Searching for a Work Order

    On the Track Work Orders & Purchase Orders page you may search for work orders using certain criteria.

    Searching for Records Using “Exact” or “Starting With” Terms

    You may find work order record by using either an Exact search term or a Starting With search term:

    • Exact search: Certain search criteria, such as Tracking numbers or Location IDs, are searchable only by their full, precise number. You cannot use a partial term to search for records using an Exact search.
      • For example: When searching for Tracking # 12345678, you can only use “12345678” to search. Partial terms, such as “123” or “12345,” will not pull up the desired records.
    • Starting With search: The beginning of the term used to search must match the beginning of the desired record.
      • For example: When searching for all work orders with Purchase Order numbers between PO-180 through PO-189, using a search term beginning with “PO-18” will pull up all work orders with PO numbers between PO-180 through PO-189, as well as all other work orders fitting that criteria (say, “PO-1887”).
    Note: Searching with wildcards such as asterisks (*) (for example, “123*”) are not allowed in Service Automation.
    • Below are the search criteria for each field:

    Search Field

    Search Criteria Used

    Tracking #

    Exact search

    Work Order #

    Starting With search

    Purchase Order #

    Starting With search

    Closing Authorization #

    Exact search

    Service ID

    Exact search

    Location ID

    Exact search

    “Search by” Criteria

    You may search for work orders using one of the following criteria:

    • Tracking #: Service Automation automatically assigns a unique number for each generated work order. This field uses the Exact Search criteria.
    • Work Order #: When a work order is generated, the Work Order number is automatically the same as the Tracking number (or Tracking #). Facility Operations may change this to a custom Work Order number, in line with business practices. This field uses the Starting With Search criteria.
    • Purchase Order #: When a work order is generated, the Purchase Order # is automatically the same as the Tracking number (or Tracking #). Facility Operations may change this to a custom Purchase Order number, in line with business practices. This field uses the Starting With Search criteria.
    • Closing Authorization #: This number is given to you when you check out of a work order for the last time using Service Automation’s IVR System. This field uses the Exact Search criteria.
    • Service ID: A static number setup for preventive maintenance requests that you may use to check in and check out through the IVR System. This field uses the Exact Search criteria.

    “Find Work Orders for Location ID” Criteria

    You may search for work orders in the Open, In Progress, Completed and Invoiced status for the past 90 days for one Location. The Location ID field uses the Exact Search criteria.

    You may only search for one Location ID at a time. To search for work orders across multiple locations, use a Work Order Report.

    Searching for Work Orders (Singular or Batch)

    You may also search for either a singular work order or a batch of work orders.

    Track WO/PO: Searching for a Work Order

    How to Search for a Work Order:

    1. On the Track Work Order & Purchase Orders page, select the desired criteria under the Search by column. (Note: The Tracking # option, Service Automation’s automatically generated number, is selected by default.)
    2. Enter the appropriate number(s) in the text area.
      • (Entering batch numbers) Type each number, separated by either a comma or semicolon.
      • (Copying and pasting from a spreadsheet) Copy a row or column from an Excel or CSV file, and then paste in the text area.
    3. Click Find below the text area. The total number of work orders will display, and the work order(s) matching your criteria will list on the page.

    Track WO/PO: Work Order Search Results

    Note: Clicking the View, Notes, or Attachments links in a work order listing opens a detailed view of the work order, where you may view the details of the work order and add notes and/or attachments.
    The Create Proposal link in a work order listing lets you create a proposal for the work order.

    Searching for Work Orders by Location

    You may search for work orders generated for a location within the past 90 days that are in the Open, In Progress, Completed, or Invoiced work order status.

    Note: To search for a location’s work orders generated beyond 90 days, or to search for work orders for multiple locations, use Work Order Reports.

    Track WO/PO: Search by Location

    How to Search for Work Orders by Location

    1. On the Track Work Order & Purchase Orders page, enter the Location ID for the desired Location under the Find Work Orders for Location ID column.
    2. (Optional) Uncheck the Exclude Maintenance box to include all preventive maintenance work orders. See Exclude Maintenance, below.
    3. Click Find below the Location ID text area. The Work Order page appears listing the total number of work orders that fit the criteria, as well as the work orders for that location.

    Track WO/PO: Location Search Results

    Exclude Maintenance

    While searching for work orders for a location, those that are marked as maintenance work orders will typically be hidden from the list. Typically, these work orders typically do not require any further adjustments. In a situation where you need to view maintenance work orders, uncheck Exclude Maintenance.