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Create and Assign Work Orders
Identifying maintenance needs, creating and prioritizing work orders, assigning them to the right technicians, and ensuring timely completion helps you make informed decisions, adjust task assignments when needed, and keep operations running efficiently.
Create a Work Order
This section guides you through creating a work order, detailing the steps to add operations, components, permits, forms, and assign resources, and capture relevant information efficiently.
Add Forms
Forms play a crucial role in ensuring that maintenance tasks are completed accurately, safely, and in compliance with regulations. By attaching standalone forms—such as checklists, emergency inspection reports, and risk assessment forms—to Work Orders, Supervisors can standardize data collection and improve record-keeping.

Title and Copyright
Copyright and Terms of Use page for iMaintenance.
Preface
Understand audience, know related documents and products and conventions followed in this document.
Introduction to iMaintenance
This chapter provides an overview of the iMaintenance application for Plant and Asset maintenance, covering topics such as its benefits, new features & enhancements, and system requirements.
Get Started with the Application
Get started with the application by logging in, exploring the dashboard and main screens, and learning the buttons and icons to navigate efficiently.
View Push Notifications
Push notifications are instant alerts that keep you updated about the Issues assigned to you, task progress or status changes, actions taken by teammates and any updates related to work. These real-time notifications help you respond quickly to critical tasks, improving communication and reducing delays.
Search and Filter Records
Search and filters help you to find the relevant work orders, issues, operations, functional locations, and equipment quickly based on specific criteria.
Access Work Orders and Issues Quickly with Smart Sync
Optimizing your data sync settings helps you access relevant work orders and issues quickly while improving app performance. By selecting your plant and defining a sync period, you ensure that only necessary data is loaded, reducing unnecessary processing time and keeping information up to date.
Review Raised Equipment Issues
Reviewing reported issues promptly helps assess their urgency and impact on operations. Key details—such as description, priority, and status—help determine the appropriate course of action and prevent machinery breakdowns.
Create and Assign Work Orders
Identifying maintenance needs, creating and prioritizing work orders, assigning them to the right technicians, and ensuring timely completion helps you make informed decisions, adjust task assignments when needed, and keep operations running efficiently.
- Create a Work Order
  This section guides you through creating a work order, detailing the steps to add operations, components, permits, forms, and assign resources, and capture relevant information efficiently.
  - Add Operations
    An operation is a specific task or step within a Work Order that must be completed as part of maintenance or repair work. Instead of assigning the entire Work Order to a single technician, Operations helps divide a work order into logical units based on the nature of the work and assigns each operation to a technician based on expertise.
  - Add Sub-Operations
    A sub-operation is a smaller, detailed task within a larger operation of a Work Order. Sub-operations help break down complex maintenance tasks into manageable steps, ensuring that each aspect of the job is properly executed and tracked.
  - Add Components
    In many maintenance tasks, components such as spare parts, tools, and consumables are required to complete a work order. Adding components ensures technicians have the necessary materials before starting the job, reducing delays and improving efficiency.
  - Add Permits
    Permits play a critical role in maintenance and asset management by ensuring that necessary safety measures are followed before starting work. Attaching permits to work orders helps technicians understand and implement required precautions, reducing risks and maintaining compliance with safety regulations.
  - Add Forms
    Forms play a crucial role in ensuring that maintenance tasks are completed accurately, safely, and in compliance with regulations. By attaching standalone forms—such as checklists, emergency inspection reports, and risk assessment forms—to Work Orders, Supervisors can standardize data collection and improve record-keeping.
- Create a Sub Work Order
  Create Sub-Work Orders directly from an existing parent work order, which helps to break down the large work order into small manageable tasks.
- Review and Release the Work Order
  This section explains how to review and release a work order, ensuring all details are verified and the task is ready for execution.
- Create a Work Order from Existing One
  For recurring maintenance tasks or similar jobs across equipment, you don’t need to start from scratch each time. Use the Follow on Work Order option to copy an existing work order and create a new one with just a few edits.
Close a Work Order
Once you receive the completed work order from a technician, review all the details, including the completed operations, used components, recorded time, and any attached notes or images, and close the work order if no discrepancies are found.
Approve or Reject Timesheets
Timesheets help track the time spent on Work Order operations, ensuring accurate labor records and efficient workforce management. Technicians log your work hours, including start and end times, break durations, and total time spent on each task. This information helps you monitor productivity, manage workloads, and ensure proper allocation of resources.
Personalize Your App with Theme and Language Options
The Settings section allows you to personalize your experience by adjusting the app’s theme and language and enabling push notifications. These options enhance visibility and usability, ensuring a seamless experience tailored to your needs.
View Equipment Details
Equipment refers to any machine or physical asset that requires regular maintenance, inspection, or repair to keep it running safely and efficiently. This can include industrial machinery, tools, and infrastructure used across various industries. Regular maintenance helps prevent breakdowns, improve performance, and meet safety and compliance standards.
View Functional Location Details
A Functional Location is a fixed position within a plant, building, or facility where equipment is installed and maintenance tasks are performed. It serves as a reference point for organizing assets, tracking maintenance activities, and managing historical data.
Access Help Center
The Help Center section provides easy access to FAQs and User Guides to assist you in using the application effectively. Follow the steps below to navigate the Help Center and find the information you need.
View User Profile
This section shows how to view a user profile, providing access to key information and settings for each user.

Add Forms

Forms play a crucial role in ensuring that maintenance tasks are completed accurately, safely, and in compliance with regulations. By attaching standalone forms—such as checklists, emergency inspection reports, and risk assessment forms—to Work Orders, Supervisors can standardize data collection and improve record-keeping.

Forms help with the following:

Standardized Data Collection: Ensures all necessary details are captured consistently.
Improved Compliance: Helps meet safety and regulatory requirements.
Enhanced Accuracy: Reduces errors by guiding technicians through predefined steps.
Better Documentation: Maintains a clear record of inspections, risks, and completed tasks.
A Work Order for servicing a high-voltage electrical panel can contain the following forms:

Pre-Maintenance Safety Checklist: Confirms safety precautions (for example, power shutoff, PPE usage).
Emergency Inspection Form: Documents any unexpected hazards found during the service.
Risk Assessment Form: Evaluates potential risks and necessary mitigation measures.

By adding forms, Work Orders become more structured, improving safety, accuracy, and overall maintenance quality.

Note:

Forms are automatically assigned to Work Orders based on Equipment, Functional Location, Task List, Maintenance Plan, or Order Type.

To add forms to the work order:

In the Forms tab, tap the Add icon on the right side.
In the Select Forms screen, select the relevant form and tap Confirm.
Add attachments to the form by tapping the attachment option within the form. These attachments are automatically included in the PDF when the form is submitted.
Note:
- Attachments added to forms are linked to the form itself and are not stored separately under the Work Order GOS/DMS.
- When updating a work order, the forms in Drafted or Submitted status remain visible in a checked and disabled state. This ensures that they cannot be modified or removed
Figure 1. Add Forms
In the Forms screen, you can tap the More icon and select,
- Duplicate to duplicate the form.
- Remove to delete the form from the work order.