Locate & chase works orders

Owned by Fiona Wilson, created
Last updated: Dec 15, 2022
4 min read

This guide has been reviewed against our global client base and classed as relevant to all regions

This page outlines how to use the Organiser to find outstanding works orders, works orders to chase and completed works orders

1. Viewing works orders for a specific property

Works orders for a specific property can be accessed via the property record

From property screen:

  • Click Works
    The number in brackets indicates how many works orders are current/in progress

  • A list of all works orders for this property will be shown in a grid

Grid functions are available to help with viewing your works orders:

  • Click the column headings allow you to sort by that column 

  • Click and drag a column to change its position in the grid

  • Hover over the column heading and click the filter icon for options to group or filter the list

  • Right-click the column headings for options to add more columns to the list (e.g. unit) and to also save the current layout

2. Accessing works orders from the Organiser

From Organiser, Property Management panel:

  • The number of Outstanding works orders (step 3) and Works orders to chase (step 4) are displayed

    Outstanding works orders can also be accessed from the main menu via Lettings/Rentals, Outstanding Works Orders option

  • Use the filter options at the top of the panel to choose to filter By Office or Property Manager/Administrator (where configured)

    Hover over the panel header for access to settings (cog icon) where you can choose which offices to display when filtering by office

 

 

For more information on the property management panel on the Organiser, click here:

3. Outstanding works orders

From Organiser, Property Management panel:

  • Outstanding works orders shows all works orders with a Status indicating they are in progress - and not set to be chased (see next section)

  • Right-click and select Full results to see all outstanding works orders in a grid

  • Grid functions are available to help with viewing your works orders
    See step 1 for more information on using grids

4. Works orders to chase

From Organiser, Property Management panel:

  • Works orders to chase shows all works orders with a Status of Raised - Chase every X days

  • To view a list of all works orders to chase in a grid, right-click and select Full results (see step 3)
    OR

  • To open works orders individually, click Works orders to chase to view a list in the Organiser panel

  • Click Works order on the works order you wish to open

  • After chasing the contractor, in the Activity Feed area, click  to add a note, click Accept to save
    This will add the note to the Activity Feed with the date/time added plus user ID
    Adding a note removes the works order from the Works orders to chase list

  • Save and Exit the works order

  • Click Refresh on the Property Management panel
    The works order will be removed from the list and will appear in the list again when the selected time period has elapsed

When you no longer need to chase a works order, change the works order Status to another relevant option, such as Raised or Completed

5. Accessing completed works orders

  • Access the list of Outstanding works orders, as shown in step 3

  • Hover over the Property Management panel header and click the Pop out into full results icon
    The list of Outstanding works orders is shown

  • Click Status link and ensure just Completed is selected, then click Refresh
    A list of works orders marked as Completed will be displayed