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Create a work order

Create a work order

Creating a work order involves gathering the initial information about the work that needs to be done.

Before you begin

Role required: wm_initiator, wm_initiator_qualifier, or admin

About this task

Users with the initiator and initiator-qualifier roles can create work orders. In the Draft stage, the initiator or initiator-qualifier determines the nature of the problem and identifies the configuration items affected. To create work orders for common tasks such as the on-boarding of new employees, you can use work order model templates to create all the necessary records automatically.

Procedure

  1. Navigate to Field Service > Work Order > Create New.

  2. Enter a Short description.

    Optionally, you can click the search knowledge icon (Search knowledge icon) to view articles in the knowledge base relating to this product model, plan, or CI. Doing so could provide a solution related to the reason you are submitting a work order.

  3. Fill in the fields on the Work Order form, as appropriate.

    Table 1. Work Order form fields
    FieldDescription
    NumberAuto-generated identification number for the work order.
    Company Company for which the work order was opened. The lookup list shows only those companies designated as Customers in their company record.
    Caller Person for whom the work needs to be performed. The lookup list shows only users associated with the selected Company.
    Affected CI Primary item that requires work, such as a broken laptop or a printer that needs ink. Configuration Item lookup lists are based on the selected Company. If more than one item requires work, refer to the Affected CIs related list.
    Location Geographical area where the work needs to be done. If not entered manually, the field is filled automatically based first on the Affected CI field and then, if no affected CI or location is provided, on the Caller.
    Template

    Template for creating this work order (optional). Click the lookup icon and select a template. The description of the selected template will populate the Description field. If you selected Tasks will be dispatched manually in the Field Service Configuration screen, work order tasks that were created for orders that use templates are automatically transitioned to Pending dispatch. For more information on templates, see Creating Service Order Templates.

    Note: If defined in advance, the template may contain task dependencies, which the tasks in your work order will inherit.

    Opened Date and time the work order was opened.
    Priority Precedence of the work order, based on severity of the impact, number of users affected, or other factors. The SLA applied to this work order is determined by the priority selected in this field.
    State Current stage of the work order in the work order life cycle.
    Qualification group Group that can specify the technical details of the work order. The lookup list shows only the qualification groups associated with the selected Location. If no qualification groups exist for the location, all qualifications groups are listed and any can be selected. This field is hidden when Field Service Management is configured for Automatic qualification.
    Initiated from Record number of the original problem, incident, change request, or other work order from which the work order was created.
    Billable Option for issuing a statement of fees or charges for the work order. This is useful for running reports on billable work orders.
    Short description Brief explanation of the work order.
    Description Detailed information describing the work to be performed.

    Initiators create work orders, but qualifiers should add as much detail about the work to be performed as possible to avoid extra communication with the caller .

    Work Notes Information about the work order and how it was completed. This field is not visible to customers. Work notes are added throughout the work order life cycle to help users who work on it to communicate useful information.
    Scheduling
    Scheduled start Date and time when the earliest task is scheduled to start.
    Estimated end Estimated date when all tasks will be completed.
    Actual work start Date and time when the earliest task actually started.
    Actual work end Date and time when the last task actually ended.
    Requested due byEstimated date when the latest task will be completed. The Lead Time for the maintenance schedule is subtracted from the Required Due by date for the work order to determine this date.

  4. Click one of the following buttons.

    OptionDescription
    Submit Saves the work order in Draft state so more information can be added.

    Work orders submitted by a user with the wm_qualifier role are automatically set to Ready for Qualification.

    Ready for Approval Advances the work order to the Awaiting Approval state. This button appears only if you selected the Approval is required for new requests option in Field Service Configuration.
    Ready for Dispatch

    Advances the work order to the Pending Dispatch state. Tasks cannot be advanced until this button has been clicked. This button will be displayed only if the following two options in Field Service Configuration are selected:

    • Approval is not required for new requests
    • Tasks are dispatched manually

    Ready for Qualification Creates an initial work order task automatically if one does not exist. The work order Short description, Description, and Location are copied into the work order task.

    This button is not available if automatic qualification is configured.

    The following fields are visible only if you activated the SM Planned Maintenance plugin.

    Table 2. Additional fields
    FieldDescription
    Maintenance planDisplays the maintenance plan used to generate the order, if any.
    Maintenance scheduleDisplays the maintenance schedule used to generate the order, if any.
    Record tableThe table associated with the order. For example, the Server [cmdb_ci_server] table.
    Record IDThe sys_id of the record in the specified table that represents the item under maintenance, if any.

Products > Service Management > Field Service Management; Versions > Helsinki