Manage Work Order

Managing created work orders is essential for maintaining operational efficiency and delivering high-quality services within an Application. Effective management of work orders ensures that tasks and requests are addressed promptly, resources are allocated optimally, and service levels are consistently met. Managing created work orders is crucial because it ensures tasks are addressed in a timely manner, resources are utilized efficiently, stakeholders are informed, and operations are continuously improved, all of which collectively contribute to the overall success of an organization's strategy.

A work order can be managed using following widgets:

• View
• Edit

View

The View widget is available on the list page of the Work Order, this option provides the Analyst with various actions as explained in the following topics in the Work Order.

• Filter
• Search
• Export

Filter

Filters allow users to tailor the displayed list according to specific criteria, such as priority, status, requester, or due date. This customization ensures that users can focus on the work orders that are most relevant to their current tasks or responsibilities. By applying filters, users can quickly identify and address high-priority or critical work orders. This helps in managing urgent tasks promptly and avoiding potential service disruptions. Using filters when viewing a work order list streamlines the process of finding, managing, and prioritizing tasks. It empowers users to make informed decisions, allocate resources efficiently, and maintain an organized and productive workflow within an IT Service Management framework.

To add a new Filter, perform the following steps:

1.  Navigate to  Home > User Dashboard.
   
   
2. Select Application.
   Role selection dropdown list is displayed.
   
   
3. Select Analyst.
   Modules portal page is displayed.
   
   
4. Click Work Order.
   
   
5. Select Manage Work Order.
   
   
6. Select Module.
   
   
7. Select View.
   An option to add a new view is displayed.
   
   
8.  Click Add New View.
   List of filters is displayed along with an option to add new.
   
   
9.  Click Add Filter.
   Filter by list is displayed.
   
   
10.  Select the Filter element from list.
    
    
11. Select the conditional operator for the value entered in text field.
    
    
12.  Click Apply.
    
    
13. Click Save as New View.
    
    
14. Enter View Name.
    
    
15. Click Save.
    
    
16. Select View.
    List of filters and an option to edit or delete is provided.
    
    

    Icon	Description
    	Indicates Filter icon, if number pinned to icon, it means number of filters applied.
    	Indicates Pencil icon, that allows to edit the Filter on View list.
    	Indicates Delete icon, which deletes the view. Upon deleting the following pop up message is displayed. Click Delete. Figure: Delete View

Search

A search widget allows users to directly search for specific work orders using keywords, work order numbers, requester names, or other relevant criteria. This accelerates the process of finding a particular work order, especially in scenarios where time is critical. This is beneficial for trend identification, performance analysis, and decision-making based on historical data. When facing a recurring issue, technicians can use the search widget to find similar historical work orders. This can provide insights into previous solutions, helping to troubleshoot and resolve problems faster.

Search icon  option allows to search the relevant details from list as displayed in the following figure.

Figure: Search Work Order

Export

An Export to Excel widget on a work order list page provides the Analyst with the ability to export the displayed work order data into an Excel spreadsheet format. The exported data can be shared with stakeholders, such as management or clients, to provide detailed reports about work order statuses, progress, and outcomes. Export to Excel widget in a work order list page empowers users with the ability to extract, analyze, and share work order data in a versatile and customizable format. It enhances data utilization, supports reporting needs, and contributes to efficient data management within an ITSM framework.

To export the list items to excel, perform the following steps:

1.  Click Export Icon .
   Export to excel option is displayed along with an option for an Analyst to choose between current page or all data.
   
   
2. Select Export to Excel.
   
   
3. Choose an option between Export Current page or Export All.
   
   
4. Exported file is saved to your system.
   
   

Edit

The Edit option for work orders is invaluable within an application framework as it allows authorized users (Analyst) to make necessary updates and adjustments to work order details. This functionality ensures agility in responding to changing circumstances, evolving priorities, and unforeseen developments. Users can modify attributes such as work order descriptions, priorities, assigned resources, or even status changes, enabling real-time adaptation to evolving requirements. This flexibility contributes to streamlined operations by preventing the need to create new work orders for minor changes and reducing administrative overhead. Moreover, editing work order promotes accurate record-keeping by allowing users to reflect any updates directly within the existing work order, thus maintaining a comprehensive history of task progression. Overall, the ability to edit work orders enhances responsiveness, promotes efficient resource allocation, and supports dynamic service delivery within an application.

To edit a work order, perform the following steps:

1. Navigate to  Home > User Dashboard.
   
   
2. Select Application.
   Role selection dropdown list is displayed.
   
   
3. Select Analyst.
   Modules portal page is displayed.
   
   
4. Click Work Order.
   
   
5. Select Manage Work Order.
   
   
6. Select Module.
   
   
7.  Click Auto ID of work order.
   
   
8.  Make the required changes to the work order.
   
   
9. Click Save.