Pump & Service Work Order Details
The work order detail page provides a complete view of all information related to a service job. This guide walks you through each section and how to manage work orders effectively.
Quick Start: Navigate Work Order Details
- Go to Pump & Service in the sidebar
- Click any work order to open
- Use tabs to view different information
- Click Save after making changes
Understanding the Interface
Header Section
The header displays key information at a glance:
| Element | Description |
|---|---|
| Work Order # | Unique identifier (e.g., WO-2024-0089) |
| Status Badge | Current status with color coding |
| Customer Name | Quick reference |
| Priority | Emergency, Urgent, Routine |
| Action Buttons | Dispatch, Invoice, Print |
Status Colors
| Color | Status | Meaning |
|---|---|---|
| Blue | Created | New, not dispatched |
| Orange | Dispatched | Sent to technician |
| Yellow | In Progress | Work being performed |
| Green | Complete | Work finished |
| Gray | Invoiced | Billed to customer |
Tab-by-Tab Guide
Service Information Tab
Core details about the service work.
Customer Section:
- Customer name (linked to Rolodex)
- Phone and email
- Billing address
Service Location:
- Service address (may differ from billing)
- GPS coordinates
- Map link for directions
- Access notes
Service Details:
| Field | Description |
|---|---|
| Service Type | Pump repair, inspection, etc. |
| Priority | Emergency to Low |
| Scheduled Date | When work is planned |
| Status | Current workflow stage |
Description:
- Original work request
- Customer-reported symptoms
- Special instructions
Step-by-Step: Update Service Info
- Click any editable field
- Make your changes
- Click Save
- Changes sync immediately
Equipment Tab
Equipment linked to this work order.
Equipment Information:
- Make and model
- Serial number
- Installation date
- Warranty status
Service History:
- Previous work orders
- Past repairs
- Maintenance records
Step-by-Step: Link Equipment
- Go to Equipment tab
- Click Link Equipment
- Search for existing equipment
- Select from results
- Or click Add New to create
Linking equipment creates a service history that helps diagnose future problems.
Notes Tab
All communication and documentation.
Internal Notes:
- Visible only to your team
- Scheduling coordination
- Parts ordering updates
Step-by-Step: Add a Note
- Go to Notes tab
- Click Add Note
- Type your note
- Select visibility (Internal or Customer)
- Click Save
Notes are timestamped with the author's name.
Customer Communication:
- Phone call logs
- Email records
- Text message history
Attachments:
- Click Upload
- Select files (photos, documents)
- Add description
- Files display in gallery
Timeline Tab
Chronological history of work order events.
Events Tracked:
- Created date/time
- Dispatch time
- Status changes
- Notes added
- Completion time
This helps track:
- Response times
- Time on site
- Total job duration
Activity Log Tab
Complete audit trail of all changes.
What's Logged:
| Action | Details Recorded |
|---|---|
| Created | Who, when, initial values |
| Edited | Field changed, old/new values |
| Dispatched | Technician assigned |
| Status Change | From/to status, who changed |
| Invoice Created | Invoice number, amount |
Working with Work Orders
Editing Information
- Navigate to the relevant tab
- Click the field to edit
- Make changes
- Click Save
Step-by-Step: Complete a Service Job Record
- Verify service details and customer/location fields
- Link equipment and capture any prior service context
- Add technician notes, photos, and parts/labor details
- Update status through completion
- Create billing and confirm audit history is complete
Some fields can't be edited after invoicing. Make changes before billing.
Changing Status
Step-by-Step: Update Status
- Click current status badge
- Select new status from dropdown
- Add note if prompted
- Status updates immediately
Status Progression:
Created → Dispatched → In Progress → Complete → Invoiced
Quick Actions
Buttons at the top provide fast access:
| Button | Action |
|---|---|
| Dispatch | Assign to technician |
| Add Note | Quick note entry |
| Upload | Add photos/documents |
| Create Invoice | Generate bill |
| Print work order summary |
Viewing on Mobile
Field technicians access work orders via mobile app:
- View all assigned work orders
- Get directions to service location
- Update status (En Route, On Site, Complete)
- Add notes and photos
- Record time and parts used
Troubleshooting
Can't edit work order?
- Work order may be invoiced (locked)
- Check your user permissions
- Contact administrator if needed
Notes not saving?
- Check internet connection
- Note may exceed character limit
- Try refreshing the page
Equipment not linking?
- Equipment may already be linked
- Check equipment exists in system
- Verify you have edit permissions
Activity log missing entries?
- Only certain actions are logged
- Check date range filter
- Some quick edits may batch together
Related Topics
- Creating Work Orders - Create new work orders
- Dispatching - Assign technicians
- Pump Logs - Record pump data
- Work Order Billing - Invoice customers