How To Create Work Orders On The WorkflowsPage

Step 1. Go to Workflows and click + Order.

When a work order is created, it is assigned a unique identifier (QR code or barcode) that you can use for quick search. The QR code and barcode can be displayed in printed document templates when adding the {QR Code} and {Barcode} variables. You can scan a QR code with the RemOnline Work Orders mobile app and a barcode with a scanner in the web version. In both cases, a work order will be opened immediately.

Step 2. Complete the necessary details in the Work Order profile.

Work Order type. Use this field to set up and apply different Work Order forms.

For instance, you can add the Estimated price field only for Paid Work Orders without having this field for Warranty Work Orders. Read here to find out more about Work Order forms and available setup. Different work order types may also impact the mode of payroll calculation for employees. For instance, you can have a percentage-based reward for regular repairs, and a custom rate for warranty repairs. Read here to learn more about payroll calculation and available setup.

Each Work Order profile has a default work order type, based on the previous one you put into the system. You may have different default work order types selected for each of your locations (if you have more than one). Read here to learn more about Location profiles and available setup. You may also have the following options for auto-selection: Remember the last one (to start with a default work order type based on the previous selection) and Not specified (to make a selection manually for each Work Order profile).

Build automated workflows by setting up and applying different Initial Work Order Statuses based on Work Order type, combined with your own status transfer rules and unique status sequences.

Important: Assets may have different names (Vehicle, Device, Appliance, Tool, Shoes, Garment) depending on the type of business you choose when creating your account.

Complete details on Assets (device, consumer electronics, vehicle, or any other belongings of your clients), each automatically attached to a corresponding Client profile. Each of your Assets has a profile providing short-cut access to a corresponding list of relevant Work Orders.

Here you may also find multiple system fields available by default in the Asset form. Read here to learn more about Assets and the Forms editor, related setup, and display customization.

Asset entry. Complete a mandatory Serial number / IMEI / VIN field and click the + icon to create a new Asset. Or continue to fill in the fields and an asset will be created automatically after creating a work order.

Please note, if for some reason the asset doesn’t have a serial number or cannot be identified, you can generate a unique serial number in RemOnline — just click Generate.

You can customize a serial number template for assets on the Settings > Warehouses page. Read more in this article.

Group-Brand-Model-Modification. This master field works together with a multi-level Asset Directory.

For example, when you select Smartphones as a “Group” (1st layer), only relevant entries will be shown below. Next, when you select Apple as a “Brand” (2nd layer), a list of relevant entries will be further narrowed. Eventually, when you select iPhone X as a “Model” (3rd layer), a list will be limited to just a few entries that may be selected as a “Modification” (4th layer).

Important: If the asset already has a client associated, the client's card will be inserted into the work order automatically.

You can do it the other way around. Specify the client first, and if such a client already has created assets, you will be able to select one in the Serial number / IMEI / VIN field.

Please note that when filling out a work order this way, the error Duplicate serial numbers may occur. For example, the asset owner has changed, or the asset belongs to one client and another client brought it in. Learn more about how to avoid the error in this article.

If you have enabled VIN LookUp and IMEI LookUp the system will automatically fill in the Group, Brand, Model, Modification, etc. fields. The number of filled fields depends on the settings and capabilities of each integration.
​

Important: Integration with VIN Lookup is available starting from the Startup plan.

In the Client block, you can specify or find a client. You can search for a customer by name, phone number, or discount card number.

Click + Create client or a + icon to get a dialog window for creating a new Client profile, and automatically putting it into a Work Order profile.

For already existing profiles in your customer base, just make a selection from the list to automatically apply it to a given Work Order.

Note: Make sure to have the following user access permission in the "Clients" block turned on: Can view the customers. This will help to keep your customer base clean and avoid potential duplicates.

For already existing Leads in the system (match-case in the phone number), you will be automatically suggested to merge the Work Order with this Lead. Eventually, a corresponding Lead will have its status automatically changed to Successful Order. If you have created several lead statuses with the "Create work order" action, you can choose which status to update the lead to.

Note: A Lead can only be merged before the Work Order entry is completed (i.e., this can not be done afterward).

In the Payer field, you can select a payer of the work order.

If you leave this field blank, the client you specified above will remain a payer.

If you select another person as a payer, the work order amount will be recorded in the payer's balance. From this moment on, the work order amount for the client will be equal to 0 (zero). This will be reflected in the Work Order Status Widget.

Note: the Payer system field must be added to the work order form for each work order type individually on the Settings > Forms Editor > Work Orders page. This feature is available srating from the Business subscription plan.

Ad campaign. Complete this Work Order field using a corresponding advertising campaign or marketing channel. In the case of repeated business (i.e., when a client has multiple Work Orders that may have different ad campaigns), the very beginning of the marketing journey will be recorded in a separate Client`s field (How the client found us).

Read here to learn more about ad campaigns and available setup on the Settings > Marketing page. With the help of this information, you can track which ads work better.

Manager notes. This system field is perfect for adding any crucial information to a given Work Order.

Estimated price. This system field is used to enter a cost estimate that can be eventually put into print document templates.

Note: The field is not an advance payment in itself.

Urgent. When enabled, this system checkbox makes a given Work Order featured with the red badge “Urgent”, in line with updating a corresponding entry in the Work Order Table with an outlined fire icon.

Due date. This system field represents deadlines. A default duration can be adjusted on the Settings > Form editor > Work Orders page or directly in the Work Order profile (to work properly, you need to have the following user access permission enabled: Can edit the order info fields).

Upon expiration, a given Work Order will be featured with the Overdue badge, in line with updating a corresponding entry in the Work Order Table. This additionally replaces the paled clock face icon with a full-color icon and makes a remaining time indicator in the Due date column replaced with the one showing an overdue time.

Work Order entry may be additionally tailored to your workflow by adding just as many custom fields as necessary. Read here to learn more about Work Order forms and available setup.

Go to Settings > Directories > Custom directories for creating new custom directories, making edits or amendments for system and custom fields in the Work Order form.

Prepayment. This field is for payments made upon Work Order creating. Once the value is entered, you will need to select a corresponding cashbox for that payment. Prepayments are displayed in the Payments tab menu.

Note: The Prepayment field can only be edited during the Work Order creation (i.e., this can not be done afterward).

Manager. This system field represents an assigned employee in charge of a given Work Order that can be eventually put into print document templates, Work Order notifications, and payroll calculation.

Assigned specialist. This field represents an assigned specialist responsible for a given Work Order that can be eventually put into print document templates, Work Order notifications, and payroll calculation.

Step 3. Set up the automated document print option upon the Work Order entry.

Click the Printer button, then select a document to print. We’ll automatically fill a corresponding document template, based on data from the Work Order. Read here to learn more about document template variables and available customizations.

Step 4. When creating a work order, you can add goods and services on the Services and Products tab to make a prior calculation or to approve a work order before creating it. If you want to add services and parts later, e.g., after diagnostics, you can do so after creating a work order. Find more information on how to add services and products to a work order in this guide.

When creating a work order, you can also create a task, add a photo, file, or comment to the event feed. Learn more about the work order event feed here.

Step 5. Save changes.

Click Create to have a Work Order saved and displayed in the Work Order Table. Click Create and open to have a Work Order saved and continue work with this Work Order.

Note: Upon clicking Close in the upper right corner your data will be lost.

For multiple assets that belong to the same client, you may click Create and take another. We’ll save your current Work Order and open a new one with corresponding client details, work order type, and payer already filled in.

Done! A new Work Order entry has been successfully put into the system.

Pro Tip: Use Work Order Scheduler to put the upcoming Work Orders into the system well in advance.

You can learn more about other ways to create an order in this article.