Update and Complete a Work Order

Update a work order in AssetIQ as maintenance progresses, then complete it after the required work has been performed and the outcome has been recorded.

Keeping work orders current helps users understand what work is planned, underway or completed and maintains an accurate maintenance history for the asset.

Before you begin #

Make sure that:

• The work order already exists.
• You have permission to update or complete it.
• The work order is assigned to the correct asset.
• The required maintenance work has been authorised.
• You have the information needed to record progress or completion.
• Supporting photographs, reports or documents are available where required.

Important: Do not complete a work order until the required maintenance activity has been performed and the completion information has been reviewed.

Find the work order #

1. Sign in to AssetIQ.
2. Open Maintenance or Work Orders from the sidebar.
3. Open the work-order list.
4. Search using the work-order number, asset identifier, title or another available value.
5. Apply filters where necessary.
6. Select the required work order.
7. Confirm that it relates to the correct asset and maintenance activity.

Review the current status, assignee, priority and planned dates before making changes.

Start or update the work order #

1. Open the required work order.
2. Select the available update or edit action.
3. Review the existing work description and instructions.
4. Update the status according to the approved workflow.
5. Record the work performed so far.
6. Update the responsible person or team if authorised.
7. Revise planned dates where necessary.
8. Add relevant notes or attachments.
9. Save the work order.

The actions available depend on the current status, your role and your organisation’s workflow.

Record maintenance progress #

Progress notes should clearly explain:

• Work already performed
• Findings or inspection results
• Parts or components requiring attention
• Delays or access restrictions
• Additional work required
• Changes to the expected completion date
• Operational or safety concerns
• Decisions made by the responsible user

Use factual and concise descriptions. Avoid vague statements such as “work ongoing” when more useful information is available.

Add supporting evidence #

Where supported, add relevant attachments such as:

• Photographs
• Inspection results
• Service reports
• Supplier documents
• Technical records
• Completion certificates
• Other approved maintenance evidence

Confirm that files are relevant, readable and permitted by your organisation.

Do not upload personal, confidential or unrelated information.

Reassign the work order #

If responsibility for the work changes:

1. Open the work order.
2. Review the current assignee.
3. Select the available assignment or edit action.
4. Choose the appropriate user or team.
5. Add a note explaining the reassignment where required.
6. Save the change.
7. Confirm that the new assignee is displayed.

Only reassign work when you have the necessary authority.

Prepare the work order for completion #

Before completing the work order, confirm that:

• The required maintenance activity has been performed.
• The correct asset is linked.
• Progress and findings have been recorded.
• Required parts, materials or services have been documented where applicable.
• Completion dates are accurate.
• Supporting evidence has been attached where required.
• No unresolved work remains.
• The asset’s operational condition has been reviewed.

If additional work is still required, keep the work order in the appropriate active status.

Complete the work order #

1. Open the required work order.
2. Review all recorded information.
3. Select the available completion action or final permitted status.
4. Enter the actual completion date and time where required.
5. Record a clear completion summary.
6. Enter the final outcome or findings.
7. Add any required attachments.
8. Confirm that no mandatory information is missing.
9. Save or confirm the completion.

AssetIQ should update the work-order status and retain the completed activity against the asset.

Write a clear completion summary #

The completion summary should describe:

• The work performed
• Important findings
• Parts repaired or replaced
• Tests or checks completed
• The final asset condition
• Any limitations or outstanding recommendations
• Required future follow-up

Avoid entering only “completed” or “done.” The summary should allow another user to understand what maintenance was performed.

Verify the completed work order #

After completing the work order:

1. Refresh or reopen the record.
2. Confirm that the final status is displayed.
3. Check the actual completion date.
4. Review the completion summary.
5. Confirm that attachments are available.
6. Open the related asset record.
7. Confirm that the maintenance activity appears in the asset’s history where supported.
8. Review the next maintenance date where applicable.

Review the next maintenance date #

Completing a qualifying maintenance activity may cause AssetIQ to calculate or update the asset’s next maintenance date.

After completion:

1. Open the related asset.
2. Locate the next maintenance information.
3. Confirm that the date reflects the approved maintenance interval.
4. Report an unexpected date to the responsible administrator.

Do not manually assume or overwrite the date without checking the configured maintenance rule.

The update action is unavailable #

If you cannot update the work order:

• Confirm that you opened the correct record.
• Check whether the current status allows changes.
• Confirm that you are the assigned or authorised user.
• Check your organisation, entity and location access.
• Ask an administrator or maintenance coordinator to review your permissions.

The work order cannot be completed #

If the completion action is unavailable:

• Check whether required earlier workflow steps are complete.
• Confirm that mandatory fields have been entered.
• Review the current status.
• Check whether completion evidence is required.
• Confirm that unresolved work remains appropriately recorded.
• Ask the maintenance coordinator to review the work order.

Completion information was entered incorrectly #

If incorrect information was recorded:

1. Do not create a duplicate work order.
2. Reopen the completed record.
3. Check whether your role permits corrections.
4. Correct the information if the workflow allows it.
5. Add an explanatory note where appropriate.
6. Ask an administrator or maintenance coordinator for assistance if the record is locked.

Maintain a clear record of any authorised correction.

Next steps #

• Understand Work-Order Statuses — Learn which transitions and actions are available.
• Review the Next Maintenance Date — Confirm when the asset is next due for maintenance.
• Create a Work Order — Create another approved maintenance activity.
• Introduction to Maintenance and Work Orders — Review the complete maintenance process.
• Find and Filter Assets — Locate the related asset.