Understanding Work Order Lifecycle

Work orders in Laksana follow a structured lifecycle from request to completion, all manageable through WhatsApp.

Work Order Types

• Preventive: Scheduled maintenance from PM plans
• Corrective: Generated from reported issues
• Emergency: Urgent repairs requiring immediate attention
• Inspection: Scheduled equipment or facility checks

Lifecycle States

1. Requested — Issue reported or PM schedule triggered
2. Pending Approval — Awaiting manager approval (if workflow enabled)
3. Approved — Manager has approved the work order
4. Scheduled — Assigned to a technician with a planned date
5. In Progress — Technician is actively working on it
6. On Hold — Waiting for parts, access, or external factors
7. Completed — Work done, evidence uploaded via WhatsApp
8. Closed — Manager reviewed and verified completion
9. Rejected — Work order was not approved or was invalid

Creating Work Orders

From Issues

When an issue is reported via WhatsApp or QR scan, it can be converted to a work order with one click.

From Preventive Maintenance

PM schedules auto-generate work orders when due.

Manually

Create directly from the dashboard: Operations > Work Orders > New

WhatsApp Workflow

Technicians can:

• Receive assignment notifications via WhatsApp
• Update status by sending messages (e.g., "Started work on AHU-03")
• Upload completion photos via WhatsApp
• Log parts used from inventory

Task Steps

Each work order can have multiple task steps:

• Define steps during creation
• Technicians check off each step
• Steps can require photo evidence
• Completion is tracked per step

Approval Workflows

For high-cost or critical jobs:

• Configure approval steps in settings
• Approvers receive notifications
• Work cannot proceed until approved
• Full audit trail of approvals

Tips

• Use auto-assignment rules to route work orders to the right team
• Link work orders to assets for maintenance history tracking
• Use failure codes to categorize root causes for reliability reporting