Create a New Work Order
Learn how to create and submit a new Work Order at the client or facility level.
Written by Jess Hamilton
Updated at July 27th, 2024
Work Orders may be manually created from the following locations in Titan Cloud:
Maintenance Dashboard (Client Level)
To locate and manage Maintenance and Work Orders at the client level, click the nine dots at the top left of the screen to open the global menu. Under Facility Management, click Maintenance Dashboard (Work Orders).
In the Maintenance menu on the left, select Add Work Order.
Maintenance/Environmental (Facility Level)
In the facility menu, click Maintenance/Environmental, then select Work Orders to open the facility level Maintenance Dashboard.
To add a new Work Order, click Add New Work Order at the top right corner of the page.
Activity Log (Facility Level)
In the facility menu, click Activities and Activity Log. Then, click the pencil edit icon to edit an existing activity or click Add New to add a new activity.
In the Activity Editor, scroll down in the General tab until you see "Work Orders associated with this activity." The Add New Work Order button will open the Add Work Order form in a new tab.
Work Orders may also be generated automatically.
| Scenario | Setup |
|---|---|
| Work Order templates can be set to generate on a recurring schedule. | Work Order Template Setup |
| Activity templates can can be set to a recurring schedule, and can generate a Work Order as a task. | Activity Template Setup |
| Alarm Notifications can be set to generate a Work Order when a specific alarm is raised. | Alarm Notification Template Setup |
Add Work Order Form
The fields displayed or required on the Add Work Order form depend on what has been configured in Maintenance Dashboard Setup and on what's permitted for your individual User Role. Please reach out to support@titancloud.com if customization assistance is needed.
If available, you may pre-populate the form by clicking the Select Template dropdown and selecting the applicable template. Many Titan Cloud clients use this feature to save time on routine tasks.
Work Order Form Fields in Detail
| Field | Description |
|---|---|
| Facility |
If the Work Order is created at the facility level, this value is automatically selected and cannot be changed. If available, the Gas Brand will also display when a facility is selected.
Tip: Search for the facility or click the space bar key to select the facility from a full dropdown list. |
| Problem Code |
Configured in Maintenance Setup, the problem code links to an account code from the client's accounting software for billing purposes.
Additional values may populate based on the selected facility's Priority Matrix for this problem code, such as Priority, Tech/Vendor, and Estimated Cost.
User Roles may be configured with a default Problem Code, and may be restricted from selecting a different value for this field. |
| Sub Problem Code |
Additional category that may be configured in Maintenance Setup.
User Roles may be configured with a default Problem Code, and may be restricted from selecting a different value for this field. |
| Asset | When available, these are set at the facility level. |
| Caller | When applicable, this may be an individual the Tech/Vendor needs to speak with on location. |
| Tech/Vendor |
A Tech/Vendor may be selected automatically if a Primary Tech/Vendor is set in the facility's Priority Matrix. When applicable, a Secondary Tech/Vendor will appear as the next option in the dropdown menu.
Additional dropdown menu options are managed from the Techs & Vendors page. |
| Origin | |
| Request Type | |
| Lead Code | |
| Open Date | Automatically set to today's date. |
| Due Date | This can be set manually, or it can be determined by the Priority Code if “Priority drives due date” is enabled for the selected priority in Maintenance Setup . |
| Notification Date | |
| Inspection Date | |
| Follow Up Date | |
| Priority |
Priority level determines how Work Orders are displayed in the Maintenance Dashboard, and may impact automated workflow elements.
A priority level may be selected if:
|
| Queue Priority | |
| Account Code | Automatically populated based on the Problem Code. |
| Insurance Claim | When applicable, check the box to indicate insurance claim and provide the claim number. |
| Cap Ex |
When applicable, check the box to indicate capital expenditure.
If checked, this Work Order will not impact the Estimated Remaining Budget.
We do not have a feature to set CapEx budget allotments, but there is a report that can track CapEx Work Order costs. |
| Owner | |
| Created By | Automatically populated based on the logged in user. |
| Description | |
| Operator's Comments | Internal only for central dispatch users based on user role. |
| Add another like this? | Allows you to create an additional ticket with the same values selected. It may be adjusted before saving. |
Work Order Templates can be configured from the Gateway menu, and can even be used to automatically generate work orders on a set schedule!
For more information on template configuration, see the Maintenance Dashboard Setup article.
Click Add New to submit the work order.