Purpose Statement
The purpose of this article is to guide users through the process of 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 ensure operational readiness and accurate maintenance records.
Background Information
Work orders can be created from three locations within the Assets Module, depending on the user’s workflow:
Checklist
Asset Overview
Work Order Board (or Work Order List)
Two different work order creation workflows are available:
Condensed Workflow – Appears 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 – Appears when creating a work order from the Work Order Board or Work Order List. This workflow includes expanded maintenance management capabilities such as field updates, service status changes, cost tracking, inventory usage, and comments.
When creating a work order from the Work Order Board, users have access to additional capabilities including:
Updating Field Update Questions (engine hours, odometer, equipment hours, etc.)
Placing an asset In Service or Out of Service
Adding inventory items, parts, and associated costs
Including internal comments for administrators or maintenance personnel
Generating and managing cost records and parts
Generating a printable PDF from the creation screen
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 staff.
Video
Step-by-Step Guide
Method 1: Create a Work Order from a Checklist (Condensed Workflow)
Navigate to Assets.
Open the appropriate Checks view for the asset type:
Apparatus
Equipment
Location
Kit
Start or open a Checklist for the asset.
As you complete checklist questions, a work order can be created when:
A pass/fail question fails, or
A threshold value is exceeded in a single-select or multi-select question.
Complete the available work order fields:
Confirm Submitted By (should default to your name)
The Board and Work Order Type will be predetermined by checklist configuration
Enter a Description of the issue
Add any Work Performed or Troubleshooting Notes
Upload a photo or attachment if needed
Click Save.
The work order will now be associated with that checklist item and appear on the appropriate Work Order Board.
Important Note:
When creating a work order from a checklist, the board and work order type are predetermined based on the checklist setup.
Method 2: Create a Work Order from an Asset Overview (Condensed Workflow)
Click the First Due logo and navigate to one of the asset overview pages:
Apparatus Overview
Equipment Overview
Location Overview
Kit Overview
Select the specific asset from the fleet list, groups, or ungrouped assets.
From the asset Overview page, locate the Work Orders section.
Start a work order by selecting either:
Create from the top of the Overview page, or
New within the Work Orders section.
Complete the work order form:
Important Note:
1. Board
Select the Work Order Board where the work order will be tracked. The board determines the available asset types and work order types for this record.
2. Work Order Type
Select the type of work order being created (e.g., pump issue, body damage, electrical). Available options will change depending on the selected board.
3. ETA
The Estimated Time of Arrival or completion date for the repair. This field is typically managed by supervisors or maintenance personnel and should be left unchanged unless directed by department workflow.
4. Submitted By
Identifies the person submitting the work order and typically defaults to the logged-in user. Verify the correct name is selected before submitting.
5. Vendor
Used to identify an external vendor or service provider responsible for completing the repair. This field is typically managed by supervisors or maintenance staff per department workflow.
6. Incident Number
Allows the work order to be linked to a specific incident report if the issue occurred during an incident response.
7. Assigned To
Identifies the team or user responsible for completing the work order. This field is automatically determined by system configuration and should not be modified by end users.
8. Asset Type / Asset Selection
Displays the asset type and specific asset associated with the work order. When creating from the Work Order Board, users must select the correct asset; in other workflows this field may be prefilled.
9. Summary
A short title summarizing the issue being reported, providing a quick overview of the problem.
10. Description
A detailed explanation of the issue or condition identified, including any relevant observations or circumstances.
11. Work Performed
Used to document any troubleshooting steps or work already completed prior to submitting the work order.
12. Attachments
Allows users to upload photos, documents, or receipts related to the issue or repair.
13. Save
Selecting Save creates the work order and places it on the selected Work Order Board for tracking and management.
Click Save.
The work order will now appear on the selected Work Order Board.
Method 3: Create a Work Order from the Work Order Board (Full Workflow)
Navigate to Assets.
Select Work Order Boards.
Choose the appropriate Work Order Board from the board selector.
Click New Work Order.
Complete the work order information:
Confirm Submitted By
Select the Work Order Type
Enter an Incident Number if applicable
Leave ETA, Vendor, and Assigned To fields unchanged unless directed by a supervisor
Select the Asset Type and then the specific asset
If applicable, toggle the In Service / Out of Service status for the asset.
The toggle will show the current service status of that asset.
Enter the required issue details:
Summary
Description
Work Performed or Troubleshooting
Upload attachments or photos
Update Field Update Questions if applicable (such as engine hours, odometer, or equipment hours).
This will update the apparatus record upon saving.
If necessary, record costs by selecting the Cost tab.
Add Labor Costs of work performed internally or by an external vendor.
Option A - Toggle on Hourly Rate to track a fixed labor hours and hourly rate. The system will automatically calculate the associated cost.
Option B - Input a flat labor cost to track a flat rate whether from a vendor or internal user.
Input the appropriate date for when the work was performed/completed.
Designate whether this was completed by an external vendor or an internal user.
Vendors are established in the Vendor Directory.
Add Inventory items used during repair.
Search the existing inventory list for all matching keywords.
Select the location where this inventory item is coming from (storage, compartment, pouch).
Input the quantity, the cost should update based on that inventory items configuration.
Select the destination of where this inventory item is going on that asset.
Add Other Parts or purchased items
Type in the name of the purchased item. This is a simple text field and does not perform a system search.
Input the quantity purchased and the cost PER item. The overall cost should then update doing the calculation automatically.
Input any notes of what was purchased or justification, if necessary.
Select the INFO tab and upload any receipts or invoices under attachments.
Add internal notes by selecting the Comments tab.
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)
Navigate to Assets.
Open the Work Order List (if your permissions allow access).
Click New Work Order.
Complete the same full workflow form used in the Work Order Board method.
Click Save to create the work order.
The work order will then be placed on the selected Work Order Board and can be managed according to your agency’s workflow.
Best Practices
Create work orders immediately when issues are identified during checks.
Use the Work Order Board workflow when tracking costs, inventory, or detailed maintenance records.
Ensure accurate descriptions and summaries to help maintenance personnel diagnose issues quickly.
Upload photos or attachments when documenting visible damage or mechanical issues.
Avoid modifying Assigned To, Vendor, or ETA fields unless instructed by a supervisor.
Troubleshooting & FAQs
Why does my work order form have fewer options?
Work orders created from checklists or asset overviews use the condensed workflow, which limits certain fields.
Why can’t I edit the “Assigned To” field?
This field is typically controlled by system configuration based on the board, work order type, and asset.
Where can I see all work orders for an asset?
Open the asset overview and review the Work Orders section, which displays both open and historical work orders.
Where can I view all work orders in the system?
Users with permission can access the Work Order List, which displays work orders in all statuses, including submitted, in progress, completed, and archived.