Work orders

In the IT Advisor desktop client Analytics > Reports view, you can generate work order reports showing a list of all the work orders in a specified work order range or details of a specified work order.    Work Order List report   A summary of work orders in the system. You can filter the report by work order number range, needed by date, and completion date.   Work Order Details report   A list of work orders, including details about status, description, and comments.   ITA_report_workorderdetails_360007668817.png   Work Order Tasks report   A list of selected work order tasks from one or more work orders.   This report displays in the Report View. You can use the Report View toolbar to navigate the report pages on the screen or to print or export the report to a file in any of the available formats, HTML, CSV, Excel, or PDF.   You can also generate reports in Planning > Data Center by right-clicking one or more work orders in the Work Orders pane (Window > Show View > Work orders). For example, click a work order and select Print Work Order to see all tasks in the work order without opening it.

You can enable the controlled automated work order process in the Planning > Data Center perspective by opening the Work Order Editor and making changes to the layout. Any changes done to add, move, or delete IT equipment are recorded, and work order tasks for implementing these changes in the data center are automatically generated. Each work order has its own unique workflow. To create or modify a workflow, click the Workflow icon on the work order header -->   ITA_Workflow_Icon_360007722958.jpg to open the Work flow Editor. You can view work orders in a list without opening the Work Order Editor in Planning > Data Center (and read-only in Operations > Data Center) in the Work Orders pane if you have IT Advisor: Change installed. See Creating a controlled automated work order and Creating a custom work order without recorded tasks for details about creating work orders, adding them to the list. ITA_work_flow_view_360007722958.png Edit or view a listed work order In the Work Orders pane, double-click a listed work order. Edit or view the selected work order in the Work Order Editor. Edit the work order summary and details. Add, edit, or delete task details. Filter work orders To limit the amount of work orders in the list to only include those you want to edit: Use the search filters below the column headers in the pane. Use the link icon to only see work orders related to the selected equipment. View, print or export work orders To access print and export options for the work order list, multi-select work orders (Ctrl+click or Shift+click) and select Print Work Order List. The report view opens and you can click the Print icon and then Export icon to export it as a PDF, HTML, or XLS document. To view or print an audit report, listing the tasks in a selected work order, right-click a work order and select Audit Work Order. The report view opens and you can click the Print icon and then Export icon to export it as a PDF, HTML, or XLS document. Set up strict work orders You can set up strict work orders that require work orders to follow a selected process. The option to select 'No process' when a work order is created is not available when this setting is applied in the Tools > Preferences > General option.  

There are three principal roles when working with work orders: Work order process administrator, a specific user permission (under Global Permissions in Administration > Users or User Groups in the web client) Work order planner, a specific user permission Users that perform the work order tasks. This can be any user. The work order process administrators handle creating the general processes the work orders should follow. The work order planners create and plan work orders. A work order planner can change or replan all work orders, and update the status of tasks. A user that has a task assigned to them can execute the task and update the status of that task.  An unassigned task is implicitly assigned to the user or group that the work order is assigned to. When a task or work order is assigned to a user group, any user in that group can assign the work order to themselves. Afterwards, the task can be updated as usual. As a short cut, if a task is updated without assigning it first, the task is automatically assigned to the user who updated it. There is an exception: when a Work Order planner updates a task in the desktop client, they can set the task status on behalf of another user.

You can execute work orders in the web client on your mobile device. Work orders overview page Work orders viewed in web client are grouped into 3 categories: 1-Assigned to me: Work orders that are assigned to you, or have tasks assigned to you. 2- Assigned to my group: Work orders that are assigned to the group you are in, or contain tasks assigned to a group you are in. 3- Others: Work orders that are not assigned to you or to any groups you are in. Work orders can also be filtered by work order name or work order number. Work order details page The work order details page contains the list of tasks in work order with detailed information. Tasks are grouped in 4 categories: 1- Tasks that are not overdue, and not started or in progress. 2- Overdue tasks 3- Completed tasks 4- Cancelled tasks Task details page The task details page contains more detailed information about a specific task, with the option to navigate to the asset related to task, assign the task to yourself, and change task status. Inventory link A task can be linked to an asset in rack. The link is shown in the task details page. The link will navigate to rack view with selection of the related asset.  

Over time, the amount of old work orders in the system will grow. You can perform a cleanup and delete work orders older than 400 days, that is work orders with a Needed by date of minimum 400 days prior to today's date. Note: Use this operation with caution. Once performed, there is no way of retrieving deleted work orders. Select System Setup>Work Order Cleanup. Type the minimum age of the old work orders to be deleted. Type the confirmation text  CONFIRM . Type exactly what it says and be sure to enforce case sensitivity. This step has been added to prevent you from unintentionally deleting work orders by accident. Work order related data in the audit trail log will not be deleted.   ITA_wo_cleanup_360007723178.png

Working with change management in a data center often requires certain tasks to be repeated regularly. In ITA, work order processes and the option to schedule recurring work orders help you manage repetitive tasks. A work order process is a list of tasks in a defined flow that you can save and reuse for other similar work orders. As you add to it, your processes library will grow into a valuable collection of best practices. Creating a work order process is very similar to creating a work order. The only difference is the list of tasks and the flow you create in a process can be saved and used again and again. Creating a work order process Click the Create new Work Order Process icon  114820815_360036208334.jpg in the menu bar. Fill in the work order process properties, such as name, priority, project code, etc. Add one or more tasks to the work order process. Open the Work Flow Editor. Define the workflow. Click the Create work order recording task icon 126177527_360036208334.pngto insert tasks that are work order specific, if needed. For example, the process to install a server is always the same, but the rack, u-position, etc. is different every time. Note: You can only add one work order recording to a process, however, you can add many tasks within that recording. 126177535_1502x250_360036208334.png Work Order Process View The saved work order process appears in the list of available processes when you create a new work order. and in the Work Order Processes view. Note: The Work Order Processes view is not displayed by default. Go to Window > Show View > Work Order Processes to open it. Applying a work order process Right-click one or more pieces of equipment or a room layout, and select Apply Work Order Process. In the Work Order Editor, adjust the text for the work order if needed. Tip Ctrl-click or Shift-click to select multiple items at the same time.   See also Working with work orders Scheduling Work Order Recurrence Locking a work order Deleting old work orders

You can create, review, and edit custom work orders without recorded tasks. In Planning > Data Center, click the create new work order icon to open the Work Order.  Select No process to add tasks to the work order. Selecting a process may restrict whether you can add tasks to the work order. Edit the work order details, such as summary, assignee, needed by date, and priority. Select a project code (not required). The project code can be used to identify the work order type and you can filter the work order list using this code. To add a new code, type the code directly in the field or select Tools > Create Work Order Project Codes and add the new code. Type a comment (not required). Click Create new task if you want to add one or more tasks.  Edit the task details. Add more tasks if needed. Save and close the Work Order. ITA_create_new_work_order_360008080277.png

Open the Work Order Editor in the Planning > Data Center perspective to create a controlled automated work order and make changes to the layout. Any changes done to add, move, or delete equipment are recorded, and work order tasks for implementing these changes in the data center are automatically generated. Working with the controlled automated work order process In Planning > Data Center, open the Work Order Editor. Edit the work order details, such as summary, assignee (User or Group), needed by date, and priority. Select a project code (not required). Use the project code to identify the work order type. You can filter the work order list using this code. To add a new code, click the plus icon and type the code. Type a comment, (not required). Add, move, or delete equipment in the layout (drag and drop). Edit the task details, if needed. Save and Close the Work Order Editor. The system automatically creates the work order. To exit the work order recording mode and execute planned changes, click Cancel in the Work Order Editor. When you execute a planned change, any associated work orders will be automatically updated. When you set a work order to completed, the associated planned change is executed. Any work order at or past the date requested for completion is highlighted in red text. To disable automatic work order recording when adding, moving, or deleting equipment in the layout, close the Work Order Editor. ITA_rackplanning_WO_Editor_360036715353.png Automated work order with network ITA_automated_WO_w_network_360036715353.png    See also Working with work orders Creating a custom work order without recorded tasks