Category Archives: 2 – Getting Started with ML Work Orders

Overviews, procedures and best practices relating to setting up a district’s ML Work Orders application; i.e., district setup, training, and logging in.

Import Active Directory Users

ML Work Orders™ Software gives subscribers the option to import the district’s Active Directory user names to automatically create district user accounts. Once the new account is created, the software then uses the password stored in Active Directory to authenticate the user’s login request.

There are (3) simple one-time procedures that must be performed to integrate your district’s Active Directory users with ML Work Orders™ Software:

  1. Setup Active Directory integration with ML Work Orders™ Software, and;
  2. Import Active Directory users into ML Work Orders™ Software.
  3. Set Roles for all imported district users.

IMPORTANT! Because of the technical knowledge required, your district’s IT administrator (or someone with a similar role) will most likely need to perform the first two procedures.

Set up Active Directory Integration

To set up Active Directory integration from any screen after logging into your ML Work Orders™ Software account using District Admin credentials:

 1. Grant the MasterLibrary™ Software server access to your Active Directory server. Your IT Administrator can contact your ML Work Orders™ Software support representative for detailed instructions.

 2. Select Admin > District Set Up > Active Directory Integration Admin from the top black toolbar.

The Active Directory Integration Admin screen will be displayed which includes the following fields:

  • Active Directory Server (text field)
  • Secure LDAP (checkbox)
  • Test Connection
  • Test Username
  • Test Password

3. Enter your district’s server address (or IP) into the Active Directory Server field.

4. Optional: Select the Secure LDAP checkbox if your district wants to use LDAP over a Secure Socket Layer (SSL) for user authentication.

Important! If the Secure LDAP checkbox is selected, a certificate (.cer) file will need to be emailed to so that MasterLibrary Software can connect to your district’s Active Directory server.  Until that certificate is provided and installed on the MasterLibrary server, you will not be able to proceed with this configuration.

Before your district’s connection settings can be saved, the connection must be tested to verify that the server exists and is connectable.

5. Enter any district Active Directory username and password in the corresponding fields.

6. Select the Test Connection button.

Connection test successful will be displayed in the Test Connectionfield if the connection can be made:

7. Select the Save button to save your connection settings.

Note: The username and password entered for testing are not saved. If any district settings are changed in the future, the connection will need to be retested.

Import Active Directory Users

To import your district’s Active Directory users from any screen after logging into your ML Work Orders™ Software account using District Admin credentials:

 1. Select Admin > District Set Up > Active Directory User Import from the top black toolbar.

The Active Directory User Import screen will be displayed which includes the following fields:

  • LDAP Filter
  • Admin Username
  • Admin Password

2. Enter an LDAP filter string in the LDAP Filter field.

LDAP Filter Example:

The example string tells the Active Directory Import where to pull the users that should be created in the district’s MasterLibrary Software account. For example, if you only wanted teachers to be added, the filter would be set to only find district teachers.

3. Enter the username and password of an administrative user in your district’s Active Directory. This user’s permissions will determine what users can be pulled from Active Directory.

4. Select the Pull Active Directory Users button to display a list of all users that can be imported into your district’s MasterLibrary Software account. Any users which can be imported will be checked.

5. Uncheck any users that should not be imported.


  • If a user name is unchecked and displays in light gray text, the user already exists as an Active Directory user in your MasterLibrary Software account. There is no need to import them again.
  • If a user name is unchecked and in red text,  the user’s email is already associated with an account in your MasterLibrary Software. That account will either need to be deleted or have its email address changed to import this user. If you would like the existing user to be associated with anActive Directory account, please contact MasterLibrary Support for assistance.

After you’ve selected which users you wish to import into your MasterLibrary Software, click the Save button.

3. Set Roles for all imported users

The final step in setting up your district’s Active Directory Authentication is to configure the new Active Directory users’ roles on the Manage Users page (Admin > District Set Up> Manage Users).

B. Getting Started

Session 1 – Initial Setup

1. Kickoff Call

2. Review setup:

  • Buildings
  • Building Spaces
  • Approval Paths
  • Users
  • Roles/Permissions
3. Set up Roles with permissions
4. Send import of Users with their Roles
5. Send import of Sites/Spaces
 Session 2 – Initial Setup 2
1. Manage approval paths
2. Review setting up procedures
3. Review Assets/PM
Session 3 – Optional Setup
1. Review any last questions before training
Session 4 – Staff Training

c. Defining district fields and settings

The District Setup section of ML Work Orders™ allows you to configure 13 system areas. The system areas are arranged from broadest to most focused. This section will provide definitions for each area as it applies to Work Order management.

District Settings

District settings lets administrators determine which settings they would like to turn on/off. These settings include showing the Requested Completion Date, field on the request form, the specific room/area text field on the request form, and the option to show the full work order description on various pages throughout the system.


Organizations are any group that may be completing a work order. Typical ML Work Orders™ customers use their School District as the organization. However you can also add other organizations that may fulfill work orders, such as contractors or BOCES (If your District is in New York State.).


Roles are a classification of system user. Each role is assigned a set of permissions defining what they can see and what they can do in the system. A few examples of possible Roles are Director of Facilities, Principal, Custodian, Teacher, and Director of IT.

Examples of permissions that might be assigned to Role are Approve WOs, Assign WOs to others, and View Closed WO Report.


Users are people who are using ML Work Orders™ in some capacity. They may be employees of the school district or external Organizations.

Users are assigned Roles. They may also be assigned to Buildings or Spaces for the purpose of default Work Order views.


If your District has multiple campuses, you can add them to ML Work Orders™.  Campus/Location is used to tie groups of buildings together and can be helpful when assigning Work Orders.


Buildings are the individual locations in your district. They may be schools or administrative offices.  Most users are assigned to one building.

Building Spaces

Spaces are areas of buildings for which Work Orders may be issued. They include classrooms, offices, fields, hallways, auditoriums, gyms, cafeterias, and more.


What is the reason for the Work Order. Examples include maintenance, inspection, cleaning, and event.


Trades are the specific area to which the Work Order applies. Examples include Audio/Visual, Lighting, Event Set Up, and Custodial.

Budget Codes

This is used to define what account is to be charged to complete the work order, if applicable.


Procedures are multi-step Work Orders. They are typically assigned to Preventative Maintenance items. An example of procedure is the list of steps required for annual boiler inspection.

Approval Paths

Approval paths are used to determine how Work Orders will be approved. They are developed per building and per Work Order Request Type. You can also determine if there are any conditions that would override an approval path.

e. Roles and Permissions

ML Work Orders™ uses a series of Roles and Permissions to determine what aspects of the system a user can access and what they can do. For example a teacher should be able to submit a work order, but not assign that work order to facilities staff.

Each district can define the names of the roles which they want to use. The following permissions can then be assigned to each role.

1. Approve WOs – Can approve work order requests
2. Assign WOs to Others – Can assign work orders to other users
3. Bypass Approval – Can bypass the approval process when submitting work orders
4. Can be Assigned WOs – Can be assigned work orders to perform work
5. Close WOs – Can officially close out work orders
6. Complete WOs on Behalf of Others – Can complete work orders that are assigned to other users
7. Edit WOs – Can edit work order information
8. Enter Asset on WOs – Can link assets (Equipment) to work orders
9. Enter Budget Code on WOs – Can enter budget code information on work orders
10. Enter Labor on WOs – Can enter labor hours on work orders
11. Enter Purpose on WOs – Can enter a purpose for work orders
12. Manage Assets – Can add/edit assets within the system
13. Manage PMs – Can add/edit PMs within the system
14. View All WOs – Can view all work orders at a specific building
15. View Assets – Can view all assets within a specific building
16. View Labor Report – Can access the work order labor report
17. View PMs – Can view all PMs within a specific building
18. View WO Report – Can access the Work Order Report

NOTE: A user must log out and back in for any new role assignment to take effect.

f. Logging in

Logging In

To log in, navigate to ML Work Orders™.

1) Enter the email address associated with your account and your password.

2) Select the Log In button.

Enter your email and password to log in.
Enter your email and password to log in.

Forgot Your Password?

If you are having trouble logging in to  ML Work Orders™ try sending a password reminder.

1) Click on the Send Password Reminder.

Click Send Password Reminder
Click Send Password Reminder


2) Enter your email address and click on the Submit button.

Type in your email address and click Submit
Type in your email address and click Submit


3) You’ll receive an email with instruction on how to retrieve your password.

Changing Your Password

You can change your password at anytime.

1) Login to ML Work Orders

2) Select the Profile tab at the top of the page

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) Delete the current password and insert a new password

4) Select the Submit button