This article describes how to create work orders in the mobile Dalux FM app and forward them directly to your maintenance team or external suppliers.
Table of contents
How to create a new work order
There are three options to create new work orders:
- from the
Work orders tab,
- from
Locations, or
- by scanning a
QR code.
From the work orders tab
Go to the Work orders tab in the DaluxFM App and click on the green
in the bottom right corner. A form for a new work order opens immediately. You can set the location for this work order in the form.
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From the locations tab
In Locations, you can place a work order directly on the map if it is unrelated to a building or lot. To create a work order directly on the map, tap on its location on the map and select
Create
'Work order'.
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If the work order is related to a building or should be completed on a specific lot, select the building/lot from the map or list view to create a work order related to it.
For creating a work order for a specific building, either tap on the building in the map view and select 'CREATE' 'Work order' or create it from the list view like this:
Select building
Work orders
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If the work order is placed on a location that is on a lot, this information will automatically be included in that work order's data.
By scanning a QR Code
If there are QR codes set up for either assets or rooms in your project, you can scan these and create a work order that is directly connected to the asset or room without having to pin the location manually. Do this by clicking
Scan the QR code
Create work order.
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The work order form
When creating a new work order, you must fill out the related form with all the relevant information. This form can be set up and changed by your administrator and thus can look different in your project.
The following information is pre-defined and can be toggled on and off, however, there may be custom fields that are not displayed here.
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- Work order title: The title of your work order that is shown in push notifications and overview.
- Status: This describes the status of the work order. It is automatically set to 'New' for new work orders but can be changed if necessary. It is used to keep an overview of open and completed work orders and more.
- Work order template: If your work order deviates from the standard, you can select a different work order template here.
- Description: Describe the work order here in more detail so the recipient understands the issue exactly and can complete it quickly.
- Take photo/photo library: Add pictures by taking them on-site or uploading them from your mobile device.
Placement: Define the exact location where the work order should be performed. When creating the work order from the locations tab or scanning a QR code, it is already filled out and can be changed if desired.
If the work order is linked to a building, select Place on building and choose a room and/or asset to connect with the work order. 'Room' lets you also place the position on a drawing manually.
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If the work order is not connected to a building, choose Place on map and it manually on the map. If its location is on a lot, this information will automatically be saved in the work order.
- Allocation: Choose who is responsible for executing the work order. If it is your internal team, choose the team and the person responsible for it. They will be notified and have to report back to you. If it is an external supplier, choose the supplier from the list and, optionally, a service agreement to which the order is related. Add an internal contact person for the external supplier that will oversee the work.
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- Deadline: If you are creating a recurring work order, activate the toggle and define the repetition. You can set exactly when the recurring work order should start when it should end, and in what interval it should be executed. For a more detailed explanation, read more in this article: Create recurring work orders on desktop. If the work order is not recurring, define when it should be executed.
All day event: Activate this if the work order should be completed at any point until the deadline. Deactivate, if it has to be completed within a specific time window.
Start date: Define when the order can be completed at the earliest. If unchanged, this is set to the current date.
Deadline: Define when the order must be completed. Work orders for which the deadline has passed and that haven't been completed yet will be marked as 'overdue'.
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- Economy: Estimate the expected cost of the work order and add items that have to be purchased for this order. You can also select an account or project to which the costs will be linked.
- Priority: Set the priority of your work order.
- Work order type: Define the type of your work order. This can be set up by your administrator, standard types provided by Dalux include 'preventive', 'replacement', 'mitigating', 'service order'.
- Statutory: Activate this when the work order is mandatory due to law or regulations.
- Warranty maintaining: Activate this if the order is necessary to maintain the asset's warranty.
- User-defined fields: Your administrator might set up additional fields that should be filled out.
- Checklists: If you require the responsible group to fill out a checklist to document their work, you can add the checklist here.
After you have filled out all the required information, you can submit the work order with the button and the selected teams will be notified immediately.
Create work orders offline
If there is no internet connection available on-site, it is recommended to prepare the Dalux app for offline use. You can download all work orders and room information by going to
More
'Fetch PM for offline use'/'Fetch rooms for offline use'
When creating a work order, it is saved in the app and will be sent out automatically after having a stable internet connection again.
Work orders that are not sent out yet, will be displayed in the Work orders tab in the 'Outbox'.
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Read more
For more information on how the work order is answered by the recipients, you can have a look at this article: Respond to work orders on mobile.