Work Order Lists

Settings

By default, the landing page of the Work orders module is the Work order lists page.

• To enable or disable the Scheduled to me list, go to Mobility > Setup > Module configuration > Work execution > Work orders > Saved search work scheduled to me, and enable or disable the list for the user or user role.

Overview

When you log in to the EAM Work execution app and navigate to the Work orders module, the landing page displays the Work order lists page. Lists are aimed at helping you search, organize, and retrieve work order records efficiently.

Here you can switch between a table and grid view for the saved search lists page by clicking the button at the top right of the lists (see screenshot 01):

• This setting only applies to non-mobile screens (wider than 767px), where there is more horizontal space.
• On mobile, the lists will always be displayed in the table view (as in screenshot 02).
• This setting is saved to D365 for each of the pages containing saved search lists per user. This way the view will look the same regardless of which device you log in from.

The landing page has three categories of lists: Pinned lists, Created lists, and Default lists. (see screenshot 02).

Pinned Lists

Pinned lists are lists that are pinned by the user for quick access. For more details check the section on Pin Saved Search Lists.

Created Lists

This section displays the lists that are:

• Customized and created by you using the necessary search filters.
• Lists created by another user (usually a maintenance manager or supervisor), and shared with you in D365.

Example: If you want to create a list for work orders of a specific functional location, select sub-locations until you find the location you want to use in your list. You only select the location and sub-locations that should be included in your list by selecting one or more checkboxes. The more locations you include in your selection, the more work order records may be included in the list.

Default lists

The following predefined lists are shown:

• Downloaded: This list shows all downloaded work order/jobs that are available to you online and offline. The downloaded entities are those scheduled to the user or navigated to by the user.
• Scheduled to me: This list shows the work orders/jobs that are scheduled to you, and they are available online and offline.

The number of work order jobs/lines in a list is shown in the grey box.

01: 'Work order lists' page toggle when the screen is wider than 767px.

02: Work order lists page with 'Pinned lists', 'Created lists' and 'Default lists' - 'Scheduled to me' and 'Downloaded.

Create a Work Order List

Create your own work order lists to see only the work orders that are relevant for you or certain user groups.

Setup

The setup for creating lists is mainly done and maintained from the mobile client described in the steps below. Deciding who has access to certain lists is specified in the article Distribute Saved Search Lists to Users.

1. On the Work order lists screen, select the context menu (three dots at the top right corner of the page) and click on Create list (see screenshot 01).
2. Start by giving your list a name as seen in screenshot 01.
3. On the Create list screen, you see a list of parameters that you can use to define your list. Make one or more selections in the list. In the example below in screenshot 02 and 03, you can see that the parameter 'scheduled worker' is being selected.
   • Note, the "Active" parameter is automatically set to "Yes", but you can change it as you require. When "Active" = "Yes" it means that the list you're creating only shows active work orders.
4. Select the details for your list, and select Apply.
   • Note, if you see an All/Clear toggle button in the upper-right corner of the screen, you can select All, if you want to select all options shown on the screen. Select Clear if you want to remove the selections.
5. If required, repeat steps 3-4 to add more details to your list.
6. When you've made your selections, select Create list.
   • Note, the list you are creating is only visible to you. If you want your coworkers to have access to it, see the documentation for Distribute Saved Search Lists to Users.
7. When you return to the Work order lists screen, you can see that the list has been added.

Example: The screenshots below create a list that shows the work orders scheduled for a colleague.

01 - Example of creating a list: Give the list a name, and add any parameters before clicking 'Create list'.

02 - Example of creating a list: Selecting the parameter 'Scheduled worker'.

03 - Example of creating a list: Selecting the scheduled worker that the list should be created for.

Edit a Created Work Order List

You can edit custom created lists. Note that default lists and lists marked as Predefined cannot be edited or deleted.

To do this:

1. On the Work order lists screen, from the list of created lists, select the list to edit.
2. On the listing screen, from the context menu (three dots in the upper right corner), select Edit list.
3. You will be taken to the Edit screen of the selected list.
4. Change the field values/filters as required and click the Update list button.
5. The selected list parameters will be updated, and a confirmation message is shown confirming the update.
6. You will be taken back to the listing screen with the updated work order list.

It's possible to limit results shown on lists to functional locations that are assigned to maintenance workers. Read more here.

Delete a Created Work Order Lists

You can delete a user-created list from the specific list screen. Note that default lists and lists marked as Predefined cannot be deleted.

To do this:

1. On the Work order lists screen, from the list of created lists, select the list to delete.
2. On the listing screen, from the context menu (three dots in the upper right corner), select Delete list.
3. The application shows a warning message asking you to confirm the deletion.
4. Click Yes to confirm the deletion.

Pin Saved Search Lists

The pinning saved search feature allows you to mark your frequently used saved search lists so they appear in a separate section at the top of the saved searches page. This helps you quickly access important lists without scrolling.

To pin a saved search:

1. On the saved search lists page (In this case Work order lists page), from the context menu (three dots in the upper right corner), select Manage pinned lists.
2. On the Manage pinned lists page, select the lists you want to pin by clicking on the list name or the pin button next to the list.
3. Once you have selected the lists, click on the Save button at the bottom of the page.
4. You will be directed back to the saved search lists page where a seperate section at the top of the page called Pinned lists will be displayed. The listing in this will be sorted alphabetically. Note that the pinned lists selection will be saved in D365 and will remain the same across devices when you log in.

Search for Work Orders

On the Work order lists screen or within a list (predefined or user-defined), you can start a search by selecting the search icon at the top or by using Scan a code.

You can search using:

• Work order ID
• Work order type name
• Job type ID
• Work order description
• Functional location name
• Functional location ID

Note

• Searches performed on the Work order lists screen search all active work orders.
• Searches performed within a list search only the work orders contained in that list.
• Search works in both online and offline mode. In offline mode, only data available on your mobile device at the time of the search is searched.

Search for Work Orders

1. On the Work order lists screen, or in a list page, select the search icon and enter a search string in the search field, or search by scanning a QR code or barcode.
2. To search by scanning a QR code or barcode:
   • Select the Scan a code button.
   • Follow the instructions on the screen to scan a QR code or barcode.
3. To search using a search string:
   • Enter a search string in the search field. Your search string can contain a complete value, a partial value, or characters from the middle of a value.
   • Examples:
     • 01: If you enter 08* in the search field, the result is a list of work order IDs that start with the number 08.
     • 02: If you enter *3* in the search field, the result is a list of work order IDs that contain the number 3.
4. If you select a search result to open a work order or work order job/line, the search string is reset. The search string is cleared when you return to the Work order lists screen.
5. To cancel a search, select the X icon on the left of the search bar.