Sections in this article:
- Calendar Navigation
- Work Order Status Colors
- Service Category Colors on the Calendar
- Filtering the Calendar
- Exporting the Calendar
- Export to Your Google or Outlook Calendar
Overview
All users can view the work orders that their permissions allow them to view/be assigned to on the Calendar in Work Order Management! This includes any that people manually entered and ones that have already been generated by Maintenance PM's. Learn more: Assigning/Approving a Work Order to a User, Department, or External Vendor
- Created-Completed Work Orders: When a work order is created, it will appear on the calendar date associated with the Requested Completion Date (if there is one) or the created date. If the created date passes, the work orders migrate to the current date so the users can see what work still needs to be done. When they are marked completed they will be on the date they were marked completed.
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Closed Work Orders: You can view any work orders in any status on the calendar, but work orders set to a closed status will be removed from the calendar in order to keep a cleaner view (except for their work order requester's calendar view). Closed is also different than complete. Usually, the one performing the work updates the status to complete and the admin updates the status to closed. Closed essentially archives the work order, but can be viewed in Report Builder, Analytics, and in Work Orders > All Work Orders in the left side menu bar.
- Again, the exception is that the requester of the work order can see their closed work orders on the calendar.
Calendar Navigation
1. Go to the left navigation bar > Calendar
2. In addition to seeing all your Work Orders, you can choose to view them by
Work Order Status Colors
3. Work orders will be in a different color based on their status.
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tan = Created
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blue = Approved/Scheduled
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green = Work Started
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yellow = On-Hold
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red= Rejected
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white with strike through for Completed
Service Category Colors on the Calendar
4. You can view Service Categories and color-code them. To see the legend click the expansion icon.
- Any Service Category that an admin has assigned a color to will appear next to the Service Category name.
- To edit Service Categories to include color-codes, an admin can go to Settings > Basic > Service Categories.
- Choose one and click the edit icon
- From here you can change the Background Color and Text Color:
Filtering the Calendar
5. You can filter the work orders on the calendar based on who they are assigned to, what priority they are in, what department they are assigned to, what service category is chosen on them, and their status, and who the requester is.
In addition, you can check a box to choose to hide Work Orders with no completion date.
Once you select one or more filters, then you can change the view to Daily, Weekly, or Monthly and still see the work orders based on the filters chosen.
To clear the filter click "Clear Filter". To see what is currently chosen in the filter, click "Filter Calendar".
Exporting the Calendar
6. In Day and Week View you can choose to Export to PDF
Export to Your Google or Outlook Calendar
7. Lastly, you can Export to iCal with the Calendar so your Work Orders will appear in Google or Outlook. Go to the left navigation bar>Work Orders>Export to iCal