FieldEx lets you customise how work orders are numbered, categorised, and processed from types and statuses to common faults and resolutions. With the right configuration, you can reduce technician errors, improve reporting, and streamline task flows for every job type.
Smart Setup Tip: Use job types, statuses, systems, faults and resolutions to build a job flow that mirrors your real-life field operations. |
Work Order Main Configuration
Path: Setup > Modules > Job Orders > Configuration
Work Order IDs are automatically generated and can include prefixes, padded digits, and date markers.
{0}– Required. Indicates numeric padding (e.g.,{00001}➝ 00023){YYYY},{MM},{DD}– Optional. Adds year, month, or day to the formatExample:
WO-{YYYY}-{000000}➝ WO-2025-000123
Tip: Use date tags or type indicators for quick identification, filtering, and reporting. |
Configure Work Order Type
Path: Setup > Modules > Job Orders > Picklists > Type
Each type represents a category of job your organization performs such as installation, breakdown response, inspections, or on-site replacements. The type influences which status options are shown and can be used for filtering, reporting, and dashboard segmentation.
Label: Type name (e.g., Installation, Repair)
Order: Sorting preference in dropdowns
Available Statuses: Define which statuses apply to each type (e.g., "Ready to Deliver" only appears for Delivery jobs)
Use Case: A rental company may configure “Installation”, “Pickup”, and “Service” job types, each with different stages of work. |
Configure Work Order Status
Path: Setup > Modules > Job Orders > Picklists > Status
Statuses help your team track a job’s lifecycle from creation and assignment to completion and verification. Statuses are colour-coded and can be tailored to different departments or types.
Label & Code: Define status stage (e.g., New, In Progress, Awaiting Parts, Completed)
Colour Code: Visual cue for fast dashboard recognition
Default: Automatically selected on job creation (can vary by type)
Status transitions can be role-restricted, ensuring that only planners can mark jobs as "Closed" or only technicians can move from "In Progress" to "Completed".
Configure Work Order System
Path: Setup > Modules > Job Orders > Picklists > System
Systems are used to categorize the type of equipment or technical area involved in the job such as Electrical, Hydraulic, Mechanical, or Software. They allow planners and technicians to narrow down relevant faults and fixes based on the part of the system being worked on.
Example: If a technician selects the "Hydraulic" system, only faults and resolutions related to hydraulics will be shown. This improves accuracy and ensures technicians don't waste time sorting through irrelevant options. |
Configure Faults
Path: Setup > Modules > Job Orders > Picklists > Fault
Faults are the problems observed or reported during a job. They are selected by technicians when completing a job report and can be configured per system.
Example Faults for "Hydraulic" System:
Hydraulic Leak – Main Arm
Pump Pressure Low
Loose Hose Connection
Configure Resolutions
Path: Setup > Modules > Job Orders > Picklists > Resolution
Resolutions are the fixes performed by technicians. When linked properly, they give management insight into what work was completed and improve historical reporting.
Example Resolutions for "Hydraulic" System:
Refill hydraulic fluid
Replace damaged hose
Bleed air from system
Map Faults and Resolutions to Systems
Path: Setup > Modules > Job Orders > Fault and Resolutions
1: Map System to Faults
Start by selecting a system (e.g., Hydraulics), and link all faults that relate to that system:
Link related faults:
Hydraulic Leak – Main Arm
Pump Pressure Low
Loose hydraulic fitting
Hydraulic fluid overheating
2: Map System to Resolutions
Next, map resolutions under the same system so technicians only see valid fixes:
Link resolutions to same system:
Replace damaged hose
Refill hydraulic fluid
Tighten fitting
Flush and replace fluid
3: Link Resolutions to Specific Faults (Optional)
Further improve accuracy by linking specific resolutions to specific faults:
Fault: Pump Pressure Low
Resolutions:
Inspect valve settings
Replace pump seal
Smart Setup Tip: The more precise your fault-to-resolution mapping, the faster your field team can complete jobs and the cleaner your analytics will be. |
Job Order Status by Type
Path: Settings > Modules > Job Orders > Picklists > Type
In the “Available Statuses for this Type” section, you can define which status options appear when a job type is selected.
Use Case: For an “Installation” job type, you may only want statuses like: New → Assigned → In Progress → Completed.
This ensures your teams only see the most relevant status flow for each job type.
Reduces status clutter, enforces consistency, and simplifies mobile workflows.
Controlling Job Order Status Based on User Role
Path: Settings > Users > Access > View > Picklist Permissions
In FieldEx, job order statuses track the progress of work from request to completion and billing. To ensure accuracy and control, you can configure which job statuses are visible and editable by each user role. This prevents premature updates, protects billing triggers, and keeps your workflows structured.
1: Configure Technician Access
Select a user role such as Technician, Field Engineer, or Mobile User.
You’ll see two columns:
Not Allowed: Statuses hidden or blocked
Allowed: Statuses they can use (e.g., Open, In Progress, On Hold, Completed)
You can:
Click the arrow to move statuses between columns
Drag and drop statuses
Use Move All and adjust from there
Recommended Statuses for Technician (Allowed):
Open
In Progress
Pending
On Hold
Incomplete
Completed (only if checklist and signature are required)
Click Save after finishing configuration for this role.
Why This Matters: Technicians can update job progress but cannot prematurely move jobs to statuses like Invoiced or Approved which are reserved for back-office roles. |
2: Configure Planner or Supervisor Access
Now select a user role like Planner, Dispatcher, or Supervisor.
This role is typically responsible for managing job flow end-to-end. They should be allowed to use all relevant statuses.
Give full access to lifecycle statuses including:
New / Requested
Approved
Scheduled
Inspection / Review
Completed
Invoiced
Not Needed
Awaiting Client Confirmation
Click Save to apply changes for this role.
With role-based status permissions in place, you can now link job orders directly to sites and assets for full traceability.
Why This Matters: Planners oversee scheduling, resource coordination, customer communication, and final review. Their access supports full lifecycle control. |