Work Orders allows you to browse work order inventories, visualize work order cost and activity over time, and export work order information for further analysis.
👍 This article will help you:
Use filters and period selections to find valuable work order information
Interpret work task costs and details
Create work orders dashboards
To access Work Orders, go to Apps on the left side menu, then Work Orders.
Atrius displays work order requests submitted through your external work order management system, not through Atrius itself. Once your Atrius Work Orders Push API integration is complete, work orders data will be automatically updated in the app, depending on the frequency with which data are pushed from your external work order management system.
Definitions
Work orders are requests for maintenance, repair, or installation of something in a building. A work order specifies what the problem is, where the problem is, how much the problem costs, and who it is assigned to. Different organizations may use different terms to describe work orders: service orders, repair orders, purchase orders, etc.
Work tasks are the individual jobs and assignments necessary to complete an overall work order request. Different organizations may use the term "work requests" to describe work tasks.
Work task costs are cost line items for a given work task. For example, if a request for repair required new hardware, installation, and administrative fees, then each charge related to the parts, labor, and other fees of this request can be itemized within the work task.
📘 What IDs are used to identify each type?
'Work Order ID' is the unique identifier for each work order, and the common identifier among all related work tasks.
'Work Task ID' is the unique identifier for each work task, and the common identifier among all related work task costs.
'Cost ID' is the unique identifier for each work task cost.
🚧 Work tasks are required, but work orders are optional
In your external work order management system, you may find that work tasks are not assigned to a specific work order. Work tasks imported into Atrius that have a blank 'Work Order ID' field will continue to have no work order assigned to them. However, these work tasks will still be revealed in the graph, providing a complete picture of all work tasks.
Work orders graph & table filtering
On the main Work Orders table, you can filter by the following parameters, all of which leverage the existing assignments and associations in your external work order management system:
Filter | Instructions |
Building | Select one or more buildings for which work orders have been submitted. |
Space | Select one or more spaces for which work orders have been submitted. |
Tenant | Select one or more tenants for which work orders have been submitted. |
Problem Type | Select one or more problem types for which work orders have been categorized. |
Assignee | Select one or more assignees for whom work orders have been assigned. |
Status | Select one or more statuses in which work orders may be presently classified. |
Maintenance Type | Select whether work orders were reactive or preventive. |
Period | In the adjacent dropdown menu, select a time period over which to view work order trends. Choose from standard calendar views, rolling views, or a custom period. 'All time' is selected by default. |
📘 How period selection works
Work order costs are included in a given period selection if the 'Date charged' for the work task also occurs within the range of the period.
Work order counts are included in a given period selection if the 'Date requested' for the work task also occurs within the range of the period.
Once your filters have been selected, the graph and table will update automatically.
Click anywhere on the graph to switch between total cost and cost by type. Select any table column header to sort that column alphabetically or chronologically.
Column | Description |
Building | The building to which the work order request applies. Select this link to visit the building's Profile page. |
Problem Type | The problem type assigned to this work order, made available by the existing enumeration of problem types in your external work order management system. |
Work Task ID | The unique identifier for each work task, and the common identifier among all related work task costs. |
Assignee | The person to whom this work order is assigned. If the person is also an Atrius user, then select this link to visit the user's Profile page. |
Status | The current stage of the work order. For example: Approved, In Progress, Completed, Cancelled. |
Last Updated | The last date when new data has been posted or uploaded to this work order from your external work order management system. |
Total Cost | The sum of all work task costs, including parts, labor, and other fees, represented by this work order request. |
❗️Unassigned buildings
Any building displayed with a red "i" icon is missing an association with a building by the same name in Atrius. If this is a new building, first create a new building. Then go to the new or existing building's Profile page and enter the following unique identifier in the 'Vendor Building ID' field. Now you may assign this asset to the building by resending this asset via the API.
Work order profile & work tasks table
To view details for a work order, select the 'Work Task ID'. The Work Task ID page displays the same information from the main table, plus all available work task details and work task costs.
The following work task fields are listed for a given work task:
Field | Description |
Work Task Description | A description of the work task. |
Date Requested | The date when the work task has been requested. |
Date Completed | The date when the work task has been completed. |
Work Order | The work order to which this work task belongs. A work task may not belong to a work order. |
Work Order ID | The unique identifier for each work order, and the common identifier among all related work tasks. |
Location | The location where the work task applies. |
Location Description | A description of the work task location. |
Vendor Building | The building to which the work task applies. |
Vendor Building ID | The unique identifier that links a building from a third-party system integration to a building in Atrius. |
Space | The space where the work task applies. |
Space ID | The unique identifier that links a space from a third-party system integration to a building in Atrius. |
Tenant | The tenant to which the work task applies. |
Tenant ID | The unique identifier that links a tenant from a third-party system integration to a building in Atrius. |
System | The system or sub-system where the work task applies. Often, this reflects the category of the asset for which the task has been requested. |
System ID | The unique identifier that links a system or sub-system from a third-party system integration to a building in Atrius. |
Asset | The asset to which the work task applies. |
Asset ID | The unique identifier that links an asset from a third-party system integration to a building in Atrius. |
Maintenance type | Whether the work task was reactive or preventive |
Account | The account or funding source that will be used to pay for the work task request. |
Account ID | The unique identifier of an account from a third-party system. |
🚧 A note about Vendor Building ID
'Vendor Building ID' is the unique identifier that links a building from a third-party system integration to a building in Atrius. If a building is not linked in the table, then that building does not link to a building in Atrius.
To connect a building, copy the Vendor Building ID provided in the tooltip and enter it on a new or existing building's Profile page, where the optional 'Vendor Building ID' field is located.
📘 A note about Work Task Descriptions
When data from your work order management system is posted or uploaded to Atrius, any revised or updated 'Work Task Description' from work tasks with the same 'Work Order ID' will update all related work tasks with the same description. Other fields, such as Location, Vendor Building, Tenant, Asset, etc., will not update in this manner.
The following cost line items are listed for a given work task:
Column | Description |
Cost ID | The unique identifier for this work task cost line item. This field can also be used to update previously pushed work task cost items. |
Date | The date when parts, labor, or other fees were charged for the work task. Dates are to be formatted as ISO 8601. |
Type | The category of the work task cost line item. Supported types include: Parts, Labor, and Other. |
Name | The name of the part, labor, or other fee. Part names may be an asset or part of the building. Labor names are the person or company contracted to fix the problem. Other names include administrative fees, for example. |
Cost | The cost parts or labor, without locale formatting. The default is dollars (USD). |
Work orders dashboards & cards
To create a card with work orders data, first create a dashboard.
Select the 'Add a card' button, then select the Building Trends or Building Comparisons card type from the menu. Select your desired building or building group, then for Data type select 'Work orders'.
Work orders affords a special set of card configuration options, summarized below for the Building Trends card. A similar set of options exists for the Building Comparisons card.
Field | Instructions |
Problem type | Select the appropriate problem type category, or view all problem types. If 'All problem types' is selected, a new field called "Stacked by" will appear later in the form. |
Metric | Select the display unit: cost or count. If 'Count' is selected, a new field called "Max aggregation for 'Other' series" will appear later in the form. |
Cost type | Select a specific cost type. 'Parts, Labor, & Other' is equivalent to total cost. |
Chart type | Select a graph format of bars or stacked bars. If 'Stacked bars' is selected, a new field called "Stacked by" will appear. |
Stacked by | Select a stacking dimension: problem type or cost type. 'Problem type' will include a stacked bar for every available problem type. 'Cost type' will include 1-3 stacked bars for Parts, Labor, and/or Other, depending on the previously selected "Cost type" field. |
Max aggregation for "Other" series (optional) | To reduce the number of individual stacked bars and highlight only the largest data series, specify up to how many series should be combined into a new series named "Other". |
Unit | Unit will default either to dollars or tasks, depending on the previously selected "Metric". |
Callouts | Select from among 8 work order-specific callout sets. |