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Overview

The Work Order Wizard is used to create execution-ready Work Orders or convert existing Requests or Quotes into Work Orders. It combines service intake context, optional commercial reference, and full execution setup in a single guided process. Unlike the Request Wizard, a Work Order created here is immediately ready for dispatch and field execution.

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When to Use the Work Order Wizard

Use this wizard when:
  • A Request has been qualified and is ready for execution
  • A Quote has been approved and work can begin
  • You want to create a Work Order directly without a Request step
  • Emergency or urgent work must be dispatched immediately
  • Scheduled or contract-based maintenance must be executed
  • A Request needs to be converted into operational work
## Structure

Work Order
  └── Work Order Task
        ├── Service Object #1
        │     ├── Exchange Part / Equipment / Device
        │     ├── Checklist
        │     ├── Time
        │     └── Time & Material
        │
        ├── Service Object #2
        │     ├── Exchange Part / Equipment / Device
        │     ├── Checklist
        │     ├── Time
        │     └── Time & Material
        │
        ├── Material Request
        └── Service Appointment

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Execution

Information already filled on the Service Request or Quote will be auto filled on the Work Order Wizard.

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Step 1: Customer Information

Customer Information Enter or select customer and location information:

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Customer Information

FieldDescription
CustomerSearch and select the customer for this work order
ContactSelect the primary contact person at the customer location
LocationChoose the specific location where work will be performed

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Address Information

The system auto-populates address fields based on the selected building:
  • Street address - Physical location of the work site
  • City - City or municipality
  • State/Province - State or provincial information
  • ZIP/Postal code - Postal code for the location

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Branch Assignment

FieldDescription
BranchSelect which company branch is responsible for this work order. This determines resource availability and reporting.
The branch is typically pre-selected based on your user account, but can be changed if you manage multiple branches.

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Copy Address Feature

Click “Copy Address” to duplicate the building address to other address fields if needed for delivery or billing purposes.

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Step 2: Work Order Details

Work Order Details Add detailed work order information, scheduling, and asset assignment:

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Work Order Information

FieldDescription
Work Order NameA descriptive name for quick identification
DescriptionDetailed description of the work to be performed
PrioritySet priority level: High (urgent), Medium (standard), or Low (routine)
Special InformationAny special notes, customer requirements, or important instructions

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Scheduling

FieldDescription
Planned DateWhen the work should start
Planned End DateExpected completion date/time
Is Fixed DateCheck if this date cannot be changed (customer requirement)
Is Fixed PriceCheck if this is a fixed-price work order (from quotation)
Setting “Is Fixed Date” prevents schedulers from changing the appointment without customer approval.

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Assets Selection

This is where you select which equipment or assets will be serviced:
1

Click 'Add Service Object'

Opens a modal to search and select service object
2

Search by ID or Serial Number

Find specific equipment from the customer’s service object list
3

Select Multiple Service Objects

You can select multiple servcie objects for the same work order
4

View Service Object Details

See history, last service date, and maintenance requirements

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Additional Options

Add products if this is an installation or delivery work order. Products are different from assets - they represent new equipment to be installed or delivered.
Attach documents, photos, schematics, customer emails, or any relevant files. These will be available to technicians in the field.

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Step 3: Assignment

Assignment Assign resources, vehicles, and tool needed for this work order:
The system can suggest resources based on:
  • Required skills for the assets being serviced
  • Technician availability on the planned date
  • Geographic proximity to the work location
  • Previous work history with this customer

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Equipment & Materials

Specify which tools are required for this work order. This helps with tool allocation and ensures technicians have what they need.
Assign company vehicles needed for transportation or mobile service units. The system checks vehicle availability.
Pre-assign parts that are known to be needed. This helps with parts availability checking and material requests.

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Notification Options

When you assign resources, they automatically receive notifications via:
  • Email notification
  • In-app notification
  • Mobile app push notification (if using mobile app)
Technicians can accept or reject the assignment.

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Step 4: Task/Complaint

Task and Complaint Details Define specific tasks or address complaints within this work order:

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Understanding Tasks

Tasks are the individual work items that technicians will complete. Each task can have:
  • Its own schedule
  • Assigned technicians (subset of work order resources)
  • Line items (specific assets being serviced)
  • Checklists
  • Parts and materials
  • Time tracking

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Adding Tasks

Click “Add Task” to create task records:
FieldDescription
Task NameBrief name for the task (e.g., “Annual Inspection”, “Replace Filter”)
DescriptionDetailed description of what needs to be done
PriorityTask-specific priority (can differ from work order priority)
Planned DateWhen this specific task should be performed
StatusInitial status (typically “Open” or “Assigned”)

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Task Line Items

For each task, you can add Line Items which represent specific service object being serviced:
1

Select Service Objects

Choose which service object(s) this task is for (from work order service objects)
2

Define Work

Specify what work will be done on this service object
3

Add Checklists

Attach maintenance checklists that must be completed
4

Set Warranty

Indicate if work is under warranty, campaign, or paid
Multiple tasks can exist within a single work order. This allows you to organize complex jobs with different service requirements.

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Step 5: Summary

Work Order Summary Review all information before creating the work order:

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Summary Sections

The summary page displays:
  • Work order type and priority
  • Customer and location
  • Scheduled dates
  • Branch assignment
  • List of all service objects to be serviced
  • IDs and serial numbers
  • Current status
  • Assigned technicians and teams
  • Required tools and vehicles
  • Pre-assigned parts
  • All tasks with their details
  • Task line items and checklists
  • Complaints to be addressed
  • All uploaded files and documents

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Actions Available

Previous

Go back to edit any step - all information is preserved

Submit

Create the work order and send notifications

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After Submission

Once you click “Submit”, the work order is created:
1

Work Order Created

The system generates a unique work order ID (e.g., M-24-00123 for Maintenance)
2

Notifications Sent

All assigned technicians receive assignment notifications
3

Tasks Generated

Tasks become visible in the Dispatcher and technician’s task list
4

Status Set to 'Assigned'

The work order enters the active workflow
5

Confirmation Displayed

You receive a success message with the work order ID, the Material Request is automatically generated

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Work Order ID Format

Work orders are automatically numbered based on their type: The format is: {Type}-{Year}-{Sequential Number}

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Next Steps After Creation

After creating a work order, you can:

View in Dispatcher

See the work order on the dispatch board for scheduling and management

Manage Tasks

Monitor task progress and technician updates

Review Material Request

Request additional parts from the warehouse

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Tips and Best Practices

Ensure customers, contacts, buildings, and assets are set up in the system before starting the wizard. This makes work order creation much faster.
Link work orders to service contracts to automatically apply terms, pricing, and SLAs. This ensures consistency and reduces errors.
Clear, detailed task descriptions help technicians prepare properly and reduce callbacks. Include reference numbers, part codes, or specific procedures.
Check asset requirements and assign technicians with matching skills. The system can help suggest qualified resources.
Include schematics, manuals, previous service reports, or customer emails. Technicians can access these in the field.
Use the “Special Information” field for important details like site access instructions, safety requirements, or customer preferences.
Consider technician availability, travel time, and work complexity when setting planned dates. Check the Dispatcher view before committing to dates.
The summary step is your last chance to catch errors. Review all sections carefully before clicking Submit.

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Common Questions

A Work Order is a confirmed job ready for execution. A Service Request is a preliminary record that captures customer needs but requires conversion to a work order before work can begin. Use the Work Order Wizard when you’re ready to dispatch immediately.
Yes! Navigate to the Work Orders list, find your work order, and click to edit. You can modify most fields, reassign resources, add tasks, or update details before work begins.
No, you can create a work order without assignments and assign resources later via the Dispatcher. However, assigning during creation sends immediate notifications and reserves technician time.
Yes! Tasks support multiple resource assignments. This is useful for complex jobs requiring different specialties or when work requires a team.
You’ll receive a notification, and the task status updates to show the rejection. You can then reassign to a different technician or discuss scheduling with the original assignee.
Recurring work orders are best created via Service Contracts with scheduled maintenance. The contract automatically generates work order drafts that can be converted.
Set priority to “High”, mark as “Fixed Date” if time-critical, and assign available technicians immediately. You can also use fast-track workflows if configured.

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Related Documentation

Service Request Wizard

Create service requests that can be converted to work orders later

Dispatcher

Schedule and manage work orders and tasks

Work Order Statuses

Understand the work order lifecycle and status changes

Task Management

Learn how to manage and track tasks within work orders