Run a work order on your phone

You work entirely inside the app. Everything you answer is saved on the device right away, with no save button, and goes to the server when there is internet. See Work without internet.

Sign in with the same email that received the invite. On the Invitations screen, tap Accept. If there is more than one, Accept all clears them at once.

Invites only appear and are only answered with internet.

2. Open the work order

The list shows the work orders assigned to you, with the number, the client and the status — Open or In progress.

If the work order has nobody on it yet, the Take this WO button puts you in charge and goes straight to the execution.

On the work order, Start execution opens the checklist. On a work order you already started, the button is Continue execution.

Opening the checklist records nothing. The work order moves to In progress on the first thing you answer: a field, a photo or a video. Until then it stays Open for the admin, and the work order clock has not started. You can open the checklist only to see what the job asks for.

With the point recorded, the work order shows the Location block, with Start coordinates and Finish coordinates. Tap one of them to open the map app of the phone. With no internet the map does not load, and in its place the screen writes Map available when online — the coordinates are still there.

3. Answer the checklist

The work order has one or more checklists, and each checklist has steps. The top of the screen shows where you are: Step 2 of 7, and how many required fields are still missing.

A field marked Required blocks finishing while it is empty.
A text field may demand a minimum number of characters. The app shows how many are missing.
A number field refuses a value outside the step’s range.
Passed, Alert and Failed are the verification answers. Use Alert when it is within the limit but deserves follow-up.

When the step offers Examples, tap to see the reference photo: it shows the expected angle and framing.

When a step becomes Done

In the step list each one shows To do, In progress or Done, and the top sums up 3 of 7 steps completed.

A step only becomes Done with every Required field in it filled. With a required field blank, Next does not leave the step: it scrolls the screen to the first field that is missing.

With the required fields filled:

Next and Previous mark the step as Done only when it already has an answer. Passing through a step without answering anything leaves it as it was.
Finish marks the current step even with no answer. It is the button of the last step, and the button of every step when you turn Auto-advance steps off.
Finish on the last step also closes the steps that were left with no answer and have no required field. That is what lets you finish a work order where not every step applied to the job.

Answering a field and clearing the answer sends the step back to pending: a blank step does not count as done. A step you closed with Finish without answering anything stays done when you open it and leave it again.

If the checklist shows New version

A checklist on the work order may carry the New version v… badge: the admin edited the template after this work order was created. What does this mean? opens the explanation.

You can keep answering on the current version; that is fine. A work order you have started never switches version on its own, and the report comes out with the version you answered.

If the work order has not been started and you cannot manage work orders, the screen says Since the work order has not been started, an administrator can update the checklist to v…. Talk to the admin before you start, if the new version matters for this job.

4. Take the photos and videos

In a media field, choose Camera to capture on the spot or Gallery to use something already on the device.

The field states what it demands: At least 1 item required, or a minimum and a maximum. The photo stays on the device right away and is uploaded later.

After the capture, the app prepares each file before storing it. In place of the thumbnail you see Preparing media…, or Preparing 2 of 5… when you picked several. A video also shows the percentage. A field waiting for another field to finish shows Waiting….

You can leave the step while that happens. The preparation carries on, and the items are in the field when you come back. If a step still counts as incomplete after the item shows up, open the step again: reopening makes the app recount the media.

Removed one by mistake? If the item has not been uploaded yet, it is lost. If it has, it leaves both the device and the server.

5. Sign

On a Signature field, sign on screen with your finger. Draw in full screen gives you more room, and Confirm signature saves it.

If you have already saved your signature in your profile, the Use saved signature button fills the field without drawing. See Save your signature.

6. Set the root cause

Before finishing, the work order asks for the analysis. Choose the Primary cause, tick the Secondary causes if there are any, and write the Diagnosis — minimum 30 characters.

If the list is empty, the screen answers No root causes registered and names the organization: The organization … has no root causes registered yet. This work order requires a root cause to be finished. Check the name: whoever works in more than one organization may have registered the causes in the other one.

If you are an Admin, Open admin panel opens the panel in the phone browser, on the WO list. From there you reach the root cause registration.
If you are a Technician, ask an Admin to register them.

Once they are registered, tap Refresh root causes — this needs internet. Offline, the screen warns Connect to the internet to refresh root causes.

7. Finish

With every required field filled in and the root cause set, use Finalize WO. After that the work order becomes view only: the answers can no longer be edited in the app.

Found a mistake after you finished? Ask the Admin. In the administrative panel they correct the answer and change the photo, with the reason recorded. See Correct a finished work order.

Two messages hold the finish back because of media:

Media is still being prepared. Wait and try again. — a file is still being prepared. Wait and tap again.
Some media could not be saved. Open the media fields of the work order to check before finalising. — an item failed while its field was off screen. Open the field, see what is missing and capture it again. The next tap on Finalize WO goes through.

If another technician finished this work order before you, the screen asks in Work order already finished, and the Finish my part button closes your part. See Two technicians on one work order.

8. Generate the report

On the finished work order, tap Manage reports. On the screen that opens, tap Generate PDF and choose the template. The report is generated on the server, so it needs internet.

The app warns you before generating when there is still something to upload:

Pending changes not yet synced. The report may be incomplete.
Media not synced — the photos that have not gone up are left out of the report.

In both cases, wait for the queue to empty and generate afterwards. The Regenerate button exists precisely to redo the report with everything in it.

Once the report is ready, View opens it on screen and Share sends it to the client by link, WhatsApp or email. See Share the report with the client.