Create and Close Work Orders Well

Create the work order

Enter details that help someone else understand the job: title, facility, asset when known, priority, due date, assignee or team, a description, and attachments or photos. From the calendar, confirm the due date before saving. From an asset, confirm the record is correct and not a duplicate.

Priority should describe operational urgency, not frustration. Use high priority when safety, compliance, revenue, tenant experience, or critical equipment is affected.

Manage status and reschedule

Use list view to filter and inspect, kanban to move work through statuses, and calendar to reschedule due dates. Do not leave finished work in an active status, which inflates backlog and weakens metrics. Before moving a due date, consider urgency, asset criticality, service promises, who needs to know, and whether to add a note.

Complete and follow up

Good completion notes record what was done, what was found, whether the asset operates normally, parts used, follow-up needed, and any readings or attachments. Do not bury unresolved issues in notes. Create a follow-up work order, PM adjustment, or capital item when a repair was temporary, a part must be ordered, an inspection found a larger problem, the asset is declining, or a vendor must return. Always link work to the correct asset so history stays trustworthy.