Articles on: TracOS™

Editing time periods on a completed work order

Before starting to explain this functionality, it is important to understand what work orders are and what their statuses can be within the platform.


The status is the stage of execution of a work order. An order is always started with the status OPEN. As work is started or paused, users can move the order to "in progress" or "on hold".

IN PROGRESS is the status that indicates that the work order is being carried out, in real time.
ON HOLD will be used when the work order is paused for some reason, such as waiting for material.

However, these notes are not always made properly. Situations such as:

Incorrect entry of times in progress;
Forgetting to close work orders;
Late entry of information on the order;
Technicians not having real-time access to the platform and the closing being carried out by the Planner team.

Among other reasons for incorrect entries that can have an impact on your indicators, inconsistencies in this data can directly affect your company's indicators.

The graphs in reports that are affected by work order status time data are:

Time by Category
Time by On Hold Reason
Time by Tag
Time per Identified Fault
Average time to complete

ADMINISTRATORS and PLANNERS can adjust their time entries.

All time edits will affect your indicators; these edits need to be made to correct your notes and not to mask your indicators.

There are two situations in which we can configure the periods in which your indicators will be affected by work order statuses and, in order to edit work order status information, you must follow a few steps:

Step 1: Configure how you want your indicators to be calculated

Situation 1: Your maintenance team is available to make real-time notes on the status of work orders:

Situation 2: The status of work orders will be carried out by the Planner team. We've enabled the "Open" status in the work order time accounting so that the Planner team has a record of when the work order was opened.

If you think that the time spent on a work order should be accounted for from the moment it was opened through requests, or manually, you can also leave the "Open" status active so that the period is accounted for in your metrics.

Step 2: Make adjustments if necessary

Click on edit, as shown in the image below:

In the example below, the technician updated the work order only at the end of the service, so only a few seconds were counted and not the total and correct time of the service. In this case we will add the correct progress time and also the necessary waiting times.

To edit the times, click on the date and time of the periods you want to adjust:



See that the duration time was changed after the time was updated to 11 PM.

Delete time periods

To delete time periods just click on the trash can as shown in the image:

When a time stamp is deleted, the other times are moved in front of it.

The first and last statuses cannot be deleted as they mark the beginning and end of the PO history.

Add time periods

To add missing time, such as waiting for a part, click on add with the "+" sign:

Change time periods

To change the status you want to update, click on the arrow and select the correct status. When adding a On Hold status, it's important to add a reason as well:

When there are two or more consecutive on hold reasons, they will be merged into one. In this situation, a selection window will appear for the person responsible to select which period and justification should be counted.

At the end of editing, the duration information will appear at the bottom, which is the sum of the times of the statuses that you have configured to be counted in the statuses. This will be the data used in your indicators:

An image will now appear on your screen asking you to confirm the information and, if necessary, add a comment:

If you need to edit a work order that has already been Done, adding periods of "In progress" or "On hold" after the completion period, we recommend that you remove the completion period that precedes these changes and add a new status of "Done" at the end of the period in question.

Click confirm and save!

The Start date will always be the date of the first status configured in settings, as we saw in step 1.

The Completion date will always be the date of the last "Done" status of the work order.

The order data will be corrected as shown below and will update its indicators:

Your entire editing history will be recorded and cannot be deleted:

You can also edit times from the table view, just make 2 quick clicks on any time field and make your edits.

Step 3: Check your indicators

If you notice any inconsistencies in your indicators and information, get in touch with our team and we'll help you.

Updated on: 11/17/2023

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