Scheduled Work Orders Guide

Scheduled work orders are work orders that have a determined frequency or period of accomplishment (e.g: periodic maintenance, audits, inspections). They are triggered according to a previously configured date or frequency.

To find a scheduled work order, go to the main menu and select the option "Work Orders". Then click on "Scheduled".

The work orders will appear organized in folders.

Then, you just need to open the folder in which the work order you want is located.

To create a new scheduled work order, go to the menu and click on the “Work Order” tab, then select the “Scheduled” option.

A window will appear here you can add a name to your new folder. Then, press the "Save" button.

In the new window, choose the work order name, the template that will be used, and the assignees. All this information is mandatory.

To add a schedule to the work order, just click on the " + " icon. 

• Site or element to which this issue will be related
  
• Initial date and time of the first execution
• Execution frequency which will be counted from the starting date
• Due date
  

Note: You can also allow the work order to be submitted after the due date. To do this, simply click on the "Allow to be submitted after due date" option.

If you need to schedule each task within the work order individually, simply enable the "Schedule tasks" option. This will add a future extra step to the schedule work order creation procedure where you can define the individual schedules for each task.

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

When you have finished setting up all the configurations, press "Next".

When you move on to the next step, you going to have a preview of the tasks that will be part of the work order.

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.

If you want to further personalise your work order you can assign different people or teams to specific tasks. Simply select a task or multiple tasks and define the assignee and site or element for those specific tasks. 

If you previously selected the option to schedule tasks individually, click "Next". 

In the schedule tasks table, the frequency you previously specified for the entire work order will appear by default. 

Example: If you previously set the frequency of the work order to be weekly, that frequency "Weekly" will appear in the table. 

But if you want the tasks to have a different execution frequency, just click on the "Add frequency" button

A new menu will open where you can give this custom scheduling a title and set a repetition frequency, or even define the days and hours of the week you want it to repeat.

Once you have created your custom schedule, you can then go task by task and check which schedule you want it to be associated with.

In case you want to delete or edit any of the frequencies, just click on the 3-dots icon in each frequency column.

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

Within the style option, you can change the design of several components, such as:

• 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.

Then start typing in your code. All changes can be seen in the report preview window on the right side of the page.

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.

It is also possible 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.

There are two ways to convert and export your work order into a paper form:

• During the work order creation
  
• Within the work order (only available for pending work orders)

A new window will open with a PDF preview of your work order.

To download the form, simply hover your mouse over the document preview and the icon to download the file will appear. 

Another way to download the work order paper form is from within the work order itself once it has already been created (as long as it is pending).

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.