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Scenario 3: How to Place a Work Order on hold and Resume it with the Same Service Provider – by Facility Coordinator
How to Place a Work Order on Hold and Resume it: by Facility Coordinator
This article is primarily for Facility Coordinators.
Scenario 3 : If a Work Order is Placed on Hold by Facility Coordinator and Resumed with the Same Service Provider…
This scenario explains how a facility coordinator can place a work order on hold, resume it, and proceed with the same service provider.
For example, if additional raw material needs to be ordered and the work cannot proceed without it, the facility coordinator can place the work order on hold. Once the required raw material is purchased, they can resume the work order.
This scenario is done in two steps:
1. Place the work order on hold.
2. Resume the work order and proceed with the same service provider.
Let’s take a quick look at the overall Work Order process for this scenario.
After a work order is created,
- The facility coordinator will assign a service provider along with service provider’s supervisor and coordinator (assigning a supervisor and a coordinator is optional here) to the work order.
- The Facility Coordinator places the Work Order on hold
On the Workspace – Work Order app, the facility coordinator will put the work order on hold by adding the purpose as a comment. - The Facility Coordinator resumes the Work Order with the same Service Provider
After some time, the Facility Coordinator will resume the work order. - Now the assigned service provider team will access the work order; if technicians are not yet assigned, they will assign technicians to carry out the assigned work.
- The assigned technicians will receive work orders on their Workspace and will acknowledge the work order.
- The technicians will complete the work order.
- The facility coordinator will verify the work done and close the work order.
1. How to Place a Work Order On Hold?
This short article explains how Facility Coordinators can place a Work Order on hold.
Due to certain circumstances, the facility coordinator has the authority to temporarily place the work order on hold for a specific period of time.
Stage before the Action: Assignment
Stage after the Action: On Hold
Refer to this image illustrating the process of placing a work order on hold.
Once the work order is placed on hold, it will transition from the ‘Assignment‘ stage to the ‘On Hold‘ stage.
2. How to Resume a Work Order with the Same Service Provider?
This quick article explains how a facility coordinator can resume a work order that was put on hold and continue with the same service provider.
Stage before the Action: On Hold
Stage after the Action: Assignment
Workspace-Work Order app facilitates you to resume a Work Order once the urgent task is completed and get back to Work Order processing.
Refer to this image on how you can resume a work order that was put on hold and continue with the same service provider.
TIP: If you enable the Reset SLA option, it will reset the SLA clock timer when resuming the work order.
Once you resume the work order, the work order stage will transition from ‘On Hold’ to ‘Assignment’.
Scenario 2: How to place a Work Order on hold and resume it with the same Servicer – by Facility Coordinator
How to place a Work Order on hold and resume it: by Facility Coordinator
Scenario 2 : If a Work Order is placed on hold by Facility Coordinator and resumed with the same Servicer…
This article is primarily for Facility Coordinators.
This scenario explains how a Facility Coordinator can place a work order on hold and then resume it and proceed with the same Servicer.
e.g.If some additional raw material has to be ordered and cannot continue without it. Then Facility Coordinator can place the work order on hold and later resume once the required raw material is purchased.
This scenario is done in two steps;
1. Place the Work Order on hold
2. Resume the Work Order and proceed with the same Servicer
Work Order Process with placing WO on hold by Facility Coordinator and resuming it (scenario 2)
Let’s take a quick look at the overall Work Order process when the Facility Coordinator places the Work Order on hold and then resumes it with the same Servicer.
After a work order is created,
- Facility Coordinator will receive work order via Workspace portal on Work Order app.
- Facility Coordinator will assign a Servicer along with Servicer’s Supervisor and Coordinator (assigning a Servicer Supervisor and Servicer Coordinator is optional here) to the work order.
- Facility Coordinator places the Work Order on hold
On Workspace Work Order app, the Facility Coordinator will put the work order on hold by adding the purpose as a comment. - Facility Coordinator resumes the Work Order with the same Servicer
After some time period, the Facility Coordinator may resume the work order. - Next, the Servicer Supervisor/Servicer Coordinator will access the work order and if technicians are not yet assigned, then they will assign technicians and work schedule to carry out the assigned work.
- The assigned Technicians will receive work orders on their Workspace to acknowledge the work orders.
- Technicians/Servicer Supervisor will complete the work order.
- Facility Coordinator will verify the work done and close.
1. How to place a Work Order on hold?
This article is primarily for Facility Coordinators
This short article explains how you can place a Work Order on hold.
Typical Actors
- Facility Coordinators
Stage before the Action: Assignment
Stage after the Action :On Hold
The Facility Coordinator, may place the work order on hold for a certain period of time due to some reason.
On the Workspace-Work Order app,
- Hover over ‘My WO Tasks’ on the left bar.
- Click CWOs Supervised by Me to filter your work orders at Assignment stage.
- Click on the relevant Work order record to open its detail page.
- Hover over Assignment dropdown and click ‘Put On Hold’
- Add your Comment.
- Finally, click Hold Work Order.
Once you placed your work order on hold, the work order stage will move from ‘Assignment’ to ‘On Hold’ stage.
2. How to resume a Work Order with the same Servicer?
This article is primarily for Facility Coordinator
This quick article explains how a Facility Coordinator can resume a work order that was put on hold and continue with the same Servicer.
Typical Actors
- Facility Coordinators
Stage before the Action: On Hold
Stage after the Action : Assignment
Workspace-Work Order app facilitates to resume the Work Order once the urgent task is completed and get back to Work Order processing.
To resume a Work Order which is on hold at the moment and proceed with the same Servicer,
- Go to the Workspace-Work Order app.
- Hover over ‘My WO Tasks’ on the left bar.
- Click CWOs Supervised by Me to filter your work orders at On Hold stage.
- Click on the relevant Work order record to open its detail page.
- Hover over On Hold dropdown and click ‘Resume from Hold’.
- Finally, click Resume.
Once you resume work order, the work order stage will move from ‘On Hold’ to ‘Assignment’.
Table of Content
- Work Order Process with placing WO on hold and resuming it
- How to place a Work Order on hold
- How to resume a Work Order with the same Servicer
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Key Capabilities
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Inventory Registration
Locations Management
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Properties & Units Registration
Service Providers Registration & Service Contracts Registration
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Submit and manage work requests. You can also rate the quality of service received.
Create, manage & update work orders, including cost and time tracking. Assign work orders to service providers, and assign a supervisor/ technician.
Manage your sites, building locations & spaces, and specify location hierarchy. Maintain detailed logs of active repairs & repair history, PPMs, and audits of each location.
Register properties for landlords, and register units for tenants. Receive alerts on upcoming planned audit/ inspection/ preventive work orders from the FM team assigned to the respective property/ unit.
Register your assets. Track warranty, insurance, depreciation and downtime. Control & optimize your assets, and keep track of your asset history.
Keep record of item/ part names, type, make, model in Inventory. Track spare parts & consumables costs.
Register your service provider companies, services provided, and their users. Track vendor certifications and their expiry.
Improve communication between team members who are actively involved in resolving issues or perform preventive/ corrective tasks.
Generate both detailed and summary reports for work requests, work orders, planned work orders, and more. Generate schedule-based reports and share them via email.
Summarize your operational data on dashboards. Choose from a wide collection of widgets available to view operational highlights.
Both email and push notifications increase engagement, retention, and conversions related to your transactions.
Take and upload images, PDF files and videos against respective asset, location, work order, work request, PPM & user.
Upload location layouts. Mark locations on floor plans or geo maps, and mark assets on building floor plans.
Download our empty data configuration template to configure your data into our application, or import existing data such as assets, locations, users, facilities from a CSV or excel and easily migrate it across from other system.
An Application Programming Interface (API) is a way for other software to connect with iviva.facility. Submit work requests from third party software like call center/ case management software, or submit work orders from third party alarm management software like BMS.
Manage an unlimited number of sites, building locations & spaces.
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Register an unlimited number of employees, landlord-users or tenant-users under the requestors user group, who require access to the work request portal.
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