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
Create a new work order from one of the four ways as listed above.
Select the customer you are doing the work order for.
Selecting a customer will show their info and fill in the Job Site.
Below, we will break up the screen into three sections, noting the the pertinent fields specific to the work order.
Customer Information and Related Records
In the header, you will find a link to the customer for the work order as well as the current status of the work order (set to Not Started since it's brand new.)
Below the header, you can update further information for the work order.
Job Name | Name of the job which will show on the Work Orders list screen. |
Status | The status of the work order. This affects how it will look in the filter views for your list of work orders:
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Tags | Add Tags to categorize the work order. |
Attachments | Add any images or files to the work order. When you add a file, you can also select a checkbox indicating you wish it to be included in emails sent from this screen. |
Customer | The customer associated with this work order. |
Reminders | Send a reminder to the Customer as an email, a SMS, or both. This can be enabled by default in the Work Order app preferences screen. |
On the right app ribbons panel, you will find the related records for the work order, like activities, and time tracking entries.
Of course, when you create a new work order, there won't be any related entries. Furthermore, 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.
Service 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. |
Work Order Buttons
More Actions | Actions for the work order. |
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 the work order using the template specified in the Work Apps Preferences. (Make sure pop-ups are not blocked). | |
Email Assignee | Email the Method User assigned to this work order. |
Send | Send the work order to the customer. |
Email the work order to the contact. 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. | |
SMS | If SMS is enabled in your account, you can notify the contact associated with this work order. It will show a preview before you send it. Included in the SMS will be the: Work Order #, Date, Time, Location: First line of the Shipping address.  |
Save & Back | Save the work order and go back to the previous screen. |
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Schedule & Dispatch: One-time work order
Under Schedule & Dispatch you can select whether or not the work order will repeat with the Recurring Schedule toggle. For a work order that repeats, check Recurring Schedule.
Recurrence Schedule | Toggle to gain access to the recurrence scheduled. |
Does Not Repeat | This will show the current recurrence schedule. At the moment, it's not repeating because it hasn't been set yet. Clicking the icon allows the user to set the recurrence schedule. |
Assigned To | The Method User assigned to the Work Order. |
Clicking the pencil icon opens up a panel on the right to configure your recurrence schedule.
NOTE: If the date or the assignee overlaps with another work order, a banner will warn you of the conflict. Clicking the banner shows a grid of all conflicting work orders to make an informed decision.
Invoicing
Once configured, you can set how you want the work order to be invoiced.
Set whether or not this work order should be invoiced.
To be invoiced
Do not invoice
Invoiced
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:
