Category Archives: c. Defining district fields and settings

Briefly describes how a district should define system parameters including roles, users, trades, buildings, spaces, approval paths, etc.

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.