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Work Order Settings

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

This article explains how to configure work order settings and how to customize work order fields for a MaintainX organization.

Set Work Order Preferences​

  1. From the sidebar, select Settings > Features.

  2. Navigate to the Work Orders section and select Set Preferences.

  3. From the Work Order preferences tab, select from the following options to customize your work order settings:

External Work Orders​

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Available for Premium and Enterprise plans. For more information, contact your MaintainX Account Manager.

Share Work Orders Externally​

Toggle Share Work Order Externally on to enable sharing a work order with people outside of your MaintainX organization by email or through an external link. For more information about external work orders, see External Work Orders.

Customize shared Work Order access and permissions​

Manage how your external contacts interact with the work orders you shared with them. For details see Customize Shared Work Order Access and Permissions.

Filter by Fail or Flag​

Toggle Filter by Fail or Flag on to enable filtering work orders based on Failures and Flags in work orders views such as Table view or Calendar view. When toggled on, the filter Procedure Flags is available in the work order views.

Manage Work Orders Overdue Escalation Teams​

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Availability for Enterprise plans. For more information, contact your MaintainX Account Manager.

Administrators can select teams in the organization to get notified automatically when work orders are overdue. You can assign more than one team.

Use Smart Estimates​

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Available for Enterprise plans. For more information, contact your MaintainX Account Manager.

Smart Time Estimates is an AI-powered feature that uses data from past work orders to automatically estimate how long it should take to complete a new work order. For more information, see Configure Smart Time Estimates.

Next Work Order ID​

Administrators can modify the starting ID of work orders in the organization. Enter the value that you would like the work order ID to start from in the Work Order Starting ID dialog. This is an organization-wide change.

For example, for reporting reasons, you need the work orders in your organization to start at #2000. The next work order you make after the change starts at #2000.

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When modifying the value of the starting IDs of work orders for your organization, the change can't be undone. Let's say you choose to start at #2000 and create a few new work orders with the ID #2001 and #2002. You can't go back to #1003. The number must be higher than the highest existing work order number.

Time and Cost Tracking​

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Available for Premium and Enterprise plans. For more information, contact your MaintainX Account Manager.

Cost Tracking Module​

Toggle Cost Tracking Module on to make it mandatory for users to enter cost data and track the costs in work orders. It makes the Cost Tracking section appear on work orders. For more information on how to report cost tracking, see Time vs. Cost Report.

Cost Tracking Required​

Toggle Cost Tracking Required on to make it mandatory for users to enter data when completing a work order.

Custom Cost Types​

When selected, you can manage custom Labor, Travel, and Other types to associate to work order costs. You can create specific variants for your organization's needs like outsourced labor.

  • To create a custom type, select +New [X] Type.
  • To remove the custom type, select (more options), and then select Remove Custom Type.

Time Tracking Module​

Toggle Time Tracking Module on for users to enter and track the time spent working on work orders. It makes the Time Tracking section appear on work orders. For more information on how to report time tracking on work orders, see Time vs. Cost Report.

Time Tracking Required​

Toggle Time Tracking Required on to make it mandatory for users to enter time data when completing a work order.

Custom Time Types​

When selected, you can manage custom Inspection, Work, or Other types associated to your work order times. You can create specific variants for your organization's needs like a safety or quality control inspection.

  • To create a custom type, select +New [X] Type.
  • To remove the custom type, select (more options), and then select Remove Custom Type.

Part Required​

Toggle Part Required on to make it mandatory for users to add at least one part when completing a work order. When you toggle this on, you need to add at least one part to the Parts list in the Times and Cost Tracking section of the work order to complete the work order.

Procedures​

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Available for Premium and Enterprise plans. For more information, contact your MaintainX Account Manager.

Corrective Actions on Failures​

Choose to create a corrective action when a task on a procedure is set as fail. You can select to create the corrective action with the following:

OptionsDefinitions
Automatic with PromptA prompt asking you to create a corrective action work order will appear.
Automatic without PromptA corrective action will be created automatically without a prompt.
NoneAn alert will show in the comment section of the work order mentioning the Inspection failure.

Corrective Actions on Flags (including Anomalies)​

Choose to create a corrective action when a task on a procedure is set as flag or when there is an anomaly in the procedure fields. You can select to create a corrective action with the following:

OptionsDefinitions
Automatic with PromptA prompt asking you to create a corrective action work order will appear.
Automatic without PromptA corrective action will be created automatically without a prompt.
NoneAn alert will show in the comment section of the work order mentioning the Inspection failure.

Anomaly Detection​

Toggle Anomaly Detection on to highlight anomalies in procedure fields on a work order and on one-off meter readings. Anomaly detection is based on historical data. For more information, see Anomaly Detection.

Customize Work Order Form​

You can add custom fields to your work orders that are specific to your organization's needs. The Customize Work Order Fields page lists all of your organization's custom work order fields.

You can choose to make some work order fields required in work orders for your organization and others optional through the Required fields.

Create a New Custom Field​

  1. In the Customize Work Order Form section, select Custom Fields.

  2. Select +Add Your First Custom Field or +Add Another Custom Field.

  3. Add a name for the field.

  4. Select the type of field. The field can be:

    Work Order field typeDescription
    Single Line TextA one line text field. It can be up to 4096 characters long (500-700 words).
    Multi Line TextA text box field.
    NumberFor numerical values.
    Single SelectCreate a list of values to make a list to choose from.
    DateA date field.
    Date & TimeA date and time field.
    LinkA hyperlink or phone number to select.

    Requires that users enter a complete link, such as www.myurl.com, or a complete phone number prefixed with tel:, for example tel: 123-456-7890.

  5. If needed, add additional options.

Additional Options for Custom Work Order Fields​

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Not all of these options are available on all plans. See the table for more details. For more information, contact your MaintainX Account Manager.

OptionsDefinitionsAvailability
Make this field requiredSelect this option to make the custom work order field mandatory when a user creates or updates a new work order.Enterprise
Copy the values of this field on repeating Work OrdersSelect this option to have this field and its values appear on your repeating work orders.All plans
Include this field on Request formsSelect this option to have it appear on Request forms.Enterprise
Include this field on Request Portal formsSelect this option to have it appear on Request Portal forms.Enterprise
  1. Select Create.

Reorder Custom Work Order Fields​

To change the order of custom fields on a work order form, hover over the field and drag the (Reorder) icon to move a field up or down.

Delete a Custom Work Order Fields​

To delete a work order field, hover on the field and select the (Trash can) icon next to the field you want to delete.

Make a Default Field Required on a Work Order​

These are default fields that you can set as required field on a work order.

To set up a required default field on a work order:

  1. In the Customize Work Order Form section, select Required Fields. From the following list of Work Order Fields, choose whether one of the default fields from the list of work order fields is required for completing or updating a work order. The fields are:

    • Asset
    • Users
    • Attachment
    • Description
    • Due Date
    • Location
    • Parts
    • Priority
    • Procedure
    • Recurrence
    • Categories
    • Teams
    • Vendors

  2. From the dropdown next to the field, select one of the following:

    • Optional: making this field optional for creating and updating a work order.
    • Required: making this field mandatory for creating and updating a work order.

Resource Planning​

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Available for Enterprise plans. For more information, contact your MaintainX Account Manager.

Resource planning provides advanced planning and scheduling capabilities. Enable resource planning to optimize your team's capacity, balance workloads, and get real-time labor insights for each team member.

For more information, see Configure Resource Planning.