Create a Work Order

Overview

The main focus on the Mobile Client is work orders and assets/objects. Work orders are the jobs/lines that maintenance workers are working on to ensure that production equipment and other types of technical equipment and machinery are running continuously to avoid production downtime and broken equipment.

As a maintenance worker, you work with the Mobile Client on a mobile device (mobile phone or tablet). On the Mobile Client you can do the following in regard to work orders:

• Get an overview of the work orders scheduled to you
• Work on work orders, including view, edit, and create:
  • Notes
  • Checklists
  • Fault registrations
  • Maintenance downtime/Production stop registrations
  • Item, hour, and expense registration
  • Attachments
  • Purchase requisitions
  • Work status and work order lifecycle state/work order stage
• Create new work orders
• Create your own lists for work orders

Before you can start working on the Mobile Client, you must first sign in. When you've signed in, you see the Mobile Client start screen.

• Work order list is shown on the start screen.
• This is the main screen for the Work orders module.
• Use the navigation bar below to go to Assets/Objects and Requests, or go to 'More' to access them. Depending on the Mobile Client setup, more modules than the two mentioned here may be available to you.
• Select 'More' if you want to sign out, access Offline inventory or the Planning board.

Mobile Client start screen.

Selecting 'More' from the navigation bar.

Create a Work Order

You can create a new work order from the Work order lists screen, or from the screen that shows a work order list that you created.

1. Select the Create work order button at the top. You can now see the 'Create work order' card shown in screenshot 01.
2. In the Asset/Object ID search field, click the search icon. You can search for assets/objects in three ways: by typing information related to the asset/object, searching by scanning, or selecting an asset/object from the asset/object tree. Either:
   1. Enter the complete asset/object ID, or enter part of the ID to make a more general search. Example: To find asset/object ID "C0002", you can enter C00 or 02 in the search string, or
   2. Select the QR code icon to search for an asset/object using a QR code or barcode, or
   3. Select the asset/object tree icon next to the search field to find an asset/object based on its functional location from the asset/object tree.
3. On the Create work order screen, select Work order type, Job type, Variant, Trade, and Service level/Priority.
   • Note, the fields marked with an asterisk (*) are mandatory.
4. Select Expected start and Expected end date and time. View the section below to see how to apply start and end automatically.
5. Enter a description of the job/line in the Description field or choose a default work order description in the Standard Description field. If there are default work order descriptions for the selected work order type, or any not related to a work order type, these will be available to select from a dropdown.
6. Enter your notes in the Notes field.
7. If you want to schedule the work order to yourself, ensure that the Schedule to me toggle button is activated (showing a dark blue color). Select the button if you want to deactivate it (showing a white color).
8. Select Save. The work order is created, and it's added to the Downloaded work list on the Work order lists screen. If you've scheduled the work order to yourself, it is also added to the Work scheduled to me list.

Fill out expected start and end automatically

When selecting a service level/priority, the expected start and end date and time can be applied automatically. To enable this functionality, go to:

1. Asset management > Setup > Work orders > Service level/Priority.
2. Fill in the Start day, Start time, End day and End time properties with the desired range of values.

Limit available work order types

It's possible to limit the list of available work order types when creating a new work order. Enable the functionality by going to Setup > Module configuration > Work execution > Work orders > Work order types available and set up users. Only the selected work order types will be available in the mobile client. See screenshot 02 below as an example. Note: if no work order types are selected, all work order types will be available.

Filter job types by work order type

Job types are traditionally filtered by asset type when creating a new work order, but it's possible for them to be filtered even further by the work order type as well.

To use the functionality, you first need to link work order types to job type categories, which can be done in Asset Management/Enterprise Asset Management > Setup > Work orders > Work order types.
You then need to link job types to a job type category, which can be done in Asset Management/Enterprise Asset Management > Setup > Jobs > Maintenance job types.

Now when creating a new work order job/line, you can only select job types which share the job type category with the selected work order type while still adhering to the asset type as well. See screenshot 03 below.

01: Create a work order.

02: In this case, a worker can choose between 3 types when creating a work order.

03: The available job types from the list share the job type category with the selected work order type.

Create a Related Work Order

When you're working on a work order job/line, you can create a related work order from the Work order job/line screen. This may be useful if, for example, you want to work with primary and secondary work orders. A related work order is based on a work order job/line from an existing work order.

Note

You can only create a new, related work order if the work order lifecycle state/work order stage on the work order you're creating it from allows it. Example: Work order lifecycle state/Work order stage "New" might be set up to allow you to create related work orders, but work order lifecycle states/work order stages "Scheduled" and "In progress" might not allow you to create related work orders.

1. On the Work order job/line screen, select the three dots and Add related work order.
2. In the Asset/Object section, information about asset/object and functional location is automatically inserted.
3. On the Add related work order screen, select Work order type, Job type, Variant, Trade, and Service level/Priority.
   • Note, The fields with an asterisk * are mandatory.
4. Select Expected start and Expected end date and time.
5. Enter a description of the job/line in the Description field or choose a default work order description in the Standard Description field. If there are default work order descriptions for the selected work order type, or any not related to a work order type, these will be available to select from a dropdown.
6. Enter your notes in the Notes field.
7. If you want to schedule the work order to yourself, ensure that the Schedule to me toggle button is activated (showing a dark blue color). Select the button to deactivate it (showing a white color).
8. Select Save. The related work order is created, and it's added to the Downloaded work list on the Work order lists screen. If you've scheduled the work order to yourself, it is also added to the Work scheduled to me list.

Limit available work order types on related work orders

It's possible to limit the list of available work order types when creating a new related work order.

In Asset management/Enterprise asset management > Setup > Work orders > Work order types, you can set related work order types by selecting a work order type and adding entries in the 'Related work order types' box.

On a work order line/job in the work execution app, you can create a new related work order. The list of available work order types for this new work order is restricted to those specified as related work order types on the work order type of the original work order.

Note: this functionality further limits the functionality described in the section Limit available work order types, meaning if you already have a setup of limited work order types, you may have fewer available work order types available if you create a related work order in the work execution app than if you would create a related work order in D365, from the same original work order.

Reschedule Work When Updating Work Status

In situations when you want to start work before the date it's scheduled, the scheduled start and end date can be moved to the current date and time when the work status is updated from 'Not Started' to 'In Progress' on the job/line details page. See screenshot 01 and 02.

On the Planning board, this allows the planner to see that the work has started and the capacity has shifted.

To enable the feature, go to Module configuration > Work execution > Work orders > Work order start reschedule and specify which users have access to this feature.

01: The job is scheduled for the future and is currently in the 'Not Started' status.

02: The job's status has been updated to 'In Progress' and the schedule is updated to the current date.

Set Responsible Workers Based on Primary Functional Location

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. View the documentation here on how to set it up.

Set a Responsible Worker Group

It's possible to set a responsible worker group on a work order when creating a work order, or after the work order has been created.

To enable the functionality, go to Module configuration > Work execution > Work orders > Responsible group modification and specify which users have access to changing the responsible worker group on a work order.

• When creating a work order, you can choose a worker group from a list after selecting the 'Responsible worker group' field. View screenshots 01, 02, and 03.
• If you want to change the responsible worker group on an existing work order, go to the work order and select the 'Responsible worker group' field to edit it and select a new group from the list. See screenshot 04.
  • If the current responsible worker is not part of the responsible worker group you want to change to, you will be warned that the change will remove the current responsible worker from the work order.

01: Click the field to add a responsible worker group from the list.

02: Select a worker group from the list and click OK.

03: In the field, you can now see the responsible worker group which you selected from the list.

04: On the created work order, the responsible worker group can be changed by selecting the field and choosing a new group from the list.

Create a Default Service Level/Priority

When creating a new work order, the service level/priority will be updated automatically as you set the asset/object and work order type (also job type in EAM) depending on your setup.

1. To use the functionality, go to Asset management/Enterprise asset management > Setup > Asset service levels/Object priority.
2. From here you can specify asset/object and work order properties which should default to certain service levels/priorities. If you create a record with no specification, you can put a number in the service level/priority field, which will be the default (as seen in the first line in screenshot 01).
3. The order of precedence when determining which record to use is: Functional location > Work order type > Job type > Asset/Object > Model > Manufacturer > Asset/Object type.

The service level/priority updates automatically as properties are filled in on the create dialog.

Example:

Because of the setup, which you can see in screenshot 01, you can see in screenshot 02 that the work order type is already selected, and the matching service level record results in 4. This is because nothing is specified in the setup for other dimensions other than service level/priority. Now after selecting a tool, you can see in screenshot 02 that the service level/priority is updated to 5. With each change to the service level/priority, the expected start and end will also update according to the service level/priority setup.

Screenshot 01.

Screenshot 02.

Screenshot 03.

Schedule Jobs/Lines to Yourself or Other Workers

You have three options on a work order job/line to make changes to a schedule. From the three dots, you can choose to schedule a job/line to yourself, schedule a job/line to another worker, or take over a schedule from someone else and schedule yourself to it.

Note: when you make any of the actions, the scheduled time is updated to now and the scheduled end is moved as well. The data is available immediately on the Planning board which means that the planner can plan accordingly.

Read the following three articles to learn how to make changes to a schedule.

Options when changing a schedule after clicking the three dots.

Schedule a Job/Line to Yourself

Before starting maintenance work, a worker can use the action Schedule to me.

Selecting Schedule to me schedules the work order job/line to you. This action can be selected even when another worker is already scheduled.

Example: A worker is already scheduled to a work order job/line, and you select Schedule to me. Both you and the other worker are now scheduled for the work order job/line. On the work order you can now see 2 jobs/lines, one of them being scheduled to the other worker, and the other one is scheduled to you. Both represent the same job/line.

Schedule a Job/Line to Another Worker

You can copy an existing schedule and assign the new schedule to another worker. This is ideal when you want to have two or more workers working on the same work order job.

Enable the functionality by going to:
Module configurations > Work execution > Work orders > Work order schedule to other and set the parameter value as 'true' for the relevant users.

After enabling the functionality, you can see a new action on a work order job/line details page with a schedule called Schedule to another worker. Refer to the screenshot 'Screen 01' below.

1. On a work order job/lines page with a schedule, click the three dots and select Schedule to another worker.
2. A list opens where you need to choose a worker from the list or filter a worker in the search bar. Refer to the screenshot 'Screen 02' below.
3. Select 'Apply' once you have selected a worker.
4. The work order job/line with the schedule is now copied and can be seen in the list of work order jobs and on the work order.

Screen 01: The action 'Schedule to another worker' is available when selecting the three dots.

Screen 02: Selecting an employee to schedule a job/line to.

Take over a Schedule from Another Worker

Before starting maintenance work, a worker can use the action Take schedule.

Selecting Take schedule updates the schedule to be scheduled to you (the current user) meaning you take over the schedule from someone else.

Copy a Work Order

You can easily create a copy of an existing work order. Copying a work order creates a new work order with a clone of all jobs.

1. On a work order, go to the 'context menu' menu and select Copy work order.
2. You will now see a simplified work order creation dialog where only some properties can be updated. In the dialog, you can also see how many jobs will be copied from the work order.
3. Enter the relevant properties and click Save. You will now be directed to the work order that you've just created.

Registrations (hours, items, schedules) are not cloned when copying a work order.

Selecting 'Copy work order' from the 'context menu'.

The work order creation dialog when copying a work order.

Work Order Lists

Overview

The Work order lists screen is your start page on the Mobile Client. Two predefined lists are shown:

• Work scheduled to me (this list shows the work order jobs/lines that are scheduled to you, and they are available online and offline).
• Downloaded work (this list shows all work order jobs/lines that are available to you online and offline).

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

You also have the possibility to create your own Work order lists.

Search for Work Orders

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

You can search for:

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

Note

When you make a search on the Work order lists screen, you search in all active work orders. When you make a search in a list, you only search the contents of that list.

1. On the Work order lists screen, or in a list, select the search icon at the top. You can search by entering a search string in the blue search field or by scanning a QR code or barcode. View further documentation here.
2. Search by scanning a QR code or barcode.
   1. Select the icon to the top right.
   2. Follow the instructions on the screen to scan.
3. Search by entering a search string in the blue search field:
   1. Your search string may contain the entire ID or name, the middle of an ID or name, or part of the ID or name. Search works both in online and offline mode. Offline mode means searching the data available on your mobile device at the time of the search.
      Example 1: If you enter 08* in the search field, the result is a list of work order IDs that start with the number 08.
      Example 2: If you enter *3* in the search field, the result is a list of work order IDs that contain the number 3.

If you select a search result to go to a work order or work order job/line, the search string is reset.

Select or to cancel a search. The search string is deleted when you return to the Work order lists screen.

Work Order Lists overview.

Customize Cards for Work Orders

Customize cards for Work Orders and Work Order Jobs/Lines (and Schedules) either shown in the Search Result List or Information Lists.

• Work order cards
  • Saved search result list.
  • Work orders page under an asset/object.
• Work order job/line (and schedule) cards
  • Saved search result list.
  • Jobs/lines (and schedules) of a Work Order on the Work Order details page.
  • Jobs/lines (and schedules) of a Work Order on the Split Hours page.

Setup

The custom fields to show on the cards are set up in module configurations in D365.

Go to Setup > Module configuration > Work execution and choose Card Design from the menu.

There are two types of properties to customize for the work order and three for the work order job/line.

Work Order

The following properties can be selected:

• Date fields
  • Start date
  • End date
• Other fields
  • number of lines (default)
  • priority (default)
  • responsibleWorkerGroupName
  • responsibleWorkerGroupId
  • responsibleWorkerName
  • responsibleWorkerPersonnelNumber
  • staged
  • stageName
  • workOrderTypeId
  • workOrderTypeName

Work Order Jobs/Lines

The following properties can be selected:

• Date fields
  • Start date*
  • End date*
• Other fields
  • functionalLocationId (default)
  • jobTradeId
  • jobTradeName
  • jobTypeId
  • jobTypeName
  • jobVariantId
  • jobVariantName
  • objectId (default)
  • objectName (default)
  • priority
  • responsibleWorkerGroupId
  • responsibleWorkerGroupName
  • scheduledDuration
  • workOrderTypeId
  • workOrderTypeName
  • Personnel fields
  • responsibleWorkerName
  • responsibleWorkerPersonnelNumber
  • scheduledWorkerName (default)
  • scheduledWorkerPersonnelNumber

After choosing the properties, the cards will show the requested fields.

*The rule for which date to show on the job/schedule cards is as follows: If showing Start date, scheduledStart is shown if available, otherwise computedStart (from the work order) is shown. If showing End date and Start date is scheduledStart, scheduledEnd is shown even if it has no value, otherwise computedEnd is shown even if it has no value. If only End date is shown, scheduledEnd is shown if available, otherwise computedEnd is shown.

Setup of cards in Module configuration > Work Execution.