Back to Maintenance Manager for Education Main Menu

Progressing a Work Order

As an Administrator or Technician, you can manage work orders by progressing them through various stages, assigning technician, updating entries, adding tasks and comments, and marking work orders as complete.

Follow the below steps to progress and complete a work order using the streamlined process

Methods to Progress a Work Order

There are two ways to progress a work order:

A. By Clicking on the Work Order

Use this method to progress a new or requested work orders to the completed and update the required details across all three views-- List, Workflow, and Calendar view.

Approve Guest Work Orders (If Applicable)
- Select a Work Order from the Requested section (if any) then click Approve button.
NOTE Only Guest requested work order via dedicated portal appear in the Requested section.

Select and Assign a Work Order.
- Click a work order in the New section
- Click Assign button and enter or choose a technician to assign the work order.
- Click Save.
  
  NOTE A maximum of 5 technician can be assigned.
Update Entries (As Needed)
- Click on any of the following fields to edit:
  - Due
  - Work Category
  - Asset
  - Location
Add Parts
- Go to the Parts tab, click Add Parts.
- Search or select an item from the list and enter the number of items in Qty Needed field based on the Qty Available.
  
  NOTE
  
  * Qty Needed can’t exceed the Qty Avail.
  
  * Multiple items can be added.
- Click Done.
Manage Tasks
- Go to the Tasks tab, click Create a task list button as required.
- In Task 1, enter the task description.
- Enter description in Task 2 and Task 3 as needed.
- To remove a task, click icon at the upper right corner.
- To add more tasks, click + Add Task at the bottom-left corner.
- Click Save List to save or Cancel to discard the list.
- Click the task assignee profile to update assignee, then click Save.
- Select the checkbox to mark a task as completed.
- Click > Add Comment to enter the comment.
- Upon entering the comment, click Add Comment to save or Cancel to discard the comment.
- Click Edit Task(s) button at the upper right corner to modify the task list.
- Edit the task description > click > Done to modify the task list.
Add Work Order Comments and Attachments
- Go to the Comments tab, enter the comments to the work order, if required.
- Click Add Attachment to upload files, if required.
View Activities
- Go to the Activity tab, to view the total labor cost, total parts cost, parts quantity, work order status (blocked/unblocked), and additional details.
Complete the Work Order

Click the Complete button at the upper right corner.
Click the Complete work order.
The work order appears in the Completed section.
Before completing the work order, you may enter hours worked and add comment and attachment as required.

Alternatively, click Log Time next to the Complete button to enter Hours Worked and add Comment.

B. By dragging a Work Order (Workflow and Calendar Views)

Use this method to approve, assign, update, and move work orders in Workflow views. Update Work Orders due date in Calendar view. Drag-and-drop does not work in the List view.

Approve Guest Work Orders
- Drag a Work Order from Requested to New section to automatically approve a work order.
Assign Work Orders
- Drag and drop a Work Order from New to In Progress section to assign a technician.
- Enter or select the technician from the given list.
- Click Save.
  
  The Work Order appears in the In Progress section.
3. Complete Work Orders
- Drag a workorder from In Progress to Completed section.
- Under the Logs Hours For, enter the technician’s hours worked.
- Enter or update the below fields as required:
  - Comments
  - Add Attachments
  - Work Category
- Click Complete Work Order.
  
  The Work Order appears in the Completed section.