Work Orders
Section titled “Work Orders”The Work Order is the central engine of your maintenance operations. It is a formal, trackable digital record that authorizes, details, and monitors a specific maintenance task from start to finish.
Whether your team is responding to a sudden equipment breakdown (Corrective Maintenance) or executing a routine safety inspection (Preventive Maintenance), the Work Order acts as the single source of truth. It tells your technicians exactly:
- What needs to be done
- Where to do it
- Who is responsible
- When it is due
…while simultaneously tracking the financial cost of the labor and parts.
Work Order Lifecycle and Status Management
Section titled “Work Order Lifecycle and Status Management”A Work Order represents active labor and financial expenditure. To ensure data integrity, the system utilizes a strict state machine. A Work Order must move through specific lifecycle phases, and certain status changes will trigger permanent financial and inventory actions.
Understanding Status Groups
Section titled “Understanding Status Groups”Every Work Order exists in one of two distinct states:
| State | Statuses | Description |
|---|---|---|
| Processing (Active) | Draft, Open, In Progress, On Hold, In Review | The Work Order is “alive.” Technicians can edit details, log parts, and adjust schedules. No parts are permanently deducted from live warehouse stock yet. |
| Terminal (Closed) | Completed, Cancelled | The Work Order is “dead.” It becomes a locked historical and financial record. |
The Status Transition Matrix
Section titled “The Status Transition Matrix”Users cannot bypass workflow steps. The system restricts status movements to these logical pathways:
| Current Status | Allowed Next Status(es) | System Permissions & Triggers |
|---|---|---|
| Draft | Open | Allowed: Edit core details, log parts, adjust schedules. Disallowed: Permanent stock deductions. |
| Open | In Progress | Allowed: Edit core details, log parts, adjust schedules. |
| In Progress | On Hold, In Review, Completed, or Cancelled | Allowed: Edit core details, log parts, adjust schedules. |
| On Hold | In Progress, In Review, Completed, or Cancelled | Allowed: Edit core details, log parts, adjust schedules. |
| In Review | In Progress, Completed, or Cancelled | Allowed: Edit core details, log parts, adjust schedules. |
| Completed | (Locked) | System Trigger: Instantly finalizes labor costs and permanently deducts inventory. Requires final Duration and End Date. Blocked if inventory is negative. |
| Cancelled | (Locked) | Allowed: View historical record. Disallowed: Editing anything (Total Data Lock). |
System Safeguards
Section titled “System Safeguards”Rule A: Negative Inventory Prevention
Section titled “Rule A: Negative Inventory Prevention”The system will not allow you to complete a Work Order if you consume parts you do not have. When you click Submit on the completion form, the system verifies your “Parts and Supplies” list against live stock levels.
- If the required quantity exceeds your available stock, the completion action is strictly blocked.
- Resolution: You must physically add stock to the system before completing the Work Order.
Rule B: The Total Data Lock
Section titled “Rule B: The Total Data Lock”The second a Work Order is marked as Completed or Cancelled, the entire profile becomes strictly Read-Only.
Rule C: System Admin Override (Reopening Work Orders)
Section titled “Rule C: System Admin Override (Reopening Work Orders)”System Administrators can configure a tenant-level override allowing authorized users to reopen closed Work Orders via Admin Portal > Tenant Settings > Operational Permissions.
danger: Admin Warning: Historical Data Integrity Reopening a “Completed” task actively alters finalized operational and financial data. If your organization requires strict financial compliance, it is highly recommended to leave these settings disabled.