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Building Operations / On Demand Work / Supervisor
Building Operations / Preventive Maintenance / Supervisor

Closing Out Work Orders

Closing out a work order does the following:

• Finalizes the work request resource data so that you can no longer edit it.
• Archives the work order, work request, associated service request, and resource records by moving them to the corresponding historical tables (such as, Historical Work Requests, Historical Work Orders, Historical Work Request Trade Requirements).
• When the service request or work request gets closed out and archived (moved to the Historical Action Items Table or the Historical Work Requests), the system also moves the corresponding records from Service Desk Steps Log (helpdesk_step_log) to the archive table Service Desk Steps Log ( (hhelpdesk_step_log).
• Totals the cost of work resources used in executing the work.

Note: The parts inventory is debited when a work request is completed.

Once you close out a work order, the work order and its data is considered to be "archived" and will not appear on lists of active work. You can examine archived work request data using the Management Reports / Archived Work Requests task.

Procedure

To close out a work order:

1. Choose the "Update Work Requests and Work Orders" task, and the system presents a list of all open and issued work orders.
2. Select a work order to close out.
3. Review the assigned work requests, make edits as necessary, and mark the work requests as Completed.

See Updating Work Order and Work Request Details.

4. Review all work order details and make edits as necessary. See Updating Work Order and Work Request Details.
5. On the Select tab, mark the check box in front of the work order you want to close and click "Close Selected." You can also close a work order by choosing the Close Selected button from the Work Order Details tab.

To close out a work request:

1. Choose the "Update Work Requests" task, and the system presents a list of all open and issued work requests.
2. Select a work request to close out.
3. Review the work request, make edits as necessary, and mark the work requests as Completed.

See Updating Work Order and Work Request Details.

4. Mark the check box in front of the work request you want to close and click "Close Selected."
   1. The work request is now set to Closed.
   2. When all work requests assigned to a work order are closed, the system automatically closes and archives the work order.

Note: Closing the work order is only possible when all work requests assigned to it are set to Completed . 

Note: To close out work orders properly, supervisors must belong to either the CALCULATED or “%” security group. This is because in the HQ and Schema databases, the fields wo.date_closed and wo.time_closed are defined with an Edit Group of CALCULATED. If you don't want to assign supervisors to the above-listed security groups, a database administrator at your site can remove the CALCULATED Edit Group from wo.date_closed and wo.time_closed fields in the ARCHIBUS Fields table.