How to manage work orders in Work Management?

To view and edit a work order, follow these steps:

1. On the work order card, click on the key. The work order opens in view mode;

2. To change the data, click on Edit and change the desired fields;

3. Click on:

   • Save and Return, to save the changes.

   • Cancel, to exit without saving.

Work Management is updated to reflect the changes.

To change the state of a work order, follow these steps:

1. On the work order card, click on the key (code);

2. In the work order panel, in the State field, select one of the possible next states;

3. Click on:

   • Save and Return, to save the new state;

   • Cancel, to discard the changes.

When changing the state, the rules defined in the workflow apply, according to the existing settings:

• If the target state requires justification, it is mandatory to fill it in;

• If the target state starts or ends the down time, you are asked whether the action applies to child assets and whether the unavailability ends;

• It is mandatory to validate the tasks when the target state requires it.

You can assign a work order to one or more employees, as long as the order is in a state that allows assignments. To do so, follow these steps:

1. With the work order card expanded, click on the Assign button or the Edit assigned collaborators button (pencil icon), in the lower right corner of the card;

2. Select one or more employees from the work order's workshop;

3. Click on:

   1. Save and Return, to save the assignment;

   2. Cancel, to discard the assignment.

For employees with an associated user, only those with access to the work order's company are displayed.

You can also remove the assignment of one or more employees, by clearing the employee on the WO Assignment Management screen.

Assigned employees can be used in the Technician filter. To see only unassigned work orders, use the Only unassigned filter.

To view the tasks of a work order, with the card expanded, click on the task indicator button. The verified tasks and the verification value are displayed:

• The tasks from the maintenance plans and the additional tasks are displayed;

• The tasks are loaded when you click the button;

• 10 tasks are loaded at a time. To see the remaining ones, use the load more option.

To verify tasks, in the upper right corner of the card, in the three dots menu, select Task Verifications.

To view the total costs of a work order, with the card expanded, select the Total Costs option.

To record costs, in the upper right corner of the card, in the three dots menu, select the option for the costs you want to record:

• Create labor;

• Create consumptions;

• Create misc costs.

To change the state of several work orders, follow these steps:

1. On the work order cards, select the checkbox of each order;

2. At the top of the column, where the number of selected items is displayed, click on Change State;

3. In the Change work order states window, in the State field, select the target state. The states that can be reached from the work orders' current state are displayed, in the order defined in the workflow and with the color of the target state. By default, the first one is selected;

4. If the target state starts or ends the down time, define, in the Apply down time to children option, whether the action applies to child assets. The option is selected by default;

5. If the target state requires justification, enter the reason and/or the remarks. All work orders get the same justification;

6. Click on

   • Save, to change the state in batch;

   • Cancel, to discard the changes.

The following rules apply:

• You can only change the state if all the selected work orders are in the same state;

• You can select up to 100 work orders.

Printing is only available as a batch action. To print one or more work orders, follow these steps:

1. On the work order cards, select the checkbox of each order (maximum of 100);

2. At the top of the column, click on Print;

3. In the menu, select the report to print: one of the system reports (Report, Full Report or Verification Report) or, for those with access to the Report Designer, the Custom Report.

The operation is asynchronous and may take some time. The records are kept in the processing table.