Updating Assets on Work Orders

Owned by Anastasia Troichuk (Unlicensed)
Last updated: Oct 19, 2021

Should it be a specific piece of equipment or the whole asset that goes haywire, indicate in your service request which asset needs to be repaired or replaced.

Adding Assets to Work Orders

You can associate an asset with an existing work order in Service Automation if no asset was added upon creating a work order via Dashboard.

The asset trade and location should correspond to the location and trade on the work order. When these two criteria don’t match, tying an asset to a work order isn’t possible.

⦿ How to Link a Work Order with an Asset
  1. Find the desired work order, and click Edit Work Order either in the WO list or detailed view. 
  2. In the overlay for editing the work order, scroll down to find the Asset Details section, and click Edit next to it.
    Overlay where you can edit a work order
  3. On the list of available assets, click either Repair or Replace to the left of the desired asset.
    Associating a work order with an asset
  4. (Optional) Select the Notify Providers of this Change checkbox below the assets list.
  5. Click Save, and close the overlay.

The work order is now linked to the asset. You can find the asset tag ID on the work order. Clicking the asset tag will navigate you to the asset details.

WO list view where you can see the tag ID of the associated asset

Adding Multiple Assets to Planned Maintenance Work Orders

You can associate a single Planned Maintenance work order with multiple assets at a time.

When multiple assets of the same asset type within a location should be inspected or maintained, associating a single work order with the required assets helps you to speed up the work completion time since your providers will be able to capture the required information on a single work order rather than manage multiple requests.

To enable this feature, please contact your Customer Success Manager.

There are two paths for you to add or update assets on a PM work order:

  • Path 1: Via the overlay for editing the work order.
  • Path 2: From the Asset Details tab of the work order detailed view.

Adding assets to a PM work order following either of these paths will not update asset association for that PM location in the Planned Maintenance module. Should you want to update that association, see Adding Assets to PM Services.

Path 1: Via the overlay for editing the work order.

⦿ How to Add Multiple Assets to a PM Work Order via the Overlay for WO Editing
  1. Find the required work order.
  2. Click the Edit Work Order button either in the work order list view or detailed view.Accessing the overlay for editing the work order from the WO list view
  3. Click Edit next to Asset Details.Asset Details section in the overlay for WO editing allows you to add to or remove assets from a work order
  4. Select either the Repair or Replace radio button based on the service type needed.Selecting the Repair or Replace radio button next to the asset to specify which service type is required
  5. Click Add next to the desired assets to add them to your work order. Select as many assets as required.Adding assets to a PM work order
  6. Click Done.Two assets have been added to the PM work order

The selected asset gets linked to the work order.

WO list view showing two assets associated with the WO

Path 2: From the Asset Details tab of the work order detailed view.

⦿ How to Add Multiple Assets to a PM Work Order from the Asset Details Tab
  1. Navigate to the work order detailed view.
  2. Switch to the Asset Details tab.Asset Details tab on the work order details page
  3. Click the Edit Assets button.
  4. In the overlay that appears, select either Repair or Replace next to the desired asset.Overlay for updating assets on a PM work order
  5. Click Add next to the asset.
  6. Click Done.

When it comes to PM work orders with multiple refrigerated or HVAC assets attached, learn how you can record refrigerant usage for each asset on a single work order.

Removing and Editing Assets on Work Orders

Don’t worry if it turns out that you linked a work order to a wrong asset or added an asset by mistake. While your service request is in the Open, In Progress, or Completed (neither confirmed nor invoiced) status, you can go back and update the asset or remove it from the work order.

The asset cannot be updated or removed from the work order:

  • If there is already a part use associated with an asset on the work order, or
  • If your work order is in the Completed/Confirmed or Invoiced status.
⦿ How to Remove an Asset from a Work Order
  1. In the overlay for editing a work order, click Edit next to the Asset Details section. 
    Details of an asset associated with a work orderThe asset list appears showing the asset currently associated with the work order.
    Removing an asset from a work order
  2. (Optional) Select the Notify Providers of this Change checkbox below the asset list.
  3. Click Remove asset from work order.

The asset is no longer associated with this work order. But that doesn’t mean the information about the removed asset vanishes without a trace. The Asset History tab on the work order details page captures each asset change.

Asset History tab of the WO details page displaying when assets were added, edited, or removed.

⦿ How to Edit an Asset on a Work Order
  1. In the overlay for editing a work order, click Edit next to the Asset Details section.
    Details of an asset associated with a work order    The assets list appears showing the asset currently associated with the work order.
  2. Select either Repair or Replace to the left of the desired asset. This action clears the radio button next to the originally selected asset. 
  3. (Optional) Opt for the Notify Providers of this Change checkbox below the asset list.
  4. Click Save.

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