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Recurring Work Orders: 3 Questions and Answers

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Customers have sent us questions about our recurring work order function, and we loved them! It occurred to us…who else out there is wondering the same things?  If you have a recurring maintenance task, here’s some information that might make your life a little easier:

1. “Can the ServiceBox scheduler be set to add recurring work orders on appropriate dates – or do we need to somehow manually add them?”

Yes, they can be set to recur automatically. And how that looks, is up to you…options abound! You can set the system to show all upcoming Recurring Work Orders (RWOs), or to only reveal the following RWO when the previous one is closed. You can also set the system to schedule RWOs for a specific time of day, or to show up as an all-day event that you can schedule more specifically as employees are available, for greater flexibility.

2. “When the new recurring Work Order is generated – what status does it get created with?”

The work order will be created with the status that you choose as the default in your initial set-up, but can be changed at any time. If you want to keep your default status set as one thing, but register this particular work order with a different one, you can do so easily using the drop down menu.

3. “We are using Recurring workorders for our maintenance clients, and when we create the initial Recurring Work, we are selecting the option ‘Schedule after last closed work order’. When we finish a job, we set the workorder status to ‘Invoiced’ – which to us means, ‘closed’. Will this generate a new recurring workorder – or do we physically need to change the status to “closed” on these?”

Any closed status will work for this. To review which status’ you have set as being marked to closed, you can look in settings under work orders.  When using this option a new work order will be generated X period after the date the work order is closed. For example, if you have a recurring work order that creates every 4 weeks and it has the ‘schedule after last closed work order’ selected, then, if the work order was created on Feb. 15 and closed today, the next date of the work order will be set to 4 weeks after today. If that is not checked then a new work order will be created every 4 weeks no matter what.

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