Create a Work Order

Create a work order in AssetIQ when maintenance, servicing or repair work needs to be planned, assigned and tracked against an asset.

A successfully created work order receives a unique identifier and an initial status based on your organisation’s approved workflow.

Before you begin #

Make sure that:

• The asset already exists in AssetIQ.
• You have permission to create work orders.
• You have confirmed the maintenance requirement.
• The required maintenance master data is available.
• The responsible person or team exists in AssetIQ.
• Planned dates and priority have been confirmed where required.
• An equivalent open work order does not already exist.

Important: Search for existing work orders before creating a new one. Duplicate work orders can result in repeated maintenance activities and inaccurate reporting.

Find the asset #

Before creating a work order, confirm the asset requiring maintenance:

1. Sign in to AssetIQ.
2. Open Asset Management from the sidebar.
3. Open the asset list.
4. Search for the asset using its name, asset number, serial number or another supported identifier.
5. Open the asset record.
6. Confirm that it is the correct asset.
7. Review existing maintenance information and open work orders where available.

You may also be able to create a work order directly from the Maintenance or Work Orders area, depending on your AssetIQ configuration.

Start a new work order #

1. Open Maintenance or Work Orders from the sidebar.
2. Open the work-order list.
3. Select the available action to create a new work order.
4. Confirm that the work-order form is displayed.

Before publishing this article, confirm the exact menu and button names used in the current AssetIQ interface.

Select the asset #

1. Locate the asset field.
2. Search for the required asset.
3. Select the correct record.
4. Compare the displayed asset name or identifier with the physical or reported asset.
5. Confirm that the asset belongs to the correct organisation, entity and location.

Do not continue if you cannot confirm the correct asset.

Enter the work-order information #

Complete the mandatory work-order fields.

Depending on your AssetIQ configuration, this information may include:

• Work-order title
• Maintenance type
• Work description
• Asset
• Priority
• Planned start date
• Planned completion date
• Responsible person or team
• Organisation, entity or location
• Additional instructions
• Supporting notes

Use a clear title and description so that the assigned user understands the required work.

Write a clear work description #

The work description should explain:

• What problem or maintenance requirement was identified
• What work needs to be performed
• Relevant symptoms or observations
• Any operational or safety considerations
• Required inspection, repair or replacement activity
• The expected outcome

Avoid vague descriptions such as “repair asset” or “check equipment” when more specific information is available.

Set the priority #

Select the priority that reflects the operational impact and urgency of the work.

Consider:

• Safety implications
• Asset availability
• Operational disruption
• Risk of additional damage
• Scheduled maintenance requirements
• Required completion dates

Follow your organisation’s approved priority definitions. Do not mark routine work as urgent unless the situation meets the required criteria.

Assign the work order #

Where assignment is available:

1. Locate the assignee or responsible-team field.
2. Search for the appropriate user or team.
3. Confirm that the selected assignee has the required responsibility.
4. Check the planned dates.
5. Add clear instructions for the assigned user.

If the required assignee is unavailable, ask an administrator or maintenance coordinator to review the user configuration.

Add attachments #

Where supported, attach relevant evidence such as:

• Photographs
• Inspection results
• Service reports
• Supplier information
• Technical instructions
• Other approved maintenance documents

Do not upload confidential, personal or unrelated information.

Review and create the work order #

Before saving:

1. Confirm that the correct asset is selected.
2. Review the work-order title and description.
3. Check the maintenance type and priority.
4. Confirm the planned dates.
5. Review the assigned person or team.
6. Confirm that mandatory information is complete.
7. Check the attachments.
8. Select Save, Create or the equivalent available action.

AssetIQ should create the work order and assign a unique identifier.

Confirm the work order was created #

After saving:

1. Confirm that the work-order details page opens.
2. Record or review the work-order identifier.
3. Confirm the initial status.
4. Check that the correct asset is linked.
5. Confirm that the assignee, priority and planned dates are correct.
6. Return to the work-order list.
7. Search for the new work order.
8. Confirm that it appears in the expected list.

The asset is unavailable #

If you cannot select the required asset:

• Confirm that the asset is active.
• Search using another identifier.
• Clear any active filters.
• Confirm your access to the asset’s organisation, entity or location.
• Ask an administrator to review the asset record and your permissions.

The assignee is unavailable #

If the responsible user or team does not appear:

• Confirm that the user is active.
• Check that the user belongs to the correct organisation or entity.
• Confirm that the user has the appropriate role.
• Ask an administrator or maintenance coordinator to review the configuration.

The work order will not save #

If AssetIQ does not create the work order:

• Check for highlighted mandatory fields.
• Review validation messages.
• Confirm that the selected asset is valid.
• Check date formats and date sequence.
• Confirm that the selected master-data values are active.
• Remove unsupported characters or files.
• Refresh the form and try again.

Record the validation message and affected field before contacting your administrator or support team.

A similar work order already exists #

If you find an existing work order for the same activity:

1. Do not create another work order.
2. Open the existing record.
3. Confirm that it relates to the same asset and maintenance requirement.
4. Update or reassign it if you have permission.
5. Contact the maintenance coordinator if you are unsure which record to use.

Next steps #

• Update and Complete a Work Order — Record progress and complete the maintenance work.
• Understand Work-Order Statuses — Learn how work orders move through their lifecycle.
• Review the Next Maintenance Date — Confirm the next scheduled maintenance date.
• Introduction to Maintenance and Work Orders — Review the overall maintenance process.
• Find and Filter Assets — Locate the asset requiring maintenance.