Create a Work Order (Mobile)
A Work Order is the task you create to get someone to fix a problem or perform maintenance. On mobile the form is quick and built around the most common case: you have an issue, you need a contractor.
Also available on web: Create a Work Order (Web)
Before you start
| Requirement | Why | Where to get it |
|---|---|---|
| ✅ An origin — usually an Issue | Every WO must come from somewhere | Create an Issue (Mobile) |
| ✅ A Service Provider (to assign) | Not required to create, but needed before anyone can check in | Add a Service Provider |
Step-by-step
Work order creation is a 3-step wizard. A progress bar at the top shows Step N of 3. Use Back and Next to move between steps; Next is disabled until the current step's required fields are filled in.
1. Open the create form
Tap the blue + FAB → Create Work Order.
(Or go to Work Orders in the drawer menu → tap the create button.)
You can also start one from an issue's detail screen: open an issue → scroll to its Work Orders section → tap Create. Starting it this way locks the origin to that issue automatically, so the wizard skips Step 1 (Work order source) and opens directly at Step 2 — Type & provider. Priority is pre-filled from the issue's severity (you can still change it).
Step 1 of 3 — Work order source
Choose what this work order is responding to, then pick the specific record:
| Origin | Use when… | What you need first |
|---|---|---|
| Issue | Something broke and needs a fix | An open Issue |
| Early detection | Vigil AI flagged a risk | An active detection signal |
| PM | A scheduled maintenance task is due | A PM Schedule set up on an asset |
| Project | Work is part of a capital project | A site Project (Open Book) |
For Issue (most common): a searchable list of open issues appears — type to filter by type or asset name. Tap the one you want.
Next stays disabled until you've selected both an origin and the specific record linked to it.
Step 2 of 3 — Type & provider
| Field | Required | Notes |
|---|---|---|
| Work Order Type | ✅ Yes | See table below |
| Service Provider | No | Searchable — only providers with site access for your current store appear |
| Type | When to use |
|---|---|
| Repair | Fix something broken |
| Replacement | Replace a component or unit |
| Preventive | Scheduled/routine maintenance |
| Inspection | Check and report |
| Diagnostic | Investigate the cause |
Next stays disabled until a Work Order Type is chosen.
- No providers listed? Either none have been added, or none have site access for this store. Ask your org admin — see Add a Service Provider.
Step 3 of 3 — Priority & schedule
| Field | Required | Notes |
|---|---|---|
| Priority | No | Auto-suggested from the issue's severity when origin is an Issue (tap to change) |
| Due date | No | Tap a quick option (Tomorrow, 1 week, etc.) or Pick date to open the calendar |
| Notes | No | Any instructions or context for the technician |
| Priority | When to use |
|---|---|
| Routine | No urgency |
| Normal | Standard turnaround |
| Urgent | Needs to happen soon |
| Emergency | Drop everything |
Tap Submit work order. You'll see a confirmation and the new WO appears at the top of the Work Orders list.
Editing a work order
Tap any work order to open its detail screen. With the right access you can:
- Edit type, priority, due date, notes, costs, root cause.
- Reassign the service provider.
- Approve or reject completed work.
- Defer the work order with a reason.
Approving completed work
When the technician submits their job, the status moves to Pending Review.
- Tap the work order.
- Review the evidence and session notes.
- Tap Verify → choose Approve or Reject + add notes.
Work order assigned? The contractor picks it up in Vigil Service.