In this article, you will learn how to set up and use work orders in Dalux FM.
Work orders are created and assigned to different teams, giving them an easy overview of their work. Work orders can be created on their own or from HelpDesk tickets.
Read more
This article covers the setup of work orders. If you want to learn how to use work orders, read this article:
Create work orders on desktop or Create work orders on mobile.
To learn more about recurring work orders, read this article:
Table of contents
How to set up work orders
User rights
Setting up work order templates can only be done by an FM administrator. Users with work order administration permissions in their user roles can add work descriptions, priorities, and work order types.
Dalux FM comes ready with the following setup already done:
- A standard work order template
- Low, medium, high priority options
- Preventive, replacement, mitigating, and service order types
These can all be customized in the settings.
Work order templates
To change the work order template, go to:
Settings
Operations and maintenance
'Work order template'.
(Click the image to enhance)
In the work order template window, you have the following options:
(Click the image to enhance)
-
Add - Add a new work order template
-
Edit - Edit an existing work order template
-
Delete - Delete an existing work order template
-
Use this icon to drag and drop to change the order of templates. This order is shown when creating a new work order and selecting a template.
-
Link to all - Used to link certain custom user fields to all work order templates. To learn more about custom user fields, read this article: Create custom user fields.
You can also set which template should be used by default when creating new work orders or recurring work orders.
Create new work order templates
To create a new template, click Add. You can then type in the name of the work order template. To edit the template, you have to click on 'Save' first.
The template will be created, and you can reopen the window to edit it.
To edit the work order template, click Edit. When editing the template you have the following options:
(Click the image to enhance)
-
User defined fields - You can link custom user fields to the work order, by clicking on the
-icon. When you link custom user fields, they will appear in the bottom of the work order template.
- Priority - Change the default priority of the work order
- Work order type - Change the default work order type
- Statutory - Set whether the work order is statutory (can be changed in individual work orders)
- Warranty -Set whether the work order is warranty-related (can be changed in individual work orders)
To read more about time registration, read this article: Time registration in FM.
Save the work order template by clicking 'Save'.
The work order template is ready and can be used when creating new work orders.
Priorities
You can add, edit and delete priorities for work orders by going to:
Settings
Operations and maintenance
'Priorities'.
(Click the image to enhance)
In the priorities window, you have the following options:
-
Add - Add a priority
-
Delete - Delete an existing priority (hover the mouse over a priority)
-
Use this icon to drag and drop to change the order of priority. This order is shown when creating a new work order and selecting a priority.
- Change color - Clicking the color square next to the priority name, will open a color picker window. You can pick the color from a scale or use RGB/HEX codes.
- Default value - You can set which priority should be used when creating new work order templates
If you modify existing priorities, the changes will automatically apply to work orders. If you attempt to delete a priority that is used in a template, you must select another priority to replace it.
Work order types
You can add, edit, and delete work order types by going to:
Settings
Operations and maintenance
'Work order types'.
(Click the image to enhance)
In the work order type window, you have the following options:
-
Add - Add a work order type
-
Delete - Delete an existing work order type (hover the mouse over a work order type)
-
Use this icon to drag and drop to change the order of work order type. This order is shown when creating a new work order and selecting a work order type.
You can also set which work order type should be used by default when creating new work orders or recurring work orders.
If you modify existing priorities, the changes will automatically apply to work orders. If you attempt to delete a work order type currently in use, you must select another type to replace it.
How to restrict work order templates to teams
When creating or editing teams, you can specify which work order templates should be available. This allows you to control the types of work orders that specific teams can create.
It's important to note that all work order templates can still be sent to all teams and changes to the availability only impact which template the team can create work orders from.
Setting the work order template availability is done by going to:
Settings
Operations and maintenance
'Teams'
Click on a team to open it.
Set the 'Work order template accessibility' to 'Limited'. Then select which work order templates should be accessible for the team.
(Click the image to enhance)
How to use work orders
Work orders can be used in different ways in Dalux FM.
Read more
You can learn more about creating and editing work orders in these articles:
To learn more about recurring work orders you can read this article:
If you want to use checklists in work orders you can read this article:
Work orders can be created from HelpDesk tickets. You can read more about HelpDesk tickets in these articles: