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A Work Order Template stores repeatable defaults for new work orders. Templates reduce setup time for inspections, preventive maintenance, and common repairs while leaving each resulting work order editable. Templates also provide the base work-order definition for Maintenance Plans and can be referenced by automations. Admins and members manage the template library on the web. Anyone with access to create a work order can apply an available template; the resulting work order follows normal work-order visibility.

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Fields in the current template editor

  • Required template title
  • Picture and description
  • Priority
  • Default user or team assignment
  • Default location and asset
  • Default procedure
  • Due-date offset in days and hours after creation

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Create a template

  1. Open Work Order Templates.
  2. Select New Template.
  3. Enter the required title.
  4. Add the defaults that should carry into each new job.
  5. Turn on Set default due date to calculate a due date from the work-order creation time.
  6. Select Create.
Keep task-specific symptoms and findings on the final work order. Template descriptions work best as stable scope, preparation, or safety guidance.

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Use a template

  1. Open a template.
  2. Select Use in New Work Order.
  3. Review the banner showing which template supplied the defaults.
  4. Adjust the prefilled values for this job.
  5. Select Create.
Applying a template copies its current defaults into the form. The resulting work order becomes its own record, so later template edits leave that work order unchanged.

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Edit, duplicate, and delete

  • Edit updates the template and advances its version.
  • Duplicate creates a new template named with “(Copy)” and copies the current defaults.
  • Delete removes the template from future use. Canary blocks deletion while an automation or Maintenance Plan history still depends on it.
Existing work-order procedure snapshots and maintenance history remain intact after template changes. A Maintenance Plan also preserves the template and procedure snapshot captured in its plan version. Edit the plan and build a fresh preview when you want future planned work to use a newer template definition.