Work Order Management

In this article:
Create Work Order
Edit Work Order
Complete / Close Work Order
Print / Email Work Order
Delete Work Order

Create Work Order

There are a number of ways to create new Work Order records in Maintenance Pro.

From The Home Screen

Whenever equipment has recurring maintenance tasks or repair requests that are soon due or overdue, a New WO button will be presented on the home screen.

Clicking New WO will automatically display the new WO screen, and will include tasks showing up as due.

From The Work Orders Button On The Left

Clicking on the + sign will display the new Work Order screen.

From The Equipment List

On the equipment list, the action gear will display a dropdown with a New Work Order option.

New Work Order Screen

Utilizing one of the three methods above to create a WO will display a New Work Order screen.

Equipment – Specify the unit for which the Work Order is being created. This field is pre-populated if the Work Order was initiated from the Home screen or the action gear on the Equipment Index.
Assignee – Assign up to two individuals or vendors responsible for the Work Order. This does not necessarily indicate who will perform the labor, as labor can be added separately for each task.
Scheduled – Enter the date when the Work Order is planned to start.
Due – Enter the date by which the Work Order should be completed.
Priority – Set a priority level to highlight the Work Order among other tickets.
Type – Specify the general purpose or category of the Work Order for reference.
Initial Notes – Add notes to the Work Order for reference purposes.

Note:
The majority of fields are optional. The only required items to create a Work Order are the Unit ID at the top and at least one Task at the bottom.

Add WO Tasks

On the bottom of the new Work Order screen will be a list of soon due or overdue tasks. These can be check marked and added to the WO. Clicking on Add Task will add a task to the WO ticket.

Anything can be typed in this box. If a task already exists, it will pull up as an option as soon as the name is typed. A new value can be added into this box by choosing the Add option in blue.

The typed-in tasks will show up like this:

Clicking cancel will remove a task from the WO ticket.

Saving will bring up the Work Order Detail screen. Here, parts and labor can be added, the WO status can be set, and additional tasks can be assigned.

Edit Work Order

Select Work Orders from the side menu to open the Work Order Index screen. Select a Work Order number to access the Work Order record.

The Work Order Details screen will be displayed. From this screen, the Work Order status can be changed, additional tasks can be added, and existing tasks can be edited.

Delete Task

If a task was added by mistake, select the red circle to the right of the task row to remove it.

Note:
A Work Order record must contain at least ONE task. To remove the first task, a second task must be added.

Edit WO Details

To edit Work Order information such as the scheduled date, assignees, type, or priority, select the gear icon in the top-right corner and choose Edit.

This opens the Edit screen. Make the required changes and select Save at the bottom of the page.

Complete / Close Work Order

Whenever a Work Order is completed, the tasks are then moved to the equipment's maintenance history. The part and labor costs will also show up on maintenance reports for the unit in question.

Review the WO contents to make sure all tasks and costs are accurate and accounted for. To close the Work Order ticket, click the Complete button on the top right.

A Close Work Order dialog box prompts for the completion date and time. If the equipment has a meter configured, such as hours or miles, an odometer reading will also be required.

The status of the work order will be changed to closed.

All tasks will be marked as completed and will appear in the unit's Maintenance History.

Reopening A Previously Completed WO

Once a Work Order has been closed, an option to Re-Open Work Order will appear on the WO ticket. This allows the Work Order to be reopened at any time.

Print / Email Work Order

To print a Work Order, click the Gear icon on the top left and choose Print.

A PDF of the Work Order will be generated. Depending on the internet browser, the PDF may be downloaded to a computer, or will show up in the browser for immediate viewing.

Clicking the down arrow on the top right will save the PDF locally onto the computer. Once the PDF is saved, it can be attached via email.

A PDF version of the Work Order can be emailed using the gear icon. Selecting this option opens the computer’s default email client (such as Outlook or Thunderbird) with a new email message and the Work Order PDF automatically attached.

Note:
This feature will more than likely not work with web-based email applications, such as Gmail. When using a web-based email, select the printer icon on the Work Order, save the PDF file, and attach the file manually to a new email.

Delete Work Order

Within the Work Order record, select the gear icon in the top-right corner and choose Delete.

Note:
There is no way to recover a deleted Work Order; it must be re-created if removed.