Work Order Statuses aim to build sequential order processes for your business.
In addition to the primary function, work order statuses also automate numerous business management tasks. These include but are not limited to the following:
Automated work order payments
Defining the warranty period start date
Triggering Telegram, SMS and Email notifications
Dividing work orders into groups
Automatic calculation of employee commissions
Status Transfer Rules
Configure the rules of transferring work orders from one status to another. This enables you to set up business logic and processes for your work orders. Navigate to the “Settings > Statuses Work Orders” page and open the work order status editing window to configure the status transfer rules in the “Statuses you can transfer this status to” section.
You can transfer all statuses to any status in the system (except the “Closed” status) by default.
There are cases when employees update work orders to the incorrect statuses by mistake. This leads to a situation when a technician is unable to process the work order because it was transferred from “New” to “Done” status. This mistake also triggered a notification to the client about the work order being completed.
As a result, both the client and the employee stay unsatisfied. The work order status transfer rules can help you eliminate the human error risk.
For instance, only the “Done”, “Waiting for parts”, and “On approval” options are available to transfer to from the “In work” order status, while “In work” option is the only available status you can transfer to from the “New” one.
This way, you create a sequential status chain. You restrict the unwanted status options while allowing employees to choose from the relevant ones.
If you need to create a single-option status chain, create a separate status for your work order type in each status group and bind a single transfer option to each of them.
For instance: “New 1 > In work 1 > Control 1 > Done 1 > Delivery 1 > Closed 1”.
This way, you only allow a single status to transfer to for each node of the status chain. Such an approach eliminates the human element entirely.
Just chain these statuses one after another into a single sequence.
Make sure to configure relevant initial work order statuses to set up different processes for each of your work order types. Set initial statuses for your work orders to ensure the correct sequence of available statuses.
You can also automatically transfer an asset to a specific warehouse when a work order is updated to a special status.
For example, when a work order is updated to the “Diagnostics” status, its associated asset is transferred to the “Awaiting repair” warehouse. The asset is moved to the employee's warehouse when a technician updates this work order to the “In progress” status. The asset goes to the “Ready for pick up” warehouse when the work order is updated to the “Done” status. When the work order is closed, it returns to the client's warehouse.
Please note that Assets can be called differently (Vehicle, Device, Equipment, Tool, Footwear, Animal) depending on your business activity when signing up.
Automated Work Order Payments
When changing the work order status to “Closed” — or any other one from the “Closed” group — the system opens a dialog window for you to enter the work order payment.
You can also set up a mandatory payment creation when transferring to a certain status. To do this, select the “When transferring to this status, require” checkbox and select “Create payment”. As a result, an employee will not be able to update a work order to this status without creating a payment.
Automatic Payroll Calculation After Updating Work Orders to Specified Statuses
When setting up payroll rules for work orders, you can select the calculation time “When order status changed to” and choose one or more statuses. As a result, commissions for the event will be calculated when the work order is updated to the specified status. Learn more about setting up commissions in this article.
Automatic Sending of Telegram, SMS and Email Notifications
Defining the Warranty Period Start Date
Generating Reports for Created, Closed, and In process Work Orders
Navigate to the “Reports > Work Orders” page to generate the following reports:
Created work orders Report
Closed work orders Report
Work orders in progress Report
While the Created Work Orders report searches for all orders for a specified period, Closed Work Orders and Work Orders In Progress reports filter the existing orders by statuses of specific groups:
The Closed Work Orders report gathers the orders with statuses of the “Closed” group
The Work orders in progress report gather the orders with statuses of all groups except the “Closed” one