There are two ways to begin creating a Work Order:

  1. Have a Work Order generated from a:

    1. Maintenance Request

    2. Resident Maintenance Request

    3. Quote Request

  2. Create a stand alone Work Order

Then once the Work Order has been created there are several sections that need to be completed:

  1. Admin Details

  2. Description

  3. Site Contacts

  4. Recipient Contacts

  5. Send

Creating Work Orders

Generate from Maintenance Request

To Have a Work Order generated from a Maintenance Request go to Requests > Maintenance List > Click 3 Dots > Click To new Work Order > Change the Status (Most Common is "Work Order Raised")

Generate from Resident Maintenance Request

To Have a Work Order generated from a Resident Maintenance Request go to Requests > Resident Requests > Click 3 Dots > Click Create Work Order.

Generate from Quote Request

To Have a Work Order generated from a Quote Request go to Requests > Quote Request> Click 3 Dots > Click To new Work Order > Change the Status (Most Common is "Work Order Raised")

Create stand alone Work Order

To Create a stand alone Work Order go to Requests > Work Orders > Click + Add Work Order

Completing Work Orders

Admin Details

Then once the work order has been created ensure all details have been filled out in the Admin Details before clicking Next Tab.

Work Order ID and Site name should prepopulate, if not enter those in. Budget is not mandatory but is good for record keeping.

"Type of work order" can be created in Site > Tag List Editor > (Quote / Work Order /Defect) Types

"Statues of work order" can be created in Site > Tag List Editor > (Quote / Work Order / Defect) Statuses

Description

If the work order was created from a Maintenance Request, certain information will populate in the work order in the Description Tab

Subject, Description, Notes and Uploaded files will take information from the Maintenance request and insert it into the Work Order.

Tags and Invoicing is additional information that can be added to provide further information about the Work Order.

"Location" and "Asset" will prepopulate with Maintenance requests tags if the work order was created from a Maintenance request.

"Location of Maintenance" tags can be created in Site > Tag List Editor > Site Locations

"Asset" can be created in Registers > Asset Register

"Allocated Contractor Type" can be created in Site > Tag List Editor > Asset Primary Categories

Invoice "Payment Profile" can be created in Site > Payment Management

Site Contact

There are up to 3 Site Contacts that can be assigned to a work order, these are the contacts that will liaise with the Contractor. This is commonly the person who will provide the most information about the issue to the Contractor whether that is Resident, Building Manager, Admin Staff, etc or will give them access to the issue.

All Residents for the site will populate automatically in the resident search.

All Admins for the site will populate automatically in the admin search

To add Staff go to Users > Staff/Site Contacts > click + New Staff Member

To add Contractors go to Users > Contractors > Click + Add Contractor. Note that Contractors are commonly done in the Recipient Contacts Tab not the Site Contacts Tab.

Recipient Contacts

The Recipient is the Contractor that will be coming onto Site to complete the work order. Up to two recipients can be notified, the most common second recipient is a Building Manager, Concierge or Committee member that also needs to be notified about the work order. Clicking the + Add New Contractor will enable new Contractors to be added to the system easily.

Another option to add Contractors go to Users > Contractors > Click + Add Contractor.

Send

Before the work order is ready to send, the Send tab shows who will recieve an email about the work order. The Email recipients are pulled from Site Contacts and Recipient Contacts.

The Work Order will no longer be marked as draft and instead will be marked as sent.

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