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.

---

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

---

Creating Work Orders

Creating a Single Work Order

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.

---

Creating Multiple Work Orders (Bulk Creation)

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

1. Start a New Work Order:
   Open the work order creation modal and fill in the base information (name, type, priority, description, etc.).

2. Access Bulk Creation:
   Click the Create Multiple button in the modal footer (this button appears only when creating a new work order).

3. 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)

4. Confirm Selection:
   Review the list of selected items. The system will show how many work orders will be created.

5. Duplicate Check (Optional):
   If the "Check for Duplicate Work Orders" permission is enabled, the system will:

   • Check each target item for potential duplicate work orders
   • Display a warning message showing which items have potential duplicates
   • Allow you to proceed or cancel the operation

6. 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 prioritizes work order creation in the following order:

1. Subassemblies – If subassemblies are selected, work orders are created for each subassembly and associated assets.
2. Assets – If only assets are selected (no subassemblies), work orders are created for each standalone asset.
3. 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.).
• Each work order is automatically associated with the correct site, asset, subassembly, or component based on your selection.
• 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

How the Duplicate Check Works

When saving a new work order (including bulk creation), the system automatically:

1. Searches for existing work orders with matching:

   • Site
   • Asset
   • Subassembly
   • Component
   • Type
   • Priority
   • Planning dates (optional, configured in company settings)

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(s) anyway.

Enabling/Disabling the Duplicate Check

To Enable:

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

To Disable:

• Remove the Check for Duplicate Work Orders 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.

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 & 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)
• 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

1. Open the work order.
2. Make necessary edits.
3. Click Save.

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.
4. 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

States include:

• DRAFT – Editable
• PENDING – Awaiting approval
• SIGNED – Approved
• REJECTED – Requires revision

Requesting, Approving, and Rejecting

Required Permissions:

• Update (to request approval)

• Manage (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

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:

• Single and bulk work order creation
• 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.

---

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