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[ENG] Work Orders

Screen Name

Work Orders

Login - Plant Maintenance - Work Order


The screen displays the entire list of work orders


Fields Description

I. Filter and search conditions for work orders:

  • Search: Users enter search information in the search box, supporting search by work order code or work order name.

  • Work type: Select the work order type.

  • Location: Select to search for work orders by functional area.

  • Priority: Search for work orders by priority level.

  • Status: Work order status.

  • Start date: Search by start date of work order.

  • Due date: Search for work orders by deadline.

  • Assignee: Search by information of the person performing the work.

  • Asset/ Equipment

  • Work source: Search for work orders by work source, generated from work order schedules/newly generated/ new generation automatically.

  • Clear all: delete all previously searched filter conditions.

  • Add filter condition: In addition to the default filter conditions, users can also add other filter conditions for easier work order search.

II. Information Fields

III. Main Functions:

  • (1) Creating a new work order: Enter the required fields, note that for work orders related to asset repair, users only need to enter the asset code and the system will automatically fill in the functional area information containing that asset. After entering all the required information, select "Save" to create the work order.

  • How to edit and update the work order status: After successfully creating a new work order, users can click on the icon 📝

    • Select "Status" to change the work order status in the order of New → In progress → Completed/Suspended → Closed. Note that the status must be updated in the correct order, otherwise the status update will not be possible.

    • Users can also change the fields of the performing team, assignee, and due date, then select "Update" to save the edited information.

  • Classification: Often used for work related to asset repair by technicians to classify common errors encountered during the work process and help new employees to view and handle similar fault.

  • Warehouse: Used to create a request for the delivery/receive of materials for asset repair for the work order. These materials are usually taken from the Material Warehouse configured in "Inventory Management".

  • Material delivery request: Users create an export request by entering the material information and quantity needed (can select "Add material" if more than one type of material is needed) to submit for approval by the Department Head/Inventory Manager. The material delivery request may be rejected if not approved. After the material delivery request is approved, users proceed to take the materials and confirm that they have taken the items so the system can deduct the quantity of materials in the "inventory management".

  • Material receive request: Users create a request to import materials after completing the asset repair, closing the work order, and returning the remaining materials to the warehouse. After selecting "Complete" for the work order, the system will display a notification screen to request the input of the remaining material quantity. Users update the quantity and the warehouse to return the materials to, then proceed to create the material receive request. After creating the receive request, users confirm the return of the materials to the warehouse.

  • Checklist information: In case the task performer needs to create additional sub-tasks, the user selects "Add task" to create more sub-tasks and can assign them to others to perform these sub-tasks. Note that these sub-tasks must be completed before the parent task can be completed.

  • Pending tasks: Used to hand over unfinished tasks from assignee A to assignee B (new). Note: only hand over tasks when the task delivery note is in the "in progress" status.

The old assignee selects the "Add Task" to create a request, then selects the new assignee and team leader. At this point, the task delivery note will be in the "Handover in progress" status.

The new recipient confirms or rejects. After confirmation, the work order will be transferred to the new assignee. If "Rejected", the task delivery note will be transferred to the "Manager" to create a handover request for another person.

  • References: When the work order being performed has related requests in other work orders, the user selects "Add reference values" to add the related work orders to the current work order, helping the user to see the information of work order.

    • Costs: work orders related to repairing assets may incur costs. Users can view detailed information if there are costs incurred for repairing assets here.

    • Activity: Users can view details of comments, activity history of the work orders or activity history of sub-tasks.

  • (2) Export: Select export to download the list of work orders in excel format.

  • (3) Import

    • Select the three-dot icon to download the list of assets that need to be repaired. From this list, users can know which assets need to create work orders to perform repairs.

    • Then select "import" to get the import template to create multiple work orders to import and help create work orders quickly.

  • (4) View work orders information in Grid or List format.

    • The screen displays work orders when the user selects to view in Grid format.

    • The screen displays work orders when the user selects to view in List format.

  • Assign or update status of multiple work orders at the same time.

    • (1) Assign : When there are many work orders that need to be assigned to one recipient, the user can use this function to quickly assign multiple work orders at the same time.

    • (2) Update status: Use this function to quickly update the status for work orders with the same status, and only quickly update for work orders with sources originating from work orders schedules. work orders related to repairing assets need to go to the work orders details to select the number of assets that need to be repaired, and when finished repairing, need to update the asset status again, so the function of updating the status in bulk cannot be used for these work orders.


  1. The sub-tasks will have a task code in the format of parent task code / asset TSK-00n.

  2. The sub-tasks will have a final status of Completed, there is no Closed status for sub-tasks because the Closed status is only applied to parent tasks.

  3. For repair asset tasks, the task performer needs to change the task status from New to In Progress (1), then select the number of assets to be repaired (2), and then click Update (3) to save the information. Note that it is mandatory to select the number of assets to be repaired so that after the repair is completed, the task will synchronize the asset status from damaged (B, C, D) to repaired (A/ A1).

    After selecting the number of assets to be repaired and completing the repair, the user needs to close the task. The system will display a notification to update the asset status. The user must update the corresponding asset status to the actual asset status so that after saving and closing the task, the system will update the correct asset status.

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