Before you begin
To avoid unexpected issues, workflows that change statuses should be turned off when work order completion controls are turned on.
Version: v5 Work Orders with any version of user management (what does this mean?)
Plans: Enterprise
Audience: Administrators
Work order completion controls configure rules for closing work orders using work order completion controls. Currently, you can do the following:
- Enable state-based access: This allows you to set which user groups can close and reopen work orders. When state-based access is activated, closed work orders are read-only and must be reopened to be edited or deleted. An authorized user must first change the work order's status group to edit or delete it.
- Require completion notes when closing work orders: This prompts users to enter completion notes if they try to close a work order without them.
These features are independent of each other. You can configure one, both, or neither.
These settings are enforced in both the web and mobile apps.
Turn on state-based access
Before you begin
The work order import feature will be unavailable when state-based access is turned on.
To enable state-based access:
- Navigate to Settings > CMMS Settings > Maintenance and Work Order.
- Select the Enable state-based access checkbox:
- Do one of the following:
- To allow only administrators to close and reopen work orders, leave both fields blank.
- To choose specific user groups who can close work orders, select those groups in the These user groups can close work orders drop-down list.
- To choose specific user groups who can both close and reopen work orders, select those groups in the These user groups can both close and reopen work orders drop-down list.
- Click Save in the top menu bar.
Note
When bulk editing, users with reopen permissions can directly edit any selected closed work orders even without reopening them.
Require completion notes when closing work orders
Before you begin
Unlike state-based access, work order import is still available when required completion notes are activated. Importing new work orders does not require completion notes. However, updating any existing closed work orders without completion notes via import will result in an error.
To require completion notes when closing work orders:
- Navigate to Settings > CMMS Settings > Maintenance and Work Order.
- Select the Require completion notes when closing work order checkbox:
- Click Save in the top menu bar.