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Building Operations / On Demand Work / Supervisor

Manage Work Orders and Work Requests

Once you have assigned work requests a work order (or if the system has automatically assigned a work request to a work order), use the Manage Work Order and Work Requests task to:

• Edit work order details
• Create a new work order
• Edit work requests details
• Create a new work request for the selected work order

• Add documents to work requests

Note: In addition to managing work requests and work orders that originated from service requests, you can use this task to view and edit work requests and work orders developed with in the Windows client/server environment.

Note: When the work is finished, you have the chance to again edit the work order and work request information using the Update Work Orders and Work Requests task.

Edit Work Order Details

Select a work order on the Select tab, and the system displays the Work Order Details page, with which you can edit work order information.

• If you wish to associate the work order with an account or a department for cost chargeback purposes, complete the Account Code and/or Department Code fields.
• Based on the assigned work request, the system may have completed fields such as Supervisor, Contact, and Building Code. You can change these values if you wish.
• If you wish to assign a priority to the work order, complete the Priority field. Note that this value is distinct from any priority values that the requestor may have specified when entering the service request.

Create a New Work Order

If you want to create a new work order from this task, select the Add Work Order button from the Select tab. The system presents the Work Order Details form so that you can enter basic information about the work order. From this form, you can add existing, unissued work requests to the work order, or you can create new work requests for this work order.

When you are satisfied with your new work order, choose Save Work Order.

• To assign existing work requests to this work order, use the Assign Work Requests to Work Order task.
• To create a new work request for this work order, choose the Add Work Request button and complete the Work Request Details form.

Use Case: Creating Work Requests for an Existing Work Order

Although you typically first create work requests and then group them on work order, you may find that you need to create work requests for an existing work order. This situation can occur it if the initial service request called for automatically generating a Work Order but the initial service request was too general and would be better handled by splitting it into multiple work requests.

You can use the "Manage Work Requests and Work Orders" task to generate multiple work requests, based on information such as trade, work team, or location. The newly created work requests will be already attached to the work order, but can follow their own unique workflow based on the SLAs that match them. For example, they might require input, estimation, or scheduling from other supervisors.

Note: When a service request is matched directly to a work order, it mirrors the status and costs of the work order directly, and not any one work request.

Edit Work Request Details

The lower panel of the form shows a list is shown of all Work Requests assigned to the current work order. You can review the assigned work requests and edit them as necessary.

Create New Work Requests

You also have the option of creating new work requests for a work order.

Adding Documents to Work Requests

You can add up to four documents to a work request using the "Work Request Documents" tab. Access this tab by:

• from the Work Order Details tab, locate your work request in this list, and click on the Documents button.
• from the Work Request Details tab, click on the Save and Attach Documents button

To add a document:

1. On the Work Request Documents tab, click on the arrow next to a document field.
2. The system presents the Check in New Document form so that you can select a document, add a comment, and set the lock status.
3. When you complete the form, the system completes the field value with the original file name and stores the document in the document vault by naming it according to the structured convention.

See Using the Document Management System for more information on the Web Central document management system.