.

• Alarm type: Type of alarm triggered

• Alarm reason: Reason or cause behind the alarm

• Alarm status: Current status of the alarm, such as active or closed

• Alarm details: Additional details or description of the alarm

• Date occurred: Date and time when the alarm was triggered

• Date cleared: Date and time when the alarm was resolved

• Serial number: Serial number of the equipment associated with the alarm

• Controller name: Name of the controller or device generating the alarm

• Unpaired: Indicates whether the alarm is associated with an unpaired condition

• Alarm filter trigger: Specific conditions or triggers that activated the alarm

• Relevant rule: Relevant rule or policy governing the alarm condition

This tab shows all the activities related to the work order, including reactive activities, categorized by their type and status within the work order lifecycle.

• Type: Specifies the nature of the activity, such as reactive or PPM

• Activity name: Name of the activity

• Activity description: Brief summary of the activity

• Asset: Asset associated with the activity

• Department: Department responsible for the activity

• Floor level: Floor level where the activity is to be performed

• Site space: Specific space within the site where the activity is to be performed

• Status: Current status of the activity, such as pending acceptance or incomplete

Add a reactive activity

You can add a reactive activities while the work order is still incomplete, allowing you to capture additional work needed or completed on the work order.

To use reactive activities, you must first enable them on the Client Profile > Work Order Life Cycle Settings page. Then, you must enable reactive activities for specific asset categories on the Admin > Asset Categories page. You can then add reactive activities to work orders for the designated asset categories.

1. Click Add Activity.

   The Add Reactive Activities window opens.

2. Click an activity in the list and then click Select.

   The Add Activity window opens, in which you can indicate the following:

   • Name: Name of the activity

   • Description: Description of the activity

   • Asset: Asset on which the activity takes place

   • Department: Department in which the activity takes place

   • Site Space: Site space in which the activity takes place

   • Mark as Completed: Select Yes if the activity is already completed and No otherwise

3. Click Save.

Move a reactive activity

Since all activities must be completed to complete a work order, in some cases you may want to move a reactive activity to a separate work order.

1. Select the check box for incomplete reactive activities you want to move to a separate work order.

2. Click Move Activities.

   The Move Activities window opens.

3. In Action, select either Link to Existing Work Order or Create New Work Order.

   If you link to existing work order, enter or select the Work Order number to which you are linking the activity.

   If you create a new work order, select a Priority For New Work Order.

4. Add a comment about why you are moving the activity.

5. Click Save.

   The reactive activity is moved to a separate work order.

Remove a reactive activity

If a reactivity activity shouldn't be completed to fulfill the work order, you can remove it.

1. Select the check box for incomplete activities you want to remove from the work order.

2. Click Remove Activities.

   The Remove Activities window opens.

3. Add a comment about why you are removing the activity.

4. Click Save.

Shows all the parts used in the work order, facilitating tracking and management throughout the fulfillment process.

The following information displays in a smart table:

• Part request number: Identifier for the part request, if requested via the Parts & Inventory module

• Request name: Name of the part request as a separate identifier from the request number

• Part name: Name identifying the part, often used as a more generic search term

• Part description: A brief description detailing the part

• Part number: Unique number assigned to the part for identification

• Class: The classification or category of the part, such as kit, equipment, fixture, and consumable

• Required date: The date by which the part is needed, whether for receipt, return, or another purpose

• Required: Quantity of the part required for fulfilling the work order

• Shipped: Quantity of the part that has been shipped

• Delivered: Quantity of the part that has reached its destination

• Receipted: Quantity of the part that has been received

If you have the Parts & Inventory module enabled, you can click Link part requests to add parts to the work order via the linked part request.