Associate and update work order assets

Work orders usually are tasks performed on assets, thereby most work orders associate with assets. For example, you could create a work order for a fire hydrant to be serviced next month. Since the fire hydrant is an asset, you must search for the fire hydrant and associate the fire hydrant information, including the address, to your new work order.

There are multiple access points for you to associate assets with work orders, including the Assets, Work orders, and PM schedule pages. On the Assets and PM schedule pages, if you select some assets and create a work order, the work order automatically associate with the assets. On the Work order page, you may go to the Assets tab of an existing work order and link assets to the work order. You can also select assets from the map to link with work orders via Accela GIS.

A work order may already have assets associated with it at its creation. When you edit the details of a work order, you may want to associate more assets to the work order. You can look up in existing assets list and select ones to create the association. Or you can open the Accela GIS map viewer, view the assets that are already linked to the work order and select new assets that need to be linked.

To associate an asset to a work order

  1. From the Work orders page, find and open the desired work order.

  2. Select the Assets tab.

  3. To look up an asset and associate it to the work order, do the following:

    1. Select Look up.

    2. Enter search criteria.

    3. Select Submit.

    4. Select the asset you want to associate to the work order.

    5. Select Select.

  4. To select an asset from the Accela GIS map viewer and associate it to the work order, do the following:

    1. Select GIS and select Show/Select assets.

    2. Select an asset on the map.

    3. Open either the Context or Actions menu.

    4. Select Link object to work order.

You can view detailed information about an associated asset in the Assets tab. Furthermore, you can edit the details of each asset, and configure the asset fields that are specific to the work order. If you configure the start and end locations of linear assets in a work order, you can open the Accela GIS map viewer to view the assets with their start and end locations.

To view and edit an associated asset

  1. From the Work orders page, find and open the desired work order.

  2. Select the work order ID link to open the work order.

  3. Select the Assets tab.

  4. To edit the details of an associated asset:

    1. Selecting the asset ID link of the asset.

    2. Edit field values as needed.

    3. Select Save.

  5. To edit the asset fields specific to the work order:

    1. Find the asset in the assets list.

    2. Complete the editable fields next to the Asset ID of the asset.

    3. Select Save.

  6. To view associated assets in the Accela GIS map viewer:

    1. Select the assets in the assets list.

    2. Select GIS and select Show/Select assets.

  7. To view the work location of associated linear assets in the Accela GIS map viewer:

    1. Select the linear assets in the assets list.

    2. Select GIS and select Show work location.

      Note: Accela GIS opens the map viewer and displays the selected linear assets with the start point, end point, and an arrow indicating the start location and end location.

      For a description of the linear asset work location, see Work order-related asset fields.

    3. If you want to reverse the start and end locations of a linear asset, open the Context menu of the asset in the map viewer, and select Flip direction.

You may want to remove some assets that are associated to a work order. Deleting an asset record from a work order does not delete the asset from the database; rather, it deletes the relationship between the asset and the work order.

To delete associated assets

  1. From the Work orders page, find and open the desired work order.

  2. Select the work order ID link to open the work order.

  3. Select the Assets tab.

  4. Select the asset you want to delete from the work order.

  5. Select Delete.

Occasionally, you may find that you need to update several assets associated with a particular work order with the same information. For example, several streetlights may all be put into service on the same day. Civic Platform allows you to save time and improve data accuracy by updating a group of assets with one action.

To update group asset details

  1. From the Work orders page, find and open the desired work order.

  2. From the work order detail area, select the Asset tab.

  3. Select the asset(s) you want to update. You may select assets of the same type, or of different types.

  4. Hover over Menu and select Group update.

    Note: A notice displays if you attempt to update assets for which you do not have permission.

    The fields displayed are those that are common to all of the selected asset types. Notice that when assets of the same type are selected, such as a group of street lights, additional fields specific to the asset type are displayed.

  5. Complete the required fields and others as needed.

  6. Select Save.

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