Sales# (816) 898-8132 portal@portalams.com

Getting Started With Work Orders

What is a Work Order?

Work Orders can be seen as a sort of task tracker and manager.  These are the to-do’s for you and your technicians.

The work orders are created ahead of time or on-the-fly and your technicians will access them to plan and work through their day, while communicating directly to the system what resources have been used, what additional resources are needed, and when tasks are completed.

Work Orders can be one-time as in the case of a random service call or break down – or they can be pre-planned as would a regular weekly preventive maintenance visit.  Additionally, when it’s time to visit a location for a collection, they will act as a data collection tool so you can have instant access to your revenue and meters.

Work Orders can be general in nature, for a specific location, or for a specific asset (machine) at a location.  Whichever level is specified, they’ll stick to the history for whichever of those objects they’re attached to.

In this guide you’ll learn about:

  1. Work Order List View
  2. Work Order Details
  3. Work Order Scheduling
  4. Parts & Inventory
  5. Duplicating & Editing Work Orders
  6. Work Orders & Collections

Work Order List View

When you select Work Orders from the main menu, you’ll be taken to the work orders list view.  This module shows you a full list of all work orders in your system.

Filters at the top of the page allow you to limit the view by Technician, Location, Due Date, Status, Priority – or any combination of filters.

You may sort the list by clicking any field header.  You can use the search field to find specific data.  Just start typing and the list will filter as you type.

Work Order Details

When you create a Work Order you can give a number of important details.  

  • Title
  • Description
  • Categories
  • Priority
  • Assignee
  • Location
  • Asset
  • Add Files

Title

This is the simple title of the Work Order.  Think of it as a header.  Keep it short and sweet. 

Description

This is where you’ll enter any pertinent instructions or details the technician needs to know, or that you would just like to have on the record for this task.  Be as thorough as you like.

Categories

You may assign work orders to one or more categories as you see fit.  You can select a previously defined category or create new categories on-the-fly.  They’ll allow you to quickly filter and sort work orders of a certain type when you’re analyzing them for insights later.

Priority

Attach a priority of low, medium or high to indicate the urgency.

Assignee

This is the technician or technicians (users) that will be able to view this work order and who are responsible for completing it.  Keep in mind, your technician managers already have access.  You don’t need to add them again here.

Location

This is the location at which this work order is required.  There can be only one location per work order.

Asset

This is the specific asset this work order is for.

Add Files

You may attach an image file or PDF to the work order.  Use this to provide images of the issue, or manuals the technician might need.

Work Order Scheduling

To Schedule a One-Time Due Date:

  1. Click Add Work Order
  2. Enter Work Order Details
  3. Set the Due Date
  4. Save the Work Order

To Schedule a Recurring Work Order:

You may set a work order to repeat on any interval.  Fixed intervals like day, week, month, and every 2 weeks are available, and you may also set a “Custom” recurrence for odd intervals like every 5 days or every 4 months.

  1. Click Add Work Order
  2. Enter Work Order Details
  3. Set the due date for the due date of the first work order
  4. Click the button under Recurring Schedule

 

In the Scheduling Detail panel:

Recurring Type lets you select from options like Daily, Weekly, Every Two Weeks, or Custom Recurring.

The Stop Repeating On date and time is when the system will stop creating these recurring work orders.

If you Schedule Based On Completion Date, it will apply the next work orders’ due date based on when you complete the prior work order in the series.

EXAMPLE:  If you schedule a parent work order for every Thursday, all child work orders will be scheduled for Thursdays by default.  In the event a Technician completes any of those a day late on Friday, the next work order will still be due on the following Thursday.

If you had turned on Scheduling Based On Completion Date, the due date of all the following child work orders would be pushed to Friday.

 

CUSTOM RECURRING:

Selecting Custom Recurring will open an additional setting for Specify Custom Repeating Time.

In the Custom Time field enter a number, then select your repeating interval in the dropdown to the right.

 

Parts & Inventory

If you’re using the Parts & Inventory module, you can let your technician know what parts they’re going to need to pick up before they leave to the location.

At the bottom of the work order create/edit screen click the + button under the parts header.

You’ll be presented with a drop down menu of parts in your inventory that you can select, and then you’ll enter a quantity needed.

When the technician views the work order they’ll be able to see that they need to grab those parts from inventory and bring them to the location.

When the work order is completed, those parts will be deducted from your in-stock quantity.

Duplicating & Editing Work Orders

Editing Work Orders is fairly straightforward.  From the work order list, click the ellipsis on the right next to the work order you want to edit and then the edit menu item.  You’ll be taken into an edit mode.  It looks exactly like the Create Work Order screen so you will be familiar with the layout and function.  Simply make the desired changes & save.

If you’re editing a recurring work order and you change the due date or recurring schedule you will be presented with options for how to treat the rest of the recurring work orders (child work orders) in the series.  You can either change ONLY the one you’re working on, or all children in the series.

Likewise, duplicating work orders is simple.  Find the work order that most closely resembles the one you wish to create, and click duplicate from the ellipsis menu.  Make any changes you want, and click save.  It will save the new work order or recurring series.

Work Orders & Collections

When it’s time to schedule a collection at a location, you will do that by creating a Work Order as usual.  Once you’re to the bottom of the work order creation form, toggle the Add a Collection Form To This Work Order switch to On.

This will schedule the technician to do a collection at the location, create the collection event in your Collections & Meters module, and create a collection form in the work order view screen.

See the full article on Collections & Meters for full detail.

Pro Tips

Work Orders are ALL PURPOSE!

You can use work orders to manage any tasks… not just service calls.  Think of creative ways to use them for back office or sales tasks and super-charge your entire operation!