Work Order

To create a new work order, complete the following steps:

1. Review the header to ensure that you are in the correct project or partition.

2. Navigate to the Work Order application (Apps > Project Management > Work Order). Alternatively, enter "Work Order" in the search bar.

   

3. Click New in the action bar.

   

4. Complete the following fields as appropriate:

   Note Depending on how this app is configured for your domain, there may be fields or sections listed here that do not appear for you, fields and sections that appear for you which are not listed here, or fields and sections which appear in a different order. If you have any questions, check with your domain administrator.

   Field	Description
   Details
   Number	Allow Kahua to auto-number the record or enter a different value. Note The number format can be configured by your domain administrator. Refer to Number.
   Status	This field is read-only. As the action item moves through the workflow, this value will update.
   Date	By default, today's date appears. Modify if appropriate.
   Description	Enter a brief description of the work order.
   Author	By default, your name appears here. Select another contact if appropriate.
   Client Company	Select the client company.
   Client Signer	Select the client signer.
   Requester	By default, your name appears here. Select another contact if appropriate.
   Reason	Select a reason for submitting the work order. Note This lookup list is managed in the Configuration app. Refer to Lookups.
   Scope of Work (SOW)	Enter the Scope of Work details.
   Schedule Impact	Select the expected schedule impact. Note This lookup list is managed in the Configuration app. Refer to Lookups.
   Labor
   For more information on working with grids, refer to Item grids.
   Type	Select the labor type. Note This list is managed in the Project Tables app. Refer to Project Tables.
   Quantity	Enter the quantity
   Material
   For more information on working with grids, refer to Item grids.
   Material Item	Select the material item. Note This list is managed in the Project Tables app. Refer to Project Tables.
   Quantity	Enter the quantity.
   Unit Type	By default, the data from the existing Project Table appears. Note This list is managed in the Project Tables app. Refer to Project Tables.
   Equipment
   Equipment Name	Select the equipment name. Note This list is managed in the Project Tables app. Refer to Project Tables.
   Quantity	Enter the quantity.
   Unit Type	By default, the data from the existing Project Table appears.
   Media
   Upload any relevant image files. For more information on using this section, refer to Media section.
   References
   Upload any relevant files or documents. For more information on using this section, refer to References section.

5. Click Save in the action bar when you are done. The work order is now saved as a draft.

   

An approval document is a combination of supporting files in a single PDF document that can be routed through the approval workflow.

To create an approval document, complete the following steps:

1. Review the header to ensure that you are in the correct project or partition.

2. Navigate to the application.

3. Select the appropriate record to open it in the detail pane and click Edit.

4. In the References section, select Add Approval Doc. You may need to click the More icon to access the option.

   

5. The Create Approval Document dialog appears. Enter a name for the resulting file. This is the name that will appear on the document as it routes through the approval process. Consider including information that identifies the original record, such as the item number and name. To include this approval document when routing the record for approval, select Include this approval document when sending . . . .

   

6. The file list includes the portable view of the record with the type "View". This is a summary PDF of the original record.

   Any additional reference files from the record also appear. You can add additional files from your computer by selecting Upload, or select Add Kahua Doc to add existing documents from the File Manager app.

   

7. Select the files to include in the approval doc by clicking the check box next to the appropriate files. To only include the original document, select the "View" file.

   Important Your organization may require specific documents be included in an approval document for records from this application. Refer to your organization's policies to determine what records to include.

8. Click Next when you have added all the appropriate files. You must enter a File Name and select at least one file to move to the next step.

9. In this next step, you can re-order documents by selecting the grabber icon next to an item and dragging it to the appropriate location. You can also select Move to Top or Move to Bottom, or use the icons. Click Remove to remove a file.

   

10. Once you are satisfied with the order of the included documents, click Complete. The new document with the assigned file name appears in the record's References section under the Approval Document grouping.

    

Important The approval document is included in the approval workflow if Use Approval Document is selected in the Approval configuration. If that option is not selected, the standard portable view of the record will be used in the approval process. Refer to Use Approval Document.

To cancel a work order, complete the following steps:

1. Review the header to ensure that you are in the correct project or partition.

2. Navigate to the Work Order application (Apps > Project Management > Work Order). Alternatively, type "Work Order" into the search.

3. Click the desired Work Order from the list.

4. Click Cancel in the action bar. You may need to click the More icon to access this option if it is hidden for space reasons.

   

5. The work order will now show its status as "Canceled." It can no longer be edited or sent for approval.

   Note Only the domain administrator can reopen canceled work orders.

6. Click Reopen in the action bar to reopen the work order.

   

From the detail view of a record, there are several standard actions you can take. Depending on your permissions, some or all of the following options may be available to you:

• View and View w/References - Select View or View w/References to open a PDF view of the current record. The PDF file can be printed or shared from the viewer by clicking on the Open PDF icon .

  

  Note Only references where the Include on Send value is set to "Yes" are included in the View w/References.
  Additionally, if Include Markup on Send is set to "Yes", any markups on the file are included.

• Discussions - Select this icon to open the Discussions panel. If enabled in your domain, the discussions feature allows you to participate in public or private conversations associated with specific records. For more information, refer to Discussions.

• View History - Select this icon to open the History page for the record. The history page provides details regarding all activity (creation, edits, saves, etc.) performed on the record. Click view edit to drill down into more detail on a specific action. Click hide edit to close the action detail. Click the Close icon to close the history page.

• Send actions - Click this icon to select an appropriate Send action for the record. The following options may be available to you:

  • Copy Link and Copy Portable View Link - Select this option to copy a URL link for the record or record's portable view to your clipboard. This link can be sent outside of Kahua. Users with the appropriate permissions will be able to open Kahua directly to that record or portable view by using the link.

  • Copy QR Code and Copy Portable View QR Code - Select this option to generate a QR code for the currently open record or record's portable view. The QR code can be shared directly from your screen, or copied to your clipboard to be shared as appropriate. This QR code can be shared outside of Kahua. Users with the appropriate permissions will be able to open Kahua directly to that record or portable view by using the link.

  • Send - Select this option to open a new Kahua message with the open record included as an attachment. References with the Include on Send value set to "Yes" are also included. For more information, refer to Messages app.

• Delete - Select this option to delete the open record. You must agree to the confirmation message before the record is deleted.

  Alternatively, right-click on the record in the log view and select Delete, or select multiple records from the log view and select Delete.

  Note If a record is deleted in error, your domain administrator may be able to recover it through the Recycle Bin app. For more information, refer to Using the Recycle Bin.

• Open in a new window - Select this option to open the current record as read-only in a new window (desktop host) or browser tab (web host). This allows you to navigate to other records in the original Kahua instance while keeping the read-only window or tab open for reference. To re-open the record on the read-only window or tab in Kahua, select Open in the header.

  

• Maximize and Minimize - Select Maximize to open the record to a full screen view. From the full screen view, select Minimize to return to the original view.

• Close - Select the close icon to close the currently open item.

Your domain administrator or another user with the appropriate permissions can configure Work Orders in the Configuration application.

Important When working in the Configuration app, it is important to review the header and ensure that you are working at the correct level in the hierarchy, either the root domain or at a partition or project level.

Settings that you establish at the root domain or lower levels will inherit down the hierarchy until they are overridden. For more information on the hierarchical structure of Kahua, refer to Understanding the hierarchical structure of Kahua.

The Configuration app can be accessed directly through the apps list (Apps > Administration > Configuration), or, in some applications, by right-clicking on an application in the launch bar and selecting Configure. When you select Configure for an app from the launch bar, the detail view of the configuration page for that application opens automatically.

For general information on configuring this app in Configuration, refer to Application configuration.

Available application roles

Application roles determine which actions users can perform in the app. Roles are assigned to groups in the Groups app > Permissions tab. Members of the group then have the permissions associated with the roles assigned to the group.

The following roles are available for this application:

Role	Details
Administrator	Full administration, including add, configure, create lists, edit, import, export, share, view, send, process, remove, and edit view templates.
Contributor	Can add, edit, open, view, send, and process records.
Moderator	Can add, edit, import, export, remove, share, open, view, send, and process records.
Observer	Can open, view, send, and process records.
Referencer	View-only access to records.

Note To manage these permissions, open the Groups app and assign the appropriate application role to the group. Only users with the appropriate permissions can manage application roles. For more information, refer to Managing Permissions.