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Work Order Statuses

When managing work orders and tasks, it is important to understand their statuses. The status identifies the stage at which each document is in its lifecycle from creation to closure. The status of a work order can also determine which actions can be performed on the work order at that time. For example, if a work order has been marked as planned, the planning information for the work order is locked unless the work order is redrafted.

How Statuses are Used

The following table lists all of the statuses that a work order can have and when each status is used:

Status Name	When Used
New	When a work order is created: • Manually • From a work request • From an indicator acknowledgment
In planning	When a requirement is added to the work order or work order task.
Sent for approval	When a user sends a work order for approval and it is not yet approved.
Planned	When the work order is approved. If approvals are not required, then the user can manually mark the work order as being “planned”. Individual work order tasks can also be marked as “planned”.
Scheduled	When the work order task is included on at least one schedule. When all of the work order’s tasks are scheduled, the work order also has this status.
Work in progress	When the first indicator reading is entered or a labor or service transaction is charged to a work order task. A work order retains this status as long as at least one of its tasks remains open and is not completed.
Completed	When a user marks the work order task as being completed on the Report Activity dialog. When all of the work order’s tasks are completed, the work order also has this status.
Closed	When a user marks the work order task as being closed on the Close Task dialog. When all of the work order’s tasks are closed, the work order also has this status.
Canceled	When a user marks the work order task as being canceled on the Cancel Task dialog. When all of the work order’s tasks are canceled, the work order also has this status.
Rejected	When the work order has been sent for approval and then rejected (not approved).

Statuses and the Work Order Life Cycle

As you complete the work planning process, the system applies an appropriate status for each task and work order, as shown in the following diagram.

Each task on a work order can have a different status. When work order tasks have different statuses, APM calculates an appropriate status for the work order. For example, if task 1 has a Work in Progress status, but task 2 has a Planned status, the work order status is Work in Progress.

Note that you can mark individual work order tasks as being “Planned” while the work order is “In planning”. When you mark the entire work order as “Planned”, all of its tasks are also “Planned”.

The status of each task and work order helps you to manage your work backlog. For example, if you are viewing a list of work orders for an asset, you can filter and sort the list based on the work status on each work order.

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Activity Restrictions Based on Work Order Status

Depending on where a work order is in its life cycle and its current status, some work order activities or options might be unavailable. The list of available activities and options is also different depending on the approval settings and unplanned work order policy setting for the site.

The following table lists which activities are available for each status in a typical implementation.

Status Name	Allowed Activities	Unavailable Activities
New	• Planning Activities (add tasks, requirements, indicators, procedures & documents) • Cancel • Send for Approval (if applicable) • Mark as Planned (if applicable)	• Report Activity (enter timecards, transactions, indicator readings) 1 • Enter Indicator Readings 1. • Approve • Create Requisition, Purchase Order, or Pick List • Schedule 1. • Close 1.
In planning	• Planning Activities (add tasks, requirements, indicators, procedures & documents) • Cancel • Send for Approval (if applicable) • Mark as Planned (if applicable)	• Report Activity (enter timecards, transactions, indicator readings) 1. • Enter Indicator Readings 1. • Approve • Create Requisition, Purchase Order, or Pick List 1. • Schedule 1. • Close 1.
Sent for approval	• Approve • Redraft • Cancel	• Planning Activities (add tasks, requirements, indicators, procedures & documents) • Report Activity (enter timecards, transactions, indicator readings) 1. • Enter Indicator Readings 1. • Create Requisition, Purchase Order, or Pick List 1. • Schedule 1. • Close 1.
Planned	• Redraft • Report Activity (enter timecards, transactions, indicator readings) • Enter Indicator Readings • Create Requisition, Purchase Order, or Pick List • Schedule • Close • Cancel	• Planning Activities (add tasks, requirements, indicators, procedures & documents) • Send for Approval • Mark as Planned • Approve
Scheduled	• Redraft2 • Report Activity (enter timecards, transactions, indicator readings) • Enter Indicator Readings • Create Requisition, Purchase Order, or Pick List • Close • Cancel	• Schedule • Planning Activities (add tasks, requirements, indicators, procedures & documents) 2. • Send for Approval 1. • Mark as Planned 1. • Approve 1.
Work in progress	• Schedule • Redraft 2 • Report Activity (enter timecards, transactions, indicator readings) • Enter Indicator Readings • Create Requisition, Purchase Order, or Pick List • Close • Cancel	• Planning Activities (add tasks, requirements, indicators, procedures & documents) 2. • Send for Approval 1. • Mark as Planned 1. • Approve 1.
Completed	• Schedule • Redraft 2. • Report Activity (enter timecards, transactions, indicator readings) • Enter Indicator Readings • Create Requisition, Purchase Order, or Pick List • Close • Cancel	• Planning Activities (add tasks, requirements, indicators, procedures & documents) 2. • Send for Approval 1. • Mark as Planned • Approve 1.
Closed	• Reopen	• Schedule • Report Activity (enter timecards, transactions, indicator readings) • Enter Indicator Readings • Create Requisition, Purchase Order, or Pick List • Close • Cancel • Planning Activities (add tasks, requirements, indicators, procedures & documents) • Send for Approval 1. • Mark as Planned 1. • Approve 1.
Canceled	• Reopen	• Schedule • Report Activity (enter timecards, transactions, indicator readings) • Enter Indicator Readings • Create Requisition, Purchase Order, or Pick List • Close • Cancel • Planning Activities (add tasks, requirements, indicators, procedures & documents) • Send for Approval 1. • Mark as Planned 1. • Approve 1.
Rejected	• Redraft • Cancel	• Schedule • Report Activity (enter timecards, transactions, indicator readings) • Enter Indicator Readings • Create Requisition, Purchase Order, or Pick List • Close • Planning Activities (add tasks, requirements, indicators, procedures & documents) • Send for Approval • Mark as Planned • Approve

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1

This activity is allowed when the Allow Activity on Unplanned Work Orders option is selected (unless the work order status is Closed or Canceled).

2

Only if the work order has been approved or marked as planned.