Purpose Statement
The purpose of this article is to explain how to manage existing Work Order Boards within the Assets module in First Due. This includes reorganizing boards, editing configurations, activating or deactivating boards, and permanently deleting boards to support efficient maintenance workflows.
Important Note:
While a similar workflow exists in the Hydrants module, this article specifically applies to Work Order Boards within the Assets module. Changes made here only impact asset-related workflows (e.g., apparatus, equipment, facilities).
Background Information
Work Order Boards are initially created during setup of the Assets module and are used to organize and track maintenance activities. As operational needs evolve, agencies may need to:
- Reorder boards for usability
- Update board configurations
- Temporarily disable boards
- Remove outdated boards
Proper management ensures the Assets module remains accurate, efficient, and aligned with current department workflows.
Required Permissions
To manage existing Work Order Boards, users must have:
- Assets: Setup / Configuration
- Assets: Work Orders – Manage Boards
These permissions are typically assigned to administrators, supervisors, or data managers responsible for system configuration.
Video
Step-by-Step Guide
1. Access Work Order Board Setup
- Navigate to Assets
- Click Setup
- Select Work Orders to view existing boards
2. Add a New Work Order Board (Optional)
- Click Add Board to create a new Work Order Board
- Refer to the Creating a Work Order Board (Assets Module) article for full configuration steps
3. Reorder Work Order Boards
- Click and hold the drag (position) icon next to a board
- Move the board to the desired position in the list
- List orientation in Setup will determine list sort order on the Work Order Boards
4. Activate or Deactivate a Work Order Board
- Click the Deactivate icon to make a board unavailable
- Click the Activate icon to restore access to the board
5. Edit an Existing Work Order Board
- Click the Edit icon next to the board
- Update configuration fields as needed
- Save changes
6. Delete a Work Order Board
- Click the Delete icon next to the board
Important Note:
Only boards with no current or historical work orders can be deleted. Boards with existing records can only be deactivated to preserve data integrity.
Best Practices
- Deactivate boards instead of deleting them when possible to retain historical data
- Use consistent naming conventions for clarity across teams
- Keep frequently used boards at the top of the list
- Limit board management permissions to prevent unintended changes
- Periodically review board configurations to ensure alignment with current workflows
Troubleshooting & FAQs
What is the difference between deactivating and deleting a Work Order Board?
- Deactivating removes the board from active use but allows reactivation
- Deleting permanently removes the board and cannot be undone
Why can’t I edit or delete a board?
- You may not have the required permissions
- Contact your system administrator for access
Will deleting a board remove existing work orders?
- Boards with associated records cannot be deleted
- This protects historical data and reporting integrity
Why should I reorder boards?
- Reordering helps prioritize commonly used boards for faster access
Is this the same as managing boards in Hydrants?
- No. While functionality is similar, this article applies only to the Assets module. Hydrant work order boards must be managed within the Hydrants module.