Create and assign a work order

The work order (WO) is created in the administrative panel, at admin.inspekio.com, on the WO page. The Owner, an Admin, or a Technician with the Can manage work orders permission can create one — the last of those creates it from the app.

Before you start, have the client and the checklist registered. Both have a shortcut inside the panel itself if one is missing.

1. Open the panel

In WO, click New Work Order. The panel has four sections, top to bottom: Opening details, Checklists, Assignment and Links.

2. Opening details

If you have more than one organization, choose it in Organization. That choice decides which clients, checklists and members appear in the rest of the panel.
Work order number is optional. The hint on screen says (optional — auto-generated if empty). Leave it blank for Inspekio to number it.
In Client, type to search and pick from the suggestions.
Identify the equipment in Serial No. / Asset. The field searches the asset registry as you type, by serial number, SKU or code. With an asset chosen, brand and model come from the registry. With no registered asset, fill in Brand and Model by hand.
Fill in Scheduled date, Priority (Normal, Urgent or Emergency) and Type, if your organization uses work order types.
Use Notes for the reported problem or the context the technician has to read before heading out.
Require root cause analysis forces the technician to fill in the root cause before finishing.

If your organization registered its own fields, they appear under Additional fields, in the same section.

3. Checklists

Tick one or more checklists. At least one is required: without it the panel answers Select at least 1 checklist.

The list only shows the checklists that apply to what you filled in above. Applicability comes from the checklist itself: work order type, brand, model and additional field value. See Build a checklist, section Which work orders the checklist appears in.

That is why the list changes while you edit the opening details. If you had already ticked a checklist and then switched the type or the model, the tick disappears and the screen warns: 1 checklist removed — no longer applies to the current selection.

With more than five applicable checklists, a search box appears.

4. Assignment

Tick the people, the groups, or both. The Search people or groups… field filters both lists, split into Groups and People. + Assign to me puts you in charge.

A work order assigned to a group is visible to every member of it: the screen says The work order will be visible to every member of the selected groups.

With nobody ticked, the amber notice explains the consequence: The work order will be created without assignment. The technician will only receive it on their phone after assignment. You can create it that way and assign later, but until then nobody sees the work order in the app.

Someone who has not accepted the invite yet shows (invite pending) next to their name. They only receive the work order after accepting.

5. Links

Use this when this work order relates to another: a return to the same equipment, a continuation, a rework. Click Add link, choose the Link type and search the Linked work order by number.

The section only appears if your organization has link types registered.

6. Create

Click Create and assign. The confirmation states what happened:

WO … created and assigned to … technician(s).
WO … created without assignment. Assign a technician when needed.

Tick Create more before submitting so the panel stays open and you register the next one without reopening it.

If the number you typed already exists, the screen answers A work order with this number already exists. Choose a different number or leave it blank to generate one automatically.

7. Find the work order later

The WO list has search and filters:

Search by number or equipment…
All statuses: Open, In progress, Finished, Cancelled.
All technicians, with the No assignee option.
All clients, All priorities and All types.
Date, which you point at Created, Scheduled, Started or Completed, with range shortcuts such as Today and Last 30 days. Started is the time of the technician’s first answer.

Clear filters goes back to the whole list. A work order with nobody in charge shows the Unassigned badge.

8. Change the work order after creating it

Open the work order with View details. The Summary tab lets you switch client, equipment, assignment, notes and root cause. The Checklists tab adds or removes checklists, and Restore brings back one that was removed.

A checklist that has been started does not change version. When a newer version exists, the work order shows the New version v… badge and explains the options: if the work order has not been started, Update to v… switches the version; if it has, using the new version means removing and adding the checklist again, and its answers are lost.

Started means answered. The work order leaves Open on the technician’s first answer, not when they open the checklist on the phone. That is why Update to v… still works with the technician already looking at the checklist. Talk to the person before switching: a phone with no signal stays on the version it downloaded.

Delete WO erases it for good and asks for confirmation.