Introduction
With Makula, you can define your own custom statuses for work orders in the main settings of the platform. Here we will walk you through the process of creating and managing custom work order statuses, enabling you to tailor the work order management workflow to your specific needs.
Getting Started
Before you can define a custom work order status, make sure you have admin access to the platform and can see the Company Settings section in the Main Settings.
Accessing Main Settings
To define custom work order statuses, follow these steps:
Login: Access the platform using your credentials.
Navigate to Main Settings: Locate and click on "Main Settings," at the bottom in the left main navigation menu.
Status Customisation: Within the settings menu > Company Settings, find and click on the "Status customisation" setting.
Defining a Custom Work Order Status
In the Status customization section, you'll find options to define a custom work order status:
OPEN and CLOSED Status: OPEN and CLOSED are fixed work order statuses and will be by default available for all the OEMs along with CALLBACK, VISIT PLANNED, ON HOLD, and WAITING INPUT. You can delete statuses other than OPEN and CLOSED and create your own.
Add New Status: Locate the option to "+ New label". Click on it to add a new status “NEW LABEL” for the work order. If there are existing statuses, the new status will be added at the bottom of the last added status and above the “CLOSE” status.
Status Name: You can change the name of the status by hovering over it and clicking the pencil icon.
Provide a descriptive name for the custom status. Choose a name that reflects the purpose of the status in your workflow (e.g., "In Progress," "On Hold," "Escalated"). The text limit for the status is 16 characters which also includes spaces.
Status Colour: Choose a colour that will be associated with this status. This helps visually differentiate statuses on the ticket board.
Save: After completing the status details, click "tick" to add the custom status to your settings.
Managing Custom Statuses
Once you've defined custom work order statuses, you might want to manage them over time:
Edit: In the Status customisation section, find the custom status you want to edit. Hover over it and click the “pencil” icon to update the name and colour of the status.
Delete: If a custom status is no longer needed, hover over it and click on the “trash” icon to delete the status. If no work order has the status you want to delete, the system will delete the status.
Note that if the status is in use i.e. if there are existing work orders with the status you want to delete, the system will ask you to migrate all such work orders to another existing status.
Click “Confirm” after selecting an existing status to migrate the work orders and delete the status.
Reordering Custom Statuses
You can change the order of the custom statuses by clicking and dragging the status by the 6 dots icon on the left of the custom status. You cannot place a status above the “OPEN” or below the “CLOSED” status. You cannot also reorder the “OPEN” and “CLOSED” statuses. The order set here will also reflect in the work order status dropdown and also in the Board view for the Work Orders.
Applying Custom Statuses to Work Orders
Now that you have your custom statuses defined, here's how to use them on work orders:
Open a Work Order: Navigate to the work order you want to update.
Change Status: Look for a "Status" field in the top right corner of the work order. Here you will find a dropdown menu with all available statuses.
Select a Custom Status: From the dropdown, select the custom status that best fits the Work order’s current status. The same statuses will be available for all types of work orders i.e. Service Request, Spare Parts, and Preventive Maintenance work orders.
Conclusion
Congratulations! You've successfully learned how to define and use custom work order statuses in the main settings of our Makula OEM platform. By tailoring your work order workflow, you can streamline communication and improve your team's productivity.
If you have any further questions or need additional assistance, feel free to refer to this documentation or contact our customer success team.