Fill out Work Orders and related Checklists. Create consumption registration. Add fault or downtime/production stop registrations. Create purchase requisitions for spare parts. Create requests and sign-off reports.
Work Orders are available.
A work order contains one or more work order jobs/lines. Each work order line is a job or task to be completed. The words 'work order job/line' and 'job/line' are used to describe the same thing, which is the job/line or task that must be completed.
On all work order lists, there is a Jobs/Lines toggle button. You can use this button to switch between showing work order jobs/lines or work orders in the list. The toggle button is automatically activated (yellow button) when you open a work order list, meaning you see a list of work order jobs/lines (= the tasks you're scheduled to work on). Select the toggle button (changes to white button) if you want to see a list of work orders.
In the details section at the bottom of the Work order job/line screen, you may see numbers next to some or all details pages, for example 1 or 2. This is for your information to show you there is, for example, 1 fault registration related to the job/line. Regarding consumption registrations (Items, Hours, Expenses), the number is shown as for instance 2/1. The first number shows the number of hours or items registered, the second number shows the number of forecasted hours or items related to the job/line. Regarding checklists, a number may show 1/3 where the first number represents the number of checklists completed and the second number is the number of total checklist lines.
Example:
Note
Depending on the way your company wants to work with work orders and work order jobs/lines, you might not be able to make registrations on all the work order details described in this section.
It's possible to show extra information on work orders and control which users/groups are able to view it as well as adding custom fields. Learn more in this article.
Select Show notes to read the notes related to the job/line.
You can add or edit notes in the three fields available, if required.
Notes are saved automatically as you write them. Select Close notes to close the section.
When adding notes, you can add a timestamp with the date, time, and name included before the new note.
Enable the functionality by going to Setup > Module configuration > Work execution > Work orders > Maintenance job note timestamp/Work order line timestamp. The option will then be enabled for any job/line note that is visible and not read-only.
New notes are sorted at the top of the notes field and you can scroll down to see older notes.
Select Checks to view the checklist for the job/line. Sometimes you will see checklist headers that have checklist lines inside them, which you can see an example of in screenshot 01 below. To the right of the checklist header, you can see a number such as '1/2' which means that a total of two checklist lines exist and one has been completed. Below the title of the checklist header, you can see the status of the checklist such as 'Done' or 'In progress'.
When changing the work status of a work order job/line to 'Completed', you can validate if all mandatory checklist lines on the given work order job/line have been completed. If a mandatory checklist has not been completed, a notification message will show on the screen.
You can set up the validation for checklist lines by going to: Setup > Module configuration > Work execution > Work orders > Work status > Work order schedule work status validate checklist lines.
Get an overview of all checklist lines for all jobs/lines on a work order.
On a work order, you can view all checklist lines on work order jobs/lines that are part of a work order.
Fault registrations can be added and modified on requests and work order jobs/lines. On an asset/object you can only see the list of faults, not update it, as that should be done in relation to a specific request or work order.
Select Faults to see the fault registrations registered on the job/line. You can also create fault registrations.
If a fault registration exists, follow steps 5-7 below.
When filling in data for a registered fault, the available fault causes and fault remedies can be limited by the asset type.
In D365, the causes and remedies can now be set up for the individual asset type by going to Asset management > Setup > Faults > Fault designer.
Here you can add relevant fault causes and remedies to your assets in the fields 'Fault cause' and 'Fault remedy'. View the screenshot below for reference. If you don't specify anything, all causes and remedies will be available when filling in fault information.
Select Downtime activities/Production stops to see the downtime activity/production stop registrations on a job/line. You can also create a downtime activity/production stop.
Select Purchase requisitions to see the purchase requisitions created for the selected job/line. You can create purchase requisitons for items required on the work order job/line, which are not currently in stock.
Before workers can create purchase requisitions on the Mobile Client, you must complete procurement setup in D365FO. Refer to Microsoft documentation for information on how to set up and work with procurement catalogs:
The extent of procurement catalog setup required depends on how you use D365FO procurement functionality in your company.
When you save a purchase requisition, it is automatically submitted to D365FO > Procurement and sourcing module for further processing. The purchase requisition is related to the same Project ID as the work order. You can't edit or delete a purchase requisition on the Mobile Client after you have saved it, you can only view it.
Skip workflow submission
It's possible to skip the workflow submission of purchase requisitions, which means that created purchase requisitions are not submitted to the purchase requisition review workflow and their status becomes 'Draft' (not 'In review') in D365.
To enable this functionality, check the parameter Skip workflow submission in Setup > Mobile parameters > General > Procurement.
On the Mobile Client, you can add items to a purchase requisition in two ways:
Add category is used when you don't have the specific item number for the item, or when the item is not part of the regular stock in your company. In this case, you may find the item in an item catalog and add a specific reference or a general description of the item. The description should be precise enough for a procurement officer to create a purchase order for the item.
Add item is used when you know the item number, or you are able to find the item number when you search for the item.
The description of a purchase requisition can be filled out automatically by using a combination of properties that are copied from the work order or work order job/line. The available properties are: description, workOrderId, jobTypeId, jobTypeVariantId, jobTypeName, and jobTypeVariantName.
Refer to the two test cases below for step-by-step procedures on how to create a purchase requisition by adding category or item.
On the Mobile Client, select Work orders, and select a list.
Select a work order job/line.
Select Purchase requisitions.
Select + in the upper-right corner of the screen.
On the Add purchase requisition screen, select the ellipsis button (...) in the upper-right corner of the screen.
Select Add category.
On the Add purchase requisition line screen, select a procurement category.
Fill in at least the mandatory fields shown for the category.
Select Save.
On the Add purchase requisition screen, enter a Description.
Select Requested date.
Select Save to save and submit the purchase requisition.
The user can create a purchase requisition by adding a category.
When the purchase requisition is saved, it is automatically submitted to D365FO > Procurement and sourcing module.
When a purchase requistion is saved and submitted, you can't edit it on the Mobile Client, you can only view it.
On the Mobile Client, select Work orders, and select a list.
Select a work order job.
Select Purchase requisitions.
Select + in the upper-right corner of the screen.
On the Add purchase requisition, select the ellipsis button (...) in the upper-right corner of the screen.
Select Add item.
A list of items may be displayed.
You can search for items by entering search words in the blue field at the top of the screen.
Select an item.
On the Add purchase requisition line screen, fill in at least the mandatory fields.
The number of fields available may vary, depending on the item setup.
Select Save.
On the Add purchase requisition screen, enter a Description.
Select Requested date.
Select Save to save and submit the purchase requisition.
The user can create a purchase requisition by selecting an item.
When the purchase requisition is saved, it is automatically submitted to D365FO > Procurement and sourcing module.
When a purchase requistion is saved and submitted, you can't edit it on the Mobile Client, you can only view it.
Select Items to create item registrations.
You can search for items offine in your offline inventory using the My Inventory switch in the upper right corner. The functionality works regardless of network connection.
Enable the functionality by going to Setup > Module configuration > Work execution > Work orders > Item offline inventory.
It's possible for the storage dimensions: site, warehouse, and location to be filled in automatically when creating a new item registration.
Site and Warehouse
It's possible for the site and warehouse dimensions to be filled in automatically based on a worker's default site and warehouse. This can be enabled by turning on the module configuration Work execution > Work orders > Registrations > Worker default site and warehouse. In case the worker doesn't have a default site and warehouse, the values from the work order job are used.
It's possible to enable a module configuration that only allows for the dimension inputs to be defaulted to those from the work order job. These dimensions are shown as read-only. In this case, the site and warehouse of the worker are not used. To enable this module configuration, go to Work execution > Work orders > Registrations > Item registrations lock storage dimension.
Location
If the warehouse has a default location, it's possible to have the location dimension filled in automatically. In order to use the functionality, you need to enable the entity 'InventItemLocation' in Setup > Entity setup.
In D365, the default location is defined for each individual item.
In order to find the default location for an item, go to Product information management > Products > Released products, find the relevant item and then select Manage inventory > Warehouse > Warehouse items. Each warehouse configuration can then have a default location as you can see in the screenshot below.
If items on an asset/object BOM or spare parts list have an active purchase price trade agreement, you can see it on the item card. This makes it easy to choose the items that your company has an active purchase price trade agreement with. See the screenshot below for reference.
Note: in case that the purchase agreement changes, it will not be reflected on the items until the next 'Entity initialization' has been run.
Select Hours on the work order job/line or work order job/line details to create work hour registrations.
You can create work order hour registrations in four ways. You can register the number of hours spent, or you can register the time the work order starts and when it ends (From and to times). You can also register hours based on a forecast, or register hours using the timer.
With From and To time, you can specify both date and time. Add From and To time by going to Setup > Module configuration > Work execution > Work orders > Registrations > Hour registrations from and to time, and set up users.
You can register hours by using the 'Start timer' function on a work order job/line. You can start the timer when you start working and stop it when you've finished working. The time registration date and time fields will be filled out automatically, and you only need to save it. This functionality works both when From and To time is activated or deactivated.
To enable the functionality, go to Setup > Module configuration > Work execution > Work orders > Registrations > Maintenance jobs start/stop / Work order lines start/stop.
It's possible to lock a default project category for a worker if the worker already has a default project category. This disables the worker from editing the category when making an hour registration and the 'Category' field is shown as a read-only field.
To enable the feature, go to Setup > Module configuration > Work execution > Work orders > Registrations > Modify project category and set up the relevant users or user groups.
On a work order job/line, you can create, update and delete hour forecasts.
Enable the functionality by going to Setup > Module configuration > Work execution > Work orders > Hour forecast modification and add relevant users.
After enabling the functionality, you will now see a button + Add hour forecast (seen in screenshot 01). When clicking this button, you will see a dialog for creating an hour forecast. You only need to fill in the number of hours and the project category for the forecast, before clicking Save hour forecast. You can see the dialog in screenshot 01 below.
In order to edit or delete an existing forecast, select the context menu to the right of the forecast and select either Edit forecast or Delete forecast. See screenshot 02 for reference.
Select Attachments to see the attachments and asset/object documents on the job/line. Examples are work instructions or safety instructions that you must read before starting the job/line.
Select an attachment in the list to download and read it. When you're done, select the 'Return' button until you return to the Work order job/line screen.
Attachments may also be set up on the asset/object that the work order is created for.
You can update notes on attachments.
To use the functionality, enable the module configuration in General > Document attachments > Modify note.
Note:
Work status is registered on the work order job/line. Work status is shown in the upper-right corner on the job/line details screen, for example, 'Not started'. Available work status types:
State/Stage is the work order lifecycle state/work order stage and is registered on the work order either manually or automatically. When updating the work order manually, it should not be updated to a finished or ended state until all work order jobs/lines on the work order have been completed. Like work status on a work order job/line, State/Stage is shown in the upper-right corner on the work order, and you can change the State/Stage by selecting it to open the Change state pop-up.
A work order status can be mapped to a state/stage (view the documentation here to set it up). If you map a status to a state/stage, the state/stage is updated automatically and you will see a message on the screen when you update the work status, informing you that the work order lifecycle state/work order stage is also updated. If required, you can cancel the update of the state/stage, but not the work status, by selecting Cancel on that message.
Whenever a work order lifecycle state is updated, either manually or triggered automatically by the state, you have the option to add a remark and reason code to the changed lifecycle state. You can set up a remark for all work order states.
In the setup, you can specify details about the remark in the General tab, such as if the remark should be mandatory. If you set it to mandatory, the preceding operation can't continue unless a remark is set. In the State remarks tab, you can add predefined remarks and reason codes to choose from when setting a remark. In the case where you modify the predefined remark, the reason code is still remembered. You can also write a remark without using any predefined remarks and reason codes. See the photo below for reference.
If you set up a remark for the 'InProgress' state and e.g. make it mandatory, and you schedule a work order job to someone in the Mobile Client, you will see a pop-up where you can select a remark and reason code, or add a custom remark depending on the setup.
Note: You can name the states by going to Asset management > Setup > Work orders > Lifecycle models and change the name in the Updates panel.
Enable the functionality to set remarks and reason codes by going to Setup > Module configuration > Work orders > Remarks and reason codes and set Scope to all or specific users or groups and the Parameter value as true.
Go to Asset management > Setup > Work orders > Lifecycle states where you can add predefined Lifecycle state remarks with associated reason codes for different states.
As a worker, you can set the actual start and end date on a work order when changing the lifecycle state/work order stage. In this way, you don't have to change it at the exact time you start or stop the work.
Enable the functionality by going to:
If you set the Remark mandatory to Yes, you will also have to fill out a remark when changing the state.
You can view log entries about the states/stages a work order has gone through, which is visible from the details page of a work order. The state/stage log is shown as a timeline with the newest logs from the top. On each state/stage log, you can view:
To make the log entries visible on the work order details page, go to Setup > Entity setup and enable the entity 'StageLogWorkOrder'. Then run the 'Entity initialization' to make sure the entity is initalized properly.
In the header section of a work order or work order job/line, you see a Responsible worker field. The worker shown in that field is usually not the worker scheduled to do the job/line. For example, responsible worker could be a supervisor or manager responsible for the work being done and ensuring that the work adheres to specific quality standards.
Depending on the mobile setup, you may be able to edit the Responsible worker field. If you see a pencil icon next to the field, you can edit it as long as the work order is active.
You can edit Responsible worker on a work order or work order job/line. If you make an update in the field, the work order is updated accordingly.
Refer to the test case below for a step-by-step procedure on how to edit Responsible worker on a work order or work order job/line.
On the Mobile Client, select Work orders, and select a list.
Select a work order or work order job/line in the list.
On the work order/work order job/line header, select the pencil icon next to the Responsible worker field.
Optional: You can enter a filter in the filter options field to limit the names you want to see.
Example: Enter 'p' in the field. Search results show workers with 'p' as part of the name.
Select a name.
Select Save.
The user can edit the Responsible worker field on a work order or work order job/line.
A message is shown on the Mobile client, informing the user that responsible worker was updated.
You can limit the list of available workers to set as responsible worker on a work order to those whose primary functional location is the same as the functional location of the asset/object on the work order.
Once the module configuration is enabled and the primary locations are set, the list of available responsible workers on work orders and work order jobs/lines will be limited based on the workers' primary functional location and the functional location of assets/objects.
Note, this functionality limits available employees when 'Work order responsible worker outside group' module configuration is on as well.
You can view and edit work order pools related to a work order on the details page of the work order.
Pools are always visible, but to be able to edit them it requires a setup step.
It's possible to create a request directly from a work order job/line.
If you're using requests, you have access to the button Create a request by selecting the three dots menu. See the screenshot below. From here, the 'Create request' dialog opens with the asset/object filled in, which is taken from the work order job/line.
Note: you can use requests by enabling it in Setup > Module configuration > Work execution > Maintenance requests > Enabled.
If a work order was created from a request, you can find the following request information in the associated work order job/line headers:
When you've completed all the jobs/line on a work order, a maintenance worker and a manager or supervisor can sign off a report to verify completion of the jobs/lines related to the work order. The Sign-off report can contain various information about the work order depending on your needs.
You can easily replace an asset/object on the work order job/details page.
In order for the functionality to be available, go to Setup > Module configuration > Work execution > Work orders > Maintenance jobs replace asset/Work order lines replace object and enable the functionality for relevant users.
After synchronization, you're able to see the changes in D365.
You can replace an asset/object directly from a checklist line using the measurement type 'replacement measurement'. This is useful in the case when you want to replace an asset/object with a counter to a new asset/object with a counter.
The measurement type 'Replacement measurement' is presented similarly to how 'Measurement' checklist lines are presented.
Before changing the asset/object, you need to fill in the measurement for the asset/object you are replacing. Then from a button on the checklist line, you can directly replace the asset/object and then enter the measurement of the counter from the new asset/object.
In case the checklist contains both 'Measurement' and 'Replacement measurement' lines, both types of lines will indicate which asset/object they are for.
In the scenario where you are not allowed to replace assets/objects but the checklist has the 'Replacement measurement' checklist lines, you are informed that an asset/object should be replaced for the measurement to have an effect.
Set up printers and reports in D365 to be able to print out reports on Work orders directly from the mobile client.
You can set up users to have default printers and default reports, and you can set up a report to a default printer.
The setup consists of two parts: Printer settings and Mobile report configuration.
To set up a user to a default printer, go to Setup > Module configuration > General > Printing > Default printer configuration, make a new line and specify a user in the Scope and Mobile user menu and choose a printer in the Parameter value menu.
Go to Setup > Module configuration > Work execution > Work Orders > Report default configuration to set up a default report. Add line and specify the report as default in the Scope menu and choose a report from the Parameter value menu. You can also assign the report to a user or a user group using the Scope menu.
If you set up both a user and a report to have a default printer, the default printer on the report takes precedence.
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