General Admin Functions

ML Work Orders™ offers a simple interface to configure the software to meet your needs. You will find these icons by selecting the Admin  menu in the header and then selecting District Setup and the area that you wish to manage.

Use these 3 steps to start configuring ML Work Orders

Every thing that you can modify uses icons that you can click to take a specific action:

Add IconThe Add Icon (Plus Sign) allows you to add an item to your district. This icon appears in every district setup menu.

Edit IconThe Edit Icon allows you to modify an existing item, such as a building, space, or user.

Delete IconThe Delete Icon allows you to remove items from ML Work Orders. You’ll need to click yes in the pop up message to confirm that you want to delete an item.

 

 

 

Reports Overview

Reports Overview

ML Work Orders™ Software currently has two Reports  which are available to users with the Work Order Admin or Site Admin Role.

1. Work Order Report

To access the report, select Work Order Report from the Reports drop-down menu.

Right click and select open in new tab to view full size

This report has the ability to generate the total number of closed work orders within a specific time frame.

ML Work Orders™ users have the following filters available on the Work Order Report screen:

  • Start and End Dates filter
  • Building filter
  • Purpose filter
  • Trade filter

2. Work Order Labor Report

To access the report, select the Work Order Labor Report from the Reports drop-down menu.

Right click and select open in new tab to view full size

This report has the ability to generate the total number of labor hours for each user with a labor role, within a specific time frame.

ML Work Orders™ users have the following filters available on the Work Order Labor Report screen:

  • Start and End Dates filter
  • User filter
  • Building filter
  • Purpose filter
  • Trade filter
  • Budget Code Filter

a. Request a Work Order

1) Login to ML Work Orders.

Select My Work Orders to submit a new work order or see work orders you’ve already submitted.

2) Select the My Work Orders Tab.

3) Select the Request Work Order button to create a new work order.

4a) Enter the requested information on the work order screen.
Note: The building and space will be defaulted to the building and space that is associated with the user. If the work order is in a different building or space then you can select from the drop-down menus. 

Fill out the fields with the appropriate information and select “Submit Work Order.”

4b) If your district uses generic spaces, you will need to type in the specific room or area that needs attention in the text box labeled Specific Area. 

Enter the specific area to which your work order applies.
Enter the specific area to which your work order applies.

5) Choose between a priority level of low, medium, high and urgent.

6) Write a description with the reason why you are submitting the work order.

7) Optional: Upload any related files.

7) Select Submit Work Order.

8) Your submitted Work Order Request is now displayed. It will now go through the approval process. An Email notification will be sent to you once the request is approved or declined.

Once you click Submit Work Order, you will be redirected to view what you submitted.
Once you click Submit Work Order, you will be redirected to view what you submitted.

 

b. Upload a File to a Work Order

Users have the ability to upload a file to a Work Order request. For example, a requestor may want to upload a diagram of how they would like a room to be set up for an event. A requestor may also want to upload an image of something that has been broken in their room. This allows for those individuals working on the Work Order to have a better understanding of the issue before they arrive.

  1. Click on the My Work Orders tab

2. Select the Work Order you would like to add a file to

Right click and select open in new tab to view full size
Right click and select open in new tab to view full size

3. Select the Up Arrow button in the Related Files section

MLW - Upload a File

4. Select the Click to Select Files button and select the file you would like to add to the Work Order

Right click and select open in new tab to view full size
Right click and select open in new tab to view full size

 

5. Click the Save & Close button  once the file is uploaded

c. Add a Note to a Work Order

When submitting a Work Order request, there may be times in which you want to ask a question or provide more details about the issue. The requestor will have the ability to do this by adding a note to the Work Order.

1) Select the My 
Work Orders Tab

Right click and select open in new tab to view full size
Right click and select open in new tab to view full size

 

2) Select the WO # that you would like to enter notes on 

3) Select the Enter Notes button at the top of the page

Enter Notes

4) Enter any notes in the Notes box and select the Save Note button 

Enter Notes

d. View the Status of a Work Order

1) Select the My Work Orders Tab  

Right click and select open in new tab to view full size
Right click and select open in new tab to view full size

2) Select the Work Order that you would like to view the status on

3) If the Work Order has not yet been approved, you can view the Approval History at the bottom of the page. You can also see who the Work Order is awaiting approval on under the Pending Approval By section 

MLW - Pending Approval

4) Under Status History you can view when the Work Order was submitted, approved, made active, completed, and closed. 

MLW - Status_Approval History

5) You can also view who has been assigned to the Work Order under the Assigned To section

6) If you have a question about the status of the Work Order you can select the Enter Notes button.  See Add a Note to a Work Order for more details.

e. ML Work Orders™ Request Statuses

There are (8) different request Statuses  in ML Work Orders™ K12 Maintenance Request Software :

  1. Pending Status– The Work Order request has been submitted and is awaiting approval from District Admin
  2. Approved Status– The Work Order request has been approved by District Admin, but has not yet been assigned to a maintenance staff member.
  3. Active Status– The Work Order request has been assigned to a maintenance staff member and is in the process of being worked on.
  4. Completed Status– The Work Order request has been completed by a maintenance staff member, but has not officially been closed by a supervisor.
  5. On Hold Status– The Work Order request has been placed on hold for various reasons such as pending funding, shipment of parts, a future time frame, etc.
  6. Closed Status– The Work Order request was completed and has officially been closed by a Maintenance Supervisor.
  7. Declined Status– The Work Order request was not approved by District Admin
  8. Canceled Status The Work Order request was canceled by either the Requestor or District Admin

f. Responding to a Work Order Request

Responding to a Work Order Request


There are three possible ways for authorized ML Work Orders™ Software district users to respond to submitted Work Order Requests:

  1. Approve the Request (with optional notes)
  2. Decline the Request (with optional notes)
  3. Put On Hold (pending more information, parts, or funding)
Responding to WOs
1. Approve the Request

When a Request is submitted, you will receive an email alerting you to the submission.

Work Order Approval Email

  1. Select the link in the email message to open a browser window with your ML Work Orders™ login screen.
  2. Log into the software. Your Manage Requests index screen will be displayed.
Approve from the Manage Work Orders screen

You can approve the submitted Request by clicking into the work order and selecting the Approve Work Order button.

If you want to additional notes:

Select the (Edit Notes) Edit Icon next to the Notes field, enter the text, and select the Save Note button.

Enter Notes

2. Decline the Request

When a Request is submitted, you will receive an email alerting you to the submission.

  1. Select the link in the email message to open a browser window with your ML Work Orders™ login screen.
  2. Log into the software. Your Manage Work Orders index screen will be displayed.
  3. Select the Decline Work Order Button
3. Put the Request On Hold

On Hold is another command button that appears on the work orders details screen. This command can be used if you need additional information from the requestor, you are awaiting parts to complete the work order, or you are awaiting funding.

District staff can then select the Remove Hold button once the hold is no longer needed.