Managing a Work Order

The Work Orders feature in Woven helps you track and manage your company’s work orders. You can view more details about an individual work order or update its information by clicking on a WO# which will direct you to that work order’s page. To manage a work order: 

1. Click “Work Orders” under the Maintenance Tab.
2. Click the value under the “WO#” column for the work order you would like to view more details on or update.

Now on the “General” page of the work order, you will be able to see the details of the work order as well as information on the impacted asset or facility issue.

A work orders page contains several tabs:

• “General” tab - this tab shows:
  • If the work order is for an asset, the top part of this tab shares the details about the asset. If the work order is for a facility issue, the top part of this tab lists the impacted physical area of the facility and the specific related work order categories. If you have the appropriate permissions, you may update these facility-related fields.
  • If the work order is opened or closed. If you have the correct permission, you are able to close a work order to mark it complete or reopen a closed work order.
  • You can view the work order’s priority and update the work order to a new priority if necessary.
  • You can see who the work order is assigned to as well as to reassign the work order if applicable. In addition, you can add collaborators (additional team members or vendors) besides the individual assignee that will receive notifications regarding the work order.
  • Reasons – This field displays the reason for submitting the work order. If applicable and if you have the proper permissions, you may update the reason for submitting the work order.
  • Warranty Work – if the repair to the asset(s) or to the facility is covered under warranty, select “Yes” to “Warranty Work.” The “Hours Logged” field will then appear so that you can track the total number of hours a vendor worked on the asset(s) or the facility.
  • Parts – this drop-down menu allows you to identify the status of parts:
    1. Select “No Parts Required” =if no parts are required for this work order.
    2. Choose “Ordered” if parts have been recently ordered to address this work order.
    3. Choose “Shipped” if the parts for this work order have been recently shipped.
    4. Choose “Received” if the parts for this work order were recently received.
    5. Choose “Back Order” if the parts for this work order have been put on backorder (i.e., the shipping of parts will be delayed).
  • Tags – add tags that apply to this work order
  • Alternative Reference number - this field allows for a vendor or external Woven team member to add their version of the work order number for identification
  • Notes – in this section of the “General” tab, you can add notes that are applicable to this work order and view other notes that have been added to the work order. For these notes, you can choose if you'd like to share the note with all users in your account (including vendors) or if you'd like to submit the note only to your internal team (team members with Work Order access in your account).

• “Additional Assets” tab – if the work order applies to more than one asset, identify the assets on this tab.

• To add an additional asset:
  1. Click “+Add Asset”
  2. Search for the asset you would like to add to this work order.
  3. Select the asset and click the green “Continue” button.
  4. A pop-up window will ask to confirm that you would like to add this asset to this work order. Click the green “Include Asset” button.

• “Vendors” tab – if any vendor(s) helped address a work order, track the vendor(s) on this tab.

• To add a vendor:
  1. Click “+Add Vendor”
  2. Select the vendor you would like to add.
  3. Click the green “Add Vendor” button.

• “Invoices” tab – if there was any labor performed by vendors for the work order (you may not want to count charges for parts on this tab as this can also be tracked on the “Parts” tab of a work order), track the invoice(s) on this tab. You also have the ability to split up the invoice charges and assign to different assets if more than one asset was worked on.

• To add an invoice:
  1. Click “+Add Invoice”
  2. Enter in the total amount for the invoice.
  3. Select the Vendor that this invoice is from.
  4. Add a description of the invoice.
  5. Enter in the invoice number.
  6. Enter in the date the invoice is due.
  7. If applicable, you can add a document to “Invoice Document” by dragging and dropping the file or clicking “Click to Browse” to search your computer.
  8. If the work order is for an asset, the table under the “Assets” heading will have two fields – enter in the invoice amount for the impacted asset and a description for the invoice.
  9. If you need to track the invoice against multiple assets, follow the steps below under “if you need to split the invoice cost” heading; otherwise, continue to step #10.
  10. Click the green “Add Invoice” button.

• If you need to split the invoice cost:
  1. Click “+Include Asset”
  2. Search for the asset you would like to add to this work order.
  3. Select the asset and click the green “Continue” button.
  4. A pop-up window will ask you to enter in the amount of the invoice associated with this asset and a description of this amount.
  5. Click the green “Include Asset” button.

• “Parts” tab – if any parts (either from your company’s inventories or from a vendor) were used during the work order, track them here.

• To add part(s):
  1. Click “+Add Part”
  2. Select if the part(s) are from an inventory (i.e., an inventory owned and managed by your company) or from a third-party vendor.
  3. If the part(s) are being sourced from an inventory:
     • Select which inventory you’re sourcing the part(s) from.
     • After selecting the inventory, a table will appear listing the parts that make up the selected inventory. Under the “USE QTY” column, enter the number of part(s) used for each used part.
  4. If the part(s) are being sourced from a vendor:
     • Select which vendor you’re sourcing the part(s) from.
  5. Enter when the part(s) were used.
  6. Describe the reason for using the part(s) (optional).
  7. Indicate the status of the parts you are sourcing under the “New WO Part Status:”
     • No Parts Required
     • Ordered
     • Shipped
     • Received
     • Back Order

• “Documents” tab – upload/view any documents, images, and short videos related to the work order on this tab. To add a file, click the “Drop Files” box to browse and select or drag and drop the file into the “Drop Files” box.