Using Failure and Problem Codes on Work Orders

What Are Failure and Problem Codes?

Failure codes represent the broad category of an issue (e.g., "Mechanical Failure," "Electrical Issue"). Problem codes are more specific and belong to a parent failure code (e.g., "Bearing Worn" under "Mechanical Failure"). Together, they help you capture consistent, reportable data across all your work orders.

Setting Up Codes

To configure your codes, go to Global Settings → Instance Codes. You'll find tabs for:

To create a failure code, click New Failure Code, enter a name, and save. To create a problem code, click New Problem Code, enter a name, and assign it to a parent failure code.

Adding Codes to a Work Order

Confirm the Job Codes field is showing visible in the work order by going to Global Settings > Permissions > Work Order Job Codes. Check the box for the user profile types that need access to this field, or add them by user in Global Settings > Users.

When creating or editing a work order, scroll to the Failure/Problem Codes section. Select the applicable failure code from the dropdown, then choose a problem code if relevant. Both fields are optional and can be updated at any time.

Reporting on Codes

Failure and problem codes are available as filters and columns in your work order reports, making it easy to identify trends, recurring issues, and areas that need attention.