Understanding Work Order Status and Sub-Status

Some stages include labels (sub-statuses) to provide more granular tracking. These are denoted by a vertical bar (|) after the main status (e.g., Status | Sub-Status).

The Work Order Lifecycle At a Glance

Here is the step-by-step breakdown of how a work order moves from creation to final closure, including potential detour pathways due to rejections.

Detailed Status Breakdown

1. Draft

• 🔵 Draft: The work order has been created but has not yet been sent to a vendor.

• Correction Needed:

  • 🔴 Draft | Need Revision: If a work order exceeds the cost threshold and is Rejected by the Approver, it reverts to this status. The Building Manager must revise the details or cost estimate and resubmit it.

2. Pending

The work order has been approved or created, but active physical work has not yet started:

• 🟠 Pending | Awaiting Sign-Off: The work order exceeds the cost threshold and is waiting for internal management approval before reaching the vendor.

• 🔵 Pending | Issued: The work order has been successfully sent to the vendor.

• 🔵 Pending | Enroute: The vendor manager has dispatched a technician, and the technician is on their way to the site.

3. In Progress

• 🟢 In Progress: The vendor technician has arrived on-site and has officially started working on the task.

• Correction Needed:

  • 🔴 In Progress | Re-work: If the Building Manager inspects a completed job and rejects the work order due to sub-par quality or incomplete tasks, it drops back to this status. The vendor must return to the site and correct the work.

4. Review

• 🟢 Review: The technician has finished the physical work. The work order is now back in the Building Manager's queue to inspect and sign off on the quality of the work.

5. Completed

Once the Building Manager accepts the work, the work order enters the final phase. Its sub-status depends entirely on whether a financial transaction is required:

For Paid Work Orders:

• 🟠 Completed | Pending Invoice: The work is approved, and the system is waiting for the vendor manager to upload the invoice.

• 🟠 Completed | Awaiting Payment: The invoice has been uploaded. The work order is waiting for council members to release the funds.

• Correction Needed:

  • 🔴 Completed | Invoice Flagged: If the Council Approver rejects the uploaded invoice (due to incorrect amounts, missing details, etc.), it enters this status. The vendor manager must correct and re-upload the invoice.

• ⚪ Completed | Paid: The council has processed the payment, marked it as paid, and the work order is officially closed.

For Free/Warranty Work Orders:

• ⚪ Completed | No Charge: The work required no payment (e.g., covered under warranty or maintenance contract). The work order closes immediately upon manager acceptance.

6. Cancelled

• 🔴 Cancelled: If a work order is deemed no longer necessary, duplicated, or terminated before completion, it changes to Cancelled. This is a final, inactive status.

💡 Quick Reference Summary Table