How to create Work orders on desktop

This article will cover how you use work orders in Dalux, such as creating them, setting a location, a responsible person, a deadline, and other actions like attaching a checklist.

Table of contents

1. How to create a work order
   • Placement
   • Checklists
   • Responsible
   • Deadline
   • Miscellaneous
2. Edit a work order

How to create a work order

To create a work order on desktop, go to: 

Work orders Work orders CreateWork order:

Alternatively, you can create your work order in Locations, by going to:

LocationsFind the building/lotClick on itCreateWork order. This will automatically add the selected building or lot as the placement for the work order.

The more detailed you get in your placement, the more information is added to the work order. This way you can link the specific floor, room, or even asset. To do this, create the work order on the drawing, in the split view, or on a 360 image respectively. If you create a work order from a 360 image, the placement of this image will be saved as the placement.

The work order form

Creating a work order opens a window where you can fill out the work order form and add the relevant information:

If there are different work order templates for the instance, select the most relevant one. Otherwise, the 'Standard' template will be the default selection.

Include all the necessary details so that the responsible person can quickly identify the issue. You can write a description of the issue or add an image by clicking the in the image section.

Placement

You need to select a placement for the work order, letting the responsible know where the issue is. If you have created the work order from Locations, this is already filled out but can be edited if necessary.

To add a placement, you can choose a building from the (1) drop-down menu, (2) the map/list view, or (3) place it on the map:

It's possible to select multiple buildings in the map and building list views. Select the buildings on the left side and click on the icon to move them to the right. Once all relevant buildings are on the right side, confirm by clicking 'Select'.

If the issue is related to a specific asset, select that asset by clicking Asset and then choose the asset from the list view. Select the assets on the left side and click on the icon to move them to the right. Once all relevant assets are on the right side, confirm by clicking 'Select'.

If you choose an asset, it will automatically place the work order in the building where the asset is located.

Reporter

Selecting a reporter lets the responsible know who to contact in case they need more information on the work order. The work order needs to be placed before being able to add a reporter.

Checklists

You can add checklists to the work order with the checklist button at the top of the work order creation menu.

This opens a new window where you can choose the checklist and check the box if it is required. If the work order is placed for multiple placements, you can decide if a checklist should be created per placement:

Responsible

A user in the system must be assigned as responsible for the work order to ensure its completion.
The assigned user will receive the work order in their inbox:

First, choose the team, that is responsible for the area, and then select the user within that team who should be responsible for the work order:

Supplier

If the work order requires an external supplier, select them from the supplier field. Only suppliers added to the FM instance can be chosen.

Adding a supplier sends the work order to the supplier through the supplier portal. You can use the supplier portal if you have operations and maintenance pro. Here the work order will be available to see for the supplier in their work order inbox.

Service agreement

You can select from service agreements added to the instance. This auto-selects the supplier that was chosen as the supplier for that agreement and selects the default contact person for the agreement.

You can read more about service agreements in this article: Service agreements

Deadline

A deadline can be added to the work order, along with a start date and whether the work order is an all day event or not. Set the work order as an all day event if it spans over multiple days.

Miscellaneous

In the miscellaneous section, you find additional options to add to your work order.

You can choose a priority, work order type, whether the work order is statutory, and if there's a warranty:

Priority

By default, you can choose between a low, medium, and high priority for the work order to make it easier to see how urgent the given work order is. It is also possible to filter by the priority in the list view.

Priorities can be customized and can look different in your project.

Work order type

There are four default work order types, but additional types may be available if added by the administrator. The default types include:

• Preventative
• Replacement
• Mitigating
• Service order

Economy

In the economy section, you can enter the expected cost of the work order. If the cost is not straightforward there is a calculator sheet available to the right of it, where you can calculate based on the items, their quantity, the unit used, and the unit price. If the items are in your instance's items list, Dalux will automatically use the listed price.

Edit a work order

You can edit a work order by going to:

Work orders All work orders Find the work orderDouble-click on the work order.

From the work order window, you can change the status using the buttons in the top bar and perform other actions, which are found in the More menu:

 Read more

If you want to learn more about how to respond to work order you received, read this article: How to respond to Work orders on desktop.