Work Order User Guide

Introduction

Work orders are the core execution entities in the Shoreline platform. They represent specific tasks or maintenance activities that need to be performed on assets at sites. Work orders can be planned, tracked, executed, and reported on throughout their lifecycle.

Key Concepts

Work orders can be assigned to sites, assets, subassemblies, or components.
They support both planning and execution workflows.
Work orders can contain checklists, activities, equipment consumption, and file attachments.
They integrate with work packages for organising related work.
Work orders support offline execution without requiring configuration.

Permissions Overview

To work with work orders, users need specific permissions assigned through their role in the system. These permissions are managed in Settings → Roles & Permissions via the Permission Matrix.

Work Orders Section Permissions

The following permissions control work order functionality and can be found in the Work Orders section of the Permission Matrix:

Permission	Description
Access	Required to view the Work Orders module in the navigation menu
Read	Allows viewing work orders and their details
Create	Enables creation of new work orders (single or bulk)
Update	Allows editing existing work orders
Delete	Permits deletion of work orders
Manage	Enables approval and rejection of work orders in pending state
Delete Registered Time	Allows deletion of time entries associated with work orders
Register Time for Others	Permits registering activities/time on behalf of other users
Import	Enables importing work orders from external files
Dispatch	Allows dispatching work orders to external systems
Schedule	Permits scheduling work orders in the planning board
Transfer List	Enables transferring work orders between lists
Lock	Allows locking work orders to prevent further edits
Manage Timesheets	Enables managing timesheet data for work orders
Lock Timesheets	Permits locking timesheets
Unlock Timesheets	Allows unlocking previously locked timesheets

Company Settings Section Permissions

Additional work order-related permissions can be found in the Company Settings section:

Permission	Description
Check for Duplicate Work Orders	Enables the duplicate detection feature when creating work orders

Note: The "Check for Duplicate Work Orders" permission must be enabled in both the role permissions AND the company settings to activate duplicate detection.

Creating Work Orders

Creating a Single Work Order

Required Permission: Create (in Work Orders section)

From the Work Orders Overview

Navigate to Work Orders from the main menu.
Click Add New (top right).
The work order modal will open with a blank form.

From a Work Package

Navigate to Work Packages and open a specific package.
Go to the Work Orders tab.
Click Add New to create a new work order already associated with the package, or Add Existing to link an existing one.

From Planned Work

You can create work orders directly from planned work items, which will pre-populate certain fields from the planning data.

Creating Multiple Work Orders (Bulk Creation)

Required Permission: Create (in Work Orders section)

The bulk work order creation feature allows you to efficiently create multiple work orders with the same configuration across multiple sites, assets, or subassemblies in a single operation.

How Bulk Creation Works

Start a New Work Order: Open the work order creation modal and fill in the base information (name, type, priority, description, etc.).
Access Bulk Creation: Click the Create Multiple button in the modal footer (this button appears only when creating a new work order).
Select Target Items: A selection modal will appear showing available items based on your base work order configuration:
- Subassemblies (if an asset is selected)
- Assets (if a site is selected without a specific subassembly)
- Sites (if only a site is selected)
Confirm Selection: Review the list of selected items. The system will show how many work orders will be created.
Duplicate Check (Optional): If the "Check for Duplicate Work Orders" permission is enabled, the system will check each target item for potential duplicates and display a warning, allowing you to proceed or cancel.
Create Work Orders: Click Create Multiple to generate all work orders. A success message will display the number of work orders created.

Bulk Creation Logic

The system prioritises work order creation in the following order:

Subassemblies – If subassemblies are selected, work orders are created for each subassembly and associated assets.
Assets – If only assets are selected (no subassemblies), work orders are created for each standalone asset.
Sites – If only sites are selected, work orders are created for each site.

Important Notes:

The base work order (with the initial configuration) is always created first.

All created work orders inherit the same properties from the base work order (name, type, priority, description, dates, resource requirements, etc.).

The system excludes duplicate targets (e.g., if an asset is already covered by a subassembly selection).

Example Use Cases

Campaign Work: Create identical maintenance work orders for all turbines in a wind farm.
Scheduled Inspections: Generate inspection work orders for multiple subassemblies on different assets.
Site-Wide Activities: Create work orders for a specific task across multiple sites.

Duplicate Work Order Check

Required Permissions:

Check for Duplicate Work Orders (in Company Settings section)
This permission must also be enabled in Settings → Work Orders → Duplicate Detection

The system includes an intelligent duplicate detection feature to help prevent the creation of duplicate work orders. This functionality is permission-based and can be enabled or disabled per user role.

How the Duplicate Check Works

When saving a new work order (including bulk creation), the system automatically searches for existing work orders with matching: Site, Asset, Subassembly, Component, Type, Priority, and Planning dates (optional). If potential duplicates are found, a warning modal appears listing them with links to review each one. The user can cancel or proceed anyway.

Enabling/Disabling the Duplicate Check

To Enable:

Navigate to Settings → Roles & Permissions.
Edit the relevant role.
In the Company Settings section, enable the Check for Duplicate Work Orders permission.
Save changes.
Navigate to Settings → Work Orders → Duplicate Detection.
Toggle the duplicate detection setting to On.
Optionally enable Include Dates in Duplicate Check to also match based on planning dates.

To Disable: Remove the permission from the role, or turn off the setting in Settings → Work Orders → Duplicate Detection.

Users without this permission will not see duplicate warnings and can create work orders without duplicate checks.

Note: The duplicate check applies to both single and bulk work order creation.

Required Fields

When creating a work order, the following fields are mandatory:

Name
Type
Priority (High, Medium, Low)
Site

Optional Fields

External Work Order ID
Asset, Subassembly, Component
Description and Internal Remarks
Kanban Status
Work Package association

Planning & Scheduling

Compliance Dates

Work orders support multiple date types to track planning versus execution:

Earliest Start Date
Latest Finish Date
Execution Dates (Automatic): Date Range Start and Date Range End auto-update from associated activities and from manual updates.
Baseline Dates: Baseline Start Date and Baseline End Date are saved snapshots used to compare planned versus executed timelines.

Resource Requirements

Under the Required section, specify:

Users (by role)
Transport resources (e.g., vehicles, support craft, or other transport types configured in your company settings)
Qualifications
Estimated repair time (man-hours)

Saving a Work Order

Click Save.
The duplicate check runs automatically if enabled.
Missing required fields trigger validation errors.
Once saved, the work order receives an internal ID and can be edited or executed.

Managing Work Order Information

Editing a Work Order

Required Permission: Update (in Work Orders section)

Open the work order.
Make necessary edits.
Click Save.

If the work order is locked, most fields are read-only until unlocked.

Work Order Modal Tabs

Tab	Description
General	Basic details, dates, resource requirements, progress, and linked permits
AI Insights	AI-generated recommendations for the work order
Inventory	Track material and inventory usage for the work order
Checklists	Manage and track checklist completion; optionally drive work order progress
Activities	Log, plan, and view associated activities and registered time
Change Log	View the complete audit trail of changes

Locking Work Orders

Required Permission: Lock (in Work Orders section)

Check the Lock checkbox.
The Lock Date is recorded.
Most fields become read-only.
To unlock, uncheck Lock (if you have permission).

Work Order Status & Approval Flows

Kanban Status

Tracks progress through stages such as: In backlog, Ready for execution, Being planned, Being worked on, Finished, Closed, Canceled.

How Progress and Kanban Status Interact

The work order's Completed Percentage and Kanban Status are linked. Changes to one will automatically update the other:

Setting progress to 1–99% moves the Kanban status to Being worked on.
Setting progress to 100% moves the Kanban status to Finished.
Setting the Kanban status to In backlog resets progress to 0%.
Setting the Kanban status to Finished or Closed sets progress to 100%.

This synchronisation applies whether progress is updated manually or automatically via checklists.

Approval Workflow States

Required Permission: Manage (in Work Orders section)

State	Description
DRAFT	Editable
PENDING	Awaiting approval
SIGNED	Approved
REJECTED	Requires revision

Requesting, Approving, and Rejecting

Update permission is required to request approval.
Manage permission is required to approve or reject.

To request approval, open the work order, set the Kanban status that triggers approval, and select approvers. Approvers can Approve or Reject, optionally adding comments. Creators can Cancel Approval while in PENDING state (requires Update or Manage permission). Visual indicators display approval status and remarks.

Checklists

Required Permissions:

Read (in Checklists section) – to view checklists
Create (in Checklists section) – to add checklists
Update (in Checklists section) – to edit checklists
Delete (in Checklists section) – to remove checklists

Checklist Types

Templates – Reusable predefined lists
Instances – Specific to a work order

Adding Checklists

Option 1: From Template
Option 2: Existing Checklist

Checklists must be linked after saving the work order.

Editing & Removing Checklists

Checklists can be edited directly from the Checklists tab or unlinked without deletion.

Checklist Progress

Each checklist in the Checklists tab displays its individual step progress as a fraction (e.g., 3/10), showing how many steps have been completed out of the total. This gives you an at-a-glance view of execution status across all checklists on the work order.

Using Checklists to Drive Work Order Progress

Work order progress can be set automatically based on checklist completion, instead of being entered manually. When this feature is enabled, the work order's Completed Percentage is calculated from the ratio of completed steps to total steps across all linked checklists, and the Kanban Status updates accordingly.

How It Works

When the Progress from checklist toggle is active:

The Completed Percentage slider becomes read-only and is driven entirely by checklist step completion.
The percentage is calculated as: (total completed steps across all checklists ÷ total steps across all checklists) × 100, rounded to the nearest whole number.
The Kanban Status updates automatically as the percentage changes:
- 1–99% completed → status moves to Being worked on
- 100% completed → status moves to Finished
Progress recalculates every time a checklist step is checked or unchecked and saved.

Enabling Progress from Checklist

Open a work order and go to the General tab.
In the WO Completed Percentage field area, locate the Progress from checklist toggle.
Switch the toggle on.
The percentage slider immediately recalculates based on the current checklist completion state.
Save the work order to persist the setting.

Auto-enable behaviour: When the first checklist is added to a work order that has no existing checklists, the Progress from checklist toggle is automatically switched on. When all checklists are removed from a work order, the toggle is automatically switched off.

Disabling Progress from Checklist

Switch the Progress from checklist toggle off. The Completed Percentage slider becomes editable again and can be set manually. The last calculated percentage value is retained as the starting point.

Important Limitations

The toggle is only available when at least one checklist is linked to the work order. It is greyed out when no checklists exist.
The toggle is disabled when the work order is locked. Unlock the work order before making changes.
When Progress from checklist is active, the percentage cannot be edited manually.
Checklists with no steps do not contribute to the percentage calculation.
If checklist data cannot be loaded (for example, due to a connectivity issue), progress recalculation is skipped and an error notification is shown.

Offline Checklist Support

All checklist features, including step completion and progress synchronisation, work offline and sync automatically once reconnected.

Activities & Time Tracking

Required Permissions:

Update (in Work Orders section) – to create/edit activities
Register Time for Others – to log time for other users
Delete Registered Time – to remove time entries

Activities represent time-based tasks within a work order.

Creating Activities: From Activities in the main menu.
Tracking Dates: Work order start/end dates auto-update from activity timestamps.
Timesheets: View and export registered time per work order.

Work orders track Actual, Estimated, and Remaining Hours for progress metrics.

Dashboards & Reporting

Required Permission: Access to specific dashboard widgets (configured per role)

Dashboards

Visualise work orders via widgets:

Work Order Status
Site Overview
Activity Timeline
Work Plans (tracks work order progress across a selected work plan)

Reports & Exports

Required Permissions:

Read (to view reports)
Create (to generate reports)
Import (to import work orders from CSV)
CSV Exports: Simple or full-field options
PDF Reports: Configurable templates
Export Progress: Work plan-level summaries

Exports run as background jobs and can be downloaded once complete.

Advanced Features

Work Plans

Work Plans allow you to define and apply standardised sets of work orders across multiple assets or iterations. They can be created, configured, started, paused, and applied from Work Orders → Work Plans in the main navigation.

Work Plans are useful for:

Repeating scheduled maintenance campaigns across many assets.
Ensuring consistent work order templates are applied site-wide.
Tracking how many targets a plan has been applied to versus how many remain.

Custom Fields

Add company-specific fields via Settings → Work Order Custom Fields.

Work Order Types & Permit Integration

Required Permission: Update (in Company Settings section)

Configure via Settings → Work Order Types; optionally require Permits to Work.

Offline Functionality

Work orders, checklists, and data sync automatically when reconnected.

Linking Defects

Required Permission: Read (in Defects section)

Create or link defects directly to work orders for traceability.

Work Packages

Required Permission: Access (in Work Packages section)

Organise multiple work orders under a single package for campaign-level tracking.

Change Log

View complete audit trails, including changes, responsible users, and timestamps.

Summary

Work orders in Shoreline provide a complete workflow for planning, executing, and reporting maintenance tasks.

They include:

Single and bulk work order creation
Duplicate detection (permission-controlled)
Robust approval workflows
Checklist-driven progress tracking with automatic Kanban status updates
Offline functionality
Custom reporting
Integration with defects, permits, work packages, and work plans

Mastering these features ensures efficient and traceable operations across all sites.

Quick Reference: Common Permissions

Action	Required Permission	Matrix Section
View work orders	Read	Work Orders
Create work orders (single or bulk)	Create	Work Orders
Edit work orders	Update	Work Orders
Delete work orders	Delete	Work Orders
Approve/Reject work orders	Manage	Work Orders
Lock work orders	Lock	Work Orders
Enable duplicate detection	Check for Duplicate Work Orders	Company Settings
Register time for others	Register Time for Others	Work Orders
Delete time entries	Delete Registered Time	Work Orders
View checklists	Read	Checklists
Add checklists	Create	Checklists
Edit checklist steps	Update	Checklists
Remove checklists	Delete	Checklists