Editing a Work Order from the Work Order Details View

Work orders in the OpenIn Progress, or Completed statuses may be edited, with care. With completed work orders, keep in mind that invoiced work orders cannot be edited, and work orders in the Completed/Confirmed status may be edited only by Power Users. 

Below are some examples of when you may need to edit a work order:

  • Editing the work order details when, for example, the Location entered incorrect information, such as choosing the wrong Problem Code. This error may dispatch the wrong service provider.
  • Adding an Assignee when you want to split the work orders with your staff for greater efficiency, for example, to disseminate work orders between facility coordinators or across different areas of responsibility.
  • Changing the NTE based on an update by the service provider about the level of work needed to resolve the problem.
  • Changing the priority and scheduled date/time when you need the service provider to dispatch to the location either earlier or later than the original scheduled date and time.
  • Adding a Purchase Order number or a GL Code in order to coordinate with other financial records.
  • Keeping a record of resolutions to issues, so you have a history of problems and fixes over time.

While making changes to a work order that a service provider needs to be aware of, such as scheduled date/time, make sure you notify the provider.

Editing a work order

⦿ How to Edit a Work Order
  1. On the Work Orders List page, click Edit next to the desired work order. Alternately, inside the detailed view of a work order, click the Edit Work Order button. The Edit <Work Order #> window appears. 
  2. Modify the desired information. (See Editing Work Order Sections for more information.)
  3. Check the Resend Dispatch Email box to send notification of the change to the assigned service provider.

    For work order edits that do not need to be communicated to the assigned service provider, do not check this box. See Service Provider Notifications for more information.

    When the work order status is moved from Completed/Cancelled (or Canceled) to Open, the Resend Dispatch Email box is automatically selected.

  4. Write a Note, briefly describing the changes to the work order.
  5. Click Save. A confirmation message appears at the top of the screen. The Work Order Details page displays the changes made, the note, your user name, and the date and time you made the changes.

Watch a short video about how to Edit a Work Order.

Click Batch Edit Work Orders to learn about batch editing. 

Editing a Work Order by Multiple Users

Work Orders can be edited by multiple users and at the same time. This is when two or more users are currently within the details of a work order and potentially making changes. Knowing when and who is making changes is vital as it can have a significant impact on the outcome of a work order. The same messaging appears when two or more users are attempting to reassign a work order.

Multiple users editing a work order

Notifying Users of Changes

When a change is made on a work order details by one user, a message appears for others in the work order edit modal indicating a change has been made and saved. You are giving the option to reload the modal to view the changes. This keeps everyone abreast of what is happening as well as:

  • Reduces duplicate changes
  • Minimizing mistakes
  • Fosters transparency

Multiple users update message

Editing Work Order Sections

There are several fields within a work order that you may edit; these may be grouped into the following categories: