Summary
Recurring Work Orders allow you to automatically generate Work Orders based on a Schedule. Typically this is used in a company that does repeatable jobs periodically throughout the year. A Recurring Work Order has a Work Order template, a recurrence period (Daily, Weekly, Monthly, Annually) and can be scheduled automatically on the calendar. A new Work Order will be created a specified number of hours/days prior to the Next Date of the Recurring Work Order. This Work Order will be created with all of the information that was entered into the Recurring Work Order and will be able to be rescheduled and adjusted as required. This document will show you how to create a Recurring Work Order, where to view Recurring Work Orders and how to open existing Recurring Work Orders.
Creating Recurring Work Orders
Create a new Recurring Work Order by choosing: New > Recurring Work Order in the main ServiceBox screen.
You can also create a Recurring Work Order from inside a customer profile. Locate a customer and open the file. Click on the Work Order tab and click on the Add Work Order button.
You can also create a Recurring Work Order from inside a Job Site. Locate and open a job site. Click on the Recurring Work Order tab and click on the Add Recurring Work Order button.
Recurring Work Order Details
Once you have selected Add Recurring Work Order you will be taken to the Recurring Work Order Details Page.
Here you will need to complete the upper section with information pertaining to what will be the group of Work Orders within the Recurring Work Order. (The Lower section will look very much like a Work Order but is only part of the Recurring Work setup. Fill it out as you would a stand-alone Work Order with the information and settings of cells as needed.)
For the Name, you might use, “Quarterly Maintenance” or “Fall Cleaning”, whatever will help clarify this group for you. Make this name easy to search as you will be able to refine the details in the Recurring Work Section.
The Next Date is a required field and this will determine the start date for the first Recurring Work Order and will be used when repeating.
After the date is entered, select how often you want the Recurring Work Order to take place. For Example, if it will take place every two weeks, select “Weeks” and then in the next field, enter 2. If it was to be once every 4 months, you would select “Months” from the drop down box and then put 4 in the next field.
(BELOW screenshot) The option for “Schedule after last closed Work Order” will generate the following Work Order only once the previous one has been closed. When using this option a new work order will be generated X period after the date the work order is closed. For example, if you have a recurring work order that creates every 4 weeks and it has the schedule after last closed work order selected, then, if the work order was created on Feb. 15 and closed today, the next date of the work order will be set to 4 weeks after today. If that is not checked then a new work order will be created every 4 weeks no matter what.
(ABOVE screenshot) The option for “Schedule Work Order” provides the opportunity for the Work Order to automatically add into the calendar as the User you indicate in the "Assigned" cell.
- If you want it to schedule for the appropriate day, you can select "Schedule Work Order" and this will put it into the calendar with the specified time you indicate. Once the Schedule Work Order is checked you will be able to view the time slot for the recurring work on the Next Date. Fill this in.
- For example, in combination of above instructions, if you select daily and have the times entered as 8-10am, it will show daily at that time. If you select weekly, it will schedule at that particular time each week.
- If you decide not to use the "Schedule Work Order" option,the Recurring Work produced Work Order will go into your listing of work orders in your site once produced - to be scheduled to a tech. The Work Order will be under the "Assigned" (below on the form) person's name with no one scheduled to do the work. ***Tip: It is beneficial to add a separate status into your work orders statuses setup so you can see that this is "maintenance TBS" (to be scheduled) and select that each time you create a Recurring Work Order as not "Scheduled". ( "Scheduled" is the status used when the tech you want to undertake the job or the dispatcher/User you want to see the Work Order for a job upcoming on the Scheduler calendar is the "Assigned" User on the Recurring Work setup). (An administrator can add this status in within Settings > Work Order > Status)
For help completing the Work Order Details, refer to the User Guide - Work Orders with the exception of what is written just above here, in regards to 1) the produced Work Order showing up on the Scheduler calendar for the dispatcher to see and reschedule to a tech or 2) directly to a tech if the Assigned peron is the tech you want doing the job every time the Work Order is produced.
Recurring Work Order Materials
The Materials tab provides the option to select the materials that will be used for this Work Order each time. The Items can be selected from the Materials list and will then be visible within the Materials section of each individual Work Order that is created for the group of Work Orders.
Work Orders
The Work Orders tab provides the option to see all Work Orders that have been created within this Recurring Work Order group.
Select the specific status to narrow down the search criteria or use the Search List to search a specific Work Order. Clicking on the Created Date will change the order the Work Orders are displayed in.
If you have any additional questions please send a feedback and our support team will be sure to help you out with your ServiceBox needs.