Introduction
Work orders are an integral part of the maintenance software and play an important role in the management of maintenance activities. All maintenance tasks are controlled by means of work orders. This can be planned maintenance, but also unexpected work, for example when a fault needs to be resolved.
A work order is always linked to an object. This ensures that a maintenance history is built up for each object. This also provides insight into the operational costs.
The concept of work orders is flexible and offers users the possibility to schedule maintenance activities both manually and automatically.
Work orders can be created and modified in various ways, both in the desktop version of McMain and via the Digital Technician mobile app. This makes it possible to manage work orders not only from a desktop, but also on site.
This page explains how work orders are created and processed. Attention is paid to the various statuses, among other things.
Work Order Detail View
From the list view 'Work orders' the detail screen can be opened to view an individual work order. This can be done by double-clicking on a work order, or by clicking on the button "More details" in the preview window. The detail screen shows an overview of all data of the work order.
Depending on the type of work order (corrective, preventive or malfunction) different fields are displayed on the detail screen.
Labels
The 'Edit Labels' button allows you to add and remove labels.
Click the 'Add Label' button to choose a label from the drop-down list.
As can be seen above, a comment can also be entered for each label. This comment will be visible when hovering the mouse pointer over the label.
Input and selection fields
Below is an overview of the different fields that can be displayed on the work order detail screen.
Veldnaam | Type | Read-Only | Comments |
Description | Text field |
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Work description | Text field |
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Type | Selection field |
| Types can be managed via Settings > Work order types (under 'System Data') |
Cause | Selection field |
| Causes can be managed via Settings > Fault causes (under System Data) |
Project | Selection field* |
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Maintenance model |
| ✔ | Field is only shown when the work order is generated from a maintenance model. |
Call | Selection field | ✔ | Field is only shown when a work order is created from a call. |
Procedure | Selection field* |
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Object | Selection field* |
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Department | Selection field | ✔ | Field is only shown when configuration option 'Work with Departments' is enabled. |
Account / Customer | Selection field* |
| When the configuration option 'Use external customers' is enabled, this field will be called 'Customer'. |
Service Contract | Selection field |
| Here you can select contracts that have been created on the 'Contract management' page (under 'Source data)'. |
Contractor | Selection field |
| Suppliers with the 'Contractor' checkbox checked can be selected here. |
Status | Text field | ✔ |
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Creation date | Date field | ✔ |
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Target date | Date field |
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Completion date | Date field |
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Planned hours | Number field |
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Priority | Selection field |
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Plan group | Selection field |
| Field is only shown when configuration option 'Use plan groups' is enabled. |
Created by | Selection field | ✔ |
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Shift | Selection field |
| Field is only shown when configuration option 'Work with shifts' is enabled. Shifts are managed via 'Source data'. |
Crew | Selection field |
| Field is only shown when configuration option 'Use crews' is enabled. Crews via 'Source data'. |
Coordinator group | Selection field* |
| Field is only shown when configuration option 'Work with coordinator groups' is enabled. Coordinator groups are managed via 'Source data'. |
Qualifications | Multi-select |
| Field is only shown when configuration option 'Work with Qualifications on Employees' is enabled. Qualifications are managed via 'Source data'. |
----------------------------- | ---------------- | --------- | ----------------------------------------------- |
Werkvoorbereiding nodig | Checkbox | ✔ |
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Werkvergunning verplicht | Checkbox |
| Can only be edited when the work order is in status 'In preparation'. |
----------------------------- | ---------------- | --------- | ----------------------------------------------- |
Medewerkerteam | Multi-select | ✔ | Multiple employees can be assigned to a work order via the Planboard. The codes of the assigned employees are shown in this field. |
Medewerker | Selection field* |
| The 'Change' button is only available when the work order is in the status 'In preparation'. |
Uitvoerdatum | Date field | ✔ | The execution date can be filled in/adjusted when assigning the work order. To do this, click on the 'Assign' button in the toolbar at the top right of the screen.  |
*Select option by clicking 'Edit' button
Tabbladen
At the bottom of the detail screen there are several tabs. Below is an explanation of each tab's content and function.
Work permit
This tab is visible when configuration option WO012 (Use work permits) is enabled. When the work order is in the status 'In preparation', 'Prepared' or 'Active', the orange plus button can be clicked to create a work permit.
Inspection list
This tab is visible when a work instruction with an inspection list is linked to the work order. When the work order is in the status 'Issued', the inspection list can be filled in. When the work order is in the status 'In work preparation', 'Prepared' or 'Active', an inspection line can be clicked to adjust the measurement date and time, measured value and comments.
Logbook
This tab shows status changes of the work order, so that the history of the work order can be viewed. Texts are also shown here that are filled in when a work order is reported as completed, or when it is returned to work preparation.
It is also possible to add logbook texts 'manually'. This can be done by clicking the orange button:
For each log line, 'Make externally visible' can be checked. When the checkbox is checked, the log line will be sent in external communication via e-mail or to another software package.
When the work order is created from a notification it is possible to add a log line to the notification. The log line will then also be shown in the log of the linked notification.
Material
In this tab, all material transactions that are linked to the work order are shown. These are:
Purchase Order Lines
Item Issues
Stock Returns
Click on the orange 'Add a transaction' button to create a purschse order, material issue or stock return.
Hours
This tab shows all time registrations that are linked to the work order. Hours can be booked by clicking on the orange button. This button is not available when the status of the work order is either 'Cancelled' or 'Closed'.
Documents
This tab shows a list of documents that are linked to the work order. Documents can be added by clicking on the orange button with the paperclip.
Depending on environment settings there are three options. To add a document:
Link existing document | Koppel een document dat al aan McMain is toegevoegd. Een overzicht van al deze documenten is te vinden via Stamgegevens > Documentbeheer. |
Upload new document | Add a new document that does not yet exist in McMain. Files of the following types, among others, can be added:
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New hyperlink | Link to a web page. |
Media
This tab shows all images and videos that have been added to the work order. Click on an image or video to enlarge it. To add additional media, click the orange button in the bottom right corner.
Among others, the following media types can be added:
JPG/JPEG
PNG
GIF
MP4
MOV
BMP
Incoming invoices
Show all incoming invoices that are linked to the work order. By clicking the orange button a new incoming invoice can be created.
Costs
In dit tabblad wordt een overzicht getoond van alle kosten die verbonden zijn aan de werkopdracht.
Material cost | Displays the total cost of the material added to the work order. |
Hours costs | The hours booked on the work order are multiplied by the hourly rate of the selected employee.
Example: An employee with an hourly rate of €50 books three hours on the work order. The hourly costs are now €150. |
External costs | This field shows the total amount of all incoming invoices. |
Other costs | Free field. Costs that are not (directly) linked to materials, hours or invoices can be entered here. |
Planned costs | Free field to fill in. These are costs that may have to be made in the future. |
Follow-up WO
In certain cases, it is necessary to perform follow-up work after a work order has been completed. In that case, this can be indicated by checking 'Follow-up work required'. The 'Comment for follow-up work' field will become visible. This is where you can describe which follow-up work is required.
After the work order has been reported as completed, it is possible to create a follow-up work order. This can be done by clicking on the three dots at the top right of the screen and then on 'Follow-up WO'.
When the work order is closed without a follow-up work order being created, a message will be displayed. By clicking 'Force', the work order can be closed without creating a follow-up work order.
Button bar
Afhankelijk van de status en het type van de werkopdracht worden er in de knoppenbalk verschillende knoppen getoond.
By clicking on the three dots, more buttons will be shown:
Button | Description | Funtion |
| Set to Prepared | If, for any reason, a work order cannot (yet) be executed , it can be reset to the status 'Prepared'. The work order can then be edited and after that be re-issued. It is also possible to cancel the work order. |
 | Assign | This button opens the 'Assign / Schedule' dialog box. Here, an employee and an execution date can be selected for the work order. When applicable, a Department and/or Team can also be selected. The list of employees will be filtered based on these two selections. |
 | Complete | Button for reporting the work order ready. When reporting ready, various checks are performed. Among other things, the following items are checked:
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 | Mail work order | In certain cases it is necessary to be able to send a work order via e-mail. For example when an external party is going to carry out the work order. When the 'Email work order' button is clicked, a dialog box opens. Here you can choose to e-mail the work order to the assigned employee. In addition, an alternative/extra e-mail address can be specified. A layout can also be chosen.
This button is visible when configuration option WO060 'Manually email work orders' is enabled. 
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| Download PDF | Clicking this button will download a PDF file of the work order. |
 | More options... | This button opens a menu with additional options. The possible options are described below. |
 | Back to Wok Order preparation | This button can be used to reset the work order to the status 'In Preparation'. This button is only shown when the configuration option 'Use Work Preparation' is enabled. |
 | Cancel work order | This button can be used to cancel the work order. The status 'Cancelled' is (like the status 'Closed') a final status. This means that no more changes can be made to the work order, once it has been cancelled. |
 | Put on hold | Clicking this button will place the work order on hold. Use this option when a work order cannot be temporarily completed—for instance, if materials still need to be ordered or another work order must be completed first. While on hold, the work order will not be visible in the Digital Mechanic. It can be reassigned at a later time. |
 | Duplicate | Clicking this button opens a dialog box for creating a new work order. Certain details from the selected corrective work order are pre-filled. This allows for quickly creating a similar work order. |
 | Back to Issued | This button enables the reassignment of a work order with the 'Completed' status. Clicking the button opens the dialog box for assigning or scheduling a work order. If the work order is linked to a specific department or team, it cannot be modified. Once the work order returns to the 'Issued' status, modifications can be made again using the 'Assign' button. |