Create a Work Order Template

availability

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

This article explains how to create a work order template and use it in MaintainX.

A work order template is a reusable, preset format for a new work order. You can create templates with pre-populated values, hidden fields, read-only information, etc.

Create a Work Order Template

1. From the sidebar, select Library > Work Orders.

2. Select + New Work Order Template. The New Work Order Template page opens with the Work Order Template and Settings tabs.

3. Fill in the work order template details:

   • In the Work Order Template section, add or hide fields.
   • In the Settings section, to add a maintenance type and set a due date for instances of the template.

4. Select Save Template. The work order template appears in the Work Order Templates page.

Template Fields and Options

Some fields have the following additional options:

• Select to hide a field if you do not want it to appear in the template.
• Select Required Field to make the field mandatory.
• Select Read Only to add a read only value.

The Read Only option applies differently depending on the field it is applied to.

• For the Locations or Assets fields, the Read Only option acts in the following ways:

  • If you only select one asset or location, the pre-selected asset and/or location appears as a read only value.
  • If you select more than one asset or location, a dropdown appears with the pre-selected assets and/or locations. Users can only select the assets/locations from the dropdown list.

• For the remaining fields, the Read Only option applies as usual. Users cannot edit the value when creating/editing a work order.

Work Order Template

In each section of your work order template, you can add pre-populated values, hide fields, and make fields required or read-only.

Summary

Field Name	Description	Can be Required	Can be Hidden	Can be Read Only
Work Order Template Title	Enter a mandatory template name.	Yes	No	No
Attachments	Add pictures and/or files.	No	Yes	Yes
Description	Add a description. It can be up to 4096 characters long (roughly 500-700 words).	No	Yes	Yes
Estimated Time	Select + Specify estimated time to add a time estimation value.	No	Yes	Yes

Work Information

Field Name	Description	Can be Required	Can be Hidden	Can be Read Only
Procedure	Add one or several procedures from your procedure library. You can add up to 350 fields in a procedure.	Yes	Yes	Yes
Assignees	Select the teams or users you want to assign the work order template to.	Yes	Yes	Yes
Priority	Define the work order’s priority.	No	No	Yes

Details

Field Name	Description	Can be Required	Can be Hidden	Can be Read Only
Locations	Select one or several locations.	Yes	Yes	Yes
Assets	Select one or several assets.	Yes	Yes	Yes
Asset Types	Select one or several asset types. Adding an asset type to the work order template allows assets with the same asset types to use the work order template. If you pre-select assets and/or asset types, users creating work orders from the template will be presented with a list of assets and/or asset types ordered by relevance.	No	No	No
Parts	select one or several parts and add the number of parts needed.	Yes	Yes	Yes
Categories	Select one or several categories.	Yes	Yes	Yes
Vendors	Select one or several vendors.	Yes	Yes	Yes

note

If your organization uses work order custom fields, they will appear in the Custom Fields section. Custom fields have the same options as the default fields (Required, Read Only, Hidden).

Settings

Add a maintenance type and set a due date for instances of the template. Adding a type indicates which maintenance type the work order template targets.

note

In the Work Order Templates page, work order templates are organized by their template type.

1. In the Template Type section, set a maintenance type:

   • Preventive - if you select this type, the Add recurrence field appears in the Due Date Settings section below.
   • Reactive
   • Other

2. In the Due Date Settings section, do any of the following:

   • Enter a number and a frequency (minutes, hours, days, or weeks).
   • Select + Add start date to show the work order in the Work Orders module before its due date.
   • Select Add recurrence to set a recurring cadence to the work order.

Duplicate a Work Order Template

1. From the sidebar, select Library > Work Orders.

2. Locate the work order template you want to duplicate.

3. Do any of the following:

   • Select its name to view its details, (more options), then Copy to new template.
   • Select (more options), then Copy to new template.

4. When prompted, select Confirm to confirm the creation of the duplicate.

5. Update the template information as needed.

6. Select Save Template. The work order template appears in the Work Order Templates page.

Learn More

• About Work Orders
• Create a Work Order