Create a work order

You can either create work orders individually for an existing asset, or you can batch create them by setting up Preventive Maintenance (PM) schedules.

There are two options for creating individual work orders:

The application intake form allows you to view many fields when creating, editing, or reviewing an application or service request. It combines the information from many of the tabs associated with a record.
The single page entry and review form is organized into sections that correspond with record detail tabs.

If your agency has Accela GIS, you can also use it to create work orders. An advantage to GIS is the ability to create multiple work orders for multiple assets at one time. It also provides a visual of the assets and their location.

For information about creating preventive maintenance (PM) schedules which enable your agency to schedule specific preventative maintenance tasks for an asset, see PM schedules.

If the type of work order has a primary work order template associated, the basic work order information defined in the primary template is automatically populated into the Assigned to department, Assigned to staff, Description, Work order type and Priority fields on the work order form during work order creation. After the work order is submitted, the cost items, parts, and work order tasks within the primary template are automatically associated with the work order and are shown under the corresponding tab.

Create a work order from the work order page

Creating a work order via an intake form can be convenient because all of the fields needed to create a work order are located on one form instead being distributed across multiple tabs. Fields may be sorted into sections.

To create a work order from the work order page

From the Work orders page, select New.
Choose the type of work order you want to create by selecting an option from the Work order template or Work order type list field.
Select Create record.
Complete the fields with available data. See Work order fields for field definitions.
Do one of the following to associate an asset with the work order.
- Use Search to find and associate an asset.
  1. Select Search.
  2. Enter search criteria as appropriate.
  3. Select Submit.
  4. Select the asset(s) you want to attach to the work order and select Select.
- Use the GISmap system to locate and associate an asset.
  1. Select GIS.
  2. Use the GIS toolbar and map to select a group of assets
  3. Select the item(s) to add to the work order.
  4. Choose Link objects to work order from the drop-down list
  5. Select Submit.
- Use Delete to remove an asset from a work order
  1. Select the asset(s) to be removed from the work order.
  2. Select Delete.
Select Validate to validate the fields in the work order.
Notes:
- You can skip validation and select Submit. Civic Platform will perform validation before submitting the work order.
- If a work order is associated with an asset that has active conditions, a Condition notice window displays, listing all the active conditions for the asset. If the severity of an active condition = Lock, validation fails. See Conditions for more information.
Select Submit.

Civic Platform returns to the work order list page, and updates the work order record detail tabs.

Create work orders with Accela GIS

Accela GIS can be an efficient vehicle for creating work orders. Instead of searching and selecting each individual asset and linking them to each individual work order, Accela GIS allows you to select an area within the map viewer and display all assets in that location, providing not only a visual of the assets, but enabling you to automatically link a group of assets to a work order.

To create a work order using GIS

Open the Work orders page.
Select Map.
Select the objects you want to include in the work order.
Select the check box for each item you want to link to a work order.
Select Create new record.
Choose the type of work order you want to create by selecting an option from the Work order template or Work order type list field.
Select Create record.
Complete the fields with available data. See Work order fields for field definitions.
Select Submit.

Note: Civic Platform creates the work order, unless the work order fields do not pass validation.

Note: If a work order is associated with an asset that has active conditions, a Condition Notice window displays, listing all the active conditions for the asset. If the severity of an active condition = Lock, validation fails. See Add, edit, and apply asset conditions for more information.

Create a work order from an asset list

You can generate a work order from an asset list, enabling you to create a group work order for all chosen assets or create individual work orders for each item.

To create a work order from an asset list

Open the Assets page.
Select the check box next to the asset(s) for which you want to generate a work order.
Select New WO.

Civic Platform displays a message informing you that separate work orders will be created for each asset.
Select OK.

To create a work order in GIS in the assets page

Open the Assets page.
Select the check box next to the asset(s) for which you want to generate a work order.
Select GIS.

The map displays the selected assets, and lists them on the Results panel.
Select Actions and then select either Create a work order or Create multiple work orders.
Do one of the following:
- If you selected only one asset, select OK.
- If you selected more than one asset and you want to generate individual work orders for each asset, select OK.
- If you selected more than one asset and you want to generate one work order for all assets, select Cancel.
  
  Note: If you select the wrong button by mistake, select Cancel on the next page to begin again.
Select the Work order template and Record type from the list menus.
Select Create record.
Complete the fields with available data. See Work order fields for field definitions.
Verify that all assets are attached to the work order in the Assets section at the bottom of the page.
Select Submit.

Note: Civic Platform validates the work order fields and creates the work order, provided the validation is successful.

Note: If a work order is associated with an asset that has active conditions, a Condition Notice window displays, listing all the active conditions for the asset. If the severity of an active condition = Lock, validation fails. See Add, edit, and apply asset conditions for more information.
Select one of the asset IDs from the asset list associated with the new work order.

The Work order tab displays the updated work order information.