Work Order Form

User Guide: Work Order Form

This user guide will help you understand how to use the Work Order Form effectively.

Overview

The Work Order Form is designed to help organizations track maintenance requests, repairs, and other work orders. It captures all necessary information from request submission through completion and approval.

Form Sections

1. Basic Information

• Work Order #: Unique identifier for the work order
• Date Created: Automatically set to today's date
• Priority: Select from Low, Medium, High, or Emergency
• Requested By: Name of the person requesting the work
• Department: Department making the request
• Phone: Contact phone number

2. Location Information

• Location: General location of the work
• Building: Specific building where work is needed
• Room #: Room number where work is needed

3. Work Details

• Problem Description: Detailed description of the issue
• Work Requested: Specific work being requested
• Category: Type of work (Electrical, Plumbing, HVAC, etc.)
• Assigned To: Person or team assigned to complete the work

4. Time and Materials

• Date Started: When work began
• Date Completed: When work was finished
• Hours Worked: Total time spent on the work
• Labor Cost: Cost of labor for the work
• Material Cost: Cost of materials used
• Materials Used: List of materials consumed

5. Completion Details

• Work Performed: Description of actual work completed
• Completion Status: Current status (Pending, In Progress, etc.)
• Completed By: Person who performed the work
• Notes: Additional information about the completion

6. Approval

• Approved By: Name of approving manager
• Approval Date: Date when work was approved

How to Use the Form

Filling Out the Form

1. Start with the Basic Information section
2. Provide location details where work is needed
3. Describe the problem and requested work in detail
4. Assign the work to appropriate personnel
5. As work progresses, update the Time and Materials section
6. Once completed, fill out the Completion Details
7. Finally, obtain necessary approvals

Buttons

• Print Form: Creates a printer-friendly version of the form
• Clear Form: Resets all form fields (after confirmation)

Tips for Effective Use

1. Be specific in problem descriptions to help workers understand the issue
2. Set appropriate priority to ensure urgent matters are addressed quickly
3. Update the form regularly as work progresses
4. Include detailed notes for future reference
5. Always obtain proper approvals before closing work orders

Printing the Form

The form is optimized for printing. When you click "Print Form":

• The background colors are removed
• Action buttons are hidden
• All information is formatted for paper

Technical Notes

• The form automatically sets the creation date to the current date
• All fields are optional except those marked as required (not currently implemented)
• The form is responsive and works on mobile devices
• Data is not saved automatically - you'll need to print or manually record the information

For questions or support, please contact your system administrator.