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Locate & chase works orders

Locate & chase works orders

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. View works orders for a specific property

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

From property screen:

  • Click Works (top right)
    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 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. Access works orders from the Organiser

From Organiser, Property Management panel:

  • Use the filter options at the top of the panel to choose to filter By Office or click Select to filter by individual roles (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

WO options in Prop Man panel.png

The number of Outstanding works orders (see step 3) and Works orders to chase (see step 4) are displayed - outstanding works orders can also be accessed from the main menu via Lettings/Rentals, Outstanding Works Orders option

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

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

  • All outstanding works orders are shown in a grid

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

WO to chase grid.png

4. Works orders to chase

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

From Organiser, Property Management panel:

  • Right-click over Works orders to chase and select Full results

  • The current works orders to chase are shown in a grid, double-click to open the required one

After chasing the contractor:

  • In Activity Feed, click  (top right):

    • Add a note, click Accept to save - this adds 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

WO to chase with note on display.png

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. Access completed works orders

To see a list of Completed works orders, from main menu:

  • Click Lettings/Rentals and select Outstanding Works Orders

  • Click link beside Status, select Completed only and click Refresh button (top right)

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