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Work orders 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 organizing related work.

  • Work orders support offline execution without requiring configuration.

Creating Work Orders

Creating a New Work Order

Required Permission: createWorkorder

From the Work Orders Overview

  1. Navigate to Work Orders from the main menu.

  2. Click Add New (top right).

  3. The work order modal will open with a blank form.

From a Work Package

  1. Navigate to Work Packages and open a specific package.

  2. Go to the Work Orders tab.

  3. 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.

Duplicate Work Order Check

Required Permission: checkForDuplicateWorkOrders

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 (not editing an existing one), the system automatically:

  1. Searches for existing work orders with matching:

    • Site

    • Asset

    • Subassembly

    • Component

    • Type

    • Priority

  2. If potential duplicates are found, a warning modal appears showing:

    • List of possible duplicates

    • Work order names and external IDs

    • Kanban statuses

    • Links to open each duplicate for review

  3. The user can then:

    • Cancel and review existing work orders, or

    • Proceed to create the new work order anyway.

Enabling/Disabling the Duplicate Check

The duplicate work order check is controlled through user permissions.

To Enable:

  1. Navigate to Settings → Roles & Permissions.

  2. Edit the relevant role.

  3. Enable the checkForDuplicateWorkOrders permission.

  4. Save changes.

To Disable:

  1. Remove the checkForDuplicateWorkOrders permission from the role.

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

Note: The duplicate check only applies when creating new work orders.

Benefits of Duplicate Detection

  • Prevents redundant work.

  • Improves data quality.

  • Saves time by encouraging reuse of existing work orders.

  • Provides flexibility through role-based control.

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 Fields

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

Planning Dates

  • Earliest Start Date

  • Latest Finish Date

  • Estimated Time

Execution Dates (Automatic)

  • Actual Start Date and Actual End Date auto-update from associated activities.

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)

  • Vessels

  • Qualifications

  • Estimated repair time (man-hours)

Saving a Work Order

  1. Click Save.

  2. The duplicate check runs automatically if enabled.

  3. Missing required fields trigger validation errors.

  4. 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: updateWorkorder

  1. Open the work order.

  2. Make necessary edits.

  3. Click Save.

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

Work Order Modal Tabs

  • General: Basic details

  • Checklists: Manage and track checklist completion

  • Activities: Log and view associated activities

  • Inventory: Track material usage

  • Sharing: Manage external access

  • Change Log: View the audit trail

Locking Work Orders

  1. Check the Lock checkbox.

  2. The Lock Date is recorded.

  3. Most fields become read-only.

To unlock, uncheck Lock (if you have permission).

Work Order Status & Approval Flows

Kanban Status

Tracks progress (e.g., New, In Progress, Under Review, Completed, On Hold).

Approval Workflow States

Required Permission: workOrderStatusApproveFlow

States include:

  • DRAFT – Editable.

  • PENDING – Awaiting approval.

  • SIGNED – Approved.

  • REJECTED – Requires revision.

Requesting, Approving, and Rejecting

  • 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.

Visual indicators display approval status and remarks.

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.

Offline Checklist Support

All checklist features work offline and sync automatically once reconnected.

Activities & Time Tracking

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

Dashboards

Visualize work orders via widgets:

  • Work Order Status

  • Site Overview

  • Activity Timeline

  • Construction (Sequences)

Reports & Exports

  • CSV Exports: Simple or full-field options.

  • PDF Reports: Configurable templates.

  • Export Progress: Sequence-level summaries.

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

Advanced Features

Work Order Sequences

Group related work orders applied to multiple assets or iterations.

Custom Fields

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

Work Order Types & Permit Integration

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

Sharing Work Orders

Share with external users, define access levels, and manage permissions in the Sharing tab.

Offline Functionality

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

Linking Defects

Create or link defects directly to work orders for traceability.

Work Packages

Organize 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:

  • Duplicate detection (permission-controlled)

  • Robust approval workflows

  • Offline functionality

  • Custom reporting

  • Integration with defects, permits, and work packages

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