How to Create a Work Order (App)
A Work Order is a collection of one or more maintenance requests for a single asset that must be worked on by one or more mechanics within a specific time frame.
Work Orders allow you to track and report part and labor costs, group multiple maintenance requests into a single action item, and record data to an asset’s history. Users can quickly locate, review, update and send Work Orders for approval in both their desktop and the Tenna App.
Permission Requirements: Users with the "Create Work Order” permission can create a Work Order.
💥Work Orders are part of a premium product, Maintenance, and requires a separate license. Please contact your Account Manager for more information on premium product licenses or reach out to Customer Support at [email protected] or call 888.836.6269.
NOTE: If you are trying to create a work order from Tenna on a desktop, see How to Create a Work Order (Desktop).
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- Navigate to the Create Work Order form.
There are a few ways to access the Create Work Order form in Tenna:
- From the App homepage, tap the (+) icon to open the Create Menu. Tap the Work Order icon.
- In Asset Details, select the Maintenance tab. Then, tap the Create button at the bottom of the screen. Select Work Order.
- From the App homepage, tap the three dots icon to open the More Menu. Select View Work Orders. Tap Create Work Order button on the bottom of the screen.
- From the App homepage, tap the three dots icon to open the More Menu. Select View Maintenance Requests. Select a Maintenance Request. Then, tap on the Manage button on the bottom of the screen. Select Create Work Order.
Note: The following starred fields are required* to submit a work order: Asset, Work Order Title, Work Order Status, Work Order Priority, Maintenance Request, Start/End Date, Approver, and Bill To. All other fields are optional.
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- Select an Asset*
The asset will automatically populate if the Work Order was created from Asset Details or an existing Maintenance Request.
If Asset is not automatically applied, you can search by Fleet No. or Asset Name in the search bar. Select an asset from the list.
Note: You must enter at least 3 characters to start the search and populate options.
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- Enter a Work Order Title*.
Name the Work Order based on what repairs or service need to be performed.
Pro Tip! Title examples include "Oil Leak" or "Bumper Repair". This will help give the Approver and Mechanic(s) a quick idea of what the issue is before they dig into the specific notes listed in the Work Order.
Note: The Work Order Title will automatically include an auto-generated work order title number once the work order has been submitted. This number will be a prefix to the Work Order Title in the grid. The Tenna Work Order Title Number cannot be disabled, but the starting number can be edited in account Settings.
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- Enter a Work Order Number.
This field can be used to enter your own Work Order Number (separate from the Tenna Work Order Title Number above).
Note: If you have an ERP integration, this field will be hidden. Once submitted, the Work Order No. column will show “generated by x” to show that the Work Order was generated by your integration.
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- Select a Work Order Status*.
You may select any of the statuses based on the current status of the Work Order.
Note: The status of the Work Order will automatically change to the appropriate status throughout the maintenance workflow. For example, once the mechanic has selected to start the Work Order, the status will change to In Progress.
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- Select a Work Order Type.
Maintenance Types allow you to better organize the various maintenance tasks, including work orders. These options are configured in your account Settings.
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- Select a Work Order Priority*.
You may choose Low, Medium or High Priority.
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- Add a Description.
Add details of the work order for the mechanic or shop.
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- Add Custom Label(s).
Choose from the list of pre-configured labels.
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- Complete the Billing section.
Tap “Show More” at the bottom of the screen to open Billing options:
Non-Billable (do not capture the costs anywhere else)
- Bill to Asset: Capture all costs related to this work order against the asset chosen for this work order.
Add Invoice and/or P.O. No(s). (optional): Option to add invoice or P.O. number(s) to the Work Order.
- Bill to Site: Capture all costs related to this work order against the selected Site (not necessarily the asset’s current site, unless chosen).
- Choose a Site*: Selecting this option will show a new field to select from the list of active Sites (Projects, Yards, and Offices).
Enter Invoice No(s) or PO No(s) (optional)
- Bill to Outside Customer: Capture all costs related to this work order against the selected contact.
- Choose a Customer: The user may choose from the list of active Companies.
Select a Customer Contact: The user may choose from the list of active Contacts.
Note: The user is able to choose from the list of active Contacts, which includes the account’s Users, Contacts and Companies. This list does not include deleted contacts.
Enter Invoice No(s) or Customer PO No(s)
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- Add Scheduled Start and End Dates*.
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- Assign Mechanic(s).
Select who you would like to complete the work.
Note: In order for a person to be assigned as a Mechanic, they must be a power user or a user with the following permissions turned on:
- Edit Work Order
- View Work Order
- Create Maintenance Request
- Edit Maintenance Request
- View Maintenance Request
- Each mechanic added will receive a notification to alert them that they have been assigned to a Work Order.
- By default, the mechanics will be scheduled for the entire duration of the Work Order (Scheduled Start to Scheduled End).
Note: If you schedule a mechanic outside of the Scheduled Start and Scheduled End date/times of the Work Order, you’ll be prompted to update the Work Order Schedule to reflect the schedule of the mechanics you assigned.
Users may edit the dates and times each mechanic will be needed by tapping on the mechanic. The times for each Mechanic will reflect their configured time zone.
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- Add Approver(s)*.
Select the Approver from the drop-down menu by clicking the Approver field. You can add multiple approvers.
Note: In order for a person to be assigned as an Approver, they must be a power user or a user with the following permissions turned on:
- Create Work Order
- View Work Order
- Edit Work Order
Pro Tip! Those normally assigned to the Approvers field are Shop Managers, Equipment Managers, or positions related to the ones listed. Have designated Approvers and Mechanics that are generally very involved in this process to avoid any confusion.
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- Assign Maintenance Request(s).
- In order to create a Work Order, you must assign at least 1 maintenance request.
- The Maintenance Request list will include any Maintenance Request(s) that are associated to the chosen asset and do not have a status of Declined or Completed.
- Use the plus icons next to each line item to select to assign Maintenance Request(s) to the Work Order. Selected Maintenance Request(s) will populate at the top of the screen.
Pro Tip! You may also create a new Maintenance Request by tapping Create Maintenance Request at the bottom of the screen.
If creating a new Maintenance Request, select the Create Maintenance Request button on the bottom of the screen. Then, follow the instructions for How to Create a Maintenance Request (App).
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- Click "Create Work Order".
Click the Create Work Order button on the bottom of the screen to complete the creation of the Work Order.