Work orders

A work order is the operating record for one maintenance task. It brings scope, ownership, timing, execution details, and history together so a team can plan the job and understand what happened later.

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What a work order can contain

• Title, description, picture, files, priority, and custom fields
• One assigned user or one assigned team
• Asset and location
• Due Date and Scheduled Start
• One attached procedure snapshot
• Planned parts and their inventory state
• Comments and an activity timeline
• A linked request or Maintenance Plan occurrence

Work orders can begin from a blank form, a Work Order Template, an approved Request, an automation, or a Maintenance Plan.

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Status lifecycle

The web edit form offers Open, On Hold, In Progress, and Done. On mobile, Mark as Canceled and Mark as Skipped are available from the work-order actions menu. Completed, canceled, and skipped work orders are historical records. Canary also protects an active work order from deletion after it gains maintenance history such as procedure responses, issued parts, time, expenses, comments, schedule changes, files, or meaningful activity.

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Assignment and visibility

A work order can have a user assignee or a team assignee. Selecting one clears the other. Admins can see all work orders. Members can see all work orders when Work order visibility is Full. With Limited visibility, members see work they created, work assigned to them, and work assigned to their teams. Operators see directly assigned and team-assigned work. The To Do view groups visible records under headings such as Assigned to Me, Assigned to My Teams, Created by Me, and All Open Work Orders, according to the viewer’s role and visibility.

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Common tasks

• Create a work order
• Update status and assignment
• Track time, cost, and parts
• Use comments, activity, and PDF export
• Create reusable Work Order Templates
• Schedule work