Work order details

The following tables list and define the default fields available in the different interfaces you encounter when working with work orders.

Important: Because your Civic Platform installation has been configured to meet your agency’s specific requirements, some fields, functionality, and processes may differ from those described. Contact your agency administrator or help desk with questions.

Note: Based on your user permission for each cost item, you may or may not be able to see the actual values of some cost fields. When you do not have permission to work with a cost item, the cost fields display asterisks "***" instead of the actual values.

Work order fields

Any of the fields listed below may be available in your Work Order form.

Field	Description
Actual Prod. Units	The actual production units for the work order. Civic Platform generates a default value for this field from the “Default Production Unit” set up by the system administrator. If enabled, you may enter a range when searching, where the desired number of actual production units is between the upper (From) and lower (To) values.
Alt ID	An alternate ID used to identify the application.
Assigned Date	The date when work order assignment to a department or individual occurred.
Assigned To Department	The department that is responsible for the work order. Click the Selection icon to choose a department. If you are responsible, click the Current User link to enter your user name in the field. The associated department field then updates to reflect the correct department for the current user.
Assigned to Staff	The individual within a department that is responsible for the work order. Use the drop-down list to choose an individual within the selected department. If you are responsible, click Current User to enter your user name into the field. When you click Current User, the associated department field updates to show the department for the current user.
Brief Description	A brief description that helps you to identify the work order.
Channel Reported	The communication method used to submit a work order. For example, mail, email, a public internet site, or a phone call.
City	The city associated with the work order.
Closed By	The person who closed the request.
Closed Date	The date when the work order closes. Click the calendar icon located next to the From and To fields to specify a date range. Civic Platform supplies these dates in the corresponding fields.
Closed Department	The department responsible for closing the work order. Click the Selection icon to choose a department.
Closed Staff	The individual within a department responsible for closing the work order. Use the drop-down list to choose an individual. If you are responsible, click Current User to enter your user name into the field. When you click Current User, the associated department field updates to show your department.
Contact Email	The email address of the primary contact associated with the work order.
Contact First Name	The first name of the primary contact associated with the work order.
Contact Last Name	The last name of the primary contact associated with the work order.
Contact Middle Name	The middle name of the primary contact associated with the work order.
Contact Relationship	The primary contact’s relationship to this work order. For example, choose “citizen.”
Contact Type	The type of primary contact associated with the work order, such as “applicant.” If you are searching for a work order, use the drop-down list to choose a type.
Cost Per Unit	Read-only field that displays the cost per unit.
Detailed Description	A detailed work description of the work order.
Direction	The street direction designation of the primary address associated with the work order.
Email	The email address of the primary contact associated with the work order.
Est. Cost Per Unit	Read-only field that displays the estimated cost per production unit, which is defined at the Application Type level by the system administrator.
Est. Job Cost	Read-only field that displays the estimated job cost (Cost Per Unit” X “Est. Prod. Units). This value calculates automatically when you save a work order.
Est. Prod. Units	The default value for estimated production units.
First Name	The first name of the primary contact associated with the work order.
House # Alpha (end)	The ending street number that makes up the address. You can enter alphanumeric characters in this field.
House # Alpha (start)	The beginning street number that makes up the address. You can enter alphanumeric characters in this field.
Last Name	The last name of the primary contact associated with the work order.
Level # (end)	The ending level number (floor number) that makes up the address within a complex, used to identify a floor or level of a multistory building/sub-complex.
Level # (start)	The beginning level number (floor number) that makes up the address within a complex, used to identify a floor or level of a multistory building/sub-complex.
Level Prefix	The prefix for the level numbers (floor numbers) that make up the address.
Middle Name	The middle name of the primary contact associated with the work order.
New Status	Use the drop-down list to choose the status for the Work Order. See also the description of the Status field.
Opened Date	The creation date of the work order record.
Opened Department	The department responsible for creating the work order. Click the Selection icon to choose a department.
Opened Staff	The individual within a department who is responsible for creating the work order. Use the drop-down list to choose an individual. If you are responsible, click Current User to enter your user name into the field.
Organization Name	The name of the organization to which the primary contact associated with the work order belongs.
Owner Name	The primary owner associated with the work order.
Parcel Number	The primary parcel associated with the work order.
Parts & Costing	This field displays the total cost for a work order, which is the sum of the total cost from the Parts tab, and the total cost from the Assignments and Costs tab.
PM Schedule ID	The preventive maintenance schedule ID associated with the work order. If enabled, you may enter a range when searching where the desired PM Schedule ID number is between the upper (From) and lower (To) values.
Priority	The priority level assigned to the work order. Use the drop-down list to choose the priority level.
Relationship	The primary contact’s relationship to this work order.
Reported Date	The date of the application report.
Reported Time	The time of the application report.
Schedule Date	The scheduled date for the work order.
Schedule Time	The scheduled time for the work order.
Severity	The severity of the work order. Your agency creates the severity levels.
State	The state associated with the work order. If you are searching for a work order, use the drop-down list to choose a state.
Status	The current status of the work order. If you are updating work order details, you can change this status. If the “Value Required to Close” error appears when trying to change the Status to close, this means that the system administrator defined that a value must be present in the “Actual Production Units” field to close the order.
Status Group	If you are searching for a work order, you can specify what status group the work order status belongs to.
Street #	The street number of the primary address associated with the work order (for example, the 150 in 150 N. Main Street).
Street Direction	The street direction of the primary address associated with the work order (for example, the N in 150 N. Main Street).
Street Name	The street name of the primary address associated with the work order.
Street # (Start/End)	The street number(s) of the address associated with the work order. If the address includes multiple street numbers (for example, a fourplex), you can use the Street # Start and Street # End fields to define the range of numbers. Otherwise, you can specify a singular street number in either field. Agencies can configure the Street # Start and End fields to support range search (adding To-From fields), allowing users to search for one or multiple street numbers within a user-defined range.
Street Suffix	The street suffix designation of the primary address associated with the work order.
Street Type	The street type designation of the primary address associated with the work order.
Sub Type	A more specific classification for the work order. Select the desired sub type from the drop-down.
Total Job Cost	Displays the total calculated job cost for the Work Order. If enabled, you may enter a range when searching where the desired total job cost is between the upper (From) and lower (To) values.
Undistributed Costs	Displays the undistributed costs for this work order. If enabled, you may enter a range when searching where the desired undistributed cost amount is between the upper (From) and lower (To) values.
Unit Type	The unit type designation of the primary address associated with the work order. Enter the unit type of the location associated with the work order. For example, CONDO, APT, or SUITE.
Work Order Description	A brief description of the work order.
Work Order ID	The number used to identify the work order. When you first create a work order, Civic Platform generates this number automatically. You cannot modify this number. You can however create an alternate ID if needed. You can enter the full or partial work order ID.
Work Order Name	Enter the name of the work order.
Work Order Task	Identify a work order task on a work order when recording costings. This is possible when the task is marked complete, or associated with a work order task that is complete or currently active.
Work Order Type	The type of work order. The type may be a collection of module, type, subtype, and category. Select the desired type from the drop-down menus.
ZIP Code	The postal code designation of the primary address associated with the work order.

Group update fields

Group Update can be used to update any of the fields listed below and apply the changes to multiple work orders as needed.

Field	Description
Action By	The person responsible for following up on the work orders.
Action By Department	The department responsible for following up on the work orders.
Actual Prod. Units	The actual production units for the work orders. The default value for this field is generated from the “Default Production Unit” set up by the system administrator.
Assigned Date	The date when the work orders were assigned to a department or individual. Click the calendar icon located next to the field to specify a date range. Civic Platform supplies the date in the corresponding field.
Assigned to Department	The department that is responsible for the work orders. Use the drop-down list to choose the department. If you are responsible, click the Current User link to enter your user name in the field. When you click the Current User link, the associated department field is updated to reflect the correct department for the current user.
Assigned to Staff	The individual within a department that is responsible for assigning the work orders. Use the drop-down list to choose an individual within the selected department. If you are responsible, click the Current User link to enter your user name into the field. When you click the Current User link, the associated department field is updated to reflect the correct department for the current user.
Closed by Department	The department responsible for closing the work orders.
Closed by Staff	The individual within a department responsible for closing the work orders. Use the drop-down list to choose an individual. If you are responsible, click the Current User link to enter your user name into the field. When you click the Current User link, the associated department field is updated to reflect the correct department for the current user.
Closed Date	The date when the work orders were closed. Click the calendar icon located next to the field to specify a date. Civic Platform supplies this date in the corresponding field.
Comments	Comments about the work orders in this field.
Completed by Department	The department responsible for completing the work orders.
Completed by Staff	The individual within a department responsible for completing the work orders.
Completed Date	The date when the work orders were completed. Click the calendar icon next to the field to specify a date. Civic Platform supplies this date in the corresponding field.
Detailed Description	A description of the work required.
Est. Prod. Units	This read-only field displays the estimated cost per production unit, which is defined by the system administrator.
New Status	The status for the group of work orders.
Opened Date	The date when the work order records were created in your system. Click the calendar icon located next to the field to specify a date. Civic Platform supplies this date in the corresponding field.
Priority	The priority level assigned to the work orders.
Reported Date	The date the work orders were reported. Click the calendar icon located next to the field to specify a date. Civic Platform supplies this date in the corresponding field.
Reported Time	The time the work orders were reported.
Status Date	The date the status was set for the work order group in this field.

Costing fields

The table below lists and defines the fields that may be available when costing a work order.

Field	Description
Cost Account	The appropriate cost account where the units should be added or subtracted from when associating with a work order.
Cost ID	The identification number populates automatically when you click the Submit button.
Cost Item	The name for the cost item.
Cost Type	The appropriate cost type, such as: contract, employee, materials.
Current Asset Usage	The current usage of the asset. This field displays only when you are assigning an asset as a cost to the work order, and the asset type is associated with usage types in the administrator portlet. When you fill value in this field and save, Civic Platform adds a usage record for the asset in the Assets portlet.
Date	The date
Description	The description for the cost item.
End Time	The end time of the assignment or cost item usage. Mark “All Day Event” if applicable.
Fixed Rate	The fixed cost rate to be used for the cost item.
Quantity	The quantity of items included in this type. If your agency administrator did not configure the Standard Choice COST_FACTOR, when you add a new cost item to a work order, the Quantity section only allows you to specify one quantity for the cost item. If your agency administrator configured the Standard Choice COST_FACTOR, when you add a new cost item to a work order, the Quantity section of the Cost Item New form provides several cost factors, for example, Regular, Overtime, and Holiday. You can enter quantities by cost factors.
Record Status	This read-only field indicates whether the cost item record is active or inactive in the administrator portlet.
Start Time	The end time of the assignment or cost item usage. Mark “All Day Event” if applicable.
Time Accounting Group	The Time Accounting group for a human resource. This field displays only when you are assigning a human resource as a cost on the work order, and the selected user profile is associated with a Time Accounting group.
Time Accounting Type	The Time Accounting type for a human resource. This field displays only when you are assigning a human resource as a cost on the work order, and the selected user profile is associated with a Time Accounting type.
Time Elapsed	The actual work time of the cost item (human resource). It is updated automatically if either Start Time or End Time values are modified, or you can enter a value directly into this field. This field displays only when you are assigning a human resource as a cost on the work order, and the selected user profile is associated with a Time Accounting type. After you enter values in Time Accounting Group, Time Accounting Type, and Time Elapsed and save, Civic Platform adds a time accounting record in the Time Accounting portlet.
Total Cost	Automatically calculated according to the formula below. If there are no cost factors for the cost items: Total Cost = Fixed Rate + Quantity * Unit Rate * Default Cost Factor If there are multiple cost factors for the cost items: Total Cost = Fixed Rate + Unit Rate * (Cost Factor #1 * Quantity #1 + Cost Factor #2 * Quantity #2 +...+ Cost Factor #n * Quantity #n)
Type	The type from assignment or cost.
Unit Rate	The unit cost rate to be used for the cost item.
Unit of Measure	The unit of measure for the cost item.
Updated Date	This read-only field shows when the cost item is last updated in the administrator portlet.
Updated By	This read-only field shows the user account that last updated the cost item in the administrator portlet.
Usage/Time Tracking	This field contains three parts: Time Accounting Group, Time Accounting, and Time Elapsed.
Work Order Task	The work order task associated with the cost. Only the active or completed work order tasks display in the list. This item is not required for a cost entry. Because users can add the same task in a work order more than once, each work order task name has the Task Suffix attached to it, for distinguishing which specific task is associated with the cost. For example, if the work order task of a cost is “on-site inspection-3”, the cost is associated with the “on-site inspection” task that is added the third time to the work order.

Work order task fields

The table below lists and defines fields that may be available for Work Order tasks.

Field	Description
Actual	The actual amount of time needed to complete the task, as opposed to the estimated amount of time.
Comments	Comments associated with the work order task. Default comments can be entered on the work order template so that they appear with the tasks on the work order when the template is used.
Complete By	The worker who completed the task.
Complete Date	The date the task is completed.
Cost	The total work order cost that is recorded against each specific task. Depending on user permissions, Values in the cost column or the actual may be masked, depending on permissions.
Default Estimate	The anticipated number of units of time, such as 3 weeks, that is needed to complete the task. If this field is not marked when adding the task to a work order template, the Duration unit option is disabled.
Description	Description associated with the work order task.
Duration Unit	The anticipated unit of time needed to complete the task, such as day or week. This field is used in conjunction with the Default Estimate field.
Effective Date	The date the task was first active in the software. Administrators can create tasks ahead of time to prepare for use in Civic Platform. The Effective Date must occur before the Expire Date.
Allow Estimate Change	The option of whether to allow changes to be made to the estimate.
Expire Date	The date the task is inactive in the software. This allows administrators to remove tasks while still maintaining history. The Expire Date selected must occur after the Effective Date.
Order	The order of the task in comparison to the other tasks in the work order. This allows for the tasks to be organized in sequential order.
Record Status	New work order tasks are automatically set to Active when created. When a task is deleted, it is inactivated in the software. To reactivate a task, look up inactive tasks and use the drop-down list to select the active status.
Standard Operating Procedures	The established or prescribed method to be followed routinely for the performance of the task. For example, “Clean sample tube with brush.” To see or modify the SOP, click the link in the work order task tab, as described in Create, update, add, and remove work order tasks.
Task Code	The identification code number for a work order task.
Task Suffix	This read-only field displays the number of times that the same task is added in a work order. When a task is first added in a work order, its task suffix is 1; when it is added the second time, the task suffix is 2; and so on.
Updated By	The user who last updated the work order task.
Updated Date	The most current date the work order task record is updated.
Workflow Task	The workflow task that you want to associate with the work order task.
Workflow Task Status	The workflow task status that activates this Work Order Task.

Work order-related asset fields

The following table defines the default work order-related asset fields.

Field	Description
Comments	Comments associated with the asset.
Current Value	This read-only field shows the current value of the asset. The value is the result of the asset depreciation calculation that takes the current date as the depreciation end date.
Date of Service	The date the asset was initially placed into service.
Depr. Amt	This read-only field shows the decline in the asset value by the asset depreciation calculation.
Depr. End Date	The end date for the asset depreciation calculation.
Depr. Start Date	The start date for the asset depreciation calculation.
Depr. Value	This read-only field displays the asset value after the asset depreciation calculation.
Description	A description of the asset.
End Location	The distance between the start of a linear asset and the end of the work against the asset. If you leave this field blank, Mobile Office takes the end of the asset as the end location of the work. The unit of the end location is the same as that of the asset size. This field is available only when you edit a linear asset.
ID	The identification number used to identify the asset.
Last Update	This read-only field indicates when the asset was last updated.
Name	The name of the asset.
Salvage Value	The residual value of the asset at the end of its useful life.
Short Notes	This field displays a link. If you click the link, an Edit Short Notes window displays. You can enter, view, or edit the note for the asset in the Edit Short Notes window.
Size	The size of the asset. This field may be required for asset types that belong to the Linear, Node-Link Linear, or Polygon class types, depending on your agency’s settings. Enter the unit of measure in the Unit field.
Start Location	The distance between the start of a linear asset and the start of the work against the asset. If you leave this field blank, Mobile Office takes the start of the asset as the start location of the work. The unit of the start location is the same as that of the asset size. This field is available only when you edit a linear asset.
Start Value	The beginning value or purchase price of the asset.
Status	The status of the asset. The status will default to active when a new asset is created. Changing the status of the asset will effect the maintenance, availability, and deprecation calculation of the asset.
Status Date	The date the asset status changed.
Type	The type of asset. After you select an asset type, some asset attributes or attribute tables may display below the standard asset fields. The attributes and attribute tables are defined by your agency administrator in the asset template that associates with the asset type. You can enter more information about the asset in the attributes or attribute tables.
Unit	The unit of measure for the value entered in the Size field. Your system administrator determines which units are available in this menu.
Useful Life	The number of years the asset is expected to be used.