Work Order Summary

Open the Select Action menu to take a specific action on the work order. Actions include:

• Add / remove watchers

• Add new asset

• Budget and WO data

• Cancel work order

• Complete with no charge

• Convert to quote

• Convert to reactive actvitity

• Create a linked work request

• EAP quote

• Edit capital/expense status

• Edit external PO #

• Edit reported problem

• Edit work order priority

• Indicate parts OR Indicate parts from inventory

• Create a part request

• Job complete

• Link to existing work order

• Link to site event

• Log note

• Needs estimate

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

Equipment Details

Shows the asset being serviced as well as contract information and time and materials data, if applicable.

Financial blocks

Data for the following financial details appear when used on the work order:

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

• Account code: The code used for work order accounting

• Task number: The task associated with the work order

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

Assigned Contractor

Shows contact information for the assigned contractor.

Assign an allocated technician

The Allocated Technician block shows the currently assigned allocated technician.

1. Open the Select technician menu and select a technician.

2. Select Allocate selected technician.

   The following options appear after allocating a technician:

   • Deallocate: removes the currently allocated technician

   • Reallocate: click after selecting another technician to replace the one currently allocated

Detail blocks

The right side of the page contains the following details:

• Status: Shows the current status of the work order and provides a hyperlink to a linked work order

• Problem description: A free text field indicating the reason for the work order

• Problem type: The admin-configured problem type for the work order

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

• Department: The location or department responsible for the asset being serviced

• Location details: A free text field giving more details about the location where work is to be completed

• Space: The space on the floor where the work is to be completed

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

• ETA: The estimated completion date

• Priority: The work order priority

• Flagged condition #: The flagged condition that triggered the work order creation, if applicable

Shows all the parts used in the work order.

The following information displays in a smart table:

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

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

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

• Part description

• Part number: The number identifying the part

• Class: The part's classification or category (kit, equipment, fixture, consumable)

• Required date: When the request needs to be fulfilled, be it receipt, return, or otherwise

• Required: The quantity of the part required for fulfilling the work order

• Shipped: The quantity of the part that has shipped

• Delivered: The quantity of the part that has been delivered

• Receipted: The 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.

Shows all the activities related to the work order, including reactive activities.

Add a reactive activity

Reactive activities can be added to a work order while it 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.

Add a reactive activity:

1. Click Add Activity.

   The Add Reactive Activities dialog opens.

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

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

   • Name: The name of the activity (not editable when use a pre-defined reactive activity)

   • Description : A description of the activity

   • Asset : The asset on which the activity takes place

   • Department: The department in which the activity takes place

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

   • Mark as Completed: select Yes if the activity is already completed, No if not

3. Click Save.

   The reactive activity is added to the work order.

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 checkbox for incomplete reactive activities you want to move to a separate work order.

2. Click Move Activities.

   The Move Activities dialog 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 should not be completed to fulfill the work order, you can remove it.

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

2. Click Remove Activities.

   The Remove Activities dialog opens.

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

4. Click Save.

   The reactive activity is removed from the work order.