Create a Work Order Manually

Creating a Work Order manually allows you to define and manage work-related tasks from scratch, giving you full control over scope, items, timelines, and the assigned party.

Step 1: Select the Client

This step defines which client or project the Work Order is created for.

How to do it

• From the sidebar, navigate to Client

• Select the required Client

• Open the Procurement section

Pro Tip:
Always ensure the correct client is selected to keep work records accurate and avoid confusion across projects.

Step 2: Initiate the Work Order

This step opens a new Work Order form.

How to do it

• In the Procurement section, click Work Order

• Click Create Work Order to open a new, blank Work Order

Pro Tip:
Starting with a blank Work Order gives you flexibility to define work scope, items, and timelines clearly.

Step 3: Enter Work Order Details

This step captures the basic information for the Work Order.

How to do it

• Enter the Title

• Select the Issue Date

• Select the Due Date

Step 4: Select and Add the Vendor / Contractor

This step assigns the Work Order to the correct party responsible for execution.

How to do it

• Select the Vendor / Contractor from the list

• Click Add to include them in the Work Order

Pro Tip:
Double-check the selection to ensure the Work Order is assigned to the correct party.

Step 5: Choose the Work Location / Address

This step defines where the work will be carried out.

How to do it

• Enable Work at Business Address if applicable

Pro Tip:
Verify the address carefully to ensure smooth execution and coordination.

Step 6: Add Items Manually

This step allows you to add custom work items directly to the Work Order.

How to do it

• Click Add Manually

• Enter item details such as Scope of work, quantity, unit, rate, total amount

Step 7: Add Items from the Library

This option allows you to quickly add predefined work items.

Option 1: Add from My Items

• Click Add from Library
  
  

• The My Items tab opens by default

• Select categories, sub-categories, and type of work

• Click Apply

• Select the required items and click Add
  
  

Option 2: Add from Library Items

• Switch from My Items to Library Items

• Select categories, sub-categories, and type of work

• Click Apply

• Select the required items and click Add
  
  

Result:
Selected items are added to the Create Work Order screen.

Pro Tip:
Using library items ensures consistency and saves time for frequently repeated work activities.

Step 8: Take Action on the Work Order

This step moves the Work Order forward in the workflow.

How to do it

• Review all items and details

• Add attachments if required 

• Click the Action button

Pro Tip:
Confirm all work details before proceeding to avoid revisions later.

Step 9: Compose the Work Order Email

How to do it

• Click Compose Email
  
  

Step 10: Send the Work Order

• Click Send Email
  
  

After Sending the Work Order (Organization View)

Once the Work Order is sent, it can be managed and tracked from the Organization’s Work Order page.

Work Order Actions (Three-Dot Menu)

Each Work Order row includes a three-dot (⋮) menu with multiple action options.

Available Options

• Preview

• Edit

• Update Progress

• Cancel

Preview Work Order

Steps

1. Click the three-dot menu of the Work Order

2. Select Preview
   

3. The Work Order Preview page will be displayed
   

Edit Work Order

Steps

1. Click the three-dot menu of the Work Order

2. Select Edit
   

3. The Work Order Edit page will be displayed
   

Update Progress

Steps

1. Click the three-dot menu of the Work Order

2. Select Update Progress
   

3. A Work Order off-canvas panel will open
   

Update Progress – Off-Canvas Page

Inside the off-canvas panel, two switch tabs will be displayed:

• Register Work Progress

• Work Progress Log

Register Work Progress

This tab is used to record and update progress for each work item.

Items Table Display

• Scope of Work

• Quantity

• Units

• Completed By

• Attachments
  
  

Completed By (Progress Update)

• Users can update the completion percentage based on the total quantity

• Completion is marked out of the total quantity

• As progress is updated, the progress bar increases accordingly

• Status transitions:

  • Yet to Start → In Progress → Completed

Attachments

• Users can upload image attachments larger than 5 MB

• Multiple attachments can be uploaded
  

• After uploading:

  • Users can view attachments using the eye icon

  • Uploaded attachments will be displayed under the respective item
    

Work Progress Log

This tab displays a complete log of all progress updates.

Status & Progress History

• Progress statuses (Yet to Start, In Progress, Completed) are displayed

• All updates made in Register Work Progress are reflected

• Users can track completion percentage changes and work activity over time

Cancel Work Order

Steps

1. Click the three-dot menu of the Work Order

2. Select Cancel
   

3. The Work Order will be deleted
   
   

   Work Order – Creator Flow

   Users with Creator permission can create a Work Order but cannot approve it themselves.

   Creator Flow:

   • Creators can enter Work Order details and click on the request for approval.

4. Request for Approval

   • After entering details, click the Action button.

   • Select Request for Approval from the dropdown.

   • The Work Order will be created only after clicking this option.

5. Work Order Status

   • Once submitted, the Work Order status will be shown as Pending Approval.

   • The request will be sent to the approver or super admin.
     

6. Approval

   • Approvers will see the Mark as Approved option.
     

   • After approval, the status changes to Approved.