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Create a Work Order for a Recurring Job
Create a Work Order for a Recurring Job

How to create a recurring work order in the Work Orders app.

Updated over a week ago

This article will outline how to create a work order for a recurring job.

To accommodate different workflows, there are four ways you can create a work order:

  • From the Dashboard on the Work Orders App, click ⊕ New.

  • From the Work Orders List, click ⊕ New Work Order.

  • From the Work Orders Calendar View, click ⊕ Add New, or click and drag a time period in the calendar.

  • When viewing a Contact, click ⊕ New when viewing their related Work Order.

Create a Work Order

  1. Create a new work order from one of the four ways as listed above.

  2. Select the customer you are doing the work order for.

The Work Order screen will come up for you to fill in. Below, we will break up the screen into three sections, noting the the pertinent fields specific to the work order.

Customer Information and Time Tracking Entries

When you select a customer, their information will show. By default, work orders are set as a one-time job, however, we will change this to recurring.

On the right, you will find the related time tracking entries associated with the work orders.

Of course, when you create a new work order, there won't be any time tracking entries. If you wish to create a time entry for this work order, they are generated by the Field Crew app. You will not be able to create a time entry for a work order from the Time Tracking App.

Job & Schedule Details

Under Job & Schedule there will be a dropdown to choose a Service Item.

Select the first Service Item to include in the work order. Once selected, the item will be added in the grid under the Details section, and this field will disappear to be replaced by the Job Name. If a default service item is chosen in the Work Apps Preferences, then this dropdown will not appear.

Once a Service Item is selected, a number of other fields will appear, and the Service Item will be used for the Job Name.

  • Job Name: The Job Name field is not visible until the first service item is selected. Then the Job Name will copy the name of the first service item selected for this work order.

  • Assigned To: The Method User assigned to the Work Order.

  • Start and End Date & Time: The date and times for the job.

  • Status: The status of the work order. This affects how it will look in the filter views for your list of work orders:

    • Cancelled: Work order closed. Doesn't show in "Completed Work Orders".

    • Completed: Work order closed. Shows in "Completed Work Orders".

    • Deferred: Shows in "Open Work Orders".

    • Delayed: Shows in "Open Work Orders".

    • In Progress: Work order is open. Shows in "Open Work Orders".

    • Not Started: Work order is open. Shows in "Open Work Orders".

    • Waiting on Someone Else: Work order shows in "Waiting List".

  • Invoice Type: Set whether or not this work order should be invoiced.

    • To be invoiced

    • Do not invoice

    • Invoiced

  • Recurrence Schedule: Click the pencil icon to create a recurrence schedule. Recurrence in work orders is modelled the same way as recurring activities

Item Details

The items for the work order and all occurrences can be selected here.

  • Details Grid - Add other items to the work order. This grid can be edited to alter the columns.

  • Add Lines - Add more lines to the grid.

  • Attachments - Add any images or files to the work order. When you add a file, you can also select a checkbox indicating you wish for it to be included if you send an email from this screen.

Work Order Buttons

  • More Actions []:

    • Clear / New: Clear the form and create a new work order.

    • Delete: Delete the work order.

    • Make a Copy: Copy the work order.

  • Create Invoice - Create an invoice from the work order including the items added to the work order.

  • Print - Print the work order using the template specified in the Work Apps Preferences. (Make sure pop-ups are not blocked).

  • Email: Email the work order to the assignee. A preview of the email will show up before you send it. If an attachment has been added, you can add the attachment to the email.

  • Save & Back []: Save the work order and go back to the previous screen.

    • Complete & Back: Complete the work order and go back to the previous screen.

    • Save: Save the work order and continue editing.

    • Save & New: Save the work order and clear the screen for a new entry.

The Recurrence Schedule

Once saved, the new work order becomes the Recurrence Schedule: it serves as a template for all the multiple instances of the recurring job. The header will change to Schedule of Recurring Events.

And further down, underneath Recurring Work Orders, you will find all the occurrences for this schedule. Each individual instance for this schedule are referred to as 'Occurrences'.

By selecting any row from this list, you will be taken to an individual work order from this schedule, and at the top it will be labelled as Occurrence:

NOTE: The Recurrence Schedule is different from its individual Occurences. When editing, make sure you are editing the correct one looking at the header.

Viewing Recurrence Schedules and Occurences

When viewing the list of Work Orders, by default, Open Work Orders will not show you the Recurrence Schedule templates. It will only show you individual occurrences.

If you wish to see Recurrence Schedules instead of the occurrences, select Shared Recurrence Schedules from the view filter dropdown:

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