Create a work order

The Create New Work Order dashboard allows users to create a work order against an Asset and/or Category within a site.

To create a work order, the user is required to enter specific information regarding the asset and the problem experienced. The fields highlighted in orange are mandatory and must be populated in order to create a work order. The user will be prompted for the following information, some of which are choosers with a dropdown menu, others are free text.

Field	Description
Site	Clicking on the down arrow will produce a list of sites which are associated to a particular user. Users set up to a particular site will not see the Site dropdown.
Barcode Tag	Enter the asset tag into this field. This is a type-ahead field, so you can begin typing a value and a possible match populates in the field. You can also search for a tag by entering the last four digits or select from the asset tag search window.
Category	If the user does not know the asset tag or does not have one, they may select a category. This field is auto-populated if the user enters an asset tag.
Subcategory	Once the category has been populated, the user must select a subcategory. This field is auto-populated if the user enters an asset tag.
Location	Enter the location of the asset from the dropdown. This field is auto-populated if the user enters an asset tag.
Floor Level	Use the dropdown to select the floor level of the asset. If set up within the Asset Details table, this field will be auto-populated.
Location Details	If the user has not entered an asset tag then they must complete the Location Details field, which is a free text field to give a more detailed information on where the asset is
Problem Type	Carefully select a problem type. This is very important as it may affect how the work order is assigned and is also utilized for reporting purposes
Asset Status	Select whether or not the asset is "working" or "not working".
Account Code	This is a non-mandatory field. It will be auto-populated if an asset tag is selected.
Priority	Select the priority for the work order from the drop down list.
Requested By	Allows the user to log a request on someone else's behalf.
Problem Description	This is a free text field that allows the person reporting the issue to enter information with regards to the problem with the asset.

Different clients will have the dashboard set up differently; please see the configuration section for more detail.

As the user will always start at the very top by selecting the site name, they will notice that as they move to the subsequent fields below them, the system will refer to information they have already entered so far. For example, once the category is selected, you will only see subcategories relating to that category. If the asset tag is known and then selected, the system will populate most of the information on this page, including fields like Category, Subcategory, Location, Location Details, and Account Code. If there is no asset tag, the user may still carry on and enter information relating to the work order as it is a non-required field. Once all of the information has been entered, click on the Create Work Order button, on the bottom left of the Create New Work Order screen to continue.

Possible Duplicates

After selecting a Subcategory, Department, Floor Level, or Space , potential duplicate work orders appear. We recommend reviewing the potential duplicates before creating a new work order.

The Possible Duplicates section will list WOs related to the same Category/Subcategory when the WO is in a status of:

No Contractor
Pend Prov Notif
Alternate Contractor
Pend Accept
In Progress
Assigned
Service Incomplete
Service Complete
OR if a WO has been created against the same asset within the last 183 days or date completed in the last 30 days

If the WO is not highlighted, the exact Category/Subcategory match.

If the WO is highlighted in yellow, the WOs are an exact asset tag match.

If the WO is highlighted in red, the WO is in recall period

Upon click of a work order in the WO # column, the WO Detail pop-up will be displayed to the user.

The user needs to determine if a work order is a duplicate or not.

If determined the WO is a duplicate (meaning it has already been created), the user does not need to create a new WO.
If it is determined that the WO is not a duplicate, the user needs to complete all required information in order to create a new WO.

Upon clicking the Create Work Order button, a pop up box will appear confirming that the Work Order has been created and will generate a unique WO number for this issue and display the Fix SLA and Response SLA if appropriate.

Configuration and Notes

Whether or not an asset tag is required to raise a WO is configurable by client.
Problem type associations are available as a way to build exceptions to sub-category level associations.
The "Requested By" field can be configured to be auto-populated with the logged in users name or left blank.
Account codes are populated at the category or sub-category level.
The ability to dispatch to alternate contractors is configurable by role.
The number of sites users have access to on this dashboard will depend on the roster on which the user sits and any securable attributes or filters they have turned on.
Behavior of the WO after creation can be controlled by auto-dispatch rules.

Work orders are dispatched depending on the contact method of the service provider; see Service Provider Site Profile and any auto-dispatch rules that may be in place for the client.

Quick-Create

This development provides the ability to create a work order with just one click of a tile in mobile. To be functional across different clients the tile is configurable by a client system admin whereby they default the Create Work Order values to a default criteria. They are able to default each field to either:

A pre-populated value,
Allow blanks in the field, or
Have the field set for the WO creator to fill in.

Benefits

Speeds up logging of work orders when working in fast paced environments.
Allows equivalent work to be logged consistently, avoiding misconception of which Cat/SubCat/Problem Type should be used.
Promotes accurate first time assignment to the correct provider, reducing WO declines.
Supports first time fix ratio as the provider knows with some accuracy what the issue is and could arrive with all the necessary tools/parts to fix first time.
Benefits accurate reporting by client BI teams.

Screens and Setup

Client Admin page availability is based upon configuration.

The new Quick-Create Work Orders smart table contains the columns:

Name
Description
Created By
Date Created
Status

The fields for the Quick-Create Work Order form include:

Field Name	Field Type	Field Summary	Additional Information
Name	Free Text	Your name for the Quick-Create Work Order
Description	Free Text	Your description of the Quick-Create Work Order
Status	Required Drop-down Selector	ChooseActive(default) orInactive
Upload Document Required	Required Drop-down Selector	ChooseNo(default) orYes	This filed determines whether or not a document is required in order to complete creating the Work Order on the Create Work Order form.
Use Work Order Scripts	Required Drop-down Selector	ChooseNo(default) orYes	IfNo, Work Order scripts will not appear on the Create Work Order form, regardless of any relevant active scripts. IfYes, any relevant Work Order script fields will display on the Create Work Order form.
Assigned Provider	Required Drop-down Selector	ChooseSpecify(default) orPreferred	IfSpecifyis selected, an additional Service Provider field is displayed. IfPreferred is selected, the preferred provider based on the values of the Work Order displays on the Create Work Order form.
Service Provider	Search and Select	Select among available providers

The fields for the Create Work Order Form Values are optional or required based on how Work Order Creation is configured for the client.

Value type options include:

Default
Locked
Empty

When Default is chosen as the value type, the value selected from the drop-down selector will display auto-populated on the Create Work Order form.

When the Value Type is empty, the corresponding Value drop-down selector becomes disabled. This filed will appear empty on the Create Work Order form. If required, the user must fill out this value before creating the Work Order.

The Available For Roles chooser allows you to associate roles to the client. If no roles are selected, the Quick-Create Work Order is available to all roles associated to the client.

To create a new tile for Quick-Create Work Orders, click the Add Tile button on the bottom right of the Verisae Mobile Dashboard screen. This will display the Action Panel.

If Quick Create Work Order is selected from the Action drop-down selector in the Action Panel configuration pop-up, any active Quick-Create Work Orders display in the Quick Create Work Order drop-down selector. Selecting one locks down the Tile Name to the name of the Quick-Create Work Order. If a user is not locked down to a single client, a required Client drop-down selector displays before the Quick-Create Work Order drop-down selector.

Quick-Create Action tiles display as any other Action tile does.

Selecting the Quick-Create Action tile navigates you to the Create Work Order form with appropriate fields populated.