This article will guide you through creating and managing your Work Order templates to streamline your workflow by providing a consistent format for documenting work orders. Having templates in place ensures that all necessary information is included every time a new work order is generated, saving you time and helping maintain transparency with both your team and clients. Let’s dive into how to access, create, and manage these templates.
Check out Section 6 of our self-guided learning video for an interactive demo: Communication Template Settings
Accessing Work Order Templates
To begin setting up your Work Order templates, you'll need to navigate to the Templates section within your Settings menu. All templates that you create here are readily available for use across all of your companies.
- Select the Settings tab.
- Click on the Templates option under the Communications section.
- Choose Work Orders from the submenu to view your existing templates or to create new ones.
Creating and Customizing Templates
With access to the Work Order Templates list, you can tailor each template to meet the needs of various maintenance tasks or general work orders. Here’s how to create a custom template:
- From the main Work Order Templates screen, you can Create a New Template, Modify an Existing Template, or Duplicate an Existing Template. Choose the action that fits your needs.
- Add text and format your template using the provided tools. You can personalize your template to reflect your company's standards and requirements.
- Use the blue buttons on the right side to insert merge fields. These fields automatically populate with relevant information from the Work Order when generated. For a comprehensive list of available merge fields and their descriptions, visit our merge fields guide.
Previewing and Saving Your Template
Once you've customized your template:
- Select Custom Template from the options available.
- Click on Preview to review your template and ensure it meets your needs.
- If satisfied with your template, click Save to store the template for future use.
Using Templates for New Work Orders
When you create a new work order:
- Fill out all the relevant fields in the Work Order form.
- Click Save.
- Your new work order will now be presented using the default template, or the template you’ve selected during the creation process.
Below is a list of all the merge fields available for the Work Order template.
| Title | Description |
| Account Contact Address | The full address of the account tenancy contact displayed on a single line separated by commas. |
| Account Contact Email | The email address for the account contact of the tenancy |
| Account Contact Mobile | The mobile number for the account contact of the tenancy |
| Account Contact Name | The name of the account contact on the tenancy |
| Account Contact Phone | The phone number for the account contact of the tenancy |
| Additional Information | Additional information for the work order. |
| Area Of Property | The area of the property where the maintenance work is to be done. |
| Budgeted Cost | The budgeted cost for the maintenance task. |
| Company Address | The full address of the company in a block format. |
| Company Logo | The logo of the company. |
| Company Name | The name of the company. |
| Contractor Address | The address of the assigned Contractor. |
| Contractor Email | The email address of the assigned Contractor. |
| Contractor First Name | The first name of the assigned Contractor. |
| Contractor Last Name | The last name of the assigned Contractor. |
| Contractor Name | The name of the assigned Contractor. |
| Contractor Phone | The phone number of the assigned Contractor. |
| Country | The Country field of the property address. |
| Current Date | The current date in a dd/mm/yyyy format. |
| Description | The description of the maintenance task. |
| External Reference | The contractor's external reference number. |
| Flat / Apartment | The flat/apartment field of the property address. |
| Images | All images attached to the work order. |
| Maintenance Type | The maintenance type selected on the maintenance task. |
| Nature Of Work | The nature of work entered on the work order. |
| Post / Zip Code | The Post/Zip Code field of the property address. |
| Primary Contact Address | The full address of the primary tenancy contact displayed on a single line separated by commas. |
| Primary Contact Email | The email address of the primary tenancy contact. |
| Primary Contact Mobile | The mobile number of the primary tenancy contact. |
| Primary Contact Name | The full name of the primary tenancy contact. |
| Primary Contact Phone | The phone number of the primary tenancy contact. |
| Priority | The priority of the maintenance work. |
| Property Address | The full address of the related property displayed on a single line separated by commas. |
| Property Manager Email | The email address for the Property Manager. |
| Property Manager Mobile | The mobile number for the Property Manager. |
| Property Manager Name | Full name of the Property Manager. |
| Property Manager Phone | The phone number for the Property Manager. |
| Property Name | The name of the property |
| Property Owner Name | The name of the Property Owner |
| Region / State | The Region/State field of the property address. |
| Requester Email | The email address of the user requesting the work order. |
| Requester Mobile | The mobile number of the user requesting the work order. |
| Requester Name | The name of the user requesting the work order. |
| Requester Phone | The phone number of the user requesting the work order. |
| Street / Building Number | The street/building number field of the property address. |
| Street Name | The street name field of the property address. |
| Suburb / District | The suburb/district field of the property address. |
| Tenancy Contacts | A comma-separated list of all tenancy contacts for the related property |
| Tenancy Maintenance Contacts Table | A list of the maintenance contacts and their contact details for the related tenancy, displayed in a table format. |
| Town / City | The Town/City field of the property address. |
| Work Order Disclaimer | The work order disclaimer set at the company level. |
| Work Order Number | The internal Re-Leased work order number. |
Custom Work Order templates are essential for maintaining consistency in your business process. They help ensure that all work orders contain the necessary information and are presented in a professional format. By following the steps above, you can streamline the creation and management of your Work Orders within our platform.