Correctly editing the times of a Work Order (WO) is essential to ensure that your reports and indicators reflect the reality of maintenance. Many times, records are not made at the right moment or contain errors. This guide will show you, step by step, how to adjust times in a simple way.
Understanding the Work Order Status
Before making any edits, it’s important to understand what the statuses of a WO mean:
Open: the WO was created, but no technician has started it yet.
In Progress: indicates that the technician is executing the service.
On Hold: the work was paused (due to lack of resources, access, etc.).
Done: the WO has been finalized.
Each of these statuses has an associated time, and it’s based on these times that your indicators are calculated.
Work Logs
Work Logs are the records that show how much time a technician worked on each activity of the WO. These logs appear when the WO is In Progress, and some common errors in logging can harm your Availability, MTTR, and Time to Failure reports, such as:
The technician forgot to start or finish the WO at the correct time.
The WO was finalized late.
The planner manually entered the information outside real time.
1. Configure which statuses count for Indicators calculation
Go to Settings and click on "Work Orders";
Locate the section Work Order Duration.
Here, you choose which statuses will count toward the calculation of indicators such as downtime and total WO time.
Scenarios to consider
To define how your indicators will be calculated, consider the following scenarios:
Consider only the time the technician worked or was waiting for something:
Click "Edit";
Select the statuses On Hold and In Progress;
Click "Save."
Consider the total time, from WO opening:
Click "Edit";
Select the statuses Open, In Progress, and On Hold;
Click "Save."
2. How to edit the time of a Work Log
If you found an incorrect time in an activity, follow these steps:
Open the WO and find the Activity with the wrong time;
In the work logs section, click the technician’s name;
Click the edit icon next to the logged time;
Adjust the hours and minutes;
Click "Save."
Important note: Only manual work logs can be edited. Automatic work logs (from the stopwatch) cannot be changed.
3. Edit via Table
Use the table view to edit more quickly:
Access the work logs table;
Double-click the time field you want to adjust;
Enter the new value and press Enter.
4. Delete a Work Log
If the record is completely wrong:
Open the WO and find the Activity with the incorrect time;
In the work logs section, click the technician's name;
Click the trash icon next to the logged time.
5. Add a new Work Log manually
Open the Activity;
Scroll to the work logs section;
Click the + to register hours;
Enter the time;
Click Save.
6. Modify the Work Order Status
Below the WO status bar, click "Edit";
Change the statuses according to what really happened;
If you include an On Hold status, remember to add a reason.
If there are two consecutive On Hold statuses, the system will merge them and ask you to choose which reason will be considered in the indicator calculation.
If you need to add times after the WO is completed:
Remove the Done status;
Add the new times;
Reinsert the Done status at the end.
7. Review
At the bottom of the edit screen, you’ll see:
Total WO Duration, based on the statuses you configured.
Option to add an edit reason.
Click Save to apply the changes. All changes are recorded in the WO history and cannot be deleted.
8. Check the Indicators
Start Date: date of the first considered status.
Completion Date: date of the last status recorded as Completed.