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Creating Work Orders Manually

xAssets Planned Maintenance User Guide
Work Orders

Creating Work Orders Manually

This page explains how to create ad hoc work orders for unplanned maintenance — repairs, one-off inspections, or emergency work that is not covered by a Service Plan.

When to Create a Manual Work Order

Not all maintenance is scheduled. Use manual work orders for:

  • Emergency repairs — an asset has broken down and needs immediate attention
  • One-off inspections — a safety concern triggers an unscheduled check
  • User-reported issues — an employee reports a problem with equipment
  • Warranty work — a manufacturer recall requires specific assets to be serviced

How to Create an Ad Hoc Work Order

  1. Navigate to Maintenance > Work Orders > Create a new ad hoc Work Order.
  2. Select the asset that requires service.
  3. Fill in the work order details — description, procedures, priority, due date.
  4. Optionally assign the work order to an individual, supplier, or work centre.
  5. Save the work order.

Key Points

  • Ad hoc work orders appear alongside generated work orders in the asset's work order list, so you have a complete maintenance history in one place.
  • The first asset associated with the work order is treated as the primary asset and cannot be removed. You can add additional assets if the same work order covers multiple items.
  • Manual work orders are not linked to a Service Process or Service Plan, so they do not affect scheduled maintenance calculations. The next scheduled service for the asset will still be generated as normal.
  • Task Assignment Rules can optionally apply to manual work orders, depending on the TASKALLOCATION setting. If set to "Yes", rules apply to all work orders; if set to "Only for Generated Work Orders", manual work orders must be assigned by hand.

Practical Example

A building manager notices that an air conditioning unit is making unusual noises. They create an ad hoc work order:

  • Asset: HVAC Unit - Floor 3 East Wing
  • Description: Unusual noise from compressor — investigate and repair
  • Priority: High
  • Assigned to: Facilities work centre
  • Due date: Today

The assigned technician can see the work order on their dashboard, complete the investigation, record their findings, and close the work order.

Tip: Even for emergency repairs, creating a work order ensures the maintenance history is complete. This is valuable for compliance reporting and for identifying assets that frequently need unscheduled repairs — a sign they may need replacement.