Purpose Statement
This article explains how to manage asset work orders in the First Due Assets Module. Users with appropriate permissions can modify existing work orders, add costs and documentation, and review work order history for specific assets. Proper work order management ensures accurate maintenance tracking, supports equipment readiness, and provides a complete maintenance history for apparatus, locations, equipment, and kits.
Background Information
Work orders in the First Due Assets Module allow agencies to track maintenance, repairs, and service activities across their assets. Once a work order is submitted, authorized personnel can update the work order as maintenance progresses, including adding labor, inventory, purchased parts, comments, and documentation.
Asset Types Supported
Work orders can be created and managed for the following asset types:
Apparatus
Equipment
Locations
Kits
Each asset type maintains its own work order history, allowing agencies to track maintenance activity over the lifecycle of the asset.
Work Order Access Points
Work orders can be accessed and managed from several locations within the Assets Module:
Asset Overview pages (Apparatus, Equipment, Location, or Kit)
Work Order Boards
Work Order List
The Work Order List provides a centralized location for viewing all work orders in the system, including open, closed, and archived records. Users can search, filter, create new work orders, perform bulk updates, and create custom views.
Work order history for a specific asset can also be viewed directly from the asset’s overview page or by filtering within the Work Order List.
Access to view or manage work orders is highly permission driven. If users believe they should have access but do not see these options, they should contact their module manager or system administrator.
Required Permissions
Users must have work order edit or management permissions within the Assets Module to modify existing work orders.
Common users with these permissions include:
Supervisors
Maintenance personnel
Fleet managers
System administrators
Asset or equipment managers
Viewing work order history is also permission-driven. Agencies may choose to allow broader visibility so users can review prior maintenance activity before submitting new work orders.
If you cannot access work order history or the work order list and believe you should, contact your module manager.
Video
Step-by-Step Guide
1. Navigate to the Assets Module
Click the First Due (FD) logo in the top left corner of the application.
Click Assets in the left navigation menu.
Navigate to the appropriate subpage to manage asset work orders:
Asset Overview (Apparatus, Equipment, Location, Kit)
Work Order Boards
Work Order List
3. Access the Work Order from an Asset Overview
Open one of the asset overview pages:
Apparatus
Equipment
Location
Kit
Select the asset either:
From the group list on the left
By selecting the asset name in the overview list
Navigate to the Work Orders section.
Click the Edit Pencil icon for the appropriate work order.
4. Verify the Associated Asset
Hover over the eye icon within the work order.
Review the asset information displayed to confirm you are modifying the correct asset record.
5. Update Work Order Information
Edit work order details if additional information about the repair or service has become available.
Update descriptions of work performed or maintenance details.
6. Add or Update Labor Costs
Click the Cost tab.
Click Add Labor Cost.
Enter the following information:
Labor cost as a flat rate OR
Hourly rate and hours worked
Specify the date performed.
Select a User for internal labor.
Select a Vendor if the work was performed by an external service provider.
Click Save.
7. Add Inventory Items (In-House Parts)
Click Add Inventory.
Search for the inventory item from your inventory list.
Select the inventory source location.
Select the destination location where the item is being used.
Choose the correct asset destination such as an apparatus compartment if applicable.
Enter the quantity used.
The system will automatically calculate cost based on the configured unit cost in inventory.
Click Save.
8. Add Other Parts (Purchased Items)
Click Add Other Parts.
Enter the part name for items purchased outside of inventory.
Enter the quantity purchased.
Enter the unit cost.
Add optional notes if needed.
The system will automatically calculate the total cost for the entry.
Click Save.
9. Upload Supporting Documents
Navigate to the Info section of the work order.
Upload receipts, invoices, or documentation related to the repair or purchase.
10. Add Comments to the Work Order
Click the Comments tab.
Enter updates in the Type a new comment field.
Comments may include repair notes, status updates, or additional instructions.
Comments are visible to users who have access to the work order.
11. Review Work Order History
Click the History tab.
Review the chronological log of actions taken on the work order including:
Status changes
Edits
System updates
12. Use Additional Work Order Actions
Use the toolbar at the top of the work order to perform additional actions:
Generate a PDF of the work order
Archive the work order
Send email notifications
Email notifications can be sent:
To the assigned user
To additional internal or external email addresses
13. Save Changes
Click Save in the top right corner to save updates to the work order.
14. Close or Complete a Work Order
- Work orders can be completed in several ways depending on your agency workflow configuration.
- To complete a work order from the Work Order Board:
- Click and drag the work order card into the Completed column or your agency’s designated final workflow phase.
- To complete a work order from within the work order itself:
- Open the work order.
- Update the Status field to the appropriate completed or closed status.
- Click Save.
- To immediately finalize the work order as a historical record:
- Click Archive within the work order toolbar.
- Archived work orders become read-only and can no longer be edited.
- Depending on agency configuration, completed or closed work orders may remain editable until they are archived.
- Work Orders statused as or moved to Completed on your agency's designated final workflow phase will automatically archive after the set number of days chosen during the creation of that Work Order Board.
Important Note:
Most agencies archive work orders once all maintenance activity has been completed and no additional updates are expected. This typically includes confirming that all labor costs, inventory usage, comments, invoices, receipts, and supporting documentation have been entered. Once archived, the work order becomes a historical record and can no longer be edited.
While editing a work order
From the Work Order Boards
15. View Work Order History for a Specific Asset
Click Assets.
Open the appropriate asset view:
Apparatus
Equipment
Location
Kit
Select the specific asset.
Navigate to the Work Orders section.
Click the History tab.
Review all open and completed work orders associated with that asset.
Use the edit pencil icon to modify open or completed work orders if permissions allow.
16. Alternate Method: View Asset Work Order History from the Work Order List
Navigate to Assets → Work Order List.
Use the search bar to locate a specific asset or work order.
Apply available filters to narrow results.
Review all work orders including:
Open work orders
Completed work orders
Archived records (depending on view settings)
Use the Actions button to perform bulk actions.
Work Order Boards - jump to the Work Order Boards to view work orders in a table layout
Update - bulk update work orders en masse, if necessary.
Use the ellipses menu to create custom views for frequently used filters.
Important Note:
The management actions per work order allow for the modification of work orders from the Work Order List. Only work orders that are NOT in Archived status are available to be deleted. Deleting any record in First Due's Assets module is permanent. The management actions are as follows:
Pencil - edit a work order to add additional documentation or costs
Trash Can - delete the entire work order record
Eye - view the details of the work order record
Printer - generate a printable PDF to view in a separate tab or print for local storage
Paper Box - archives a work order record, limiting edit abilities for some users and permanently saves the record
Mail Arrow - allows for the sending of email reminders to any email address
Best Practices
Always verify the asset using the eye icon before modifying a work order.
Add labor and parts costs as soon as they are known to maintain accurate maintenance records.
Use inventory entries for stocked items and other parts for externally purchased items.
Upload receipts and invoices to maintain documentation for audits and maintenance tracking.
Use comments to document repair progress and important updates.
Use the Work Order List filters to quickly locate asset history.
Avoid archiving work orders prematurely since archived records become non-editable.
Troubleshooting & FAQs
Q: I cannot view the Work Order List or work order history.
A: Work order access is permission-driven. Contact your module manager or system administrator if you believe you should have access.
Q: What is the difference between open, closed, and archived work orders?
A:
Open – Work order is currently active.
Closed/Completed – Work order has been completed but may still be editable depending on system configuration.
Archived – Work order is stored as a historical record and cannot be edited.
Q: Can I edit completed work orders?
A: Yes. In many systems, completed work orders can still be edited until they are archived.
Q: Can I edit archived work orders?
A: No. Archived work orders are read-only and cannot be modified.
Q: Why can’t I add inventory to a work order?
A: The item must first exist in your agency’s inventory list before it can be added to a work order.
Q: How are inventory costs calculated?
A: Inventory costs are automatically calculated using the unit cost defined in the inventory setup.