What is WorkOrder in MaintainNow CMMS? 

       In MaintainNow CMMS, a "Work Order" is like a to-do list for maintenance jobs. Here;s how it works:

• WorkOrder tells you what job needs to be done.
• It can be for a specific place (location) or thing (asset), or it can be general without mentioning any place or thing.
• It says who should do the job and when it should be finished.
• Work orders help keep track of all the jobs, making sure everything is done on time and nothing is missed.

Getting Started

 WorkOrder List

• WorkOrder List: Kickstart your day with a clear view of what's on the maintenance horizon, courtesy of the Work Order List.

• Overview of Work Orders: Easily view your lineup of tasks—'Pending Work' shows what’s due, and 'Completed Work Orders' displays what you've accomplished.
• Adding a Work Order: Just hit the '+ Create WorkOrder' button when you need to assign a new task. It's straightforward and fast.
• Searching Work Orders: Use the search function to quickly locate work orders by their title without having to look through the entire list.
• Essential Information: At a glance, see important details of each work order, including the job title, location, the asset in question, and who's responsible.
• Due Dates: Each work order comes with a due date to help you manage deadlines and ensure timely completion of tasks.
• Priority Indicators: Priority levels are easy to identify with color coding—red indicates 'High' priority tasks.
• Sorting Options: Arrange work orders by any column, such as title, asset, or due date, to organize your list the way you prefer.
• Maintenance Scheduling: Check the 'PM Schedule' for maintenance tasks that repeat on a set schedule, so you know when the next one is due.
• Work Order Calendar: To get a visual on how work orders line up day by day, click on the calendar icon. It’ll show you a calendar view of all scheduled tasks, so you can plan your week or month with ease.
• Exporting Work Orders: Need to crunch some numbers or keep records offline? Use the export option to download your work orders in a CSV format. It’s great for reports or analysis.
• Filtering Work Orders: Want to see everything or just tasks assigned to you? Use the 'All Workorders' button to view every task across the company or 'My Workorders' to filter down to just the ones you’re assigned to.

Work Order Detail Screen

• Work Order Details: This page displays information about the Work Order.

• Priority and Status: Right at the top, you can see how urgent the work order is and what's happening with it. Use the 'Update Status' button to change the status to 'Open,' 'In Progress,' 'On Hold,' or 'Complete,' depending on the current stage of the job.
• Essential Details: Below the status, you’ll find the due date, and a description—everything that you need to know about the work order.
• Location and Asset Information: Understand where the job is located and which asset is involved without any guesswork.
• Assignment Details: See who's taking the lead on this job and who else might be helping out
• Essential Details: Below the status, you’ll find the due date, and a description—everything that you need to know about the work order.
• Location and Asset Information: Understand where the job is located and which asset is involved without any guesswork.
• Work Order Images: Visuals can say a lot—check out any images attached to the work order for a clearer picture of the task. 
• Parts Management: Under 'Parts Used', manage and track the parts involved in the work order. This helps in inventory tracking and cost management.
• PM Work Orders (Recurrence): For work orders that come around on a schedule, the 'Recurring?' field tells you if it's a one-time job or part of your preventive maintenance (PM) routine.
• Additional Actions (Three Dot Menu): In the top right, the three-dot menu has extra options. Click it to 'Edit or Remove a Work Order’.

Creating a New Work Order

• To add a new work order, click the '+ Create WorkOrder' button. This opens the work order form.
• Fill in the 'WorkOrder Title' and provide a detailed 'Description' of the task.
• Assign the work order to an 'Asset' and/or 'Location' as required.
• Specify the 'Due Date & Time' to ensure timely completion.
• If this work order will repeat, set it as a PM (Preventative Maintenance) work order by selecting 'Repeating? (PM Work Order)' and choosing the recurrence schedule.
• Under 'Assign to User', select the team member responsible for the work. This is crucial as it ensures accountability and tracks who is handling the task.
• You can also attach 'Pictures' and 'Documents' related to the work order for reference.
• Click the checkmark icon to save the new work order.

Editing a Work Order

• To make changes, navigate to the work order detail page and click on the three-dot menu, then select 'Edit Work Order'.
• Update any details such as the work order title, description, priority, assigned assets, and users.
• Adjust the due date or set the recurrence for PM work orders as needed.
• Remember to save your changes by clicking the checkmark icon.

Scheduling PM Work Orders

    Preventive Maintenance (PM) work orders are an essential tool in proactive facility management. They are used to schedule routine maintenance tasks that keep your equipment running smoothly and prevent unexpected breakdowns. By planning these work orders in advance, you can ensure that maintenance happens consistently and that your team can prepare for any upcoming tasks.

When to Use PM Work Orders

    You'll find PM work orders particularly useful when you have:

• Equipment that requires regular maintenance at set intervals for optimal performance.
• Maintenance tasks that need to be carried out on specific dates or days to comply with safety regulations and warranty terms.
• Assets that undergo wear and tear and would benefit from systematic inspections and servicing. 

    With PM work orders, you can reduce downtime, increase equipment lifespan, and ultimately save on costs and resources by avoiding emergency repairs.

• Selecting the Frequency: Decide how often the maintenance should occur—daily, weekly, monthly, etc. Choose the option that best fits the maintenance needs of your asset.
• Daily Scheduling: If the task needs to happen every day or every few days, you can set the exact interval. For example, 'Repeat every day' or 'Repeat every 3rd day' depending on the requirement.
• Weekly Scheduling: For weekly tasks, you can select the days of the week when the work order should be generated. If maintenance is required every Monday and Friday, just tick those days.
•  Monthly Scheduling: Monthly tasks can be scheduled for the same date each month. Select 'Monthly' and then choose the date, such as the 15th of every month.
• Setting the Creation Time: It's important to decide when the system should create the next work order. You can opt for 'After Completion of Current Workorder' to ensure the next one is scheduled only after the current one is completed, or 'Before the Next Due Date' to have the work order ready in advance.
• Confirming the Schedule: Once you've set the frequency and timing, click 'Confirm Schedule' to save the PM work order. This will automate the creation of work orders according to your schedule, ensuring regular maintenance.
• Adjusting PM Schedules: If you need to adjust the frequency or timing later, you can edit the PM work order to fit new maintenance plans.

Use PM work orders to automate your maintenance schedule, maintain the health of your assets, and prevent downtime.

Deleting a Work Order

• If a work order needs to be removed, click the three-dot menu on the work order detail page.
• Select 'Remove Work Order' to delete it from the system. Be cautious with this action as it cannot be undone.

Tips and Tricks

• Use the search function on the Work Order List screen to quickly find a specific Work Order.
• Ensure all mandatory fields are filled out when adding or editing a Work Order to avoid any errors.
• Use Calendar View to see WorkOrders on a monthly or weekly format.
• Utilize PM Work Order (Preventive Mainteance) for recurring workorders.