Activities >  Work Orders > Manage Work Orders


Use this page to view, add and edit Work Orders. 


Work Orders are used to manage repairs and maintenance issues. They can be generated internally or by residents via the Community Portal. The Work Order page allows management to review, edit, update and add new Work Orders. 



Add a New Work Order


Step 1. Navigate to Activities >  Work Orders > Manage Work Orders.


Step 2. Select Add Work Order from the Page Actions drop down menu. 

Step 3. Select the correct Owner from the pop up window. 

Step 4. Complete the fields in the Work Order window.  


General Tab-General Section


  • Title- Enter a Title for the Work Order. 

  • Status- This field will default to Entered when a new Work Order is created and be changed as the Work Order is completed. 

  • Priority- Select the correct Priority from the drop down menu.

  • Type- Select the Type of Work Order from the drop down menu. 

  • NOTE- These Types are set up at the Firm level. CLICK HERE for more information.

  • Sub Type- Select the Sub-Type from the drop down menu. 

  • NOTE- These Types are set up at the Association level and are used to further describe the Work Order. CLICK HERE for more information.

  • Location- Select the Location from the drop down menu. 

  • Source- Select the Source of the Work Order from the drop down menu. 

  • Description- Enter a Description of the Work Order from the drop down menu. 

  • Location Description- Use this area to enter more details about the location, if needed. 

  • ETC- Enter the Estimate Time to Complete the Work Order. 

  • Start Date- Select the Start Date from the drop down calendar. 

  • End Date- Select the End Date from the drop down calendar. 

  • Mobile Note- Enter a note to appear on the Mobile App, if needed. 

  • Mobile Note Expiration- Enter a date for the note to expire, if applicable. 

General Tab-Approvals Section


This section is used to enter notes and information when the Work Order is approved. 

General Tab-Assigned Section


This section is used to assign the Work Order for completion and track dates. 


General Tab-Images Section


This section is used to upload images related to the Work Order. 


General Tab-Audio Section


This section is used to upload Audio recordings related to the Work Order. 


General Tab-Completed Section


This section contains information related to the completion of the Work Order. 


Billing Tab


This Tab is used to record billable charges related to the Work Order. 



Event Log Tab


This Tab lists all actions taken related to the Work Order. 



Recurrence Tab


Check the box on this Tab to make the Work Order a recurring order. 


Step 5. Click the Save button to finalize, or the Save Add button to add another Work Order. 


Print a Work Order


Step 1. Use the Search filters to locate the Work Order(s) you need to print.


Step 2. Check the box or boxes on the right.

  


Step 3. Select Print WO from the Page Actions drop down menu. 



Step 4. The Work Order will download a PDF to your computer.



Step 5. Click the link to open the file, where it can be printed.




Assign a Work Order to a Vendor


Step 1. Use the Search filters to locate the Work Order(s) you need to assign.


Step 2. Check the box or boxes on the right.

  


Step 3. Select Assign to Vendor from the Page Actions drop down menu. 



Step 4. Select the correct Vendor from the drop down menu.


NOTE- If the Vendor you want to assign does not appear on the drop down menu, review the Vendor to make sure the correct WO Type has been assigned. CLICK HERE for more information.


Step 5. Click the Save button to finalize.



View Calendar


Use this feature to view all actions taken for a particular Work Order, or a group of Work Orders in a calendar format. 


Step 1. Use the Search filters to locate the Work Order(s) you need to view


Step 2. Check the box or boxes on the right for all Work Orders you want to view on the calendar.


 

Step 3. Select View Calendar from the Page Actions drop down menu. 



The calendar can be viewed in Day, Week, Month or Timeline format. 


 



Add an Asset Work Order


Work Orders can also be created for Assets within the community. In this case, the option to select an Owner Account will be bypassed and a new field for Asset will become available. 


Step 1. Navigate to Activities >  Work Orders > Manage Work Orders.


Step 2. Select Add Asset WO from the Page Actions drop down menu. 



Step 3. Complete the fields in the Work Order window, including the now available Asset field.  


Delete a Work Order


To delete a Work Order, click the Trash icon and then click Confirm on the pop up window. 



Edit a Work Order


To edit a Work Order, click the Pencil icon to open the record. Make all necessary changes and save on completion. 



View Details of a Work Order


Click the Magnifying Glass icon to open the record to see additional details.