Create a Work Order

availability

Platform:	WebMobile
Plan Type:	BasicEssentialPremiumEnterprise
User Type:	RequesterFull UserAdministrator

This article explains how to create a work order, set a repeating schedule and duplicate an existing work order.

Create a New Work Order

Web

1. From the sidebar, select Work Orders.
2. Select + New Work Order.
3. Enter a title for the work order in the What needs to be done? field.
4. In the work order details, fill in the other fields that you need, as described in Work Order Fields.
5. Select Create to save the new work order and add it to the queue.

Mobile

1. From the bottom navigation bar, select Work Orders.
2. Select + New Work Order.
3. Enter a title for the work order in the What needs to be done? field.
4. In the work order details, fill in the other fields that you need, as described in Work Order Fields.
5. Select Create to save the new work order and add it to the queue.

Work Order Fields

This section explains how to fill out a new work order. You can fill in all the fields you need when you first create the work order, or create the work order with a minimal amount of information and edit it later. The only mandatory field is the title (What needs to be done?).

Field	Description
What needs to be done	Enter a title for the work order. You can't create a new work order without a title. The title can be up to 255 characters long.
Add or drag pictures	Attach images to the work order. Thumbnails of any images you attach appear here. For details, see Attach Pictures.
Description	Add a detailed description of the work to be done. The description can be up to 4096 characters long.
Estimated Time	Add the approximate work time in hours and minutes to complete the work order.
Procedure	Add procedures to the work order. You can also preview and edit them. For more information, see Create or Add a Procedure in a Work Order.
Assign to	Assign the work order to one or more users or teams.
Due Date & Schedule	Set the Due Date. After you set a Due Date, you can also set a Due Time, a Start Time, and a repeating Schedule. For more information, see Add a Due Date and Time and Set a Repeating Schedule.
Priority	Set the priority for the work order.
Location	Specify the location where the work will take place. You can choose from any of your organization's locations. A work order can only have one assigned location.
Asset	Specify the asset to perform maintenance on. You can choose from any of your organization's assets. A work order can only have one assigned asset.
Files	Attach files to the work order. For details, and a list of supported file formats, see Attach Files.
Parts	Add the parts required to complete the work order. You can choose any part configured for your organization. When you add a part, you must also specify the Amount Used.
Categories	Assign one or more categories to the work order. These can be built-in categories such as Safety or Standard Operating Procedure, or custom categories configured for your organization.
Vendors	Add one or more vendors to the work order. You can choose from any of your organization's vendors.

Attach Pictures or Files

Attach one or more pictures or other files to work orders to provide additional information about the work that needs to be done.

Supported File Types

You can attach the following types of files:

File Type	Supported Formats
Documents	.doc, .docx (Microsoft Word) .xlsx (Microsoft Excel - see note below) .csv (Comma-separated values) .pdf (Adobe PDF)
Images	.gif .jpg .png
Video	.mp4

note

MaintainX doesn't support .xls files. If you want to attach a .xls file, convert it to .xlsx format first.

For best performance, files should be smaller than 50MB.

Attach Pictures

Web

On the work order, select Edit.

Do one of the following:

• From the work order details, select Add or drag pictures. Then use the file dialog to choose one or more images to upload.
• Drag one or more image files from a file browser on your machine, and drop them in the Add or drag pictures area.

Mobile

On the work order, select Edit.

From the work order details, select Add or take pictures. You can do one of the following:

• Take a photo using your device's camera.
• Upload an existing picture from your device.

Take a photo using your device's camera

1. When prompted, use your device's camera to take a photo. MaintainX adds it to a list of photos to upload.

2. If you want to annotate the photo select it from the list. You can do the following:

   • Scale, crop, and rotate the picture.
   • Draw on the picture.
   • Add written annotations.

   When you're finished annotating the photo. MaintainX returns you to the list.

3. Do one of the following:

   • Select Add another to take another photo.
   • Select Done to return to the work order an upload your photos

Upload an existing picture

1. Follow the prompts on your device to select a picture.

2. Annotate the picture as needed. You can do the following:

   • Scale, crop, and rotate the picture.
   • Draw on the picture.
   • Add written annotations.

3. Select the arrow to upload the picture

Attach Files

Web

On the work order, select Edit.

1. In the work order details, go to the Files field and select Attach files. A file picker opens.
2. Choose one or more files to upload.

Mobile

On the work order, select Edit.

1. In the work order details, go to the Files field and select Attach >. A file picker opens.

2. Follow the prompts on your device to do one of the following:

   • Take a photo using your device's camera.
   • Attach an existing image from your device.
   • Attach a file from your device.

tip

If you attach a photo or another image file, you can annotate it as described in Attach Pictures

Add a Due Date and Time

Use the scheduling options to set a due date and time for the work order. You must set a due date before you can set a due time.

Web

1. In the work order details, go to the Due Date & Schedule section.
2. Select the date field to open a date picker. Select the start date.
3. If you want to set a due time, select Add due time.
4. Select a due time from the drop-down.

Mobile

1. In the work order details, go to the Due Date & Schedule .

2. Select Set > to open a date picker. Then select the start date.

3. Do one of the following:

   • If you don't want to set a due time, select Done to confirm the due date and close the date picker.
   • If you do want to set a due time, select Set Due Time to open a time picker.

4. Select a due time from the time picker. Then select OK to return to the date picker.

5. Select Done to confirm the due date and time, and close the date picker.

Add a Start Date

Use the scheduling options to set a start date for the work order. The start date determines when the work order starts to appear in the queue of upcoming work.

A work order must have a due date before you can give it a start date.

Use start dates to manage your work order queue

Setting start dates can help keep your work order queue focused on upcoming tasks.

Suppose you have a preventive maintenance work order that repeats yearly. You can give it a start date so that it only appears in the queue a few days before each recurrence, rather than appearing for the full year between recurrences.

Or suppose you create a reactive work order to repair an asset, but it isn't due for two weeks. You can set a start date closer to the due date to keep the work order out of the queue while your team focuses on higher priority work.

Web

1. If the work order doesn't have one yet, add a due date.

2. In the work order details, go to the Due Date section, and select +Add start date.

3. In the Start Date field, choose one of the following:

   • <TIME> before due date: the work order will appear in the queue the specified number of hours or days before the due date.
   • Custom Date: opens a date picker. The work order will appear in the queue on the date you specify.

Mobile

1. If the work order doesn't have one yet, add a due date.

2. In the work order details, go to the Start Date section, and select Set >.

3. In the Start Date settings, set Show this work order: to one of the following:

   • <TIME> before due date: the work order will appear in the queue the specified number of hours or days before the due date.
   • Custom Start Date: opens a date picker. The work order will appear in the queue on the date you specify.

4. Select Done to confirm the start date.

Set a Repeating Schedule

Use the scheduling options to make the work order repeat at a pre-set intervals. A work order must have a due date before you can make it repeat, making it a work order chain.

Web

1. In the work order details, go to the Schedule section.

2. Choose the repeat frequency (Daily, Weekly, Monthly, or Yearly).

3. Set the repeat interval. This is the amount of time between repeats. For example if the frequency is Weekly, the interval is the number of weeks between repeats.

4. Set the day or date to repeat the work order on.

   • For Weekly schedules, choose one or more days of the week.
   • For Monthly schedules, choose a day of the month.
   note

   Daily and Yearly schedules have no additional settings.

   • Daily work orders repeat every day.
   • Yearly work orders repeat on the due date of the original work order.

Mobile

1. In the work order details, go to the Schedule section.

2. Choose the repeat frequency (Daily, Weekly, Monthly, or Yearly).

3. Set the repeat interval. This is the amount of time between repeats. For example if the frequency is Weekly, the interval is the number of weeks between repeats.

4. Set the day or date to repeat the work order on.

   • For Weekly schedules, choose one or more days of the week.
   • For Monthly schedules, choose a day of the month.
   note

   Daily and Yearly schedules have no additional settings.

   • Daily work orders repeat every day.
   • Yearly work orders repeat on the due date of the original work order.

Duplicate a Work Order

Web

1. From the sidebar, select Work Orders.
2. Locate the work order you want to duplicate, and select it to view its details.
3. In the work order details, select (more options).
4. Select Copy to New Work Order.
5. Update the work order information as needed.
6. Select Create to save the work order and add it to the queue.

Mobile

1. From the bottom navigation bar, select Work Orders.
2. Locate the work order you want to duplicate, and select it to view its details.
3. In the work order details, select (more options).
4. Select Copy to New Work Order.
5. Update the work order information as needed.
6. Select Create to save the work order and add it to the queue.