Purpose Statement
This article guides users through creating a new work order for an apparatus, location, equipment item, or kit within the First Due Assets module.
Work orders allow departments to document maintenance needs, track repairs, record costs, and manage asset service status to support operational readiness and accurate maintenance records.
Background Information
Work orders can be created from multiple locations within the Assets module. The workflow and available fields depend on where the work order is created.
Two work order creation workflows are available:
- Condensed Workflow: Used when creating a work order from a Checklist or Asset Overview. This streamlined workflow is designed for quickly documenting issues discovered during checks or while reviewing an asset.
- Full Workflow: Used when creating a work order from the Work Order Board or Work Order List. This workflow provides additional maintenance management options, including service status changes, asset field updates, cost tracking, inventory usage, and comments.
The Full Workflow provides additional capabilities, including:
- Updating Field Update Questions, such as engine hours, odometer, or equipment hours
- Placing an asset In Service or Out of Service
- Adding labor costs
- Adding inventory items and associated costs
- Recording other parts or purchased items
- Adding comments to the work order
- Generating a printable PDF from the work order
Required Permissions
Users must have the appropriate Assets module permissions to create and manage work orders.
Recommended permissions include:
- Assets – View
- Assets – Edit
- Work Orders – Create
- Work Orders – Edit
Additional permissions may allow users to edit, delete, or manage work orders depending on their role. Many agencies limit these permissions to administrators, supervisors, or maintenance personnel.
Video
Step-by-Step Guide
Method 1: Create a Work Order from a Checklist (Condensed Workflow)
Work orders can be submitted from an asset checklist when a user fails a checklist question or selects a configured response from a single-select or multi-select question.
Work order requirements are configured for individual checklist questions by agency administrators in Assets > Setup > Checklists.
1. Start an Asset Checklist
Navigate to Assets.
Option 1 - Select the Assets Dashboard.
Option 2 - Open the appropriate Overview for the asset type:
- Apparatus
- Equipment
- Location
- Kit
- Select the appropriate asset.
- Locate the Checklists section.
- Start or open the applicable checklist.
From the Assets Dashboard
From an Asset Overview
2. Fail or Answer an Applicable Checklist Question
As you complete the checklist, work order creation may be triggered when:
- A pass/fail question is failed
- A configured response is selected from a single-select or multi-select question
Important Note:
There is no visual indicator identifying which checklist questions or responses are configured to prompt work order creation.
3. Enter Work Order Details
Complete the available work order fields:
- Confirm Submitted By is correct. This should default to your name.
- Verify the Board and Work Order Type.
- Enter a Description of the issue.
- Add any Work Performed or troubleshooting notes.
- Upload a photo or attachment, if needed.
- Click Save.
Important Note:
When creating a work order from a checklist, the Board and Work Order Type are predetermined by the checklist configuration.
4. Verify the Work Order
After the work order is created, a ticket icon will appear next to the applicable checklist question.
The ticket icon will remain while the associated work order is open and current. The checklist may not prompt users to create another work order from that question until the existing work order is completed and closed.
The work order will also appear on the appropriate Work Order Board.
Method 2: Create a Work Order from an Asset Overview (Condensed Workflow)
Asset Overviews allow users to create and manage work orders for a specific asset from one location. Work order history for an individual asset can also be viewed from its Asset Overview.
1. Navigate to an Asset Overview
Click the First Due logo.
Navigate to the appropriate Overview:
- Apparatus Overview
- Equipment Overview
- Location Overview
- Kit Overview
- Select the specific asset from the available list, groups, or ungrouped assets.
- Locate the Work Orders section.
2. Create a New Work Order
Start a work order by selecting either:
- Create at the top of the Overview page
- New within the Work Orders section
Complete the applicable work order fields:
- Board: Select the Work Order Board where the work order will be tracked. The Board determines the available asset types and Work Order Types.
- Work Order Type: Select the type of work order being created, such as a pump issue, body damage, or electrical issue. Available options depend on the selected Board.
- ETA: Identifies the estimated arrival or completion date for the repair. This field is typically managed by supervisors or maintenance personnel and should remain unchanged unless directed by your department's workflow.
- Submitted By: Identifies the person submitting the work order and typically defaults to the logged-in user. Verify the correct user is selected.
- Vendor: Identifies an external vendor or service provider responsible for the repair. This field is typically managed by supervisors or maintenance personnel.
- Incident Number: Allows the work order to be associated with an incident number when applicable.
- Assigned To: Identifies the team or user responsible for the work order. This field is determined by system configuration and should not be modified by end users.
- Asset Type / Asset Selection: Identifies the asset associated with the work order. When creating the work order from an Asset Overview, this information may be prefilled.
- Summary: Enter a short title that provides a quick description of the issue.
- Description: Enter a detailed explanation of the issue or condition, including relevant observations or circumstances.
- Work Performed: Document troubleshooting or work already completed before submitting the work order.
- Attachments: Upload photos, documents, or other files related to the issue or repair.
- Click Save.
The work order will appear on the selected Work Order Board.
Method 3: Create a Work Order from the Work Order Board (Full Workflow)
Creating a work order from the Work Order Board provides access to the Full Workflow.
This workflow allows users to update asset record information, manage service status, record labor and parts costs, associate inventory items with the repair, and add comments to the work order.
1. Navigate to Work Order Boards
Navigate to Assets.
Select Work Order Boards.
2. Select the Appropriate Work Order Board
- Select the appropriate Work Order Board from the board selector.
- Click New Work Order.
3. Complete Work Order General Information
Complete or verify the general work order information:
- Board: Prefills based on the Board selected before creating the work order. If necessary, select a different Board from the dropdown.
- Submitted By: Confirm the appropriate user is selected.
- Status: Do not change the status during initial work order creation.
- Work Order Type: Select the applicable Work Order Type from the dropdown.
- Incident Number: Enter an incident number, if applicable.
- ETA, Vendor, and Assigned To: Leave these fields unchanged unless directed by a supervisor or your agency's workflow.
4. Select the Appropriate Asset Type
- Select the Asset Type.
- Select the specific asset associated with the work order.
Important Note:
Available Asset Types and specific assets may be restricted by the Work Order Board configuration.
5. Verify Asset Service Status
The In Service / Out of Service toggle displays the asset's current service status.
If necessary, select the toggle to change the asset's service status.
Important Note:
Verify the asset and your agency's operational requirements before changing its service status.
6. Enter Work Order Summary Information
Enter the required issue information:
- Summary
- Description
You can also document any Work Performed or troubleshooting completed before the work order was created.
Tip:
The Summary appears as the work order's subtitle on the Work Order Board. Keep it to approximately 10 words or fewer and use it as a descriptive title that maintenance personnel can quickly identify.
7. Upload Work Order Attachments
Upload applicable photos or attachments to the work order record.
Warning:
Only image attachments will download when generating PDF print records of work order data. Individual PDF attachments, such as invoices or receipts, must be downloaded from the individual work order.
8. Update Asset Record Information
Complete applicable Field Update Questions, such as:
- Engine hours
- Odometer
- Equipment hours
Saving these updates will update the associated asset record.
9. Navigate to the Cost Tab
Select the Cost tab when labor, inventory, parts, or other costs need to be recorded.
10. Enter Labor Costs
Labor can be recorded using either an hourly rate or a flat labor cost.
Option A – Hourly Rate
- Enable Hourly Rate.
- Enter the applicable labor hours.
- Enter the hourly rate.
- The system will calculate the associated labor cost.
Option B – Flat Labor Cost
- Enter the total flat labor cost.
- Use this option when tracking a fixed vendor or internal labor charge.
For either option:
- Enter the date the work was performed or completed.
- Identify whether the work was completed by an external vendor or an internal user.
Vendors are established in the Vendor Directory.
11. Add Inventory Items from Existing Inventory
Add inventory items used during the repair:
- Search the existing inventory list using applicable keywords.
- Select the location where the inventory item is stored, such as a storage area, compartment, or pouch.
- Enter the quantity used.
- Verify the associated cost.
- If applicable, select the destination where the item is being placed on the asset.
- Save the inventory entry.
Info:
When a Location is selected, its current quantity on hand will appear in the Quantity field. Enter the quantity being attached to the work order. The Location's quantity on hand will update automatically when the work order is saved.
12. Add Other Parts or Purchased Items
For parts or items that are not selected from existing inventory:
- Enter the name of the purchased item. This is a text field and does not search existing inventory.
- Enter the quantity purchased.
- Enter the cost per item.
- Verify that the total cost calculates correctly.
- Add notes or justification when necessary.
Tip:
To attach invoices or receipts for Other Parts, select the Info tab and upload the file through the existing Attachments section.
13. Verify Work Order Labor and Costs
Scroll to the bottom of the Cost tab and review the recorded labor hours and work order costs.
Before continuing, verify that:
- Labor hours and rates are correct
- Flat labor costs are correct, when applicable
- Inventory quantities are correct
- Other Part quantities and per-item costs are correct
- The displayed totals match the work performed and materials used
14. Add Work Order Comments
Select the Comments tab to add notes associated with the work order.
Warning:
Work Order Comments are visible to all users. Comments should be work appropriate and directly relevant to the associated work order.
15. Save the Work Order
Click Save.
The work order will appear on the selected Work Order Board in the Submitted status.
Method 4: Create a Work Order from the Work Order List (Full Workflow)
The Work Order List allows permitted users to view and audit work orders, including open and archived records.
Creating a work order from the Work Order List uses the same Full Workflow available from a Work Order Board.
1. Navigate to the Work Order List
- Navigate to Assets.
- Open Work Order List, if your permissions allow access.
2. Create a New Work Order
- Click New Work Order.
- Complete the Full Workflow described in Method 3.
- Verify the selected Board before saving. The Board will default based on the Work Order Boards list.
- Click Save.
The work order will appear on the selected Work Order Board and can be managed according to your agency's workflow.
Best Practices
Work Order Creation
- Create work orders as soon as an issue is identified so maintenance needs are documented and available to the appropriate personnel
- Use the Checklist workflow when a configured checklist response prompts work order creation
- Use the Asset Overview workflow when reporting an issue for a specific asset and the additional Full Workflow options are not needed
- Use the Work Order Board or Work Order List when costs, inventory, asset record updates, service status changes, or comments need to be documented
- Before creating a new work order, check for an existing open work order when the checklist or asset indicates one may already exist
Issue Documentation
- Keep the Summary short and descriptive so the issue can be quickly identified from the Work Order Board
- Use the Description to document the condition, symptoms, location of the problem, and other relevant observations
- Document troubleshooting or repairs already attempted in Work Performed so maintenance personnel know what has already been completed
- Include photos when visible damage, equipment condition, or another physical issue would be easier to understand visually
- Add applicable incident numbers when the maintenance issue is associated with an incident
Asset and Service Status
- Confirm that the correct Asset Type and specific asset are selected before saving a Full Workflow work order
- Verify current odometer, engine hours, equipment hours, or other Field Update Questions before saving because these values update the asset record
- Change In Service / Out of Service status only when appropriate for the asset and your agency's operational process
- Avoid modifying Assigned To, Vendor, or ETA unless your role or department workflow requires you to manage those fields
Costs and Inventory
- Use existing inventory records when parts or supplies are taken from agency inventory so quantity on hand and associated costs are updated
- Use Other Parts for purchased items that are not being selected from existing inventory
- Enter the cost per item, rather than the total purchase cost, when adding Other Parts
- Review labor hours, hourly rates, quantities, and calculated costs before saving the work order
- Upload invoices and receipts through Attachments when supporting documentation needs to remain with the work order
- Remember that attached PDF documents must be downloaded from the individual work order and are not included as attachments in the generated work order PDF
Work Order Communication
- Keep work order comments specific to the maintenance or repair activity
- Remember that Comments are visible to all users
- Use comments for information that should remain associated with the work order rather than unrelated operational communication
Troubleshooting & FAQs
Why does my work order form have fewer fields or options?
The fields available depend on where the work order was created. Work orders created from a Checklist or Asset Overview use the Condensed Workflow. Work orders created from a Work Order Board or Work Order List use the Full Workflow and provide additional options for asset updates, costs, inventory, service status, and comments.
Why can't I select the Board or Work Order Type when creating a work order from a checklist?
When work order creation is triggered by a checklist question, the Board and Work Order Type are predetermined by the checklist configuration.
Why didn't a checklist question prompt me to create a work order?
Only checklist questions and responses configured by your agency to generate work orders will trigger the work order workflow. There is no visual indicator identifying which questions or responses have this configuration.
If you expected a work order prompt and did not receive one, confirm the checklist question's configuration with an administrator.
Why is there a ticket icon next to my checklist question?
The ticket icon indicates that a work order is associated with that checklist question. The icon remains while the work order is open and current.
The checklist may not prompt another work order from that question until the existing work order is completed and closed.
Why can't I edit the Assigned To field?
The Assigned To field is determined by system configuration. End users should not modify this field unless their agency's workflow specifically directs them to do so.
Why can't I find the asset I need when creating a work order?
When using the Full Workflow, available Asset Types and specific assets may be restricted by the selected Work Order Board configuration.
Verify that you selected the correct Board. If the expected asset is still unavailable, contact an administrator to review the Board configuration.
Why don't I see the Work Order Type I need?
Available Work Order Types depend on the selected Work Order Board. Verify that the correct Board is selected before choosing a Work Order Type.
Why don't I see the Cost or Comments options?
Cost tracking and Comments are part of the Full Workflow available when creating a work order from the Work Order Board or Work Order List.
If you created the work order through a Checklist or Asset Overview, you are using the Condensed Workflow.
Why did my asset's odometer, engine hours, or other information change after I saved the work order?
Values entered into Field Update Questions update the associated asset record when the work order is saved. Verify these values before saving the work order.
Why did the inventory quantity change after I added an item to a work order?
When an existing inventory item and Location are selected, the quantity entered on the work order is associated with that repair. The Location's quantity on hand updates automatically when the work order is saved.
Why is the cost for an Other Part incorrect?
Verify that you entered the cost per item, not the total cost for all items. The system uses the quantity and per-item cost to calculate the overall amount.
Why isn't my invoice or receipt included when I generate a work order PDF?
Only image attachments are included when generating PDF print records of work order data. Individual PDF attachments, including invoices and receipts, must be downloaded from the individual work order.
Where can I see all work orders for a specific asset?
Open the applicable Asset Overview and review the Work Orders section. Work order history for the individual asset can be accessed from its Overview.
Where can I view work orders across the agency?
Users with the appropriate permissions can access the Work Order List to view and audit work orders, including open and archived records.
Why can't I create or edit a work order?
Work order access depends on your assigned Assets and Work Order permissions. If the expected create or edit option is unavailable, contact your system administrator to verify your permissions.