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Guide

Last updated: November 2024

Learn how to view work requests and work orders, approve work, assign work to users, and complete work items.

> Note: For the complete workflow including Work Request → Work Order conversion, Tasks, and Group assignments, see the Work Request Implementation.

- What you'll need - Viewing work requests - Managing work requests - Viewing work orders - Managing work orders - Frequently asked questions

What you'll need

- A Scan2Evolve account with appropriate role - Access to work requests or work orders - (For approval) Admin or site manager role - (For assignment) Admin or site manager role

Viewing work requests

Web app

Step 1: Navigate to work requests - Click Work in the navigation menu - Go to Work Requests section - Or go to /work/requests

Step 2: Browse work requests - View list of all work requests - Filter by status, priority, or assigned user - Search for specific work requests - Sort by due date, priority, or status

Step 3: View work request details - Click on a work request to view details - See work request information, source inspection, and assigned user - View related answers and photos - View work request history

Example:

1. Go to "Work Requests" page
2. Filter by "Status: Open"
3. Filter by "Priority: HIGH"
4. Search for "Pump-001"
5. Click on work request "WR-2024-001"
6. View work request details, source inspection, and assigned user

Mobile app

Step 1: Open work requests - Tap Work in the navigation menu - Tap Work Requests section - Work request list is displayed

Step 2: Browse work requests - View list of all work requests - Filter by status, priority, or assigned user - Search for specific work requests - Tap on a work request to view details

Step 3: View work request details - Tap on a work request to view details - See work request information, source inspection, and assigned user - View related answers and photos - View work request history

Example:

1. Tap "Work" → "Work Requests"
2. Filter by "Status: Open"
3. Filter by "Priority: HIGH"
4. Tap on work request "WR-2024-001"
5. View work request details, source inspection, and assigned user

Managing work requests

Approving work requests

#### Web app

Step 1: Open work request - Go to Work Requests page - Click on a work request - Review work request details

Step 2: Approve work request - Click Approve button - Work request status changes to APPROVED - Work request can now be assigned

Example:

1. Go to Work Requests page
2. Click on work request "WR-2024-001"
3. Review work request details
4. Click "Approve" button
5. Work request is approved
6. Work request can be assigned to a user

#### Mobile app

Step 1: Open work request - Tap Work Requests in the navigation menu - Tap on a work request - Review work request details

Step 2: Approve work request - Tap Approve button - Work request status changes to APPROVED - Work request can now be assigned

Example:

1. Tap "Work Requests" in navigation menu
2. Tap on work request "WR-2024-001"
3. Review work request details
4. Tap "Approve" button
5. Work request is approved

Assigning work requests

#### Web app

Step 1: Open work request - Go to Work Requests page - Click on an approved work request - Click Assign button

Step 2: Assign to user - Select user from dropdown - Set due date (optional) - Click Assign button - Work request is assigned to user

Example:

1. Go to Work Requests page
2. Click on work request "WR-2024-001"
3. Click "Assign" button
4. Select user "John Doe"
5. Set due date "2024-11-30"
6. Click "Assign" button
7. Work request is assigned to John Doe

#### Mobile app

Step 1: Open work request - Tap Work Requests in the navigation menu - Tap on an approved work request - Tap Assign button

Step 2: Assign to user - Select user from dropdown - Set due date (optional) - Tap Assign button - Work request is assigned to user

Example:

1. Tap "Work Requests" in navigation menu
2. Tap on work request "WR-2024-001"
3. Tap "Assign" button
4. Select user "John Doe"
5. Set due date "2024-11-30"
6. Tap "Assign" button
7. Work request is assigned to John Doe

Completing work requests

#### Web app

Step 1: Open work request - Go to Work Requests page - Click on an assigned work request - Click Complete button

Step 2: Mark as complete - Add completion notes (optional) - Upload completion photos (optional) - Click Complete button - Work request status changes to COMPLETED

Example:

1. Go to Work Requests page
2. Click on work request "WR-2024-001"
3. Click "Complete" button
4. Add completion notes "Pump repaired successfully"
5. Upload completion photos
6. Click "Complete" button
7. Work request is completed

#### Mobile app

Step 1: Open work request - Tap Work Requests in the navigation menu - Tap on an assigned work request - Tap Complete button

Step 2: Mark as complete - Add completion notes (optional) - Upload completion photos (optional) - Tap Complete button - Work request status changes to COMPLETED

Example:

1. Tap "Work Requests" in navigation menu
2. Tap on work request "WR-2024-001"
3. Tap "Complete" button
4. Add completion notes "Pump repaired successfully"
5. Upload completion photos
6. Tap "Complete" button
7. Work request is completed

Viewing work orders

Web app

Step 1: Navigate to work orders - Click Work in the navigation menu - Go to Work Orders section - Or go to /work/orders

Step 2: Browse work orders - View list of all work orders - Filter by status, priority, or assigned user - Search for specific work orders - Sort by due date, priority, or status

Step 3: View work order details - Click on a work order to view details - See work order information, source inspection, and assigned user - View time tracking (estimated vs actual hours) - View work order history

Example:

1. Go to "Work Orders" page
2. Filter by "Status: IN_PROGRESS"
3. Filter by "Priority: CRITICAL"
4. Search for "Pump-001"
5. Click on work order "WO-2024-001"
6. View work order details, source inspection, and time tracking

Mobile app

Step 1: Open work orders - Tap Work in the navigation menu - Tap Work Orders section - Work order list is displayed

Step 2: Browse work orders - View list of all work orders - Filter by status, priority, or assigned user - Search for specific work orders - Tap on a work order to view details

Step 3: View work order details - Tap on a work order to view details - See work order information, source inspection, and assigned user - View time tracking (estimated vs actual hours) - View work order history

Example:

1. Tap "Work" → "Work Orders"
2. Filter by "Status: IN_PROGRESS"
3. Filter by "Priority: CRITICAL"
4. Tap on work order "WO-2024-001"
5. View work order details, source inspection, and time tracking

Managing work orders

Assigning work orders

#### Web app

Step 1: Open work order - Go to Work Orders page - Click on a work order - Click Assign button

Step 2: Assign to user - Select user from dropdown - Set estimated hours (optional) - Set due date (optional) - Click Assign button - Work order is assigned to user

Example:

1. Go to Work Orders page
2. Click on work order "WO-2024-001"
3. Click "Assign" button
4. Select user "John Doe"
5. Set estimated hours "4"
6. Set due date "2024-11-30"
7. Click "Assign" button
8. Work order is assigned to John Doe

#### Mobile app

Step 1: Open work order - Tap Work Orders in the navigation menu - Tap on a work order - Tap Assign button

Step 2: Assign to user - Select user from dropdown - Set estimated hours (optional) - Set due date (optional) - Tap Assign button - Work order is assigned to user

Example:

1. Tap "Work Orders" in navigation menu
2. Tap on work order "WO-2024-001"
3. Tap "Assign" button
4. Select user "John Doe"
5. Set estimated hours "4"
6. Set due date "2024-11-30"
7. Tap "Assign" button
8. Work order is assigned to John Doe

Starting work orders

#### Web app

Step 1: Open work order - Go to Work Orders page - Click on an assigned work order - Click Start Work button

Step 2: Work started - Work order status changes to IN_PROGRESS - Start time is recorded - You can now track time and progress

Example:

1. Go to Work Orders page
2. Click on work order "WO-2024-001"
3. Click "Start Work" button
4. Work order status changes to IN_PROGRESS
5. Start time is recorded: 2024-11-25 09:00 AM

#### Mobile app

Step 1: Open work order - Tap Work Orders in the navigation menu - Tap on an assigned work order - Tap Start Work button

Step 2: Work started - Work order status changes to IN_PROGRESS - Start time is recorded - You can now track time and progress

Example:

1. Tap "Work Orders" in navigation menu
2. Tap on work order "WO-2024-001"
3. Tap "Start Work" button
4. Work order status changes to IN_PROGRESS
5. Start time is recorded

Completing work orders

#### Web app

Step 1: Open work order - Go to Work Orders page - Click on an in-progress work order - Click Complete Work button

Step 2: Mark as complete - Enter actual hours worked - Add completion notes (optional) - Upload completion photos (optional) - Click Complete button - Work order status changes to COMPLETED

Example:

1. Go to Work Orders page
2. Click on work order "WO-2024-001"
3. Click "Complete Work" button
4. Enter actual hours "3.5"
5. Add completion notes "Pump repaired and tested"
6. Upload completion photos
7. Click "Complete" button
8. Work order is completed
9. Actual hours: 3.5, Estimated hours: 4.0

#### Mobile app

Step 1: Open work order - Tap Work Orders in the navigation menu - Tap on an in-progress work order - Tap Complete Work button

Step 2: Mark as complete - Enter actual hours worked - Add completion notes (optional) - Upload completion photos (optional) - Tap Complete button - Work order status changes to COMPLETED

Example:

1. Tap "Work Orders" in navigation menu
2. Tap on work order "WO-2024-001"
3. Tap "Complete Work" button
4. Enter actual hours "3.5"
5. Add completion notes "Pump repaired and tested"
6. Upload completion photos
7. Tap "Complete" button
8. Work order is completed

Work request lifecycle

Status flow

DRAFT → SUBMITTED → APPROVED → IN_PROGRESS → COMPLETED

Or:

DRAFT → SUBMITTED → REJECTED

Or:

DRAFT → CANCELLED

Example:

Work Request: WR-2024-001
  - Status: DRAFT (created)
  - Status: SUBMITTED (submitted for approval)
  - Status: APPROVED (approved by supervisor)
  - Status: IN_PROGRESS (work started)
  - Status: COMPLETED (work finished)

Work order lifecycle

Status flow

DRAFT → ASSIGNED → IN_PROGRESS → COMPLETED

Or:

DRAFT → ASSIGNED → ON_HOLD → IN_PROGRESS → COMPLETED

Or:

DRAFT → CANCELLED

Example:

Work Order: WO-2024-001
  - Status: DRAFT (created)
  - Status: ASSIGNED (assigned to John Doe)
  - Status: IN_PROGRESS (work started)
  - Status: COMPLETED (work finished)

Frequently asked questions

What is the difference between a work request and a work order?

A work request requires approval before work can begin. Once approved, it automatically converts to a work order. A work order can also be created directly from inspections when approval is not needed.

For complete workflow details: See Work Request Implementation

How do I approve a work request?

Open a work request, review details, and click "Approve" button. Approved work requests automatically convert to work orders.

How do I assign a work request?

Work requests convert to work orders upon approval. Work orders are then assigned to technician groups by Site Managers. Group Leads create tasks and assign them to individual technicians.

How do I complete a work request?

Open a work request, click "Complete" button, add completion notes and photos, and complete.

How do I assign a work order?

Open a work order, click "Assign" button, select user, set estimated hours and due date, and assign.

How do I start a work order?

Open an assigned work order, click "Start Work" button. Work order status changes to IN_PROGRESS.

How do I complete a work order?

Open an in-progress work order, click "Complete Work" button, enter actual hours, add completion notes and photos, and complete.

Can I edit a work request or work order after creating it?

Yes, you can edit work requests and work orders if they are in DRAFT status. Once submitted or assigned, editing may be limited.

How do I track time for work orders?

Enter estimated hours when assigning a work order. Enter actual hours when completing a work order. The system tracks the difference.

What happens if I don't complete a work request or work order on time?

Work requests and work orders that are overdue are highlighted in the dashboard and work lists. You can filter by overdue status.

- Start, edit, and complete inspections - Viewing work requests - Viewing work orders - Work assignment - Time tracking

Need Help? Contact support@scan2evolve.com or your customer success manager.

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