Assign tasks, track progress, and manage costs efficiently, ensuring organized maintenance operations, optimizing vehicle uptime and reducing administrative overhead. In this video, learn to create work orders.

Video

Intermediate

MyGeotab

Creating work orders

Creating work orders! Let's get started. Navigate to the Work Order Management page in MyGeotab by either selecting Maintenance, then Work Order Management, or searching for Work Order Management in the menu. Work requests come from a variety of sources such as maintenance schedules, data insights, and defects. Use filters to narrow the list. Filter by Severity to find the most critical and overdue maintenance requests for your fleet. Adjust the table using the gear icon for a focused workflow by showing only the information you need. Select the columns or details that will help you review and manage work requests efficiently. Sort by Severity to address the most urgent maintenance tasks first. Expand an asset to review all work requests associated with it. Choose a single request for focused work, or select the asset to include every associated work request. Select Skip only when you do not want to perform this maintenance. MyGeotab requires a reason, then creates and closes the work order and related jobs for the request. Select Snooze to remove the request temporarily and choose whether it should return in 1, 7 or 30 days. MyGeotab records the action in the Audit Log and makes the request reappear after the selected period. Select add Work Order. Status is the only required field, so select the value that accurately reflects the work order’s current state. After a work order is marked as Completed or Canceled, you cannot change its Status. MyGeotab displays a warning when you set Status to Completed. You can still edit other fields or add scheduling and defect items later, but the Status field cannot be changed. Likewise, the Complete button in the top right automatically finishes the work order and its associated jobs using today’s date and your user information. The Reference is the name of the work order. It starts at 001 and increments as new work orders are created, but you can rename it using any combination of numbers and letters. Use Due on date to determine when the work order becomes Overdue and to help set a completion date for the mechanic or service provider. For date completed, you can enter any date in the past or up to two months in the future. When you set a Date completed, MyGeotab automatically calculates the Odometer reading and Engine hours reading for that day. Choose the priority that reflects how urgently the work order should be handled. Select who the work order is Assigned to. The user must already exist in your database. If the user is not listed, select + New user to add one. Attaching a Repair site supports analysis of total vehicle down time and repair costs over time. The zone must already exist in your database, or you can select + Zone to add one. Choose the Reason for repair that best describes why the work order was created. Assign the repair class that applies to this work order. Review and confirm the attached Jobs. Select + Jobs to review all other work requests associated with this asset. Review the related work requests before adding them to the work order. Include details and supporting files such as diagrams or photos. You can upload a maximum of 10 files per work order, and each attachment must be clearly labeled and under 10 MB. Confirm the reference, dates, status, priority, assignment, repair site, repair details, jobs, and any notes or attachments before saving. Congratulations! You've completed this tutorial for how to create work orders.

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