Work on a Work Order

View Work Scheduled to Me

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.

1. To view the work scheduled to you, go to the Work order lists screen and select the list Work scheduled to me.
2. On the Work scheduled to me list, select the job/line you're going to work on. In the figure below, you see an example of a work order job/line.

View Number of Registrations and Forecasts on a Job/Line

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:

• If you see '0/2' on an Hours details line, it means there are 0 hours registrated but 2 hours forecasted on the job/line.
• If you see '1/3' on a Checks details line, it means there are 1 checklist completed out of a total of 3 checklist lines.

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.

Example of the Work order job/line screen with registrations.

Show Notes

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.

Checklists

Select Checks to view the checklist for the job/line. Select the 'More' button on a checklist header to view attachments, and view or edit notes, related to the header.

1. Complete the checklist lines one by one, in sequential order. You may see three types of checklist lines.
2. An instruction or message may be shown. Perform the task that is described.
3. You may need to enter data in the form of a reading or a measurement, for example, kilometers, hours in use, or a temperature.
4. You may need to select a variable from a list, which corresponds with your observation.
5. If you see an asterisk (*) next to a checklist line, it means the check is mandatory, and you must fill out the line to register the checklist line as completed. If notes are also mandatory, you will see the text 'Notes are mandatory*' in which case you need to make notes before you can register the checklist line as completed.
6. Select the 'More' button on a checklist line to see the options available:
   1. If you see a blue dot next to the 'More' button, it means there is either an attachment or note related to the checklist line.
   2. Select the 'More' button and Attachments to view an attachment.
   3. Select the 'More' button and Notes to view notes and edit them, if required.
   4. Select N/A if you decide that the checklist line is not relevant for the job/line you're working on.
7. For every checklist line, select the check box when the task is completed.
8. When you have completed the checklist, select Save.

Checklist line options.

Validate Checklist Lines before Completing Work

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.

View All 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.

1. Select a work order, scroll to the details page and select 'Checklist overview'.
2. A list opens showing all work order jobs/lines within the work order.
3. From the job lines, you can expand to view checklist lines.
4. From the 'Show' tab, you can filter to see either all, completed, or uncompleted checklists that are included in the work order.

Example of a work order's Checklists overview.

Faults

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.

Fault Registration

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.

1. Select the 'Add' button to add a new fault registration.
2. Select the Date for the fault registration.
3. Select Fault symptom to open a dialog where you can filter and select a symptom. Use the scroll function or filter a symptom at the top by name or ID.
4. Select Fault area and Fault type in the lists.
5. If you're troubleshooting and completing the fault registration, select Add cause and select a reason for the fault in the list.
6. Select Add remedy and select a solution for the fault registration in the list.
   • If you want to change your selection for cause and remedy, select the trash can icon on the line to delete a registration. If required, you can add several causes and remedies to a fault registration.
7. Select Save to complete the fault registration.
8. Select the 'Return' button to return to the Work order job/line screen.

Creating a fault registration.

Select a symptom from the list or filter symptoms at the top by name or ID.

Editing a fault.

Downtime/Production Stop Registration

Select Downtime activities/Production stops to see the downtime activity registrations on the job/line. You can also create a downtime activity/production stop.

1. On the Downtime activities/Production stops screen, select the Closed button to show both open and closed registrations.
   1. Open and closed registrations are shown when a check mark is shown on the Open and Closed buttons.
   2. Open registrations don't have an end date. Closed registrations have a start date and an end date.
2. If a downtime activity/production stop registration exists, you can select it and edit Type, Start, and End as you require.
3. Select the 'Add' button if you want to add a new registration.
4. On the Create downtime activity/production stops screen, select a downtime activity/production stop type in the Type field.
5. Select Start and select start date and time.
6. If you know how long the downtime activity/production stop lasted, select End and select end date and time. If required, you can add this later.
7. Select Save to complete the registration.
8. Select the 'Return' button to return to the Work order job/line screen.

Purchase Requisitions

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.

Note

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:

• Procurement catalogs overview
• Create a procurement catalog
• Set up a procurement catalog hierarchy

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.

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.

Fill out description automatically

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.

• Select the properties you want to be added automatically in Setup > Module configuration > Work execution > Work orders > Purchase requisition description fields.

Refer to the two test cases below for step-by-step procedures on how to create a purchase requisition by adding category or item.

Create a Purchase Requisition - Add Category

Data Requirements

1. The user has access to Purchase requisitions on the Mobile Client.
2. User setup is done in Setup > Module configuration > Work execution> Work orders >Purchase requisition.

Steps 12 expand

Expected

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.

Create a Purchase Requisition - Add Item

Data Requirements

1. The user has access to Purchase requisitions on the Mobile Client.
2. User setup is done in Setup > Module configuration > Work execution > Work orders >Purchase requisition.

Steps 13 expand

Expected

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.

Create Item Registrations

Select Items to create item registrations.

Make a Registration Based on a Forecast

1. If an item forecast exists, select it, and select Save to create an item registration based on the forecast. If required, you can update the Quantity if you've used more items than forecasted.
   • You can also select spare parts or BOM items related to the asset/object to create an item registration.
2. Select the Date of the item registration.
3. Select Save to create the item registration.

Create a New Item Registration

1. Create a new item registration by selecting the 'More' button and Add item registration on the Items screen.
   1. You can search for the item ID of the spare part or item by entering a search string in the search field or by scanning a QR code or barcode. If you want to search by scanning a QR code or barcode, select the icon in the top right (view further documentation here).
   2. When searching for items, the available spare parts and BOM are also searched. You can search by:
      • Item ID
      • Item name
   3. If you want to enter a search string, and you don't know the exact item ID, you can enter, for example, 20*, to see a list of all item IDs that start with the number 20. If items have related product images, they are also shown in the search results.
   4. When you find the item, you want to create a registration for, select it.
   5. On the Add item screen, enter the Quantity you want to register.
   6. Select the Date for the item registration and select Save.
2. You may also be able to create new item forecasts. On the Items screen, select the 'More' button and Add item forecast.
   1. Search for the item by entering a search string or scanning a QR code, as described in step d. above.
   2. Select Category, Line property, Site, and Warehouse.
   3. Enter the forecast quantity in the Quantity field.
   4. Select Save.

Create Work Hour Registrations

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 two 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.

Register hours

1. You can create a new work hour registration by selecting the 'Add' button on the Hours screen.
2. Fill out the fields as you require.
3. In the Worker section, you can register the hours for yourself. If you're allowed to register for other workers, click the field and select the relevant worker.
4. Select Save registration to create the work hour registration.

Register hours using From and To time

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.

1. You can select From and To time on the Add time screen. If you need to register midnight - in the 'from' field, you can register 12:00 AM to signify midnight between yesterday and today and in the 'to' field, you can register 12:00 AM to signify midnight between today and tomorrow.
   • Example: If you want to register from midnight between the 29th and 30th of January, you need to select 12:00 AM on the 30th of January. If you want to regsiter to midnight between the 30th and 31st of January, you need to select 12:00 AM on the 31st of January. This example of a time registration equals 24 hours.
2. In the Worker section, you can register the hours for yourself. If you're allowed to register for other workers, click the field and select the relevant worker.
3. Select Save registration to create the work hour registration.

Create a Registration Based on a Forecast

1. If a work hour forecast exists, select it to create a registration based on the forecast.
2. Edit the forecast as required.
3. Select Save registration to create the work hour registration.

Example of an hour registration using 'from and to time'.

Select Attachments

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.

1. On the Work order job/line screen, select Asset/Object to open the asset/object details screen.
2. On the asset/object details screen, select Attachments to see if there are attachments or asset/object documents that you must read before you start working on the job/line.
3. Select an attachment to download and read it.
4. When you're done, select the 'Return' button until you return to the Work order job/line screen.

Expense Registrations

1. If an expense forecast exists, select it to create a registration based on the forecast. If required, you can update the registration.
2. Select Save to create the expense registration.
3. If required, you can also create a new expense registration by selecting the 'Add' button on the Expense screen.
4. Fill out the fields as you require.
5. Select Save to create the expense registration.

Update Work Status

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:

• Not started
• In progress
• Waiting
• Cancelled
• Work completed.

1. Select the current work status to open the Change work status pop-up.
2. Select 'In progress' when you start working on a job/line.
3. Then select OK.

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.

Mapping a status to a state/stage

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.

Changing the work status from the job/lines details screen.

Add a Remark and Reason Code

Note: Remarks and reason codes are only available for Mobile AM.

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.

Setup

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.

Example: Specifying the Remark and Reason code for the InProgress state.

Type in Start and End Date when Changing State/Stage

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:

1. Asset management > Setup > Work order > Lifecycle states/Work order stage.
2. In the 'General' tab, go to the the state/stage you use when a work order is in progress and set the 'Set actual start' button to Yes.
3. In the 'General' tab, go to the state/stage you use when a work order is completed and set the 'Set actual end' button to Yes.
4. You are now required to update the start and end time/date when changing the state/stage on a work order.

If you set the Remark mandatory to Yes, you will also have to fill out a remark when changing the state.

Work Order State/Stage Log

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:

• The state/stage a work order was updated to.
• The date and time it was updated.
• Who updated it.
• Remark (if available).
• Reason code (if available).

Setup

To make the log entries visible on the work order details page, go to Dynaway mobile > Setup > Entity setup and enable the entity 'StageLogWorkOrder'. Then run the 'Entity initialization' to make sure the entity is initalized properly.

Choosing "State/Stage log" from the work order details page.

Example of a work order's state/stage log.

Related Request

If a work order was created from a request, you find the following request information in the associated work order job/line headers:

• Request - link to the request
• Started by - shows the name of the maintenance worker who created the request. If the request was created by an employee who is not set up as a maintenance worker in Asset management/Enterprise asset management, this field is not shown.

Responsible Worker

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.

Responsible worker on a work order job/line.

Edit Responsible Worker

Data Requirements

1. At least one active work order exists.
2. The mobile configuration setup allows the user to edit responsible worker.

Steps 6

Expected

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.

View and Edit Work Order Pools

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.

1. Go to Setup > Module configuration > Work execution > Work orders > Work order pool relation modification.
2. Set the value to true for a user or user group.
3. Now, you'll see a pencil icon to the right on the work order pools field shown on the details page. The pencil icon signifies that this detail can be edited.

Edit Work Order Pools

1. On the details page of a work order, click on the work order pools field to edit.
2. A window opens with a list of available pools. Use the checkboxes to define whether a work order should be part of the listed work order pools. If it's already part of a pool, that pool is pre-selected.
3. Click 'Apply' to save your changes.

View and edit work order pools on the details page.

Select or deselect pools for a work order.

Create a Sign-off Report

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.

Note

The contents of the sign-off report can be configured, depending on how much information you want to include in the report. This is done in Setup > Module configuration > Work execution > Sign-off report.

1. Select a work order job/line in one of your lists. All jobs/line on the related work order must be completed. On the Work order job/line screen, select Work order.
2. On the Work order screen, select the 'More' button and Sign-off report.

Note

The Sign-off report button is only shown if all mandatory checks in the checklists related to the work order have been completed.

3. On the Sign-off report screen, you see the report. The report is automatically filled out.
4. Select the Customer signature field at the bottom of the screen. The Customer signature screen opens. The manager or supervisor responsible for signing off the work order signs here with printed name as well as a signature.
5. Select the Printed name field and enter the name of the manager or supervisor.
6. In the Sign here field, insert the signature of the manager or supervisor.
7. Select OK to save the changes.
8. Select the Service technician signature field at the bottom of the screen. The Service technician signature screen opens. The maintenance worker or service technician signs here with printed name as well as a signature.
9. Select the Printed name field and enter the name of the maintenance worker or service technician.
10. In the Sign here field, insert the signature of the maintenance worker or service technician.
11. Select OK to save the changes.
12. Select the check mark button in the upper-right corner of the Sign-off report screen to save the sign-off report on the work order as an attachment.

Sign-off report.

Print Report

Print a Work Order Report

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.

Setup

The setup consists of two parts: Printer settings and Mobile report configuration.

1. Go to Setup > Printer settings to set up and assign a default printer. Click New to create a new printer configuration, enter a description, and assign a printer destination to specify where the report is printed.
2. Go to Setup > Mobile report configuration to specify which report type, report name, and report design you want to use. Click Configure report in the top toolbar to finish the setup.

Set up User to a Default Printer

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.

Set up a Default Report

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.