Category Archives: 3 – Work Orders

Step-by-step instructions for submitting new Work Order requests, tracking the progress and status of your Work Order, administrator approval of Work Orders, and responding to/closing out Work Orders. These are common tasks used by internal district staff, contractors, and facilities or IT personnel. Procedures are tagged by function and applicable user role. For procedural overviews, see the About ML Work Orders™ category.

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.

g. Assigning Work Orders

Assigning Work Orders

Once a work order has gone through the final step of approval, the work order can be assigned to the appropriate staff member(s).

1. Click into the work order and select the Assign Work Order button.

Approved WO screen

2. Select the checkbox next to the staff member(s) that you would like to assign the work order to and add any additional notes for the assigned staff member(s) to receive.

Assigning WOs

3. Select the Assign button.

Completing Work Orders

Completing Work Order Requests:

  1. Enter Notes on the Request
  2. Enter Labor Hours on the Request
  3. Upload Files to the Request
  4. Complete the Request

When a Request is assigned to you, you will receive an email alerting you to the work order.

Active WO 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. The work order details index screen will be displayed.

    Mark Complete MLW

    Enter Notes on the Request


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

    Enter Notes

    Enter Labor Hours on a Request

    Select the (Add) Add Icon in the Labor section

    Labor Hours

    Enter the number of labor hours worked and any notes explaining what was done during that time, then select the Save button.

    Upload Files to the Request

    Select the (Upload Files) Up Arrow button in the Related Files section

    MLW - Upload a File

    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

    Click the Save & Close button once the file is uploaded

    Complete the Request

    Once the work has been completed and all additional notes, files, and labor hours have been tracked on the work order you can select the Mark Complete button.

Mark Complete MLW

Search for a Work Order

ML Work Orders™ software allows users to search for a specific request, based on different criteria. Users can search by Event ID or Description.

Note: You can use the Manage Work Orders page to search for work orders in a broader view, using the filter sets available. However, the “Search Work Orders” described below can be used if you know specifics about the work order you are looking for.

To use this feature you will want to take the following steps:

1. Once logged into ML Work Orders™ software select Admin > Work Orders > Search Work Orders.

Search Work Orders

2. The Search Work Orders screen will be displayed, where you can enter free form text and choose to search by Work Order ID or Description.

Search by ID

Description Search

3. Once you have entered your information, click the Search button. This will display the work order or work orders that fall within your search criteria.