The work order list

The work order list is the register of every job your organisation has raised, open and finished, with views for the questions people actually ask. It opens on the Open view. Open it from Work → Work Orders in the navigation.

You need View work orders to open this screen. What you see is limited to the sites — and, where your access is narrower, the locations, assets or departments — you have been given access to. A supplier signed in through the supplier portal sees only the jobs sent to them.

The summary line

Beside the title:

Figure	What it counts
in this view	Every job matching the current view, search and filters
SLA breached	Open jobs in this view that have missed a service-level target — the response target or the resolution target (red)
past due	Open jobs in this view that are past their due date (amber)
unassigned	Open jobs in this view that nobody — no person, no crew, no supplier — holds (amber)

The last three only ever count open jobs, whatever view you are on. A breach on a job that closed in March is history, not something you can still act on. The figures are counted over the whole view, not just the page on screen. Rows carry a coloured edge on the left: red for an open job that has breached its service level, amber for one that is past due. A job that nobody picked up within its response time counts as breached even if it may still be finished on time, because the response promise has already been broken. The same rule is used on Home, the dashboards and the field app, so the figures agree wherever you read them.

Views

Planned, Breakdown or All

Ahead of the view chips, a three-way switch narrows every view at once by the kind of work:

Position	Shows
Planned	Jobs whose type is marked as planned work
Breakdown	Every other job, including a job whose type is not marked either way
All	Every job. Where the list starts

It reads the same flag as the Planned work column and every planned-versus-reactive figure, so the switch and those figures agree about which jobs are planned. It narrows the Type choices too, to the types on that side. The switch lasts for this visit and is not saved in a view.

The view chips

The chips along the top narrow the register to one question. They come in groups separated by a thin line:

View	Shows
All	Every job, open or finished
Open	Live work — every job in a status that counts as open. The default
Closed	Finished work, whatever it finished as — completed, closed or deleted
My work	Open jobs assigned to you
Unassigned	Open jobs nobody holds
Due today	Open jobs due before midnight tonight
Overdue	Open jobs past their due date
SLA breached	Open jobs that have missed their response or resolution target. Time spent on hold is not counted against either
Critical	Open jobs at the top rank of your priority ladder
One chip per on-hold status	Jobs in that status, such as On Hold
Type	A picker of your work order types, each showing open jobs of that type and every type filed beneath it. Where you have only a handful of types, they appear as chips instead

The on-hold chips and the types come from your configuration. Rename On Hold to “Parked” and the chip is called Parked; add a second hold status and you get a second chip. See statuses and transitions and work order types. Arriving from a dashboard tile or a link that already narrows the list lands on All with that narrowing applied, so the chip you see always explains what you are looking at.

Searching, filtering and saving views

Control	What it does
Search titles	Matches the title, across the whole register rather than the page on screen
Views	Saves the current columns, sort and filters as a named view, and switches between your own views and views shared with you
Filter	Narrows on any column — status, priority, type, dates, cost, site, asset and the rest. Filters combine with the view chip and the search
Columns	Chooses which columns are shown and in what order. Type in the menu’s search box to find a column by name. Columns are listed in three groups — Showing (drag to reorder), More columns, and From a linked record, which opens the fields of the asset, site, plan, crew and other records a job points at, with a count of how many each offers. Your layout is remembered for this list in this browser
Select all N	Ticks every row on the page. A banner then offers to select every job matching the view, however many pages that is

The Columns menu on the work order list, with its search box and the columns shown

The list sorts by created date, newest first, until you click a column heading. Results arrive a page at a time, and the pager at the foot moves between pages. The list refreshes itself regularly, so a status changed from the field app appears without reloading.

Columns

Shown by default:

Column	Notes
Number	The work order number — click to open the job. Always shown
Title	With the asset number and name beneath it
Status	Your status name, coloured by its category
Approval	Blank on most rows. On a job waiting for an approval, the name of that approval in a blue chip, linking to Approvals — see Jobs waiting for approval
Priority	Sorted by rank, so the most urgent sorts first rather than alphabetically
Type	The work order type’s name
Work order category	The reporting heading the job’s type is filed under — for example statutory, breakdown or improvement work. A dash when the type is not filed under one. It is read through the type, so moving a type to another category moves its jobs, past and present, with it. The filter narrows to every type in the chosen category. Categories are set up under work order settings
Assigned	Who holds the job, with an icon saying whether it is a person, a crew or a supplier. “+1” means more than one person. The crew a person belongs to is shown beneath them. Unassigned (amber) means nobody holds it. Assigned with no name means it is held by somebody at a site you cannot see
Due	The due date, with the time remaining or how late it is beneath. Once the resolution target has passed, that line shows the breach instead, in red. On a job a maintenance plan raised, it shows the day the round was scheduled for, and the line beneath reads “On time until” the end of the plan’s tolerance, with the time left — the Overdue and Due today views and the summary line still count from that later date, because a round is not late on the morning it is scheduled
Age	Days since the job was raised
Resources ready	All available, or a meter and percentage of the job’s requirements that are in hand
Cost	Total cost so far

Available from Columns:

Column	Notes
Turnaround (raised to finished)	How long the job took end to end. Shows “so far” while it is still open
Checked in (time clocked on)	Time somebody was actually checked in against the job. Shows “on it now” while somebody is checked in
Where	The site and the location within it
Asset	The asset number, as a link
Origin (what raised it)	In words: Raised by hand, From a request, From a maintenance plan, From an inspection, From a sensor alert, From a shutdown, From a condition or Follow-up to another job
Planned start	When the work is meant to begin
SLA resolution	The resolution target
SLA	Breached or Met, blank on a job with no service level
Started	When work actually started
Minutes worked	Wall-clock time from the job going active to completion
Minutes planned	The estimated duration
Labour, Parts, Vendor	The three parts of the cost
Warranty	covered once a coverage decision says warranty pays — not merely because the asset is under contract
Planned work	Yes or No — whether the job’s type is marked as planned work. This is the flag every planned-versus-reactive figure is counted from, so filtering on it shows you the jobs behind that ratio. Can be filtered and kept in a saved view
Emergency	emergency on emergency jobs
Failure code	What failed
Tasks left	Mandatory checklist steps outstanding, out of all steps
Your own fields	Any fields your organisation has added to work orders, including photograph and file fields, which show what was attached
Fields of related records	Columns borrowed from the asset, site, maintenance plan, crew, technician, supplier, contract, department, location and work request a job points at — for example Site → Country and Site → Country code, which say which country each job is in, or the maintenance plan’s frequency
Created, Created by, Modified, Modified by	Who raised the job and who touched it last, and when

Jobs waiting for approval

While an approval on a job is open — a move that needs signing off, a request for more time — the whole job is held until the approval is decided. On the list such a row is filled pale blue, its tick box is replaced by a lock, and the Approval column names the approval it is waiting on. A line above the table says how many records on the page are waiting, that they cannot be edited or selected until the approval is decided, and offers See approvals. A held job cannot be ticked for a bulk action, and Select all leaves it out, so a bulk change is never handed a job it could only fail on. Opening the job shows the same thing in its header — see Inside a work order.

Export

To count work by site, team, priority or type and open any figure onto the jobs behind it, use the work order explorer under Reports. Export downloads exactly what the list is showing — the same view, search, filters and columns — as a file. The button carries the row count, so you know what you are about to get. The Assigned column exports every person on a job, not just the first. Needs Export work order data.

Bulk actions

The work order list with every row ticked and the bulk action bar showing

Tick rows to act on several jobs at once — across pages, if you like. A bar appears at the foot with the number selected. Each action opens its own panel rather than applying the moment you pick it, because a change can need a reason and you should see that before it happens:

Action	Fields	What it does
Change status	New status, Why	Moves every ticked job. Only moves that are allowed from the statuses of the selected jobs are offered
Change priority	New priority, Why	Sets the priority on every ticked job, moving each one’s service-level targets with it
Assign	To (Somebody here or A supplier), Who or Which supplier, What they are asked to do (defaults to each job’s title) and As (The person on it or Helping with it)	Hands every ticked job to the same person, crew or supplier
Reschedule	Start work at, Due by, Why	Moves the planned window on every ticked job
Edit in a grid	—	Opens the ticked jobs as a spreadsheet of status, priority, assignee and due date, one row per job
Delete	Why and Type N to confirm	Deletes every ticked job, the same as Delete on each job: “Deleted jobs leave the queue and cannot be reopened or moved again. Their history and costs stay on the record.” Delete N stays disabled until you have typed the number of jobs selected, because a selection is where somebody who meant to tick four ticks forty. A completed job cannot be deleted, and is reported rather than skipped. Needs Cancel work orders

Each panel reports job by job rather than as one pass or fail — “N deleted” after a delete, “N changed” after anything else: a change held for approval (“sent for approval”), or refused on one job because something was missing, is shown as that job’s own outcome. In the grid, every cell is saved through the same action as the panels, so one cell can succeed while another on the same row is refused, and the refusal reads like any other. When you select every job matching the view — more than fits on the screen — Change status, Change priority, Assign, Reschedule and Delete run in the background instead. “Started on N — follow it from the tray at the top.”

Raising a job

Raise a job on this screen — or New → Work order in the header from anywhere — opens the New work order form. You need Create work orders. When you press Create, you are taken straight to the new job, because what you do next — plan it, add what it needs — happens there. Where your organisation has put an approval workflow on raising jobs, pressing Create shows Sent for approval instead. The job exists at once, with its number, but is held whole until it is approved: nobody can be assigned, and it cannot be moved or edited. Whoever you named under Give it to is handed the job when the last level signs. If the request is rejected or withdrawn, the job is removed. Most work should not be raised here. Preventive work comes from maintenance plans; reported faults come from work requests; failed checks come from inspections. Raising a job by hand is for work that fits none of those.

What is wrong

Field	What it means	Notes
Title	What is wrong, as somebody would say it out loud	Required. Read by everybody who touches the job, so it is worth a sentence rather than a word
Description	The detail: what was seen, heard, measured	Optional
Work order type	The kind of work — for example Preventive, Corrective, Breakdown, Inspection, or your own	Required. From your work order types, shown as a tree. The type decides things later on: whether completing it asks what failed, whether closing it needs a code from the reporter, which crews cover it, and the work order category the job is reported under. + adds a new type, for people allowed to

Where it is, and what it is about

Field	What it means	Notes
Site and location	The site, and optionally the building, floor or area within it	Starts at the site and location you are Based at on your workforce record, where it names one. Pick from the tree, or press the scan button to read a location’s QR code. Choosing the place first narrows the asset list to what is there. Once an asset is chosen, the place is taken from the asset and locked, with the note “Comes from Asset. Clear or change Asset to choose another.” — a job about a pump is always where the pump is, so it reaches that location’s people and its evidence is filed there
Asset category	The classification of the equipment	Filled in from the asset when you pick one, and then locked with “Comes from Asset. Clear or change Asset to choose another.” — a job about a pump is filed under the pump’s category. + adds a category
Asset	The equipment the work is on	Optional — some work is against a place rather than a machine. Press the scan button to read the asset’s label, or + to register an asset that is not in the system yet without losing what you have typed

How urgent

Field	What it means	Notes
Work order priority	How urgent it is	From your priority ladder. The response and resolution targets are computed from this and from any contract or service-level target that applies. + adds a priority
Due at	When it has to be done by, with a Time	Optional. Once a priority is chosen the box is filled in from it, with Promised by underneath naming where that date comes from — the priority, a contract or a service-level target. Leave that date alone and the job follows the priority as usual. Type a different date and it becomes the job’s own service-level deadline for both response and resolution: Promised by then reads “The due date given when it was raised”, and the job is not late until that moment passes. Changing the priority afterwards does not take that deadline back, and neither does Reschedule; Ask for more time on the job is the way to move it

Status

Shows the status the job will open in — Open by default. It cannot be changed here: every new job starts where your lifecycle starts records.

What will hurt you

Field	What it means	Notes
Needs a permit	Whether the job may not start until a permit has been issued and accepted for it	No by default. Set from the plan on a generated job, and by hand here. When Yes, the job is blocked from starting until a permit covering it is in force, or somebody waives it
Safety instructions	What the person doing the job has to know before they start	Separate from the description: the description is what the work is, this is what will hurt you

Who answers for it

Field	What it means	Notes
Reported by	Who asked for the work	Defaults to you. Change it when raising a job on somebody else’s behalf. The department the job answers to comes from its asset. Not asked of planned work — a job whose type is marked Planned — and it disappears the moment you choose such a type
Give it to	Who is taking the job: a crew and one of its people, or a supplier	Optional unless your organisation requires it — then it carries an asterisk, and Create refuses with “Give it to has to be answered” until somebody is named. The job is handed over as part of being raised, so it is never in the queue for a moment with nobody on it. Choose a crew in the first box (Which crew) and who is going in the second (Who is going), where each technician is named with how many open jobs they already have — for example “Rohit · 3 open” — and typing a worker number still finds them; or choose a supplier under Or send it outside, instead of to a crew, which empties the other two. Only crews and suppliers that cover this site, kind of work and equipment are offered, and where exactly one does it is filled in for you. Leave it empty (“Nobody yet”) and the job lands in the site’s queue for a planner. Shown to people with Assign or reassign work orders
CC	People told how the job is getting on, without being asked to do any of it	Optional. They are kept informed from the moment it is raised

The hint under Give it to explains what your choice means: “The crew owns the job; whoever is named on it is the one going.” for a crew, or “They are asked for what this job is called above, and it opens on their portal.” for a supplier.

Remarks, your own fields and files

Field	What it means	Notes
Remarks	Any free-form note	Optional. Shown under the description on the job
Your organisation’s fields	Sections your organisation added, for example production losses or downtime	May be required (marked *), may only appear when another answer is given — for example a follow-up question that only appears once a safety incident is ticked — and some are worked out for you
Photographs	Photographs of what is wrong	Photograph opens the camera; Choose a file uploads one
Files	The report, the receipt, the datasheet — whatever else belongs to the job	Optional

Administrators see Edit form at the top of the dialog, which opens this form in Form Studio — where sections can be rearranged, questions renamed, made required, hidden, or shown only when another answer is given. The form you see may therefore be arranged differently from the defaults described here.

Inside a work order

Every tab and action on the job itself.

Get started

Work

Maintenance

Assets

Sites

Inventory

Procurement

Workforce

Vendors and contracts

Finance

Property

Gatehouse

Analytics

Knowledge base

The field app

Release notes