Work Order Setups
Work Order Category Codes
Work order category codes help you classify and manage work orders according to your organization's maintenance processes. Categories control default settings, checklists, priorities, and policies for work orders, making it easier to automate and standardize maintenance activities.
Overview
The Work Order Category table stores all available category codes. Each category can be configured with properties that affect how work orders are created, processed, and completed.
Fields Available on the Work Order Category Table
- Code: Unique identifier for the work order category. Required for each category.
- Description: User-friendly name or explanation of the category.
- Default: If enabled, this category is automatically assigned to new work order plans. Only one category can be set as default.
- Priority Code: Links to a work order priority, helping you set urgency for the category.
- Priority Description: Description of the linked priority (read-only, auto-filled).
- Category Type: Specifies the type of work order category (e.g., standard, round checklist).
- Default Follow Up: If enabled, this category is automatically assigned to new follow-up work orders. Only one can be set as default for follow-ups.
- Before Work Checklist: Checklist template to be filled before starting work on the order.
- After Work Checklist: Checklist template to be filled before closing the work order.
- Asset Line Checklist: Checklist template for each asset line on round orders.
- During Work Checklist: Checklist template to be filled during execution of the work order.
- Counter Registration Policy: Policy for counter registration (e.g., skip, use last reading, require entry).
- Instructions: Free-text field for instructions related to the category.
- Corrective Maintenance: Indicates if the category is set as corrective maintenance.
Default Options Linked to Work Order Categories
Work order categories can be configured with default options that streamline work order creation and ensure consistency:
- Instructions: Add default instructions to guide technicians and ensure compliance.
- Items: Link default spare parts or materials to the category, so they are automatically suggested for work orders.
- Attributes: Assign default attributes (such as location, department, or asset type) to categorize work orders and support reporting.
- Failure Codes: Set default failure codes to help classify and analyze maintenance issues.
These defaults help automate work order setup, reduce manual entry, and support standardized maintenance processes. Review and update default options regularly to match your operational needs.
Step-by-Step Guide: Setting Up Work Order Category Codes
- Go to Work Order Category Codes in the Dynaway EAM setup menu.
- Click New to add a category, or select an existing category to edit.
- Enter a Code and Description for the category.
- Set Default if this should be the default category for new work orders.
- Assign a Priority Code and review the auto-filled Priority Description.
- Choose a Category Type to control available checklists and workflows.
- Set Default Follow Up if this category should be used for follow-up work orders.
- Assign checklist templates for Before Work, After Work, Asset Line, and During Work as needed.
- Select a Counter Registration Policy to automate counter handling.
- Add any Instructions or mark as Corrective Maintenance if applicable.
- Save your changes.
Work Order Priority Codes
Work order priority codes help you manage and schedule maintenance work orders according to their urgency and importance. Setting priorities ensures that critical work is addressed promptly and resources are allocated efficiently.
Overview
The Work Order Priority table stores all available priority codes. Each priority can be configured with properties that affect how work orders are scheduled and processed.
Fields Available on the Work Order Priority Table
- Code: Unique identifier for the work order priority. Required for each priority.
- Description: User-friendly name or explanation of the priority (e.g., High, Medium, Low).
- Default: If enabled, this priority is automatically assigned to new work orders. Only one priority can be set as default.
- Latest Finish Date Calculation: Date formula used to calculate the latest finish date for work orders with this priority. Helps automate scheduling and deadline management.
Step-by-Step Guide: Setting Up Work Order Priority Codes
- Go to Work Order Priority Codes in the Dynaway EAM setup menu.
- Click New to add a priority, or select an existing priority to edit.
- Enter a Code and Description for the priority.
- Set Default if this should be the default priority for new work orders.
- Enter a Latest Finish Date Calculation formula to automate deadline management.
- Save your changes.
Threshold Functionality
Work order priorities can be used in conjunction with threshold functionality to automate escalation and notifications. Thresholds allow you to define limits—such as maximum response or completion times—based on priority. When a work order exceeds its threshold, the system can trigger alerts, escalate the issue, or update the status automatically.
Examples of threshold usage: - Send notifications if a high-priority work order is not started within a set time. - Escalate overdue work orders to supervisors or managers. - Automatically change status or priority if thresholds are breached.
Thresholds help ensure that urgent work is addressed promptly and support compliance with service level agreements (SLAs).
Standard Order Descriptions
Standard order descriptions help organizations streamline work order creation by providing reusable text templates for common maintenance tasks. These descriptions ensure consistency, save time, and support compliance with internal standards.
Overview
The Standard Order Description table stores all available standard descriptions. Each entry can be configured with properties that affect how descriptions are selected and applied to work orders.
Fields Available on the Standard Order Description Table
- Code: Unique identifier for the standard order description. Used to select and reference the description.
- Description: The main text or summary of the standard order description. This is what users see and apply to work orders.
- Type: Specifies the type of standard description, using the "Standard Document Description Type" enum. This helps categorize descriptions for different document types or maintenance scenarios.
Step-by-Step Guide: Using Standard Order Descriptions
- Go to Standard Order Descriptions in the Dynaway EAM setup menu.
- Click New to add a standard order description, or select an existing one to edit.
- Enter a Code and Description for the template.
- Select a Type to categorize the description.
- Save your changes.
Work Order Statuses
Work order status codes help you track and manage the progress of maintenance work orders. Statuses reflect the stage of each work order and control workflow transitions, permissions, and business logic. Dynaway EAM supports both basic and advanced status options to fit your organization's needs.
Basic Status Codes
The standard status codes for work orders are:
- Open: Work order is created and not yet started.
- Ready: Work order is ready to be executed.
- In Progress: Work order is currently being worked on.
- Waiting: Work order is paused, awaiting resources or information.
- Completed: Work order is finished and all tasks are done.
Each status is used to control the flow of work orders from creation to completion.
Advanced Statuses
With Advanced Statuses, you can create and customize your own statuses that a Work Order, Round Order, or Task can go through before, during, and after a maintenance job is carried out.
Pre-requisites
- Ensure that you have turned on Advanced Maintenance Statuses in Asset Management Setup (see screenshot 01).
- You can start using this function only when default statuses for specific documents exist (Work Orders, Round Orders, Maintenance Tasks). This is because, when turning on this option, default statuses will be applied to all existing documents.
Create Advanced Statuses
You can create as many statuses as you need in Advanced Maintenance Statuses. To create an advanced status, define the following fields (see screenshot 02):
- Document Type: From the Document Type drop-down, select the type for which the status must be used.
- Status Code: Enter the status code to be displayed. This must be a unique identifier, and is used to reference and select the status throughout the system.
- Description: Enter a user-friendly name or explanation of the status. This is aimed to help users understand the purpose and meaning of each status.
- Basic Status: Select the main status that will be applied to the document when the advanced status is chosen.
- For Work Order type statuses, you can additionally define:
- Asset Status: This status will be applied to the asset when the work order status is applied.
- Change Status On Children: Select if the status has to be updated on children's status
- Asset Location: This location will be applied to the asset when the work order status is applied.
- Change Location On Children: Select if the location has to be updated on children's status
- Asset Condition: This condition will be applied to the asset when the work order status is applied.
- Default: If this is enabled, the default status is applied to any new document when it's created.
- Default For Corrective Maintenance: If this is enabled, this will be the default status that is applied to new corrective work orders. This option can be chosen only when the type of document is a Work Order.
- Document Not Editable: Enable/ disable this to define if the document with this status is editable. Default statuses are not editable.
- Scheduling Board Color: This is the color the status will show up as on the Resource Scheduling Board and Asset Activity Board. Choose the color as required.
- Item Line Mandatory: Enable/disable this to specify if item lines are mandatory to be filled out when using this status. This means you must have at least one item line to use the status.
- Resource Line Mandatory: Enable/disable this to specify if the resource lines are mandatory to be filled out when using this status. This means you must have at least one resource line to use the status.
- Lockouts Locked: If you're using Safe Work, you can specify that all lockouts should be locked in order to use this status. (Only applicable for Work Orders).
- Lockouts Finished: If you're using Safe Work, you can specify that all lockouts should be finished in order to use this status. (Only applicable for Work Orders).
- On the Work Order card, you will be notified if the current work order is connected to any lockouts - all lockouts not in the state 'Finished' are taken into consideration.
- In the 'Safe Work' tab, you can see and open a list with all related locko uts that have not been finished. The field 'Assigned Lockouts' can be shown through personalization.
Define the next allowed status
For each status, you can define the next allowed status. This means you can create a workflow for the document where, for example, the opening status work order cannot go to the status completed. To do this, from the Advanced Maintenance Statuses screen, click on Allowed Statuses (see screenshot 02).
Define who can use specific statuses
You can also set up who can use specific statuses. However, this option is not available for default statuses, and it's not possible to set up the status with allowed users as the default one. All users must have access to use the default status. With this option, you can define that some statuses are only available for specific users. For example, statuses defining that work order is under electric work can be used only by electricians.
To define specific users for specific statuses, from the Advanced Maintenance Statuses screen, click on Allowed Users (see screenshot 02).
Change Statuses on Documents
On the document card (Work Order, Round Order, or Maintenance Task), you can select a status directly from the field (see screenshot 01), but if you're using the next allowed statuses, the most recommended is to use the Set Next Status action (see sample in screenshot 01), assist button, or available next status code field.
When selecting a status, the following can happen:
- If a next available status exists, this status will be applied to the document (see screenshot 02).
- If more than one next available status exists, a list opens where you need to choose the next status.
- If a next available status doesn't exist, you'll see a message that there is no status to be applied.
- It might be possible that the next available status or statuses exist, but there are no statuses that can be used by the current user, so eventually the user is not able to apply the next status to the document.
Advanced Statuses: Waiting Reason
- When changing a work order status to a waiting or on-hold state, select a reason from the Waiting Reason field.
- Common waiting reasons include:
- Awaiting parts or materials
- Awaiting approval
- Awaiting external service or contractor
- Awaiting resource availability
- The selected waiting reason is recorded on the work order and can be used for filtering, reporting, and analysis.
Benefits
- Provides clear documentation for delays or holds
- Supports better planning and resource allocation
- Enables reporting on waiting times and reasons for improved process optimization
[!TIP] Personalize the work order page to display the Waiting Reason field when using advanced statuses. This ensures all users can record and view reasons for work order delays.