> For the complete documentation index, see [llms.txt](https://clearquote-van-fleets.gitbook.io/docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://clearquote-van-fleets.gitbook.io/docs/admin-functionality/defect-management/work-order.md). # Work Order {% embed url="" %} ### **What is Work Order ?** The **Work Orders** feature helps fleet teams manage vehicle repairs by grouping multiple issues for the same vehicle into a single Work Order. Admins can share the Work Order with a repairer, track the repair progress, and record which issues have been resolved. ### Creating a Work Order A Work Order can be created from the **Issues** page or directly from the **Work Orders** section. * Open the **Issues/WorkOrder** page.
* Use the vehicle filter to view issues for a specific vehicle.
* Select one or more open issues.
* Select **Create Work Order**.
* Review the selected vehicle and issues.
* If required, add an optional due date and notes.
* You can also select or deselect issues to add or remove them from the Work Order.
* Click **Add Entry** to save and create the Work Order. The **Work Order ID** is generated automatically.
{% hint style="info" %} Note: Work Orders can only be created for active issues. Repaired or closed issues cannot be added to a Work Order. {% endhint %} ### Managing Work Orders The **Work Orders** section provides an overview of all Work Orders, making it easy to track their progress. You can view key details such as the Work Order number, vehicle, number of issues, created date, due date, current status, and the number of days the Work Order has been open.
Available statuses include: * **Open** – The Work Order is still in progress. * **Completed** – The repair work has been completed and the Work Order has been signed off. * **Cancelled** – The Work Order has been closed by the user. ### Sharing a Work Order A Work Order can be shared with a repairer in different ways: * **Email** – Send the repairer a link to the Work Order. * **Copy link** – Copy the Work Order link and share it separately.
{% hint style="info" %} The repairer does not need a ClearQuote account to access the shared Work Order. The shared Work Order includes the vehicle details, reported issues, and relevant inspection images. {% endhint %} ### Repairer Sign-off The repairer can complete the Work Order directly through the shared link without logging in. The repairer can provide: * Name * Repair Agent * Repair details * Date and time of repair * Roadworthiness confirmation * Digital signature
{% hint style="info" %} Once the repairer submits the sign-off, the Work Order is marked as completed. {% endhint %} ### Completing a Work Order When a Work Order is completed, the user can confirm which issues were resolved. All issues are selected by default. If an issue was not repaired, the user can deselect it before completing the Work Order.
#### Resolved issues Issues confirmed as repaired are closed and updated accordingly. #### Unresolved issues Issues that were not resolved remain open and can be included in a future Work Order. This allows a single Work Order to cover both fully and partially completed repairs. ### Manual Completion If the repairer signs a printed Work Order instead of using the online link, the user can complete the Work Order manually. The user can enter the repair details and sign-off information based on the completed paper document.
The same process for selecting resolved and unresolved issues applies. ### Editing a Work Order An **Open** Work Order can be updated when required. Users can: * Add or remove issues for the same vehicle * Change the due date * **Update Notes** – Add notes for internal reference. These notes are not shared with the repairer. * Change the assigned repairer or workshop The vehicle linked to the Work Order cannot be changed.
### Deleting a Work Order An Open Work Order can be deleted if it was created by mistake. Before deletion, a confirmation is required.
When a Work Order is deleted, its linked issues become available to be included in another Work Order. {% hint style="info" %} Completed Work Orders cannot be deleted. {% endhint %}