Manage Digital Work Orders (DWOs), machine inspections, upcoming service and Task Lists from one place—the EquipmentShare Track Service dashboard. You’ll see four tabs on the Service dashboard: Work Orders; Inspections; Upcoming Service and Manage Task Lists.
Navigating the Digital Work Orders Tab
In the Work Orders tab, you can toggle between three tables: Open; Closed and Billed. Open DWOs are still in progress. Closed DWOs have been completed but have not been billed, and Billed DWOs are complete and have been billed. Export all data from any specific table by selecting Export to a CSV.
Creating a New Digital Work Order
- Select the New Work Order button.
- Complete the Create Work Order window by selecting the asset (required).
- Add a description of the problem (required).
- Indicate its severity by choosing Soft Down or Hard Down (required).
- Select the DWO’s urgency (required).
- Select the desired completion date from the Schedule Work Order field.
- Select Create or Create and View to see the DWO in the Open table.
Viewing DWO Details
After saving the DWO with basic information about the asset and the problem, you can click the WO link, and the DWO overview window will display. From here, add photos, notes and other files associated with the Work Order. Help service technicians complete the order by adding details to the Updates section of the DWO. There they can also see a running list of each update.
Tags, Actions and Users
Add helpful tags (like Parts Ordered or Pending Estimate), change severity, urgency and billing details, and add users to the DWO at the left side of the screen.
Add a tag by clicking the + Add Tag button. Remove a tag by clicking the X within an existing tag.
Edit the existing actions of the DWO, if applicable. The Billing Type defaults to Warranty and can be changed to Internal or Customer. To change your company’s default Billing Type settings for Work Orders or Inspectings, click Company, then Account Settings.
Assigning a Mechanic to a DWO
Assign a mechanic to the DWO by selecting the + icon in the Users section. Once a user is added, they can add updates and complete tasks related to the DWO. Additionally, the maintenance tech or mechanic will receive a push notification from the Link mobile app when they are assigned to a Work Order as long as they have Link downloaded and are logged in.
Need help with Link or downloading the app? Visit equipmentshare.com/link.
Updates, Time, Task Lists and Historical Issues
Status updates related to the DWO can be added in the Updates section.
Type a status update in the text box and attach a photo, file or other relevant information by clicking the Attach button. A list of updates will display, including a timestamp and the user who created the update.
Time Cards can be linked with a specific DWO to show where and how much time was spent performing maintenance on a specific asset. The Time section will show any Time Cards entries associated with the DWO. A manager can delete any time entries, if necessary.
Associated Task Lists will appear in this section, showing a list of tasks to be completed, generally for a service interval. This ensures all required tasks for each service interval are completed each time a machine reaches said interval.
For example, a typical 1,000-hour service interval for a SANY hydraulic excavator includes a hydraulic oil filter replacement, a fan belt tension check and a swing drive oil change. Users can add every task to a 1,000-hour service interval checklist to ensure service technicians don’t skip necessary maintenance—especially since neglecting service intervals can sometimes void a machine’s warranty.
Manage Task Lists in the Company dashboard under Account.
The Issues section of a DWO shows a table of DWOs for all assets of the same make and model so service technicians can get help diagnosing or fixing an issue based on historical DWO data.
DWO Summary and Asset Details
The DWO summary is displayed on the right-hand side and provides useful information such as who created the DWO, the total time spent completing the work order or servicing the machine and the current status of the work order. The Status of the work order, Time Worked and Date Created are details especially helpful for managing workflows and maintenance priorities.
- Work Order ID
- Originator Type
- Originator User
- Time Worked
- Date Created
- Branch Transfer
- Delete Work Order
If there are any related inspections or DWO tied to the asset, they will display in the Related Work Orders section. Click the link to view the DWO details.
A progress bar shows the time left until the next service interval is reached. You can also see the number of open DWOs, active Diagnostic Trouble Codes (DTCs) and any warranties assigned.
View the asset’s details which include the owner, make/model, serial number, hours and more details. Check out where the asset was last parked in the Asset Location section.
Completing a DWO
Depending on the DWO’s status (Open or Completed), you will see the option to Complete the Work Order or Bill it. From a Completed or Billed DWO, the Actions button gives you the option to Delete the DWO or open a new DWO. If the DWO is complete, you will also have the option to Reopen it. Billed Work Orders cannot be reopened.
The Upcoming Service tab shows which assets are approaching their next service interval so service technicians can easily stay on top of regular equipment maintenance. The table data includes a progress bar indicating the time until the next service interval is reached and a time remaining column to quickly see which assets are soon due for service.
Users can create a new DWO from this table or export all table data to a CSV.
How to Use and Manage Task Lists from the Service Dashboard
By clicking on the Manage Task Lists tab, you can create Task Lists and associate them with specific service intervals. This ensures all required tasks for each service interval are completed each time a machine reaches said interval.
For example, a typical 1,000-hour service interval for a SANY hydraulic excavator includes a hydraulic oil filter replacement, a fan belt tension check and a swing drive oil change. You can add every task to a 1,000-hour service interval checklist to ensure service technicians don’t skip necessary maintenance—especially since neglecting service intervals can sometimes void a machine’s warranty.
Creating and Editing Task Lists
To add Task Lists to service intervals, you first need to create the list from the Manage Task Lists tab.
- Click New Task List and add a name, description and list of tasks.
- Choose how each task should be marked completed, with a checkbox or a Pass-Fail-NA grade.
- Save the Task List.
- Edit the list from the Actions column in the Task Lists table to attach it to a Maintenance Group Interval (also called Service Groups and service intervals). You must save the Task List before adding it to a Service Group.
- Select the appropriate Service Group and service interval (e.g. 500 hours).
- Click Attach.
Now, when a DWO is created for that service interval on a machine in that Maintenance Group, the Task List will be attached to the DWO. You can manage Maintenance Groups (Service Groups) under the Account tab on your Company dashboard.
You can manually create a DWO at any time, but DWOs are automatically created when a machine’s service interval is reached. You can also access your DWOs from the Link app. See Using the Link App Guide for more.
Did you find this guide to using Digital Work Orders helpful? Did we miss anything? Let us know via Intercom live chat or email at firstname.lastname@example.org.
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