Work Order

Notice Kahua is a very flexible and customizable platform. In your domain, this application may have been modified to meet your company's needs. The online help uses default field labels for field names and describes standard workflows. Please check with your domain administrator for specific information about working in your organization's domain.

The Work Order application keeps track of work orders for a specific project.

Key elements of the Work Order app are as follows:

If the signature approval workflow is set up, work orders can be sent for signature approval.
A work order can be shared with others via attachment to email or link.
Work orders can be canceled or deleted. Only domain administrators can reopen canceled work orders.

How to . . .

Create a Work Order

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

Review the header to ensure that you are in the correct project or partition.
Navigate to the Work Order application (Apps > Project Management > Work Order). Alternatively, enter "Work Order" in the search bar.
Click New in the action bar.

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.

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

Create an approval document

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:

Review the header to ensure that you are in the correct project or partition.
Navigate to the application.
Select the appropriate record to open it in the detail pane and click Edit.
In the References section, select Add Approval Doc. You may need to click the More icon to access the option.
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 . . . .
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.
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.
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.
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.
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.