Before you start
- Applies to
- Web app
- Access
- Field User or Admin to create; Viewer / Scanner, Field User or Admin to update and complete, subject to the Review rule
- Connection
- Works offline once the work order is loaded: per-asset outcomes, time, costs and completion are all captured without reception and sync on reconnect. Creating a new work order needs a connection
- Time
- About 5 minutes to create and assign
You'll need
- The affected asset already exists
- The person records for assignees, watchers or reviewers already exist
- A clear description of the required work and priority
Steps
Open Work Orders & Tasks
Open Work Orders & Tasks and choose Add task. Enter a short action-focused name in What needs to be done?
Set the priority
Choose Highest, High, Medium, Low or Lowest using the operational impact and safety risk, not who requested the work. Keep the same priority rule across the team.
Add the working details
Open Add description, due date. Describe the fault or required outcome, add the due date and include enough context for the assignee to start without chasing another person.
Link assets and people
Add the affected asset and choose the assignee. Add a watcher or reviewer only when that person has a real responsibility in the workflow.
Create and start the work
While online, create the task, check the details and move it from To do to In progress when work begins. Use Blocked when progress genuinely cannot continue and record why.
Record time, costs and evidence
Add the useful time, cost, parts, notes, files and per-asset outcome while the work is being done. Once the work order is loaded on the device, all of this can be captured with no reception and syncs when the device comes back online.
Complete or send for review
Finish the required asset checks and procedure forms, then complete the work order. This works offline too and syncs on reconnect. If task review is enabled, it enters Review and the assigned reviewer or an Admin completes the final step.
What you should see
The work order is Completed, its linked asset shows the service or work history, and the record contains enough detail to understand what happened later.
Current limits
- Load the work order and any attached procedure forms while you still have signal. Creating a brand new work order in the field needs a connection.
- Only the assigned reviewer or an Admin can complete a task that is in Review.
- A task without an asset can coordinate general work, but it will not create asset-specific service history by itself.
Troubleshooting
| What you see | Likely cause | What to do |
|---|---|---|
| What you seeThe Complete action is unavailable in Review | Likely causeThe current user is not the assigned reviewer and is not an Admin. | What to doAsk the assigned reviewer or an Admin to complete the review, or correct the reviewer assignment before proceeding. |
| What you seeThe asset does not appear in the work order | Likely causeThe asset was not added or the user cannot access it. | What to doSearch for the asset in the current workspace, check access and add it before closing the work order. |
| What you seeField updates have not appeared for the office yet | Likely causeThe work was captured offline and the device has not regained a connection long enough to sync. | What to doKeep the app open on a connection until the sync completes. Work recorded offline is held on the device and replayed in order, so nothing is lost while the device is out of range. |
Common questions
Still stuck?
Tell us the step you reached, what you expected and the exact message on screen. Remove customer, asset and personal details before sharing a screenshot.