Build a procedure and run it on a work order

Step by step

1. 01

   Step 1: Open the procedure library

   In the left menu, open Library, then click Procedures. The list shows each procedure by name 1: a click opens its page, with its fields and links. The Fields column 2 counts its elements, sections and headers included; Assets and Locations count its links. To create one, click New Procedure 3.

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   1. 1Marker 1: A procedure name: click it to open its page.
   2. 2Marker 2: Fields: how many elements the procedure has, sections and headers included.
   3. 3Marker 3: New Procedure: only shown to accounts allowed to create procedures.

   TipOn the free plan, the New Procedure button shows a lock: creating procedures comes with the Pro plan and the 30-day free trial.

2. 02

   Step 2: Add fields in the order the job is done

   Click New Procedure: the window opens on the Procedure fields tab. For each step of the job, pick the field type 1, then write its label the way the technician will read it. Check Required 2 for the items no one should skip. Add the next field with Add field 3, and group steps together with Add section.

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   1. 1Marker 1: The field type: Checkbox for a check, Number for a reading with a minimum, maximum and unit, Photo / file for proof.
   2. 2Marker 2: Required: without an answer, the execution cannot be completed.
   3. 3Marker 3: Add field: a new field at the bottom of the list; the arrows to the right of a field move it up or down.

   TipThe Generate with AI box at the top of the tab drafts a procedure from a description or a manual. It is part of the Business plan and is not included in the free trial. On the Pro plan and during the trial, an “Available on the Business plan” notice appears in its place. Always review the draft before you save it.

3. 03

   Step 3: Score your inspection points

   Check Scoring at the top of the window to give points to answers. Then pick the Inspection type 1: the technician chooses one answer among those you offer. Write each possible answer, then its points in the box next to it 2. Add another answer with Add option 3.

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   1. 1Marker 1: The Inspection type: one answer chosen among those you define.
   2. 2Marker 2: The answer’s points: a clean filter gets the maximum.
   3. 3Marker 3: Add option: one more possible answer.

   TipPoints only apply to Inspection and Multiple choice fields, which accept a single answer; Checklist lets the technician check several, with no points. The score shows on the work order and stays with the completed execution; reports do not include it.

4. 04

   Step 4: Check the form with the preview

   Click Preview 1: the fields appear the way the technician will fill them in, and the button turns into Edit to go back to editing. Read through the order and wording of the fields. A red asterisk flags each required field 2. Each scored answer shows its points 3.

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   1. 1Marker 1: The toggle: Preview shows the form, Edit goes back to editing.
   2. 2Marker 2: A required field, flagged by its asterisk.
   3. 3Marker 3: An answer and its points: a clogged filter earns none.

5. 05

   Step 5: Name the procedure, then create it

   Open the Settings tab 1. Enter the Name, the only required setting, and a description if needed. Under Link to (optional), check the assets and locations involved 2. Click Continue 3: the procedure is created and appears in the list.

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   1. 1Marker 1: The Settings tab: name, description and links.
   2. 2Marker 2: A linked asset; the search box narrows a long list.
   3. 3Marker 3: Continue creates the procedure; Cancel closes the window without creating anything.

   TipLinking an asset does not attach the procedure to that asset’s work orders: the link is a reference shown in the list and on the procedure page. The work order, preventive plan or template carries the procedure, as the next step shows.

6. 06

   Step 6: Attach the procedure to a work order

   Open the work order, then click Edit. Open the Procedure field 1. Type a few letters of the name to filter the list 2, then click the procedure. Finally, click Save changes. When you create a work order, the same Procedure field appears in the form that New Work Order opens.

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   1. 1Marker 1: The Procedure field: one click opens the library.
   2. 2Marker 2: The search box: a few letters are enough to find the procedure.

   TipA preventive maintenance plan (asset record, Preventive maintenance section, lesson 6) and a work order template (Library › Work Order Templates) can carry a procedure too: pick it in their Procedure field; every work order they generate inherits it. A procedure that is still attached somewhere cannot be deleted; detach it first.

7. 07

   Step 7: Run the procedure, then close the work order

   On the work order, the Procedure execution section shows the attached procedure. The technician clicks Start execution: the execution’s status and who started it appear at the top 1. They fill in the fields 2: each answer is saved as they go. They then click Complete execution 3: if a required answer is missing, a message names the fields to fill in. Once completed, the execution stays in the section, read-only, showing who completed it, when and, if scoring is on, its score; the work order can then move to Completed.

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   1. 1Marker 1: The execution status, with when it started and who started it.
   2. 2Marker 2: A required question, flagged by the asterisk: one click on the answer is enough.
   3. 3Marker 3: Complete execution: if a required field is still empty, a message names it.

   TipAn execution started by mistake is closed with Abandon execution: its entries stay in the history but never count. Only the person who started it or, by default, an Owner, Admin or Manager can abandon it. To run the procedure again, Start a new execution adds a blank execution and keeps the earlier ones.