Work documents and templates

The work document

Each work order has one document on its Work tab. It holds the plan and the results: what to do, in which order, and what was found. Team members edit it together live and see who else is in it. Changes save as you type; if the connection drops, the document shows that it is reconnecting and saves when it is back.

Steps

The document is a list of steps. Each step can name one asset and one responsible person. A new work order gets one step for each asset you chose, or one empty step.

Photos, tasks, and time recorded on a step with an asset also show in that asset's logbook. See Feed, time, and money.

Tasks

Type / in the document to insert a block. Besides text, headings, lists, tables, and images, these blocks collect results:

Block	Records
Task	A check item that someone ticks off
Inspection	Pass, Fail, or N/A, optionally with a reason on fail
Single select	One answer from your options
Input	A value someone fills in
Timer	Time logged on the step

Contributors can tick tasks even when the plan is locked.

Edit, Interactive, and View

Choose the mode in the document's toolbar:

• Edit: change everything.
• Interactive: only tick tasks and fill in results, so nothing else changes by accident.
• View: read only.

Your role and the work order's state set the most you can choose. Contributors on an open, unlocked work order can choose all three. A locked work order offers Interactive and View. Team viewers and closed work orders get View.

Templates

A template is reusable content with tasks, such as a monthly inspection checklist. Owners and admins keep templates in Workspace settings, Work orders, for all teams or for chosen teams. In Edit mode, contributors insert one from Templates in the document's toolbar. See Create a template.

Template images

A template can hold images for reference, such as a part or a valve position. Each work order gets its own copy, marked From template. These images are not work evidence: they stay out of the work order's and the asset's photos, files, and feed. Later changes to the template do not change them.

Default templates by type

A work order type can have a Default template. Every new work order of that type gets it copied into each step. A default template must be available to all teams.

Who can

Action	Who
Edit the document and insert templates	Team contributors, owners, and admins
Tick tasks, also while locked	Team contributors, owners, and admins
Read the document	Team viewers and contributors
Manage templates and default templates	Owners and admins