On-Demand Work Orders Guide
Access, manage, and create on-demand work orders
On-demand work orders are work orders that are independent and don’t have any frequency or period of accomplishment. They are activated by the user as needed in the opposite to the scheduled work orders that are triggered according to a previously configured frequency.
| 1. Find on-demand work orders |
| 2. Create on-demand work orders |
| 3. Customize Report |
| 4. Preview work orders |
| 5. Convert on-demand into scheduled work orders |
| 6. Convert into paper form |
1. Find On-Demand Work Orders
To find an on-demand work order, go to the main menu and select "Work Orders". Then click on "On-demand".
The work orders will appear organized in folders.
Note: You can search for a specific folder or work order by clicking on the magnifying glass icon or filter your search by clicking on the "Filter" button.
Then, you just need to open the folder in which the work order you want is located.
2. Create On-demand Work Orders
To create a new On-Demand work order, go to the menu and click on the “Work Order” tab, then select the “On Demand” option.
Work orders can only be created inside folders, so you need to locate and open the folder where you want to create the work order. If you don't have any folders yet, you need to create one. To do this, simply click on the "New Folder" icon in the top right-hand corner.
A window will appear here you can add a name to your new folder. Then, press the "Save" button.
After creating the new folder, it will appear on the folders page. Open it, and once inside the folder, click on the “Create” button to create an on-demand work order.
The first steps to create an on-demand work order is choosing the work order name, the template that will be used, and assigning a worker or team to it. All this information is mandatory. In addition, you can also add labels to organize the work order.
Note: To be able to create a work order, you need to have created a template previously. If you haven't created a template yet, find out how to do it here.
It is also possible to configure some advanced process settings, which may or may not be active, by clicking on the "Advanced Settings" button.
The configurable settings available are:
- Task requirements
- GPS recognition
- Active/Not active
- Responsible for approving the process
- Ask for description when starting issue
After completing all the inputs required in the settings step, select “Next” to advance to the second configuration step.
When you move on to the next step, you are going to have a preview of the tasks that will be part of the work order, where you will be able to configure each task individually.
By selecting the “Work order header” option, you will have access to more work order settings:
- Work order ID - Switch the work order ID in order to define a session ID.
- Estimated duration - Define an estimated duration for the work order
- Required reading - Make it required to read the work order description before starting it.
You can also assign different people, teams, and labels to specific tasks. To do that, you just need to select a task, or multiple tasks, and customise the fields for the selected tasks.
3. Customize Report
In the report window you can design the report that will be generated once the work order has been executed. You can customize it in two ways:
- Edit layout
- Code your own
3.1. Layout Editing
By selecting the "Edit Layout" option, you can easily edit the report style and choose which content you want to show in the report.
3.1.1. Style
- Logo shown in the report header
- Font size and spacing between sections of the content
- Media thumbnail size
All changes can be seen in the report preview window on the right side of the page.
3.1.2. Content
By clicking in the "Content" tab you will be able to decide which content is shown in the final PDF report. All you have to do is activate or deactivate the content categories by clicking on the button. All changes can be seen in the report preview window on the right side of the page.
3.2. Code Editing
If you want more freedom of customization, you can choose the “Code your own” option, to add a custom code design to your report. To do this, simply click on the “Code your own” option.
Then start typing in your code. All changes can be seen in the report preview window on the right side of the page.
If you already have any saved or pre-defined code, you can also import it. Just click on the “Import code” button and select the file with the code.
When you have finished customising the work order report click on the "Save" button in the bottom right corner and the on-demand work order will be created.
4. Preview Work Order
You can easily preview all work order information and details containing for example: work order ID, description, assigned elements, workflow type, assigned personnel, labels, and more.
A side menu will appear on the right side of your screen containing all the information about the work order.
You will be redirected to a preview of the work order where you will be able to see all the tasks and instructions inside.
5. Convert On-Demand into Scheduled Work Orders
It is possible to quickly schedule an on-demand work order. To do that you need to convert an on-demand work order into a scheduled work order.
Note: By default, the frequency status of a work order that was converted from on-demande to scheduled will be "Does Not Repeat".
A new window will appear. There, select the "Schedule work orders" option.
Then click on the calendar icon and choose the date and hour for when you want to schedule the work order.
If you then go to the agenda or the tab for scheduled work orders, you will find the newly converted work order there.
6. Convert into Paper Form
You have the possibility to export work orders in PDF to be printed, allowing execution on paper when, for any reason, there is no possibility of accessing the work order digitally.
- During the work order creation
- Within the work order (only available for pending work orders)
6.1. During the work order creation
While creating and configuring the work order click on the "Paper Form" tab.
A new window will open with a PDF preview of your work order.
In addition you can also choose to customize your paper form design using code. To do this, simply click on the “Code your own” option.
To download the form, simply hover your mouse over the document preview and the icon to download the file will appear.
6.2. Within the Work Order
To do this, simply click on the three dots icon in the top right- corner and then choose the “Download paper form” option.
The file will then automatically be downloaded to your device.
If you have any questions please submit a ticket to request technical support.