Create Follow-up Actions or Work Orders

14 min read

0:00 15:32

Overview #

An inspection finding may require action to correct a defect, control a risk or investigate an uncertain condition.

AssetIQ can help authorised users convert an inspection finding into a traceable follow-up action or maintenance work order. Linking the corrective work to the inspection and asset provides a clearer history from initial detection through completion and verification.

Important: Creating a follow-up action or work order does not mean that the defect has been resolved. Keep the finding open until the required work has been completed and verified.

Before you begin #

Before creating corrective work, confirm that:

The correct inspection has been submitted
The finding has been reviewed
The affected asset has been identified
The defect description is clear
The severity or priority has been assessed
Immediate safety actions have been taken
The appropriate follow-up method has been selected
A responsible person or team is available
The required completion date is understood
You have permission to create actions or work orders

If the finding presents an immediate hazard, follow your organisation’s safety and isolation procedures before creating the record in AssetIQ.

Follow-up action versus work order #

Choose the record type that best matches the work required.

Record type	Use it when	Example
Follow-up action	The response is administrative, investigative or does not require structured maintenance work	Confirm the asset’s certification expiry date
Work order	The asset requires inspection, servicing, adjustment, replacement or repair by maintenance personnel	Replace the damaged hydraulic hose
Reinspection	The condition must be checked again after work or when access becomes available	Reinspect the repaired emergency-stop circuit
Escalation	A manager, safety specialist or technical authority must make a decision	Obtain engineering assessment of a structural crack
No further action	The finding has been reviewed and formally accepted without corrective work	Monitor minor cosmetic damage during routine inspections

Your organisation may use different terminology or processes. Select the option configured in AssetIQ that provides the necessary control and traceability.

When to create a follow-up action #

A follow-up action may be appropriate when the required response involves:

Obtaining additional information
Confirming an asset’s documentation
Replacing a label or sign
Contacting a supplier
Arranging a specialist assessment
Monitoring a condition
Updating an operational procedure
Providing user training
Investigating a recurring issue
Scheduling another inspection
Correcting an authorised asset record
Confirming that a temporary control remains effective

The action should clearly identify what must happen, who is responsible and when it must be completed.

When to create a work order #

Create a work order when the finding requires structured maintenance or repair activity, such as:

Repairing a defective component
Replacing a worn or damaged part
Correcting a fluid leak
Restoring a safety device
Performing electrical or mechanical testing
Adjusting or calibrating equipment
Conducting preventive maintenance
Inspecting an inaccessible component
Completing specialist repair
Testing the asset after corrective work

A work order creates a separate operational record for planning, assigning, performing and documenting the required work.

Open the inspection finding #

Sign in to AssetIQ.
From the sidebar, open Asset Inspections.
Find and open the relevant inspection.
Open the inspection findings or defects section.
Select the finding requiring action.
Review its details and supporting evidence.

Before continuing, confirm:

Asset number and description
Inspection reference
Checklist item
Finding description
Defect location
Severity
Photographs or attachments
Immediate action taken
Inspection result
Reviewer comments

Do not create corrective work against the wrong asset or finding.

Review existing work #

Before creating a new action or work order, check whether the finding is already linked to:

An open work order
An existing fault report
A repair request
A maintenance activity
A corrective action
Another inspection
A previously reported recurring defect

Avoid creating duplicate work for the same issue.

If an existing record already covers the required response, link or reference it according to your organisation’s process.

Create a follow-up action #

If a follow-up action is appropriate:

Open the inspection finding.
Select Create Action, Add Follow-up or the corresponding option.
Confirm that the inspection, asset and finding are linked.
Enter a clear action title.
Describe the required outcome.
Select the responsible person or team.
Set the priority.
Enter the required completion date.
Add instructions or evidence.
Save and assign the action.
Confirm that it appears against the inspection finding.

If no direct creation option is available, create the action using the applicable AssetIQ function and include the inspection and finding references.

Enter a clear action title #

The title should briefly describe the required outcome.

Preferred titles #

Confirm certification status for CRN-0042
Replace unreadable QR label on FLT-018
Arrange structural assessment of boom crack
Investigate recurring battery-temperature warning
Reinspect generator after load testing

Titles to avoid #

Fix issue
Follow up
Inspection problem
Action required
Check asset

A specific title makes the action easier to assign, find and monitor.

Describe the required action #

The action description should explain:

What must be done
Why it is required
Which asset and finding it relates to
Any applicable restrictions
What evidence is required
What constitutes completion
Whether reinspection is needed

Example:

“Arrange assessment by an authorised engineer of the 30 mm crack recorded beside the upper boom mounting bracket during inspection INS-0128. Asset must remain isolated until the assessment is complete. Attach the engineering report and record the recommended corrective action.”

Do not simply copy the finding description. The finding explains the problem; the action explains the required response.

Create a work order from the finding #

If the defect requires maintenance or repair:

Open the inspection finding.
Select Create Work Order, Raise Work Order or the corresponding action.
Confirm that the correct asset is selected.
Confirm that the inspection and finding references are carried forward.
Enter the work-order title.
Describe the required maintenance work.
Select the work type or category.
Set the priority.
Assign the responsible person or team.
Enter the planned or due date.
Add safety instructions.
Attach relevant evidence.
Save or issue the work order.
Confirm that the work order is linked to the finding.

The exact fields and workflow depend on your organisation’s AssetIQ configuration.

Enter the work-order details #

A work order created from an inspection finding may include:

Work-order title
Asset
Inspection reference
Finding or defect reference
Work type
Maintenance category
Description
Priority
Responsible person or team
Planned start date
Due date
Location
Safety instructions
Operational restrictions
Required parts
Required skills
Supporting photographs
Completion criteria
Reinspection requirement

Review all automatically populated information before saving.

Write a clear work description #

The work description should be specific enough for the assigned person to understand the required activity.

Preferred work description #

“Replace the leaking hydraulic hose connection beside the rear-left stabiliser. Clean the affected area, inspect adjacent hoses, refill hydraulic oil as required and perform a pressure test. Asset must remain isolated until the repair and test have been completed.”

Description to avoid #

“Repair hydraulic issue.”

Do not prescribe a technical solution unless it has been appropriately assessed and authorised. If diagnosis is still required, state that clearly.

Set the priority #

Base the priority on the finding’s severity, operational impact and required response time.

A typical relationship may be:

Finding	Possible work priority
Immediate safety or environmental risk	Emergency or critical
Significant defect requiring urgent attention	High
Defect requiring scheduled correction	Normal or medium
Minor non-urgent issue	Low
Condition requiring investigation	Based on potential risk and deadline

Use your organisation’s approved priority definitions.

A high-severity finding should not be given a low-priority work order solely because resources are unavailable.

If the required response cannot be completed promptly, apply the appropriate operational restrictions and escalate the risk.

Assign responsibility #

Assign the action or work order to a person or team that:

Has the required authority
Has the necessary technical skills
Can access the asset
Can complete the work safely
Can meet the due date
Understands the recorded defect
Can provide the required completion evidence

Do not assign specialist, electrical, structural or legally controlled work to an unqualified user.

If the work will be completed by an external supplier, assign internal responsibility for coordinating and verifying it.

Set the due date #

Choose a due date based on:

Finding severity
Safety implications
Operational requirements
Asset availability
Parts or specialist availability
Compliance deadlines
Temporary controls
Required reinspection
Approved service-level expectations

Do not set an arbitrary date merely to complete the form.

If the asset must remain out of service, make that restriction clear regardless of the work order’s due date.

Add safety and operational instructions #

Include relevant controls such as:

Asset must remain isolated
Do not operate until authorised
Lockout or tagout is required
Complete repair before the next shift
Use specified personal protective equipment
Obtain a permit before work
Perform testing before return to service
Require specialist approval
Reinspect before use
Notify the asset owner when complete

AssetIQ records the instruction, but physical safety controls must also be applied according to your organisation’s procedures.

Attach supporting evidence #

Add relevant information from the inspection, such as:

Defect photographs
Measurements
Inspector comments
Reviewer comments
Test results
Previous inspection findings
Manufacturer instructions
Technical documents
Affected component details

Confirm that sensitive or restricted information is shared only with authorised users.

Define completion criteria #

State what must be true before the action or work order can be considered complete.

Completion criteria might include:

The defective component has been replaced
The leak has been eliminated
The safety device passes a functional test
The required measurement is within the accepted range
A specialist report has been attached
Photographic evidence has been provided
The asset status has been reviewed
A follow-up inspection has passed
An authorised person has approved return to service

Without clear completion criteria, work may be closed without demonstrating that the finding was addressed.

Save and issue the work #

After reviewing the record:

Select Save, Create or the corresponding action.
Confirm that the record was created.
Review its reference number.
Confirm the responsible person or team.
Check the priority and due date.
Confirm the asset and inspection links.
Issue or assign the work if an additional action is required.
Notify the responsible person according to your process.

A saved draft may not be visible to the assigned person until it has been issued or assigned.

Confirm the link to the inspection #

After creating the action or work order:

Return to the inspection finding.
Confirm that the linked record is visible.
Open the link.
Check that it points to the correct action or work order.
Confirm that the inspection reference appears on the corrective-work record.
Record the reference in reviewer comments if necessary.

The relationship should be traceable in both directions wherever AssetIQ supports it:

Inspection finding → corrective action or work order
Corrective action or work order → originating inspection finding

Create multiple actions when required #

One finding may require several independent responses.

For example, a failed safety-device inspection might require:

A work order to repair the device
An action to investigate why the previous test did not identify the problem
A reinspection before return to service
A notification to inspect similar assets

Create separate records when different people, due dates or completion criteria apply.

Avoid combining unrelated responsibilities into one broad action that cannot be tracked clearly.

Monitor progress #

After the action or work order has been assigned:

Check its status
Confirm that responsibility was accepted
Monitor the due date
Review added notes and evidence
Follow up on overdue work
Confirm that operational restrictions remain in place
Escalate blocked critical work
Review any changes to scope or priority
Confirm whether additional defects were identified

The inspection owner or reviewer should not assume that another user is monitoring the work unless responsibility has been clearly assigned.

Complete the action or work order #

The responsible person should record:

Work performed
Date and time completed
Parts or materials used, where applicable
Measurements or test results
Completion comments
Photographs or attachments
Remaining limitations
Additional work required
Person completing the work

The work record should not be closed if the required activity remains incomplete.

Verify the corrective work #

Before treating the inspection finding as resolved:

Review the completed action or work order.
Confirm that the stated work was performed.
Review completion evidence.
Check test results or measurements.
Confirm that the original defect has been addressed.
Determine whether reinspection is required.
Confirm that operational restrictions can be removed.
Record the verification decision.
Update the finding’s status where authorised.

The person verifying the work should be suitably competent and independent where required.

Arrange a follow-up inspection #

Create another inspection when:

The repair must be physically verified
A safety-critical function must be retested
The original item could not be inspected
A temporary correction was applied
The defect requires monitoring
A specialist recommends reinspection
Organisational or regulatory procedures require it

The follow-up inspection should reference:

The original inspection
The original finding
The corrective action or work order
The completed work
The acceptance criteria

Do not close the original finding until the required verification has been completed.

Return the asset to service #

Returning an asset to service should follow your organisation’s authorised process.

Before release, confirm that:

Required work is complete
Tests were successful
Required evidence is present
Follow-up inspection has passed
Safety controls can be removed
The appropriate person approved release
Asset status is correct
Relevant users have been informed

Closing a work order does not automatically mean the asset is authorised to return to service.

Close the inspection finding #

Close or resolve the finding only when:

The corrective work is complete
Completion evidence has been reviewed
Required testing has passed
Reinspection is complete, where required
The responsible reviewer accepts the outcome
Operational restrictions have been addressed
Any residual risk has been formally accepted
Resolution comments have been recorded

If AssetIQ provides a resolution action:

Open the original finding.
Review the linked work.
Enter the resolution details.
Select the appropriate resolution status.
Save the change.
Confirm that the finding is shown as resolved.

Do not close the finding merely because a work order was created.

When no corrective work is required #

A reviewer may determine that no corrective action is necessary.

Examples might include:

A minor cosmetic condition accepted by policy
An observation within acceptable limits
A duplicate finding already covered by existing work
A reported issue that could not be confirmed
A condition intentionally monitored without immediate work

Record:

The decision
The reason
Who authorised it
Any monitoring requirement
The review date, where applicable

Do not simply close the finding without explanation.

Common issues #

The Create Work Order option is unavailable #

Your role may lack permission, or the current inspection status may not allow work-order creation.

Create the work order from the Maintenance module if permitted and manually reference the inspection. Otherwise, contact the appropriate asset or maintenance manager.

The inspection details did not carry into the work order #

Enter the asset, inspection reference, finding description and supporting information manually. Confirm the relationship before issuing the work.

A duplicate work order already exists #

Review the existing work order. If it covers the same defect, link or reference it instead of creating another one.

Cancel an accidental duplicate according to your organisation’s process.

The required assignee is unavailable #

Assign the work to the responsible team or coordinator rather than an unqualified user. Escalate urgent work if the required resource is unavailable.

The finding is critical, but parts are unavailable #

Keep the asset isolated or restricted, document the delay and escalate the risk. Do not lower the severity or close the finding because the repair cannot be completed immediately.

The work order is complete, but the finding remains open #

Review the completion evidence and perform any required reinspection. An authorised reviewer can then resolve the finding.

The work order was closed without fixing the defect #

Reopen or create additional work according to your organisation’s process. Keep the inspection finding open and document why the previous work did not resolve it.

The asset remains unsafe after repair #

Do not return it to service. Record the failed verification, maintain operational controls and initiate further assessment or corrective work.

Recommended practices #

When creating follow-up work:

Review existing open work first
Link the work to the correct asset and inspection finding
Distinguish the observed problem from the required action
Use clear titles and detailed descriptions
Apply severity and priority consistently
Assign a competent person or team
Set a risk-based due date
Include safety and operational restrictions
Define measurable completion criteria
Retain supporting evidence
Monitor overdue and critical work
Verify completion before resolving the finding
Require reinspection where appropriate
Maintain traceability from finding to closure

Next steps #