Work Orders

A Work Order is a record of work performed on one or more devices. Whether it’s scheduled maintenance, an emergency repair, a safety inspection, or a routine cleaning — every piece of work is documented as a Work Order.

Status workflow

Work Orders follow a defined lifecycle:

1. Scheduled — The work order has been created and is planned for a future date
2. Started — Work is actively being performed
3. Finished — All work has been completed
4. Skipped — The work order was intentionally not performed

Note

Once a work order is marked as Finished, it becomes an immutable record. It cannot be edited or deleted. This ensures a reliable audit trail of all work performed on your devices.

Structure of a Work Order

Each work order consists of:

• Header information — Title, type, status, planned dates, assignee, linked devices
• Tasks — Individual steps or checklist items to complete (can be loaded from Work Templates); files are attached to the individual tasks, not to the work order itself
• Linked data — Related cases, spare parts, and tags
• History — A timeline of all changes and activities

Automatic vs. manual creation

Work Orders can be created in two ways:

• Manually — A user creates a work order for ad-hoc or one-time work
• Automatically — A Strategy or a machine data trigger generates work orders based on scheduled intervals, usage metrics, or anomalies

A work order can also be created directly from a case when resolving it requires hands-on work.

Connection to Service Jobs

Multiple work orders can be grouped into a service job to be planned and executed as a coordinated on-site visit. The service job bundles the contained work orders, aggregates their planned duration and progress, and shows them on the timeline and calendar. The individual work orders remain standalone records.

Approvals

Some work orders require formal sign-off — for example a safety inspection or work that a customer needs to approve. The Approval work order type provides a structured sign-off process with an executor and an approver. For details, see Approval Workflow.

Learn more

• Creating Work Orders — How to create and assign work orders
• Tasks & Checklists — Working with tasks within work orders
• Execution — Performing work and logging progress
• Part Picking — Prepare spare parts for work orders
• Bulk Add — Create many work orders at once
• Approval Workflow — Managing approvals
• Completion — Finishing and archiving work orders
• Insights — Analyze maintenance performed