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Adding a Template

In TheWorxHub, you can create templates for common tasks. Use these templates to quickly and easily assign these tasks to the appropriate department.

 

To access the Template settings in TheWorxHub:

  • Click on the Settings tab, then select the Templates tab.

Creating a Work Order Template

  1. Click on Add Work Order Template.
  2. Select the application that the template applies to from the Application drop down.
  3. Select a Priority for the template.
  4. Click on the Location Picker () to select a Location for the template. *Note: Selecting a location is an optional step. The location selected here will not copy over to the work order form when applying a template.
    • If you have access to the Space Management application, click the map pin icon () to select a location from a floor plan drawing. *Note: If you do not currently have this application, please contact your Sales Representative or Client Services for more information.
  5. Enter a Description of the work that needs to be performed.
  6. Type any additional details and notes in the Details box. *Note: This is an optional step. If you choose to skip this step you can enter step-by-step tasks instead.
  7. Click on Add New Task to choose what type of tasks you'd like to add.
  8.  In the pop-up window, select a Task Type from the drop-down menu, and then click the plus sign icon (). *Note: You are able to add different task types to the task list.
  9. The information you enter in the task field will depend on the Task Type you select:
    • Checkbox: This option is common for simple task lists where each step is documented, and you want to track which tasks have been completed vs. not completed.
    •  Number form data input: This option is used when you need to capture a measurement, but there is no requirement to link that input to any sort of corrective action, such as capturing the volts of the generator.
    •  Text form data input: This option is used when you need to input free form text data, such as the start time of when you began the generator test, or capturing a qualitative value on the condition of the equipment.
    •  Barcode scan: This is a unique task type where you can specify that step 1 require you to scan the asset barcode for the equipment that you're working on. This helps to prove that a technician was actually at the required location. * Note: You can only complete a barcode task type from your mobile device where barcode scanning is supported.
    •  Meter Reading: This option is used when you need to capture a reading on a pre-existing meter, such as water temperatures thresholds or odometer reading incremental meters. *Note: Meter reading style tasks can trigger action from a meter based scheduled work order.
    • Pass/Fail: This task type will automatically trigger a corrective work order template from the failure. Because this question type requires you to leverage a pre-existing template, it's important to review any pass/fail tasks to ensure an appropriate template exists and it linked to the task.
  10. Add as many tasks as needed and click Save when you're finished.
  1. Select a Category to specify the type of work being done. Then select a Subcategory to further describe the work. *Note: The Category you select will determine the Subcategories listed in the pick list.
  2. Choose a Source of Work from the pick list.
  3. Check the Is Compliance Related box if the work will be performed to fulfill a compliance requirement. *Note: The Is Compliance Related box is only visible for users with the Can See Compliance Checkbox permission in User Roles Settings.
  4. Select whether the template can be used for Requests and/or Work Orders.
    • If this template will be used for requests, but these requests should not go through the approval process, check the box next to Allow requests that use this template to skip request status.
  5. Fill out any additional information in the General Info section that you would like to appear on the work order.
  6. Expand the work order panels by clicking on the panel title and enter any information needed.
  7. Click Save.

 

Creating a Scheduled Work Order Template

  1. Click on the Settings tab, then select Template.
  2. Click on Add Scheduled Work Order Template.
  1. Select the application that the template applies to from the Application drop down.
  2. Select a Priority for the template.
  3. Type and select the name of the location, or click on the Location Picker () to select a Location for the template. *Note: Selecting a location is an optional step. The location selected here will not copy over to the scheduled work order form when applying a template.
    • If you have access to the Space Management application, click the map pin icon () to select a location from a floor plan drawing. *Note: If you do not currently have this application, please contact your Sales Representative or Client Services for more information.
  4. Enter a Description of the work that needs to be performed.
  1. Type any additional details and notes in the Details box.*Note: This is an optional step. If you choose to skip this step you can enter detailed step-by-step instructions in the Task List.
  1. Click on Add New Task to choose what type of tasks you'd like to add.
  2.  In the pop-up window, select a Task Type from the drop-down menu, and then click the plus sign icon (). *Note: You are able to add different task types to the task list.
  3. The information you enter in the task field will depend on the Task Type you select:
    • Checkbox: This option is common for simple task lists where each step is documented, and you want to track which tasks have been completed vs. not completed.
    •  Number form data input: This option is used when you need to capture a measurement, but there is no requirement to link that input to any sort of corrective action, such as capturing the volts of the generator.
    •  Text form data input: This option is used when you need to input free form text data, such as the start time of when you began the generator test, or capturing a qualitative value on the condition of the equipment.
    •  Barcode scan: This is a unique task type where you can specify that step 1 require you to scan the asset barcode for the equipment that you're working on. This helps to prove that a technician was actually at the required location. * Note: You can only complete a barcode task type from your mobile device where barcode scanning is supported.
    •  Meter Reading: This option is used when you need to capture a reading on a pre-existing meter, such as water temperatures thresholds or odometer reading incremental meters. *Note: Meter reading style tasks can trigger action from a meter based scheduled work order.
    • Pass/Fail: This task type will automatically trigger a corrective work order template from the failure. Because this question type requires you to leverage a pre-existing template, it's important to review any pass/fail tasks to ensure an appropriate template exists and it linked to the task.
  4. Add as many tasks as needed and click Save when you're finished.
  5. Check the Can't complete WO until all tasks complete box to require the completion of all assigned tasks prior to updating the work order status to Complete.
  6. Select a Category to specify the type of work being done. Then select a Subcategory to further describe the work. *Note: The Category you select will determine the Subcategories listed in the pick list drop down.
  7. Choose a Source of Work from the pick list.
  8. Check the Is Compliance Related box if the work will be performed to fulfill a compliance requirement. *Note: The Is Compliance Related box is only visible for users with the Can See Compliance Checkbox permission in User Roles Settings.
  9. Click Save.
  10. Select your recurrence in the window that appears. You can set the recurrence based on time, meter readings, or both.

Time Based Recurrence

Setting your schedule using a time based recurrence allows you to select how much time will elapse between work order generations.

  1. Select your desired frequency of daily, weekly, monthly, or yearly.
    • Daily- Select either Every (_) day(s) or Every weekday. Example: For work that needs to be done every day including weekends, enter Every (1) day.
    • Weekly- Repeat every (_) week(s) on (day(s) of the week). Example: For work that needs to take place every other Monday, enter Weekly - Recur every (2) weeks with a check mark in the box next to Monday.
    • Monthly
      • Day (_) of every (_) month(s). Example: For work that needs to take place on the 15th day of every month, enter Day (15) of every (1) month.
      • The (first) (Sunday) of every (_) month(s). Example: For work that needs to be done on the first Tuesday of every quarter, enter the (first) (Tuesday) of every (3) months.
    • Yearly
      • Every (January) (_) every (_) year(s). Example: For work that needs to take place on October 15th of every year, enter (October) (15) and Every (1) Years.
      • The (first) (Sunday) of (January) every (_) year(s). Example: For work that will be done on the first Monday in May every other year, enter The (first) (Monday) of (May) and Every (2) Years.
  1. If you would like to override the default Days Until Due setting, check the box next to Change default Days Until Due, and enter the number of days it should take to complete the work.
  2. In the Range of Recurrence section, the Start Date will automatically fill in with today's date. Change the Start Date and enter an End Date if needed.
  3. If you would like the schedule of work to Pause until previous instance is complete, check the box. This will prevent the schedule from producing any work orders until the previously generated work order has been marked completed.
  4. Check the Auto-complete box and enter the number of hours or days after the due date to automatically complete the work order.

 

Meter Based Recurrence

Setting your schedule using a meter based recurrence allows you to generate work orders at certain intervals based on the meter readings. You must set up Asset Meters or Site Meters first before you are able to create a Meter Based Recurrence schedule.

  1. Expand the Meter Based Recurrence section of the Recurrence window and select Only use meter based recurrence.
  2. Check the box next to the meter this schedule will be based on. *Note: If you are selecting a Site Meter, you can check the box above the meter list to use the meter reading location when generating this work order.
  3. Click Save.