How to Use the Work Order Finder

The Work Order Finder in LLumin CMMS+ is a powerful tool for managing and navigating work orders with ease. This article will walk you through its features and functionalities, enabling you to filter, view, modify, and manage work orders efficiently.

Instructions

To navigate to the Work Order Finder:

  1. Navigate to the Work Orders drop-down menu on the menu bar.

  2. Select View Work Orders.

  3. The Work Order Finder screen will open, displaying a list of all open work orders.

Navigating the Work Order Finder

When you open the Work Order Finder, you'll see a spreadsheet-style view that organizes work orders into columns of key information. The Finder provides tools for filtering results and buttons for managing and performing actions on work orders.

TIP: Want to view work orders in the new Calendar View? Click the Calendar button at the top right of the screen. 

Quick Search

Use the search bar at the top left of the Finder to quickly locate work orders.

  1. Enter a value, such as WO Number, Asset ID, Work Request, or Asset Description.
  2. Press Enter or click the magnifying glass to execute the search.

NOTE: The number displayed next to the Work Order Finder title indicates the total number of records in the current view.

Columns in the Finder

The columns in the Work Order Finder are designed to organize key information, making it easier to locate and manage work orders. Common columns include:

    • WO Number
    • Asset ID
    • Asset Description
    • Priority
    • Status
    • Due Date
    • Work Requested

How to Sort Columns:

Sorting columns helps you prioritize and organize work orders based on specific criteria.

1. Click a column header to sort by ascending order.
2. Click again to sort in descending order.
3. Click a third time to remove the sort.

 

To apply multiple levels of sorting , users can click additional column headers. The system will sort by the first column selected, then apply secondary or tertiary sorts in the order selected.

How to Rearrange Columns:

Customizing the order of columns allows you to organize information in a way that suits your workflow.

  1. To move a column, click and drag the column header to a new location.

  2. Release the column when you see arrows indicating the new position.

Using the Column Settings menu:

Another way to customize column order is through the Column Settings menu:

  1. Clicking the dropdown next to the Grid Layout and select Columns.

  2. In the Column Settings pop-up, you can:

      • Show or hide columns by checking or unchecking the box next to the column name.
      • Rearrange columns by clicking and dragging them into the preferred order. The topmost column represents the leftmost position in the grid.
  3. Click Done to save your changes.

Filtering the Work Order Finder

You can apply filters to any search in the Finder. For example, you can filter Work Orders by assigned users, by specific due dates, or both.

  1. To start filtering in the Work Order Finder, click the green Filter button.
  2. For example, if you want to view repair work orders for electricians:
      • Identify both the Work Order Types field and the Crafts field.
      • Click the appropriate field to open the filter dropdown menu.
      • Click Repair in Work Order Types.
      • Click Electrician in the Crafts field.
      • Click Apply to view all repair work orders for electricians.
  3. (Optional) To save your filter selection use in the future:
      • Click the arrow next to Filters and select Create New.
      • Name the filter and click Save.
      • To set the current filter as the default filter, click the arrow next to Filters > Set as Default.

Grouping Work Orders

Grouping provides another way to organize your work orders, making it simpler to manage and analyze related tasks.

  1. In the Work Order Finder, locate the column header you want to group by.

  2. Click the three dots on a column header.

  3. Click Group to group the work orders based on the chosen column.

  4. (Optional) To add another grouping:

      • Drag another column header into the grouping area above the work order list.
  5. Each grouping header displays the group name, the number of records, and the estimated labor hours.
  6. To view grouped work orders, click the arrows next to each group to expand or collapse the work orders within that group.
  7. To undo the grouping, click the X next to the grouping names.

Managing Work Orders

You can manage WOs directly from the Work Order Finder using various buttons:

The Legend displays color-coded indicators for:

      • Down Asset Work Orders
      • Failed Step Assets
      • Safety Work Orders
      • High Priority Work Orders
      • Overdue Work Orders

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Button Functionality
Print selected WOs. A preview window allows you to edit or save WOs.
Email selected WOs. Enter recipient details, edit the subject line, and add a message before sending.
Opens the Create Work Order screen.
Opens the selected work order(s).
Deletes selected work order(s) with a confirmation popup.
Starts a work timer for the selected work order.
Closes selected work order(s) as incomplete, with a confirmation popup.
Approves selected work order(s) with a confirmation popup.
Opens the completion screen to finalize labor, quality, and other details.
Assigns or reassigns selected work order(s).
Exports the list of work orders in XLS format.

 

NOTE: Available button options depend on the user's security permissions.

Customizing the Grid Layout

Button Functionality
Clear Resets the grid layout to default settings.
Save Saves your custom grid layout for future use.
Reload Reloads the page with the current layout.
Columns Opens a settings window to show or hide columns, rearrange their order, and apply changes.

 

Additional Features

Reload Button: Refreshes the Work Order Finder page.