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Create Work Order

Learn how to create new work orders in True Tracker for efficient maintenance management.

Overview​

Creating work orders is essential for tracking and managing maintenance tasks. This guide walks you through the complete process of creating comprehensive work orders.

Accessing Create Work Order​

  1. Sign in to your True Tracker account
  2. Navigate to Work Orders → Create New
  3. Or click the "+ New Work Order" button from any work orders page

Work Order Form​

Basic Information​

Work Order Title (Required)

  • Provide a clear, descriptive title
  • Example: "Replace HVAC Filter - Building A"

Description (Required)

  • Detailed description of the work needed
  • Include symptoms, observations, or specific requirements
  • Use clear, actionable language

Priority Level (Required)

  • Critical: Safety hazard or production stoppage
  • High: Important repair, complete within 24 hours
  • Medium: Standard maintenance, 3-5 day timeline
  • Low: Non-urgent, schedule when convenient

Location & Equipment​

Location (Required)

  • Select from predefined locations
  • Use the location hierarchy: Building → Floor → Room
  • Add new locations if needed (admin permission required)

Equipment/Asset

  • Select specific equipment if applicable
  • Search by asset tag, serial number, or description
  • Link to equipment maintenance history

Category (Required)

  • Choose maintenance category:
    • Electrical
    • HVAC
    • Plumbing
    • Mechanical
    • Cleaning
    • Safety
    • IT/Technology
    • General Maintenance

Assignment & Scheduling​

Assign To

  • Select technician or maintenance team
  • Leave blank for supervisor assignment
  • Consider technician skills and availability

Due Date

  • Set realistic completion timeline
  • Consider priority level and complexity
  • Account for parts availability

Estimated Hours

  • Provide time estimate for planning
  • Helps with resource allocation
  • Used for scheduling and reporting

Additional Details​

Parts Required

  • List necessary parts and materials
  • Include part numbers if known
  • Specify quantities needed

Special Instructions

  • Safety requirements or precautions
  • Access requirements (keys, permissions)
  • Specific procedures to follow
  • Contact information for questions

Attachments

  • Upload relevant files:
    • Photos of the issue
    • Equipment manuals
    • Diagrams or schematics
    • Previous work order references

Form Validation​

Required fields must be completed:

  • ✅ Work Order Title
  • ✅ Description
  • ✅ Priority Level
  • ✅ Location
  • ✅ Category

Optional but recommended:

  • Due Date
  • Assigned Technician
  • Estimated Hours
  • Parts Required

Creating from Templates​

Using Work Order Templates​

  1. Click "Use Template" button
  2. Select from available templates:
    • Preventive Maintenance
    • Emergency Repair
    • Inspection Checklist
    • Equipment Installation
  3. Template auto-fills common fields
  4. Customize as needed

Creating Templates​

Administrators can create templates for:

  • Recurring maintenance tasks
  • Standard procedures
  • Compliance inspections
  • Seasonal maintenance

Recurring Work Orders​

For regular maintenance tasks:

  1. Check "Make Recurring" option

  2. Set recurrence pattern:

    • Daily
    • Weekly
    • Monthly
    • Quarterly
    • Annually
    • Custom interval

  3. Configure recurrence details:

    • Start date
    • End date (optional)
    • Number of occurrences
    • Days of week/month

Work Order Types​

Corrective Maintenance​

  • Repair broken equipment
  • Fix reported issues
  • Emergency responses

Preventive Maintenance​

  • Scheduled inspections
  • Regular servicing
  • Component replacements

Predictive Maintenance​

  • Based on condition monitoring
  • Data-driven scheduling
  • Proactive interventions

Approval Workflow​

Depending on your organization's settings:

  1. Direct Assignment: Work order goes directly to technician
  2. Supervisor Approval: Requires manager approval first
  3. Budget Approval: High-cost work orders need financial approval

Mobile Creation​

Create work orders on mobile devices:

  • Use the True Tracker mobile app
  • Voice-to-text for descriptions
  • Camera integration for photos
  • GPS location detection

Best Practices​

Writing Effective Descriptions​

  • Be specific and detailed
  • Include what, where, when, and how
  • Mention any safety concerns
  • Reference previous related work orders

Setting Priorities​

  • Critical: Life safety, major production impact
  • High: Significant operational impact
  • Medium: Normal maintenance needs
  • Low: Cosmetic or minor issues

Assignment Guidelines​

  • Match technician skills to work requirements
  • Consider current workload
  • Account for location and travel time
  • Ensure proper certifications for specialized work

After Creation​

Once created, the work order:

  1. Receives a unique ID number
  2. Appears in the work orders list
  3. Sends notifications to assigned personnel
  4. Begins tracking time and status
  5. Becomes available for mobile access

Troubleshooting​

Common Issues​

  • Required Field Errors: Complete all mandatory fields
  • Location Not Found: Contact admin to add new locations
  • Assignment Errors: Verify technician availability and permissions
  • File Upload Issues: Check file size and format requirements

Getting Help​

  • Use the "Save as Draft" option to save incomplete work orders
  • Contact your supervisor for assignment guidance
  • Refer to equipment manuals for technical details

Next Steps​

After creating a work order:

  • Monitor progress in the Work Orders List
  • Communicate with assigned technicians
  • Track completion and costs
  • Review and close completed work
  • Generate reports for analysis