Overview
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.
ETMS Work Orders Video Short
Work Orders Screen
The user can also drill into an individual work order to review it, assign defects, add warranty or inspection information, or for closure.
Configurable Columns
This feature supports configurable columns, allowing agencies to customize which columns are displayed and how they appear within the Work Orders grid. Configuration is applied at the agency level and must be completed by support. Contact support to have your agency’s columns customized.
The available configurable columns for selection are (10 max):
- Work Order #
- Repair Type
- Asset #
- Asset Type
- Priority
- Status
- Class Code
- Pending Update
- Open Date
- Close Date
- Comp Status
- Description
Quick Filter
The user can sort by any of the column heading or use the Quick Filter option.
When sorting by the Priority column, all work orders with assigned priority values (such as High, Low, or Medium) are grouped together at the top of the list. Work orders without a priority assigned will remain at the bottom no matter the ascending or descending order.
Enhanced Filter
The Work Orders page provides an enhanced Filter option that allows users to further refine the work orders displayed in the grid. Select Filter at the top of the Work Orders page to expand the Filter Work Orders By section.
Users can filter work orders by:
- From Date – Filters work orders beginning with the selected date.
- Through Date – Filters work orders through the selected date.
- Operation Code – Filters work orders by one or more selected operation codes.
- Part # – Filters work orders associated with a specific part.
- Asset Type – Filters work orders by the selected asset type.
- Asset # – Filters by a specific asset. This field becomes available after an Asset Type is selected.
- Labor – Filters for work orders containing labor records.
- Material – Filters for work orders containing material records.
- Outside – Filters for work orders containing outside work records.
After entering the desired criteria, select Filter to apply the selections to the Work Orders grid.
NOTE: When multiple Operation Codes are selected, the selected codes are treated as an OR search. For example, selecting two Operation Codes returns work orders containing either selected code.
Clearing Filters
The Reset and Clear Filter options affect different filtering areas on the Work Orders page.
- Select Reset to clear the selections entered in the Filter Work Orders By section. This resets the enhanced filter fields without clearing criteria entered in Search all Work Orders or selections made using the Quick Filter.
After selecting Reset, the enhanced filter fields return to their default blank state and the Work Orders grid is updated accordingly.
- Select Clear Filter to clear the Quick Filter selection and any criteria entered in the Search all Work Orders field. This does not clear the criteria entered in the Filter Work Orders By section.
Search
The Search all Work Orders field can be used independently or together with the Quick Filter and enhanced Filter options to further narrow the Work Orders grid. Enter search criteria in the Search all Work Orders field to display matching work orders within the currently applied filters.
Combining Search and Filters
The Search all Work Orders, Quick Filter, and enhanced Filter options can be used together to progressively narrow the Work Orders grid. Criteria applied through the enhanced Filter are combined with the selections made using Search and Quick Filter.
For example, a user can apply an Active Quick Filter, enter additional criteria in the Filter Work Orders By section, and then use Search all Work Orders to further narrow the displayed results.
When enhanced filter criteria are active, the Filter button is displayed in blue, providing a visual indication that additional filtering has been applied. The Filter section can also be collapsed after filters are applied to provide more space for viewing the Work Orders grid.
If there is nothing in the Filter criteria, the Filter button is displayed in white, indicating that no filters have been applied.
Via the Print Button
The user can print a WO by selecting a WO from the Work Orders grid and then selecting the Print icon on the Edit Work Order screen.
The system will generate and download the Work Order PDF to the user’s Downloads folder. From there, the user can move or save the file to a preferred location, then open the PDF to review and print as needed.
For configuration steps and requirements, a Support Representative can refer to the internal article Enabling AutoPrintDocuments Configuration.
Via Right-Click
The user can print a WO from the Work Orders screen by right-clicking on the WO and selecting Print Work Order Record. The system will generate and download the Work Order PDF to the user’s Downloads folder. From there, the user can move or save the file to a preferred location, then open the PDF to review and print as needed.
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 contrast 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.
The Create New Work Order screen comes up that is used to create a new work order for a selected asset. From this screen, users can identify the location where the work will be performed, select the type of repair and applicable class code, and associate the work order with a specific asset or piece of equipment. Once the required information is entered, selecting Create generates the new work order
Location – Identifies the facility, garage, or operational location where the work order will be created or serviced. Repair Type – Defines the category or type of repair being performed, such as accident, inspection, or maintenance work.
Class Code – Classification used to group work orders for reporting, tracking, or accounting purposes.
Asset Type – Specifies the type of asset associated with the work order, such as vehicle, equipment, or facility asset.
Asset – Selects the specific asset or unit the work order applies to.
Asset Information – Displays additional descriptive information about the selected asset.
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.
Completion Status - The user can select the Completion Status from the drop-down list.
Priority - The user can select the priority level from the dropdown list. If the user has a permission, the available options can be set up in ETMS > Transit Assets > Maintenance Management > Work Order Management > Work Order Management Settings > Priority Levels Tab. Common priority levels are Critical, High, Medium, and Low.
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 a vehicle. If the Defects button doesn't show a number badge, it means there are no open defects for this vehicle at this time.
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.
Part List
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.
Check List
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:
Tires
The Tire button is available within a work order and provides direct access to tire maintenance functionality without leaving the work order. This feature connects work orders with the Tire Maintenance module, allowing users to perform tire-related updates as part of the repair process.
The Tire button is only visible when certain conditions are met:
- The user has permission to access Tire Maintenance
- The work order is associated with a vehicle
- The vehicle has installed tires
When these conditions are satisfied, the Tire button appears on the work order. In some cases, the button may also display a count indicating the number of tire positions currently configured on the vehicle.
Selecting the Tire button opens a pop-up window that contains the full Tire Maintenance form. From this pop-up, users can perform all standard tire-related actions, including:
- Installing or removing tires
- Rotating tires
- Updating tire details such as tread depth
To help maintain clear tracking, the system automatically pre-fills the Remarks field on all the tabs (except Info) with the work order number for quick reference, and when accessed through Daily Work Orders or the Interactive Kiosk (technicians entering with a PIN), the Service Employee field is also pre-filled with the current user, ensuring all tire maintenance actions are properly associated with the correct work order and technician.
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.
- Date – The date the material is added to the work order. This field defaults to the current date.
- Item – The inventory item or part being added to the work order. Select the appropriate item from the drop-down list.
- Item Description – Displays the description associated with the selected item.
- N/S – Indicates whether the material is a non-stock item.
- Quantity – The quantity of the selected material being added to the work order.
- Unit Cost – Displays the cost per unit for the selected material.
- Ext. Cost – Displays the extended cost based on the quantity and unit cost.
- Material Note – Enter additional notes or information related to the material being added to the work order.
After entering the appropriate information, select Save to add the material to the work order. Select Cancel to close the window without saving.
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
This tab displays the information about the creation of the WO and data on the last time the WO was updated.
After all required tabs and fields have been completed, the user can select Save to create the work order record. Once saved, the newly created work order will appear in the Work Order grid.
Attachments
The Attachments feature allows users to add and manage supporting files directly within a Work Order. Attachments can be used to store information such as diagnostic reports, specification sheets, warranty documentation, invoices, photographs, or other files associated with the work being performed.
The EAM Attachments functionality is available for both Work Orders and Parts Inventory and is based on the existing attachment framework used elsewhere in myAvail.
The Attachments page displays the attachments associated with the Work Order. The list includes:
- Date – Date associated with the attachment.
- Category – Category assigned to the attachment.
- Title – Title entered for the attachment.
- Created By – User who created the attachment.
- Files – Number of files included in the attachment.
Attachments can be filtered by Category or located by entering the attachment title in Search Attachments. Hover over the number in the Files column to view the names of the files included in the attachment.
Adding an Attachment
Select Add Attachment from the Attachments page.
Add the files by dragging and dropping them into the upload area or by selecting Browse. One attachment can contain one or more files, and there is no limit on the number of files that can be included in a single attachment. For example, one attachment documenting a vehicle accident could contain several photographs of the vehicle.
Complete the Attachment(s) Details:
- Category – Select the appropriate attachment category. This field is required.
- Attachment Title – Enter a descriptive title for the attachment. This field is required.
- Optional Comment – Enter any additional information about the attachment, if needed.
The supported file types are PDF, DOC, DOCX, JPG, JPEG, PNG, GIF, and CSV.
Select Save to add the attachment to the Work Order, or select Cancel to return without saving.
Viewing and Editing an Existing Attachment
Select an attachment from the Attachments list to open its details.
Depending on your permissions, you can review or update the attachment information and manage its files. Previously uploaded files appear in the attachment and can be downloaded. Users with the appropriate permissions can also add additional files or delete existing files.
You can also right-click an attachment in the list to quickly download or print all files associated with that attachment. Print behavior depends on the applicable system configuration.
Work Order Attachment Categories
Work Orders are initially provided with the following attachment categories:
- Diagnostic Report
- Specification Sheet
- Warranty Claim
- Work Order Other
The Work Order Other category is a system category and cannot be edited or deleted.
Users with the appropriate permissions can create additional categories to meet their organization's needs.
Managing Attachment Categories
From the Attachments page, select the Settings gear to manage attachment categories. From the category management window, you can search existing categories, add new categories, or delete categories when permitted.
If you delete a category that is currently being used by one or more attachments, the system displays a warning. Continuing with the deletion moves the existing attachments to Work Order Other rather than deleting the attachments themselves. The Work Order Other category therefore acts as the default category for attachments whose original category has been removed.
The Work Order Other category is locked as it is a default system category and cannot be removed.
Attachment Permissions
Attachment access is controlled by position-level permissions. Permissions can be configured separately for each attachment category, allowing an organization to control which positions can view attachments and which can create or modify them.
From the Attachments page, select Edit Permissions, and then select the attachment category you want to configure.
Two levels of access can be assigned:
- Read Permission (the name of the position checkbox) – Allows users in the selected position to view the attachment details and download files belonging to that category.
- Edit Attachment Permission – Allows users in the selected position to create and edit attachments belonging to that category.
Users with Read Only access can view attachment details and download the associated files but cannot make changes to the attachment.
The initial EAM configuration grants Edit permission to the Maintenance Supervisor and Maintenance Manager positions. Permissions for other positions can be customized after deployment for each attachment category.
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. To make an update select the Update Pending button.
The Update Pending Work Orders page opens where the user can enter the GL Posting Date.
Clicking the Select All button allows the user to select all WOs. The system will ask to confirm the action.
Clicking the De-select All button allows the user to deselect all WOs. The system will ask to confirm the action.
Selecting the Set Update Options allows the user to set specific options to update by checking the checkbox for them.
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.
Open Labor Indicator
When the Update Pending Work Orders screen opens, the system identifies work orders that have unfinished labor. If one or more work orders have unfinished labor, a warning appears at the top of the screen indicating the number of affected work orders.
The Open Labor column identifies the specific work order with unfinished labor. A selected checkbox in this column indicates that labor is still open for that work order. The affected work order is also highlighted in the grid, making it easier to identify which work order requires attention.
For example, when one work order has unfinished labor, the warning displays “There is 1 Work Order with unfinished Labor,” and the corresponding work order is highlighted with the Open Labor checkbox selected.
The user can print a WO from the Update Pending screen by right-clicking on the WO and selecting Open Work Order Record and selecting the Print icon on the Edit Work Order screen.
The system will generate and download the Work Order PDF to the user’s Downloads folder. From there, the user can move or save the file to a preferred location, then open the PDF to review and print as needed.
Editing a Priority Level on a Work Order
To edit a priority level on a work order record, write-click the work order on the work order grid and choose Edit Priority.
The Edit Work Order Priority screen will open, allowing you to select a priority level from the dropdown list. Once the desired priority is selected, choose Save to apply the change.
Generating Audit Reports
Work Order Update Audit Report
To generate the Audit Report, click the Print button. The WOs printed on the report will be sorted by WO #.
PDF WO Display:
GL Distribution Audit Report
The user can view the records below in display mode or click the Print button to archive the report.
GL Distribution Report PDF:
Clicking Update will update the WO.
If the process is successful, the user will see the 'Work Order Update Completed' message in green at the bottom of the page.
Related SOPs
Maintenance Preventative Maintenance SOP 0032
Security Functions and Permissions
The Permission that governs the Work Orders form is in HR > Positions > Edit Position section and is located under the same ETMS hierarchy: Transit Assets > Maintenance Management > Work Order Management > Work Orders and is called Work Orders: View WO, Create WO, Edit WO, Close WO, View Pay Rate, and Manage WO Priority.