Work Orders

Anastassia Ash

Updated January 19, 2026 15:25

Overview

Navigation: ETMS > Transit Assets > Maintenance Management > Work Order Management > Work Orders

The Work Orders page is designed to give supervisors a complete view of all work orders in awaiting assignment, actively being worked or recently closed. From this screen a shop supervisor can search, filter and sort all work orders.

The user can also drill into an individual work order to review it, assign defects, add warranty or inspection information, or for closure.

Quick Filter

The user can sort by any of the column heading or use the Quick Filter option.

Search

The user can layer the Search feature on top of the Quick Filter options to hone in on specific WOs. Illustrated below looking for Inspection WOs that contain 160 in vehicle number and are Active.

Print

The user can print a WO PDF by selecting the Print icon at the top. If the changes are not saved when the Print icon is clicked, the prompt will pop up to remind the user to save changes prior to printing to ensure they are included on the PDF print.

Completion Status Codes Setup

The Completion Status column displays the completion status for each open WO. They can be set up with different colors in legacy tools.

Navigate to Transit Assets/Maintenance Management/Work Orders/Completion Status Setup.

Create a Status code. Enter description, this is what the user will see in Interactive Work Orders, Work Assignments, etc. Choose Field colors and your Text colors from the little color palettes. Select colors that will display well in ETMS. High contract colors are best to ensure the status color will be highly visible on related WO screens.

Here are some more examples for statuses:

Add Work Order

To create a new WO, the user can click on the Add Work Order button and fill in all the fields and click Create.

Basic Info Tab

The user can fill out the basic information about the WO on the Basic Info tab.

Work Order No - Automatically generated when new work orders are created. An existing work order # can also be entered.

Status - Automatically generated when new work orders are created. An existing work order status can also be entered.

Completion Status - The user can select the Completion Status from the drop-down list.

Vandalism - The user can select this checkbox if the repair is due to vandalism.

Asset Type - The user can select the following Asset Types: Components, Inventory, Other, Shop Equipment, and Vehicle.

Asset Number - The user can select the Asset Number that corresponds to the Asset Type selected for which the work is performed. The description will automatically populate.
For Example:
Asset Type “V” will display vehicles as setup via ‘Modify/Add Vehicles’.
Asset Type “C” will display ‘Components’
Asset Type “I” will display parts from “Inventory Master”
Asset Type “O” for Other; user defined and will be blank in the Asset # drop-down list.
Other codes can be used for Asset Types set up in the Asset Management form and will display the list that corresponds to the selected code.

Open Date/Time - The user can select the work order open date/time via the calendar feature. The default is the current date.

Close Date/Time - The user can select the work order Close Date/Time via the calendar feature. The current time will automatically populate; however this can be over written if necessary. Inventory and vehicle master will be updated whether a work order is open or closed. The following procedures are controlled by the WO Close Date: Reset Inspections; Inventory Rebuilds; and Vehicle Problems.

Description - This field is automatically populated via Vehicle Problems Road Call Entry Comments field and via PM Checklist with inspection description. However, a description of the work to be performed can be entered here for manually generated work orders (up to 255 alphanumeric characters).

Comments - Mechanic's comments regarding the work performed can be entered here (up to 255 alphanumeric characters).

Defects

The Defects button can have a number in the orange circle indicating how many defects are in the system for this particular WO. If the Defects button doesn't show any numbers, it means the defects for this WO haven't been created yet.

Clicking the Defects button will open the Deferred Asset Defects form. On this form the user can view existing and assign/attach the defects to the WO that haven't been attached yet.

Defects are not created via this form but can be viewed and assigned/attached from here. They can be created in the Deferred Asset Defects card.

To assign/attach a defect to the WO, just check the checkbox in the Attached column and click Save.

On the main Deferred Asset Defects form/card, the defect record will show the WO # indicating that the defect has been attached to a WO.

Warranty

Selecting the Warranty button allows the user to view all warranties assigned to the Asset in the WO.

Active/Inactive warranties assigned to the Asset can be viewed here. This allows you to revise the Repair Code to W if asset is still under warranty in order to bill back vendor for materials/work done if applicable.

Click the Plus sign to expand the Warranty record.

Inspection

Selecting the Inspection button allows the user to view the Forecast, Actual, and Since inspection data for the Asset in this WO.

The Asset Inspection page displays basic data such as the Inspection Id, Inspection # and Type.

Inspection Id - Indicates the Inspection Id, e.g. 02, 03.

Inspection # - Indicates the Inspection number, e.g. 3, 4.

Description - Description of the Inspection, e.g. 4,000 Mile inspection.

Inspection Type - Indicates the Inspection Type.

Last Done - Indicates the last date when the inspection was done.

Inspected - The user can enter the date of the inspection.

Miles/Hours/Days Since - Indicates the miles/hours/days since the last inspection was done.

Updated checkbox - Indicates if the record has been updated which is critical information for inspection WOs to determine if it's been reset.

Selecting the Part List button will open the Inspection Parts List page where the user can view the list of parts needed in order to complete the type of inspection assigned.

Selecting the Check List button will open the Inspection Check List page where you can view the inspection check list items. Simply complete the detailed check list at the bus/asset via a tablet, select Pass/Fail, indicate if Replaced, Repaired or Reworked. Each line shows who conducted the work and any entered comments.

Select the Print button to print the report in PDF form. A popup message is generated and appears at the top right corner of the page for review. This form is also located in downloads.

PDF Form Popup Display- located at upper right of WO screen:

PDF View:

Repair Info Tab

Fill in repair information about the WO on the Repair Info tab.

Labor Tab

Use this area to add the staff who will complete the work for the work order.

Fill in labor information for the WO on the Labor tab, view any existing labor records and/or click the + Add Labor button to create new labor records. The default page size is 25 records.

The Date Started field will default to the current date. After entering labor information, select Save to save the record.

Materials Tab

Use this are to add materials to the work order.

Fill in materials information for the WO on the Materials tab, view any existing materials records or click the + Add Material button to add more materials. The default page size is 25 records.

The Date field will default to the current date. After entering material information, select Save to save the record.

Outside Tab

Use this area to document work performed that occurred off site. Examples include towing, major component work ( if not completed in house), etc..

Fill in any Outside labor information on the Outside tab, view existing outside work records or click the + Add Outside button to create new entries.

TIP: The default page display for WOs is 25 records. Use the scroll feature to view any additional records.

The Date field will default to the current date. After entering Outside information, select Save to save the record.

Notes Tab

When clicking the Notes button, the form appears ready for a new note to be created. New notes are created by selecting a Note Type and labor Operation Code that most closely describes the issue. Click Save when completed.

When initially selecting the Notes tab the Note Type will default to Mechanics Notes and the Operation Code will be blank. Use the scroll bars, located to the far right, to navigate to the bottom to display all existing notes.

The number badge on the Notes tab indicates there are already notes included on the WO. The number indicates how many notes are present.

Audit Tab

Use the Audit tab to review any existing notes and documented updates made for the work order. All notes are date, time and user stamped for all historical entries.

Update Pending

WOs that have changes or entries that have not been accounted for yet will display a checkmark in the Pending column to alert you that an update is needed.

Enter the GL Posting Date, select/de-select all WOs or selectively check Update box. Clicking the Update Pending button will open the list of items to update.

Press the Start button to update all items you check in the menu, or use the default setting ( which includes everything).

Why select some but not all? Maybe your parts room personnel manages updating 'parts', to keep the 'inventory on hand' readings up to date. Or maybe you needed more materials, and you'll update the 'materials' to account for additional parts pulled for the work order.