Managing Work Orders

Managing Work Orders

Overview

Work Orders are Forms which have been partially pre-filled for dispatch to a designated User. You can view, edit, re-assign or cancel Work Orders for your company by logging in to the Mobile Forms Portal and navigating to Admin > Work Orders. 
Note: You will need to have the Mobile Forms Administrator or Work Order Dispatcher role to access the Work Orders page in the Portal.


Viewing Work Orders

The Work Orders page will display all existing Work Orders for your company. You can download a list of the Work Orders currently displayed by clicking on the Excel or CSV button at the bottom of the page or the Export button at the top.


The default view shows all "Active" Work Orders but you can use the filters to modify your list as needed. You have the ability to filter by Work Order Name, Assigned To, Associated Folder, Form Template Name, Status, Assigned Status, Creation Date, Last Modified Date, Last Modified By, Type and Source. 
If the Form has Region Filters, you can also filter by the values in those Regions if you select that Form Template Name. Once you select a Form Template, its Region Filters will be available as additional filters and the values for those Regions will be displayed in the table so that you can now sort or filter by those Region values. You can uncheck the Display Region Filters in Table checkbox if you do not wish to view the Region Filters for a Form. You can refer to the article on Region Filters for details on how to add Region Filters to a Form.

Types of Work Orders

  1. Shared Form - A Form that is pre-filled and available as a Shared Form to external users through a Shared Form link. You can refer to the article on Shared Forms for more information.
  2. Standard (most common) - A Form that is pre-filled and assigned to a User through the Portal, Enterprise Dispatch Module (EDM) or the Work Orders REST API.
  3. Workflow - A Form that is pre-filled and assigned to a User as part of a Custom Workflow. 

Downloading a PDF (optional)

The option to allow PDF Downloads of a Work Order is a system setting and is not enabled by default.
1. Click the Select an Action button for the Work Order you wish to download.

2. Select Download PDF.

Note: Workflow Work Orders cannot be downloaded. 

Allowing Work Orders to be Downloaded as a PDF

1. Navigate to Admin > Company Profile > System Settings.

2. Check the "Allow Work Orders to be Downloaded as a PDF" setting.

3. Click on Save.


Duplicating a Work Order

1. Click the Select an Action button for the Work Order you wish to duplicate.

2. Select Duplicate Work Order. 


3. This will bring up the Create Work Order window which will allow you create a new Work Order with the values pre-filled from the duplicated Work Order.
Note: Workflow Work Orders cannot be duplicated. 

Editing a Standard Work Order

1. Click the Select an Action button then select Edit next to the Work Order you wish to edit.


2. This will take you to the Edit Work Order page where you can update the Work Order information. 


3. Click Continue to access the Form view and update Region values  as needed.

4. Click on Submit Work Order to save your changes.
 
Note: Workflow Work Orders cannot be edited. 

Viewing Details for a Work Order

1. Click the Select an Action button next to the Work Order you wish to view the details for. 

2. Select View Work Order.


3. This will bring up a window with the Work Order details which allow you to view the values pre-filled for each region. 


4. You can use the Download Work Order button on the Work Order Details window if you wish to download an .xml file of your Work Order regions and associated values. The .xml file can then be loaded into Forms Designer Preview for testing purposes.
Note: You cannot view the details for Workflow Work Orders 

Re-assigning Work Orders

You have the ability to re-assign Work Order(s) from one User to another User. For example, if a technician has a job that takes longer than expected and cannot complete all assigned Work Orders, you can re-assign some of their Work Orders to another technician. The selected Work Orders will be removed from the first User's device and appear under My Work for the updated User. You can re-assign multiple Work Orders to a User at the same time.

1. Check the box(es) next to the Work Order(s) you wish to re-assign.

2. Click the Re-assign button.


3. Select the Assign button next to the User you wish to re-assign the Work Order(s) to. You can change the Work Order(s) to unassigned by clicking on the Clear Assignment button if you wish to remove it as a Work Order from any User.
  1. The new assigned User will receive a notification e-mail by default. You can uncheck the Send E-Mail notifying the User a Work Order was Assigned checkbox if you do not want them to be notified by e-mail.
  2. If you have a lot of User, you can start typing in the Filter Users box to narrow down your User list.
  
Note: Workflow Work Orders cannot be re-assigned. 

Cancelling Work Orders

You have the ability to cancel Work Order(s) in cases where they are no longer needed. You can cancel multiple Work Orders at the same time.

1. Check the box(es) next to the Work Order(s) you wish to cancel. 

2. Click the Cancel button.


3. You will get a confirmation screen. Click Yes to confirm that you want to cancel these Work Orders.
Note: Workflow Work Orders cannot be cancelled.

Downloading .xml Files for Work Orders

You have the ability to download .xml file of selected Work Order(s). You can download a zip file with multiple Work Orders .xml files at the same time.

1. Check the box(es) next to the Work Order(s) you wish to download. 

2. Click the Download button.


Note: Workflow Work Orders cannot be downloaded.


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