Work Order Management program allows you to add, update, delete, approve, and reject Work Orders. You can also view Work Order information, email Work Order information, and Create Work Orders from Facility Reservations using this program.
Work Order Management is designed to be used to log requests or complaints as they come into the department, either from walk-ins, phone calls, emails, or letters, etc… and either internally or externally. The department employee enters the basic information as a new Work Order, which can then be reviewed by a supervisor and scheduled as a job.
Note: Field names on the screen with red labels* are required by the screen design you are using. Mandatory fields in the default Vermont Systems design are noted where appropriate. Your design and mandatory fields may vary.
From the bottom of the screen…
Click Save to save your changes. You will return to the Work Order Management screen.
Click Cancel to return to the Work Order Management screen without saving any changes.
Click Previous or Next to continue to the next tab on this screen. (i.e. If you are on the Core screen, click Next to continue to the Documents screen.)
Highlight/select a Work Order Record and click the Update Status Drop-down list and make a selection. Options vary depending on the current Work Order Status and also on the Work Order Approval Code(s) linked to your Permissions profile • MainTrac Permissions tab • Work Order Approval Codes field.
- Approve - Approve this Work Order. This can result in the Work Order going from "New" to "Reviewed," "Reviewed" to "Approved," or "New" to "Approved."
- Reject - Reject the Work Order. This sets the Work Order Status to "Rejected."
- Complete - The Work Order has been finished; the work is completed.
- Mark as Scheduled - The Work Order is now scheduled for completion.
- Mark as In Progress - Work has begun on this Work Order.
- Reset to New - Reset the Status of the Work Order to 'New.' This setting will remove the current Status and any field values that relate to it.
Click Additional Information to see/answer the default questions linked to this Work Order. Default Questions can be linked to Work Orders on the Static Parameters • MainTrac tab.
Click Additional Category Information to see/answer the default questions linked to the Category Code linked to this Work Order. Default Questions can be linked to Work Order Category Codes in Work Order Category Management.
Highlight/select a record and click View Work Order Details to launch a new browser session that contains information on the Work Order and its current status.
Highlight/select a record and click Email Work Order to continue to an Information dialog screen from which you can email this Work Order.
Core
Work Order Number (MTWORKORDER_WorkOrderNumber)
You will not visit this field.
This field displays the Work Order Number. It is an incremental field that updates by one (1) each time a new Work Order is added.
DeleteRecord Status (MTWORKORDER_RecordStatus)
You will not visit this field.
This field displays the current Status of the Work Order Number. To update the Status of a Work Order click Update Status and make a selection.
DeleteRecord Type (MTWORKORDER_RecordType)
Accept the default entry in this field or expand the Drop-down list to select the Record Type that best matches the Type for this Work Order.
- Internal - For work being done by the request of someone in your Department. For Example: Broken computer monitor at the front desk.
- External - For work being done by the request of someone outside of your Department, such as a private citizen. For Example: Downed tree at Potter Park.
- Activity - For work being done as a result of an Activity in RecTrac. For Example: Pool Cleaning for your Tiny Tots Swim program..
- Facility - For work being done as a result of a Facility Reservation in RecTrac. For Example: Conference Room set up for the Rotary Club meeting.
- League - For work being done as a result of a League in RecTrac. For Example: Field Prep for your Girl's Soccer League.
- Rental - For work being done as a result of a Rental in RecTrac. For Example: Campsite Cleanup.
- Locker - For work being done as a result of a Locker Rental in RecTrac. For Example: Broken Hinge on Locker M-1017.
- Courts - For work being done as a result of a Court Reservation in RecTrac. For Example: Ball Machine needed on Court 9, prepped and ready for 10:00am.
- Inspection - For work being done as a result of a failed Inspection. For Example: Broken fence at Potter Park Softball Field 1.
- Preventive Maintenance - For work being done as Preventive Maintenance. For Example: Lube, Oil and Filter on Dump Truck 23.
- Service Request - For work being done as a byproduct of a customer-initiated Service Request.
Source Code (MTWORKORDER_SourceCode)
Click the Picklist icon to select the Source Code for this Work Order. Generally speaking, Work Order Source Codes are used to provide a high level classification for how a Work Orders gets generated.
Work Order Source Codes are maintained in System Code Management. Type=Work Order Source.
DeleteUser Name (MTWORKORDER_UserName)
Accept the default entry or overwrite with another user ID as needed. By default this field displays the User ID who added the Work Order.
DeletePermissions (MTWORKORDER_Permissions)
Click the Combo Box icon to select the Permissions code(s) you want to apply to this Work Order.
Permissions allow you to control which users can view, add, modify, and/or delete records on browsers and picklists, etc. These are called Access Rights and they are maintained on the Table Permissions tab of the Permissions profile
Note: You can leave this field blank if desired. When this field is blank the system skips the Permissions check for this record. In that event all users will have access to this record provided their Access Rights for the module allow for it.
Description (MTWORKORDER_Description)
Enter a Description for this Work Order. Use free form text in this field to describe the purpose of Work Order. For Example: Downed Tree at Potter Park. This field will accept up to 100 alpha-numeric characters. If further detail is needed, then use the Notes field.
DeleteLocation (MTWORKORDER_Location)
Enter Location information in this field, if desired.
THEN
Click the Picklist icon for Location Code and make a selection.
Generally speaking, your entry in this field should be the specific location where the work will take place. For Example: Room 222B, or Maple Tree 01, etc….
This field will accept up to 100 alpha-numeric characters.
DeleteLocation Code (MTWORKORDER_LocationCode)
Enter a Location, if desired.
THEN
Click the Picklist icon to select a Location Code.
Generally speaking, your entry in this field should be the broad location where the work will take place. For Bailey Auditorium, or Potter Park, etc….
Location Codes are maintained in Location Management.
DeleteProject Code (MTWORKORDER_ProjectCode)
Click the Picklist icon to select the Project Code you want to link to this Work Order, if desired. Project Codes provide the means of grouping work together for reporting purposes. When you link Work Orders linked to Project Codes, then you can run the Project Results Report to show all of the work done for that particular project.
Project Codes are maintained in System Code Management. Type=Project.
DeleteCategory Code (MTWORKORDER_CategoryCode)
Click the Picklist icon to select the Work Order Category Code you want to link to this Work Order, if desired. Work Order Category Codes are used in the system as a means to sort and prioritize Work Orders.
Project Codes are maintained in Work Order Category Code Management.
DeletePriority Code (MTWORKORDER_PriorityCode)
Accept the default entry in this field, if any, or click the Picklist icon to select the Priority Code you want to link to this Work Order, if desired. Priority Codes are typically associated with Work Order Category Codes and are used in the system as a means to sort and prioritize Work Orders.
Project Codes are maintained in System Code Management. Type = Work Order Priority. Priority Codes can be linked directly to Work Order Category Codes in Work Order Category Code Update. When you do this then the Priority Code defaults into this field when you select the Work Order Category.
DeleteComment Code (MTWORKORDER_CommentCode)
Click the Picklist icon to select the Work Order Comment Code you want to link to this Work Order, if desired. Work Order Comment Codes give you the means to generate stock text that you want to associate with Work Orders.
Work Order Comments Codes are maintained in Comment Code Management. Type = Work Order Comment Code.
DeleteNotes (MTWORKORDER_Notes)
Enter free form notes and comments, as needed, to list specific instructions and/or information pertaining to this Work Order. Notes entered here print will print. Notes entered here will also display in the Notes field for the Work Order in the browser whenever you to View Work Order. This field will accept up to 30,000 characters.
Note: Pop-up messages in RecTrac such as ticklers can be formatted using HTML. Basic knowledge of HTML allows you to customize ticklers and other pop-up messages through use of:
- Carriage returns/paragraphing and breaks (<p> </p> <br />)
- Font effects such as:
- Bold type (<strong>This text will be bold.</strong>)
- Italicized type (<em>This text will be italicized.</em>)
- Colors (<span style="color:HEX code">This text will be in red.</span>)
-
Click-able Hyperlinks
- Email (<a href="mailto:emailaddress@domain.com?subject="Email from RecTrac popup messages" style="color:#0000FF;">Email Me</a>)
- Images (<a href="http://your_server/folder/picture.jpg" target="_blank" style="color:#0000FF;">Click here to see the image</a>)
- External Websites (<a href="http://somewebsite.com" target=_blank" style="color:#0000FF;">Go to this website</a>)
- Embedded images (<img src="http://your_public_facing_server/folder/picture.jpg" width="" height=""/>)
- etc…
Insert the <HTML tags> along with your text.
For example entering something like this: "<p>This is a tickler.><br /><span style="color:#FF0000;">This is the same tickler using red text.</span></p>"
Would create a tickler that displays like this:
"This is a tickler.
This is the same tickler using red text."
HTML formatting works with messages that display in RecTrac only. HTML formatting will not work for comment type fields that print on receipts and reports. The process used to render the .pdf simply prints whatever text it finds in the field so if you use HTML tags in a receipt comment for example you'll get the raw HTML on the receipt instead of your planned formatting.
Open Date (MTWORKORDER_OpenDate)
You will not visit these fields.
These fields display the date and time on which this Work Order was opened/created.
DeleteOpen Time (MTWORKORDER_RequestTime)
You will not visit these fields.
These fields display the date and time on which this Work Order was opened/created.
DeleteDue Date (MTWORKORDER_DueDate)
Click the Calendar icon to select the Due Date for this Work Order, if applicable. Typically this is done after a Work Order has been Approved.
THEN
Click the Clock icon to select the Time on the Due Date by which this Work Order should be completed, if necessary. If no specific time is required, then leave this field at its default setting.
Due Time (MTWORKORDER_DueTime)
Click the Calendar icon to select the Due Date for this Work Order, if applicable. Typically this is done after a Work Order has been Approved.
THEN
Click the Clock icon to select the Time on the Due Date by which this Work Order should be completed, if necessary. If no specific time is required, then leave this field at its default setting.
Assigned Staff (MTWORKORDER_StaffCode)
Click the Combo Box icon to select the Staff Member(s) you want to assign to this Work Order, if desired. Multiple selection is allowed. Typically Staff is assigned to a Work Order during or immediately after the Work Order Status is set to 'Approved.'
Note: Settings on your Work Order profile allow you to send emails to the Staff Members who are assigned to Work Orders when the Status of a Work Order changes.
Completion Date (MTWORKORDER_CompletionDate)
You will not visit this field.
This field populates with the current date when a Work Order's Status is changed to 'Complete.' Prior to that it remains blank.
DeleteFirst Name (MTWORKORDER_FirstName)
Accept the default entry in this field or overwrite as needed. The fields in this Group allow you to input contact information for the individual who initiated this Work Order.
Notes:
- Settings on your Work Order profile allow you to send emails to the Contact who is assigned to a Work Order when the Status of a Work Order changes.
- If you link a Staff Member ID to a RecTrac User ID then you can have the fields in this Group auto-fill with the Staff Member's contact information by default when the RecTrac User creates a Work Order. For Example: Simon Doyle is a member of your grounds keeping staff. His Staff Member ID is "SDOYLE and his Staff ID contains his current contact information (Name, Address, Email Address, and Phone Number). His RecTrac User ID is SIMON_D." Simon's Staff Member ID is linked to his RecTrac User ID. When Simon creates a new Work Order his name and contact information will auto-fill these fields by default.
In the Standard VSI Design Staff Member IDs can be linked to RecTrac User IDs in User Update • Miscellaneous Settings group • Staff code field
Last Name (MTWORKORDER_Lastname)
Accept the default entry in this field or overwrite as needed. The fields in this Group allow you to input contact information for the individual who initiated this Work Order.
Notes:
- Settings on your Work Order profile allow you to send emails to the Contact who is assigned to a Work Order when the Status of a Work Order changes.
- If you link a Staff Member ID to a RecTrac User ID then you can have the fields in this Group auto-fill with the Staff Member's contact information by default when the RecTrac User creates a Work Order. For Example: Simon Doyle is a member of your grounds keeping staff. His Staff Member ID is "SDOYLE and his Staff ID contains his current contact information (Name, Address, Email Address, and Phone Number). His RecTrac User ID is SIMON_D." Simon's Staff Member ID is linked to his RecTrac User ID. When Simon creates a new Work Order his name and contact information will auto-fill these fields by default.
In the Standard VSI Design Staff Member IDs can be linked to RecTrac User IDs in User Update • Miscellaneous Settings group • Staff code field
Email Address (MTWORKORDER_EmailAddress)
Accept the default entry in this field or overwrite as needed. The fields in this Group allow you to input contact information for the individual who initiated this Work Order.
Notes:
- Settings on your Work Order profile allow you to send emails to the Contact who is assigned to a Work Order when the Status of a Work Order changes.
- If you link a Staff Member ID to a RecTrac User ID then you can have the fields in this Group auto-fill with the Staff Member's contact information by default when the RecTrac User creates a Work Order. For Example: Simon Doyle is a member of your grounds keeping staff. His Staff Member ID is "SDOYLE and his Staff ID contains his current contact information (Name, Address, Email Address, and Phone Number). His RecTrac User ID is SIMON_D." Simon's Staff Member ID is linked to his RecTrac User ID. When Simon creates a new Work Order his name and contact information will auto-fill these fields by default.
In the Standard VSI Design Staff Member IDs can be linked to RecTrac User IDs in User Update • Miscellaneous Settings group • Staff code field
Phone Number (MTWorkOrder_PrimaryPhoneNumber)
Accept the default entry in this field or overwrite as needed. The fields in this Group allow you to input contact information for the individual who initiated this Work Order.
Notes:
- Settings on your Work Order profile allow you to send emails to the Contact who is assigned to a Work Order when the Status of a Work Order changes.
- If you link a Staff Member ID to a RecTrac User ID then you can have the fields in this Group auto-fill with the Staff Member's contact information by default when the RecTrac User creates a Work Order. For Example: Simon Doyle is a member of your grounds keeping staff. His Staff Member ID is "SDOYLE and his Staff ID contains his current contact information (Name, Address, Email Address, and Phone Number). His RecTrac User ID is SIMON_D." Simon's Staff Member ID is linked to his RecTrac User ID. When Simon creates a new Work Order his name and contact information will auto-fill these fields by default.
In the Standard VSI Design Staff Member IDs can be linked to RecTrac User IDs in User Update • Miscellaneous Settings group • Staff code field
Phone Extension (MTWorkOrder_PrimaryPhoneExtension)
Accept the default entry in this field or overwrite as needed. The fields in this Group allow you to input contact information for the individual who initiated this Work Order.
Notes:
- Settings on your Work Order profile allow you to send emails to the Contact who is assigned to a Work Order when the Status of a Work Order changes.
- If you link a Staff Member ID to a RecTrac User ID then you can have the fields in this Group auto-fill with the Staff Member's contact information by default when the RecTrac User creates a Work Order. For Example: Simon Doyle is a member of your grounds keeping staff. His Staff Member ID is "SDOYLE and his Staff ID contains his current contact information (Name, Address, Email Address, and Phone Number). His RecTrac User ID is SIMON_D." Simon's Staff Member ID is linked to his RecTrac User ID. When Simon creates a new Work Order his name and contact information will auto-fill these fields by default.
In the Standard VSI Design Staff Member IDs can be linked to RecTrac User IDs in User Update • Miscellaneous Settings group • Staff code field
Phone Type (MTWorkOrder_PrimaryPhoneType)
Accept the default entry in this field or overwrite as needed. The fields in this Group allow you to input contact information for the individual who initiated this Work Order.
Notes:
- Settings on your Work Order profile allow you to send emails to the Contact who is assigned to a Work Order when the Status of a Work Order changes.
- If you link a Staff Member ID to a RecTrac User ID then you can have the fields in this Group auto-fill with the Staff Member's contact information by default when the RecTrac User creates a Work Order. For Example: Simon Doyle is a member of your grounds keeping staff. His Staff Member ID is "SDOYLE and his Staff ID contains his current contact information (Name, Address, Email Address, and Phone Number). His RecTrac User ID is SIMON_D." Simon's Staff Member ID is linked to his RecTrac User ID. When Simon creates a new Work Order his name and contact information will auto-fill these fields by default.
In the Standard VSI Design Staff Member IDs can be linked to RecTrac User IDs in User Update • Miscellaneous Settings group • Staff code field
Phone Provider (MTWorkOrder_PrimaryPhoneProvider)
Accept the default entry in this field or overwrite as needed. The fields in this Group allow you to input contact information for the individual who initiated this Work Order.
Notes:
- Settings on your Work Order profile allow you to send emails to the Contact who is assigned to a Work Order when the Status of a Work Order changes.
- If you link a Staff Member ID to a RecTrac User ID then you can have the fields in this Group auto-fill with the Staff Member's contact information by default when the RecTrac User creates a Work Order. For Example: Simon Doyle is a member of your grounds keeping staff. His Staff Member ID is "SDOYLE and his Staff ID contains his current contact information (Name, Address, Email Address, and Phone Number). His RecTrac User ID is SIMON_D." Simon's Staff Member ID is linked to his RecTrac User ID. When Simon creates a new Work Order his name and contact information will auto-fill these fields by default.
In the Standard VSI Design Staff Member IDs can be linked to RecTrac User IDs in User Update • Miscellaneous Settings group • Staff code field
Address (MTWORKORDER_Address)
Accept the default entry in this field or overwrite as needed. The fields in this Group allow you to input contact information for the individual who initiated this Work Order.
Notes:
- Settings on your Work Order profile allow you to send emails to the Contact who is assigned to a Work Order when the Status of a Work Order changes.
- If you link a Staff Member ID to a RecTrac User ID then you can have the fields in this Group auto-fill with the Staff Member's contact information by default when the RecTrac User creates a Work Order. For Example: Simon Doyle is a member of your grounds keeping staff. His Staff Member ID is "SDOYLE and his Staff ID contains his current contact information (Name, Address, Email Address, and Phone Number). His RecTrac User ID is SIMON_D." Simon's Staff Member ID is linked to his RecTrac User ID. When Simon creates a new Work Order his name and contact information will auto-fill these fields by default.
In the Standard VSI Design Staff Member IDs can be linked to RecTrac User IDs in User Update • Miscellaneous Settings group • Staff code field
City (MTWORKORDER_City)
Accept the default entry in this field or overwrite as needed. The fields in this Group allow you to input contact information for the individual who initiated this Work Order.
Notes:
- Settings on your Work Order profile allow you to send emails to the Contact who is assigned to a Work Order when the Status of a Work Order changes.
- If you link a Staff Member ID to a RecTrac User ID then you can have the fields in this Group auto-fill with the Staff Member's contact information by default when the RecTrac User creates a Work Order. For Example: Simon Doyle is a member of your grounds keeping staff. His Staff Member ID is "SDOYLE and his Staff ID contains his current contact information (Name, Address, Email Address, and Phone Number). His RecTrac User ID is SIMON_D." Simon's Staff Member ID is linked to his RecTrac User ID. When Simon creates a new Work Order his name and contact information will auto-fill these fields by default.
In the Standard VSI Design Staff Member IDs can be linked to RecTrac User IDs in User Update • Miscellaneous Settings group • Staff code field
State (MTWORKORDER_State)
Accept the default entry in this field or overwrite as needed. The fields in this Group allow you to input contact information for the individual who initiated this Work Order.
Notes:
- Settings on your Work Order profile allow you to send emails to the Contact who is assigned to a Work Order when the Status of a Work Order changes.
- If you link a Staff Member ID to a RecTrac User ID then you can have the fields in this Group auto-fill with the Staff Member's contact information by default when the RecTrac User creates a Work Order. For Example: Simon Doyle is a member of your grounds keeping staff. His Staff Member ID is "SDOYLE and his Staff ID contains his current contact information (Name, Address, Email Address, and Phone Number). His RecTrac User ID is SIMON_D." Simon's Staff Member ID is linked to his RecTrac User ID. When Simon creates a new Work Order his name and contact information will auto-fill these fields by default.
In the Standard VSI Design Staff Member IDs can be linked to RecTrac User IDs in User Update • Miscellaneous Settings group • Staff code field
Zip Code (MTWORKORDER_ZipCode)
Accept the default entry in this field or overwrite as needed. The fields in this Group allow you to input contact information for the individual who initiated this Work Order.
Notes:
- Settings on your Work Order profile allow you to send emails to the Contact who is assigned to a Work Order when the Status of a Work Order changes.
- If you link a Staff Member ID to a RecTrac User ID then you can have the fields in this Group auto-fill with the Staff Member's contact information by default when the RecTrac User creates a Work Order. For Example: Simon Doyle is a member of your grounds keeping staff. His Staff Member ID is "SDOYLE and his Staff ID contains his current contact information (Name, Address, Email Address, and Phone Number). His RecTrac User ID is SIMON_D." Simon's Staff Member ID is linked to his RecTrac User ID. When Simon creates a new Work Order his name and contact information will auto-fill these fields by default.
In the Standard VSI Design Staff Member IDs can be linked to RecTrac User IDs in User Update • Miscellaneous Settings group • Staff code field
Approval Code (MTWORKORDER_ApprovalCode)
You will not visit these fields.
As a byproduct of the Approval process these fields populate with the Work Order Approval Code(s) and the User ID(s) who assigned them.
To Approve a Work Order click the Update Status button at the bottom of the screen and make a selection.
DeleteReview List (MTWORKORDER_ReviewList)
You will not visit these fields.
As a byproduct of the Approval process these fields populate with the Work Order Approval Code(s) and the User ID(s) who assigned them.
To Approve a Work Order click the Update Status button at the bottom of the screen and make a selection.
DeleteRejection Code (MTWORKORDER_RejectionCode)
You will not visit these fields.
As a byproduct of a Work Order being rejected these fields populate with Rejectio Code Rejection Date and any Rejection Notes that were entered when the Work Order's Status was set to 'Rejected.'
To Reject a Work Order click the Update Status button at the bottom of the screen and select 'Reject.'
DeleteRejection Date (MTWORKORDER_RejectionDate)
You will not visit these fields.
As a byproduct of a Work Order being rejected these fields populate with Rejectio Code Rejection Date and any Rejection Notes that were entered when the Work Order's Status was set to 'Rejected.'
To Reject a Work Order click the Update Status button at the bottom of the screen and select 'Reject.'
DeleteRejection Notes (MTWORKORDER_RejectionNotes)
You will not visit these fields.
As a byproduct of a Work Order being rejected these fields populate with Rejectio Code Rejection Date and any Rejection Notes that were entered when the Work Order's Status was set to 'Rejected.'
To Reject a Work Order click the Update Status button at the bottom of the screen and select 'Reject.'
DeleteInspection Number (MTWORKORDER_InspectionNumber)
Leave this field at its default setting.
In the event a Work Order is created as a result of a failed Inspection then the system will enter the Inspection Number in this field automatically. If this Work Order was created from a source other than a failed Inspection then this field should be left at '0.'
Delete(MTWorkOrderPrint_WorkOrderPrintOutput)
These fields allow you to print, preview, email, or FTP a copy of a Work Order. Highlight/select a record in the DataGrid.
THEN
Expand the Drop-down list to select a report output.
THEN
Click Quick Print to continue to the Report Options screen. From there, select your Output options and click Continue to generate your selected output(s).
Note: The Report Templates that appear in the Drop-down list are pulled from the Work Order Report.
Documents (MTWorkOrderUpdate_help_DocDataGrid)
Documents
The Work Order Update Documents DataGrid allows you to see all applicable Documents linked to this Work Order. This screen is used to add, update, or delete Documents (MS Word docs, .pdfs, etc…) that are specific to this Work Order, such as but not limited to such things as drawings, contract notes, etc….
By default, the Work Order Update Documents DataGrid displays the Document Category, Description, As of Date, Expiration Date, Filename, and Link Date.
Buttons on the screen…
Click Add Document to continue to the &"> Document Update screen where you can add a new Document.
Highlight/select an existing Document and click Change to continue to the Document Update screen where you edit information on a Work Order's Document.
Highlight/select an existing Document and click Delete to remove it from the Documents linked to this Work Order.
Highlight/select an existing Document and click View to see/read it onscreen.
DeleteService Requests (MTWorkOrderUpdate_help_LinkedCallsDataGrid)
Service Requests
The Service Requests DataGrid allows you to build a request history log for this Work Order. Requests" in this sense actually refer to any type of communication between you and others (i.e. the Requestor the Staff Member(s) assigned etc…). Scroll up/down to view all the records. Scroll left/right to view the details.
DataGrid column sort options allow you to customize the view as desired. Click here for a full description of RecTrac DataGrids.
Buttons on the screen…
Click Add to continue to the Customer Log Update screen where you can add a new Service Request record.
Highlight an existing record and click Change to continue to the Customer Log Update screen where you can update the information associated with the service request.
Highlight/select an existing record and click Delete to delete the record from your database.
Delete