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Work Orders

System Overview

Work Orders is the central hub for managing all maintenance activities in ALEF 360 CAFM. It enables you to create, assign, track, and complete maintenance tasks across your facilities with full visibility into SLA compliance, workforce utilization, and cost tracking.

Reactive Maintenance

Handle breakdown requests, tenant complaints, and ad-hoc repairs with priority-based routing and SLA tracking.

Scheduled Maintenance

Automate preventive maintenance with configurable frequencies, asset assignments, and checklist-based inspections.

Dispatch & Assignment

Assign technicians via drag-and-drop scheduling, skill matching, and calendar-based workforce planning.

Quick Start Guide

  1. Navigate to Work Orders: Go to Sidebar → Work Orders → Work Orders
  2. Create a Work Order: Click + Add Work Order and complete the multi-step form.
  3. Assign Technicians: Use Dispatch Console or bulk assign from the table view.
  4. Track Progress: Monitor status changes across Unassigned, Open, In Progress, and Completed tabs.

Core Capabilities

Work Order Lifecycle

Create, assign, track, and close work orders with configurable workflows from creation to completion.

SLA Monitoring

Track response and resolution times against SLA targets with breach alerts and escalation rules.

Workforce Management

Assign technicians based on skills, availability, and location with real-time calendar views.

Checklist Inspections

Attach pre-defined checklists to work orders for standardized inspection and maintenance routines.

Cost & Time Tracking

Log labor hours, inventory usage, and estimated vs actual costs for financial reporting.

Before & After Documentation

Capture photos, notes, and measurements to document work completion and asset condition.

Module Guide

Navigate key areas of the Work Orders module. Each sub-module provides focused tools for specific maintenance workflows.

Work Order Table

View, filter, and manage all work orders with status tabs, bulk actions, and export options.

View Table Details →
Dispatch Console

Calendar-based scheduling and drag-and-drop assignment of work orders to technicians.

Open Dispatch Console →
Scheduled Maintenance

Configure recurring maintenance plans with frequencies, assets, and automatic WO generation.

Manage PPM Plans →
Checklists

Create and manage inspection checklists with configurable task types and frequencies.

Manage Checklists →
Service Matrix

Define service groups, types, and job types with skills and cost estimations.

Configure Services →
PPM Planner

Calendar views for preventive maintenance with yearly, monthly, and daily planning.

Open PPM Planner →

Key Features

Multi-tab status tracking: Unassigned, Open, In Progress, Completed, Closed, Cancelled.
Bulk operations: Assign, rate, close, cancel, delete, and export multiple work orders.
SLA tracking with breach indicators and priority-based escalation.
Asset linking: Connect work orders to facilities, locations, spaces, and equipment.
PDF and CSV export with customizable filters and date ranges.
Mobile-optimized for field technicians with offline support.

Work Order Table​

Navigation Path: Sidebar → Work Orders → Work Orders

The main work order table displays all work orders organized by status tabs.

Status Tabs​

TabDescription
UnassignedWork orders awaiting technician assignment
Open AssignedAssigned but not yet started
In ProgressCurrently being worked on
CompletedFinished and pending closure
ClosedFully processed and archived
CancelledVoided work orders

Default Columns​

ColumnDescription
IDUnique work order identifier (auto-generated)
StatusCurrent progress stage
CategoryType: Reactive, Corrective, Inspection, Breakdown, Scheduled Maintenance, Help Desk, Tenant Request, Other
Start DateScheduled start date and time
Created AtSystem-generated creation timestamp
Due DateTarget deadline
AssetsLinked equipment/facility/location/space
PriorityUrgency level: Low, Medium, High, Critical

Work Order Table Overview

Bulk Actions​

Perform operations on multiple work orders at once by selecting items from the table.

ActionDescriptionAvailable In
Bulk AssignAssign multiple work orders to users/teamsUnassigned tab
Bulk RateAdd ratings for completed work ordersCompleted tab
Bulk CloseMark work orders as closedCompleted tab
Bulk CancelCancel work ordersCompleted tab
Bulk DeletePermanently remove work ordersAll tabs
Bulk DownloadExport selected work orders as PDFAll tabs

Steps:

  1. Click the checkbox icon at the top-left of the table
  2. Select individual items or use "Select All"
  3. Choose your desired bulk action

Quick Actions​

ActionDescription
+ Add Work OrderCreate a new work order
Overdue SM WOsToggle to filter overdue scheduled maintenance
Export PDFGenerate work order summary reports
Export CSVExport work order data as spreadsheet

Filters​

Click the Filters button to filter work orders by:

  • Work Order ID
  • Category
  • Priority
  • Assets
  • Assigned Users
  • Date Range
  • SLA Status
  • Customer/Contract

Work Order Profile​

Click any work order row to open its detailed profile page with the following tabs:

Details Tab​

  • Work order information: ID, Status, Category, Priority
  • Dates: Created, Start, Due, Completed
  • Description and service job details

SLA Tab​

  • SLA terms and target times
  • Breach status and escalation history

Checklist Tab​

  • Linked inspection checklists
  • Task completion status

Workforce Tab​

  • Assigned technicians
  • Acceptance and rejection history

Inventory Tab​

  • Materials and parts used
  • Cost tracking

Timeline Tab​

  • Activity log and status changes

Time Log Tab​

  • Labor hours tracking
  • Start and end times

Before & After Tab​

  • Photo documentation
  • Condition comparison

Notes Tab​

  • Internal notes and comments

Documents Tab​

  • Attached files and reports

Work Order Profile Page

Add Work Order​

Click + Add Work Order to open the multi-step creation form.

Step 1: Main Details​

  • Namespace selection
  • Work order category
  • Description
  • Asset selection
  • Service matrix (Group → Type → Job)

Step 2: Assignments​

  • Customer contract and SLA
  • Subcontractor details (if applicable)
  • Assigned technicians

Step 3: Settings​

  • Priority level
  • Start and due dates
  • Geolocation requirements
  • Client sign-off settings

Step 4: Checklist​

  • Attach pre-defined checklists
  • Configure task requirements

Step 5: Review & Create​

  • Review all details
  • Submit work order
Add Work Order Form

Edit Work Order​

  1. Open the work order profile
  2. Click the Edit button
  3. Modify fields as needed
  4. Save changes

Note: Some fields may be locked based on work order status.

Export Options​

PDF Export​

  1. Click Export PDF from quick actions
  2. Select row range
  3. Apply filters if needed
  4. Click Export

CSV Export​

  1. Click Export CSV from quick actions
  2. Choose columns to include
  3. Click Download