WebTMA GO Work Order Window - WebTMA 5

Path: Main Menu > Work Orders > Work Order

Use the Work Order command to open the multi-task Work Order window. Press the Sync button  or search the server to display a list of work orders, both single and multi-task, assigned to the technician. For supervisors, the value beside the heading list indicates the number of work orders assigned to the supervisor. The value at the lower left shows the number of work orders in the list for both supervisor and other technicians.

If you have assigned a color to the Priority from Organization > Lookups > Priorities, the Work Order # is highlighted with the Priority color. The window also shows any new work orders created within the last 24 hours. NOTE for Healthcare Clients that use medTester: medTester tasks do not load as assigned work orders in WebTMA GO.

Records the Technician has not read are indicated by a blue sphere  in the first column.

In the T/L/A column:

T indicates the Timer is running *

L shows that Labor has been posted on the device

A denotes work orders Assigned to the logged in user

* If your organization uses the optional General Inspections module, a 'T' also displays on the Work Order List when the Start Timer button is tapped on the General Inspection window.

Tap the New button on the title bar to add a work order record. When you enter a Tag number for an item, an alert message informs you if the item is under warranty just as it does when you create a new work order in WebTMA.

Once a new work order is saved and uploaded, WebTMA follows a similar process used for records created from the browser. If the item on the work order is part of a Group, WebTMA looks for the lowest-level common location for the Group and adds the Location ID. This occurs after the record is uploaded from the iPad. If you download the record later, you might see a Location ID on the record; however, if the Group does not have a common location, no Location ID is shown.

Tap a line on the Work Order List window to open an existing record.

Existing records open in Edit mode ready to make changes if needed. Your user record determines whether you have permission to edit a given record.

Tap the chevron next to the Main Menu link on the Work Order window to use the Duplicate (copy), Take Signature, Add Labor Charge, Add Part Charge, Add Other Charge, Add Test Item, or Show Bar Code features.

The Duplicate feature is the same as using Copy in WebTMA. It makes a copy of the existing record to save data entry when the contents of most fields are the same. Make the needed changes, and tap Save on the title bar to add a new record.

When you tap the Take Signature command, a blank window opens and is ready to accept a signature. Signers can use their finger or a soft stylus to write their name. The signature is saved as a photo and visible on the Linked Photos Tab.

The ability to use the Cancel Work Order option is granted by your WebTMA Administrator. Use of this feature closes the tasks and marks them as 'Work Not Done', closes the work order, sets the status of the WO to cancelled, and sends a status change email that states the work order was cancelled. Once cancelled, the screen displays a brief message notifying you, then refreshes to the list window, and automatically reloads the cancelled work order where you can verify the Status as cancelled and the appropriate Close Dates.

Tap the Add Labor Charge, Add Part Charge, Add Other Charge, or Add Test Item to open the related QP Labor, Material, Other, or Test Items window to add the charges or calibration. By design, the Test Items date does not populate the last calibrated date on the maintenance-worthy item in WebTMA.

Tap the Show Bar Code command to display a bar code of the work order number. This is useful when you are collecting parts at the warehouse. The warehouse attendant can scan the bar code on your device to charge the parts to the correct work order. The work order number displays below the bar code.

The Finish Date on the Identity Tab is read-only. You can complete it on the Task window. When the record is saved, the field is populated.

The Work Order Tasks Tab is discussed in the following topic. The Linked Documents Tab relates to the same link on the Action Menu in WebTMA. Photos taken with the iPad are considered Linked Documents in WebTMA.

If the location or item includes any issues, the right-to-know alert icon  displays on the Identity Tab. Tap the icon for information about the alerts.

If your WebTMA System Administrator has selected the Filter Items by Location preference in the main application (Admin > Client Info > Preferences), the location selected for new work orders limits the items available to those that belong to the selected location.

New Work Order Defaults

When you create a new work order from the Work Order List window, the Defaults that are defined in the logged-in user's record (Admin > User Management > Records / Defaults) automatically populate fields on the Identity Tab. The defaults only show up if you manually create a work order using New at the top of the Work Order List window.

The following fields are eligible for default content:

  • Item Type
  • Location Type
  • Repair Center*
  • Priority
  • WO Type
  • Department**
  • Acct #
  • Status

* If a Repair Center is specified in the user's defaults, the WO Type and Priority for the Repair Center supersede the user's defaults for WO Type and Priority.

** The Department defaults if there is ONLY one Department linked to the Area but not if multiple Departments are linked to the Area.

The User Defaults set for Work Order window Identity page are applied in WebTMA GO for both Multi-task and Single Task work orders.

Expanded Location View

The Expanded Location View on the Work Order / Identity Tab allows you to see the full location description of the item, including the Building, Floor, and Area.

Click the ellipsis  button at the right of the location description to open a popup showing the location hierarchy.  If you enter a different Area # on this window, the Location ID on the popup also changes.

In situations where this choice is not needed, the system administrator has the option to clear the Visibility option for the Expanded Location Button from System Form Attributes.

Item Condition for Maintenance-Worthy Items

When the work order is written on a maintenance-worthy item, an Item Condition  button is visible on the left side of the item description field. Tap this button to open the Inventory Condition popup and review the last recorded condition of the item if required. The fields are read-only.

When you check the Update Condition box, the following fields are enabled:

  • Inventory Location
  • Inventory Condition
  • Inventory Tech

Clear the Update Condition button and the fields revert to read-only and the previous values are restored.

To revise the condition, mark the fields as needed. Be sure to tap Done on the popup window and Save on the Work Order window to save the new condition.

A successful Save indicates to the server there is new condition data to save to the maintenance-worthy item. The time for the Last Inventory Date is set to midnight on the server.

MWI Item Info View

The MWI Item Info View on the Work Order / Identity Tab allows you to see details about a maintenance-worthy item. This is the same information found in the main application on the Item Info Subtab. The popup is available only when the work order is written for Equipment, Vehicle, Asset, Tool, Entity, Biomed, or IT Equipment items.

Tap the ellipsis  button at the right of the item description to open a read-only popup showing the item details.

The ellipsis button is not available when you add a new tag or change an existing tag. This data is loaded once the work order saves.

E-mail Requestor from Work Order

If the Work Order record includes a valid e-mail address in the Requestor E-mail field, you can long press on the address field to send a message to the requestor.

The WebTMA System Administrator can set up an e-mail template in Admin > Email Settings / Mobile E-mail to give you a format for your e-mail Subject and Message.

Even without a template, a Send Email window opens addressed to the requestor so you can send an e-mail message.

Work Orders with Open Distributions

A completed work order may have purchase distributions still open. When your WebTMA System Administrator selects the Admin > Client Info / Preferences option to Allow Distributions to Completed Work Order, the following process applies.

Before closing a work order or work order task, the mobile application checks for open distribution settings, i.e., if the Allow Distributions to Completed Work Order check box is marked.

When closing a work order from the work order Identity form, Task Detail form or QP Labor and when open distributions are found for quotes, purchase requisitions or purchase orders, you are prompted to confirm the action to be taken.

The prompt options are defined as: 

  • Leave Distributions Open – Complete the work order and DO NOT clear distribution balances.
  • Clear Distributions – Complete the work order and set all open distribution balances to zero.
  • Cancel – Dismiss the prompt and do not complete the transaction or clear distributions.

If the Allow Distributions to Completed Work Order check box is not marked, you are still informed of any open distributions.

Your choices are defined as:

  • Clear Distributions – Complete and set all open distribution balances to zero.
  • Cancel – Dismiss the prompt and do not complete the transaction or clear distributions.

Variable Work Order Tabs

Most Tabs that display on a work order are fixed, but the availability of some tabs depends on whether other information exists. For example, if the Work Order item includes Lockout instructions, a Lockout Tab for these also displays on the Tab strip. If lockouts do not apply to a work order, the Tab does not display.

If the Work Order is for a Group, the Group Items Tab displays as illustrated below. The columns on this window are fixed; however, you can tap the Configure button to add more columns. When you have selected more columns than can be viewed at one time, use the  or  buttons adjacent to the Configure button to scroll through the columns.

Work Order Tasks Tab

Path: Main Menu > Work Orders > Work Order / Work Order Tasks Tab

The Work Order Tasks Tab displays a list of tasks assigned to the work order.

Tap a line item to open the Task window and review an existing task.

To add a task, tap the New button at the bottom of the page.

Similar to the Configure button on the list window, the Configure button on the Work Order Tasks window is used for spotlight searches on the Work Order Tasks Tab.

See the next topic, View/Add Task Window, for more information about the Task window.

View/Add Task Window

Path: Main Menu > Work Orders > Work Order / Work Order Tasks Tab

Use this window to view assigned tasks and add charges. If the task includes a Check List or Task Sheet, these display on separate Tabs on the window.

When the following conditions are true, an icon  next to the task number alerts you that checks are required for the task:

  • The Client Info / Preferences option to Require all master checks to be processed before closing work order is checked
  • Not all lines on the Check List Tab have been completed

In these circumstances, the icon shown above helps remind you that some or all of the checks have not been marked. The Client Info / Preferences setting makes this a requirement before the Completion Date field is enabled on the Task window in WebTMA GO.

In addition, the check list must be saved before leaving the Work Order window via the Labor button on the Task screen. Regardless of how you open the QP Labor window either from the menu or from the Work Order window, WebTMA GO will not save the labor record unless the full checklist is completed and saved (from the Work Order window) when the conditions listed above exist.

The Finish Task and Close Task check boxes should be marked on this window before attempting to post labor regardless of how you open the QP Labor window (either from this window or from the menu).

Closed tasks can only be reopened if the user has permission to modify closed work orders. This is granted from Admin > User Management> Records / Mobile Access Tab / Auxiliary Subtab–Allow Modification to Closed Work Orders.

Technicians can tap the Task Comments Tab on this window to enter their comments.

When creating a new work order on WebTMA GO, you can save as many tasks as needed to the Work Order Tasks Tab. Note the Assigned To Self check box that displays on the Task window for new work orders. This check box is available only when you create a new work order.

The Single Task Work Order window described on page 36 only accepts one task; therefore, the Tab strip displays Task rather than Work Order Tasks and the Task window opens without an interim List of tasks.

When you tap the New button on the previous window, this window opens with required fields identified. Enter the data, and tap the Save button.

Tap the Labor button at the bottom of the window to open the Quick Post Labor window and post labor for the task. Once posted, the Work Order List window displays an 'L' in the T/L/A column to show labor has been posted on the device. See QP Labor on page 40 for more information about the technician's Mobile Access / Auxiliary Subtab settings.

Tap the Parts button to open the Quick Post Material window and add parts used to perform the work.

Tap the Other button to open the Quick Post Other Charges window and add other charges that pertain to this work order.

Tap the Test Item button to open the Quick Post Test Item window and add calibration or other information needed for tools and equipment that must be tracked for safety or regulatory purposes. See page 44 for more information about using the Test Items window.

Tap the Start Timer button when you start working on the task to keep a record of hours spent. The T/L/A column on the Work Order List window displays a 'T' when the timer is running.

The General Inspection button is visible if your organization has purchased the optional General Inspection module. Tap the button to open the General Inspection window to make inspections for this work order. See page 62 for more information about General Inspections.

Required Parts Tab

Path: Main Menu > Work Orders > Work Order / Work Order Tasks Tab–Line Item

Any required parts are listed on the Required Parts Tab of this window.

To determine if the listed parts are in the desired warehouse:

  1. Tap the Check Availability button to open the Select Warehouse
  2. Select a Warehouse.
  3. Tap the Show Availability button on the popup.

When quantities are available, the values display in the Available column. If no parts are available, nothing displays in the Available column.

You also have the option to request different parts for the work order. The next topic, Requested Parts, describes how to request parts and the different options available.

Requested Parts

If you find you need more parts to complete a work order, tap the New  button on the Required Parts window and use the window that opens to make your request.

You have the option of requesting an existing Part from your warehouse or an Other Charge Item. The fields available and required change depending on your selection.

Path: Main Menu > Work Orders > Work Order / Work Order Tasks Tab–Required Parts - New

Notice that the only fields required for an existing Part are Part Code and Quantity.

When you select Other Charge Item, several more fields are required.

Path: Main Menu > Work Orders > Work Order / Work Order Tasks Tab–Required Parts - New

Complete the required fields and any elective fields, then click Save.

Continue to click Save until the work order is fully saved.

Work Order Timer

The Start Timer button is found at the bottom of the Task window. Tap Start Timer when you begin work.

Only one work order at a time can be timed. The button label changes to Stop Timer when timing starts.

Tap the Stop Timer button when work is stopped or completed. This opens the QP Labor window with the elapsed time indicated and ready to record the labor hours for this task.

If the timer is started on one work order, the button shows as disabled on other work orders to prevent use. In addition, the Work Order List window T/L/A column displays a 'T' if the timer is running on a record. If your organization uses the optional General Inspections module, a 'T' also displays on the Work Order List when the Start Timer button is tapped on the General Inspection window.

Work Order History Tab

Path: Main Menu > Work Orders > Work Order / History Tab

The History Tab lists previous work orders that apply to the location or item for which the work order was issued. It gives the technician information about work performed in the past.

You must be connected to your network to download the history records. The information does not download until you tap the History Tab.

Tap the Configure button at the lower left to set the view and sort options for the History Tab.

The files downloaded are limited to twenty-five records at a time. If you want to review additional records, tap the Fetch More button at the upper right of the window to download more records.

Tap a line to zoom to a record displayed on the History Tab. Typically, this is a read-only copy of the record. Editing may be available based on your user access.

Single Task Work Order Window

Path: Main Menu > Work Orders > Single Task Work Order

The only difference between the Work Order window and the Single Task Work Order window is the number of tasks available. Other than this, the fields and Tabs are the same as described in the previous work order topics.

The Single Task Work Order window allows one task; therefore, the Tab is labeled Task and the Required Parts Tab is visible on the main tab strip. The   Tab is used by technicians to record their observations about the work they performed.

The Finish Date field on the Identity Tab is read-only for work orders that have only one task. This applies whether they are viewed from the Single Task Work Order window or the multi-task Work Order window. When you add the Finish Date from the Task window and save the record, the field is populated on the Identity Tab.

The Work Order List window is the same for both single and multi-task work orders. If you view a multi-task work order using the single task display, text at the top of the Task page alerts you that this is a multi-task work order. Tap the Switch to Multitask button to view the record from the multi-task Work Order window.

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