Our Work Order & Asset Management module gives organizations the ability to submit, approve, assign, track, and review work orders as an effective team! No longer does one person have to enter work orders for others. With this module, all staff members can be given their own eSPACE account with user-level access and submit work orders themselves!
- Admins can also set up public work order forms and share them with staff members or anyone at their facility so those people can submit work order requests as they identify needs on your campus when they come across them. This allows people to work as a team to keep up with the workload.
Then admins can review the work orders that come into their "New Work Orders" grid or set up "Routing Rules" so certain work orders get automatically assigned to specific users (regular users, sub-admins, or admins), departments, or external vendors!
Once a work order is marked as "Complete" by the end-user completing the work, admins can review them on their dashboard in the "All Completed Work to Be Reviewed" grid. Once reviewed, they can mark the work order as "Closed". Admins can review all work orders in the "All Work Orders" view in their left side menu bar.
Users and Sub-admins Submitting a Work Order
- This specifically applies to regular users and sub-admins who have not been given the ability to manage work orders.
1. Click on "New Work Order" from the top of your screen OR from the left side bar under Work Orders > Add Work Order to start your work order request.
2. Add the location of the work order.
3. If your admin has allowed or required a space to also be chosen, then you will see a list of spaces appear. These will be the spaces that are assigned to that location.
4. If your admin has enabled departments as an additional field to be filled out, then choose the department that the work order needs to be assigned to. Once submitted, any user who has access to that department under their user permissions and the ability to perform work will be able to assign the work order to themselves for completion. This field can be added to the work order under Settings > Advanced > General > Work Order Creation.
- Learn more: Departments in Work Order & Asset Management
5. Add a service category.
6. If your admin has created and assigned an internal form to that service category, then fill out the form.
7. Choose a priority level.
- These are defined, created, and organized by an admin: Creating & Defining Priorities Levels for Work Orders
8. Add a description describing the issue that you found.
9. If an admin has not hidden the Requested Completion Date field, then enter a date.
- If hidden then regular users will not see this field. If not hidden, admins can also make this field required. The settings for this are under Settings > Advanced > General > Display Features.
10. If your admin has also allowed General Comments to appear as a field on the work order, then you will see a second box where you can add additional notes. Admins can enable or disable this under Settings > Advanced > General > Work Order Creation.
- This field is only viewable by eSPACE users, sub-admins, and admins. In order to communicate work order details with portal users or external work order requesters, we recommend using the Conversations tab on the work order: Conversations within a Work Order
11. If your admin has added custom User Defined Fields to the work order, then you will see additional fields that will need to be filled out.
12. Add an attachment (picture, PDF..)
13. Click Save.
Admins Submitting a Work Order
1. Click on "New Work Order" from the top of your screen OR from the left side bar under Work Orders > Add Work Order to start your work order request. You can add more than one space if needed.
2. Add the location of the work order.
3. If an admin has allowed or required a space to also be chosen, then you will see a list of spaces appear. These will be the spaces that are assigned to that location.
4. If an admin has enabled departments as an additional field to be filled out, then choose the department that the work order needs to be assigned to. Once submitted, any user who has access to that department under their user permissions and the ability to perform work will be able to assign the work order to themselves for completion. This field can be added to the work order under Settings > Advanced > General > Work Order Creation.
- Keep in mind that admins and sub-admins who manage work orders will also have the three fields at the bottom where they can also assign the work order to a user, department, or external users, however, this will be limited based on the department they enter in this department field.
- Learn more: Departments in Work Order & Asset Management
5. Add a service category.
6. If an admin has created and assigned an internal form to that service category, then fill out the form.
7. Choose a priority level.
- These are defined, created, and organized by an admin: Creating & Defining Priorities Levels for Work Orders
8. Add a description describing the issue that you found.
9. If an admin has not hidden the Requested Completion Date field, then enter a date.
- If hidden then regular users will not see this field. If not hidden, admins can also make this field required. The settings for this are under Settings > Advanced > General > Display Features.
10. If an admin has also allowed General Comments to appear as a field on the work order, then you will see a second box where you can add additional notes. Admins can enable or disable this under Settings > Advanced > General > Work Order Creation.
11. If an admin has added custom User Defined Fields to the work order, then you will see additional fields that will need to be filled out.
12. Add an attachment (picture, PDF..)
13. Admins and sub-admins who have been given the ability to manage work orders will be able to also select a user or department or external vendor, based on the service category on the work order and what service categories users/departments/external vendors have access to.
14. There will also be an option "Require Approval after Completion". Admins can also set the default "On" for requiring approval after completion under Settings > Advanced > Generral > Work Order Creation.
15. Click Save.
You have now successfully submitted a work order!