Assigning and tracking a work order

Platform: Portal

Once a work order has been created, the portal is where you manage it: change who's assigned, watch progress as spots get resolved, and tidy up (archive or delete) when you're done.

The Work Orders page

Open Work Orders from the portal's left-hand menu. By default the table shows Active work orders — anything that isn't yet complete and hasn't been archived. As a work order's spots all get resolved it moves to the Complete chip; when you archive one it moves to the Archived chip. Each row shows:

• Name — the name you gave it when you created it. A finished work order shows a green Complete pill next to its name; an archived one shows an Archived pill.
• Assigned to — the users who can see and work this order on mobile, shown as initial-avatar chips (hover a chip for the full name). If there are more than three assignees the extra ones collapse into a +N chip.
• Deadline — a relative label for deadlines within the next week: Today, Tomorrow, In Nd (e.g. In 4d), Yesterday, or Nd overdue (e.g. 2d overdue). Deadlines further out (and on completed or archived rows) show a plain date instead. The label turns amber when the deadline is within three days and red once it's overdue. Work orders with no deadline show —.
• Progress — a small bar plus completed / total spots (for example, 3 / 17).
• Created — the date the work order was created.

📷 Screenshot: Work Orders list page showing the filter-chip row above the table, a row with a green Complete pill, and an amber/red deadline label.

Switching views with the filter chips

A row of filter chips sits above the table: All, Active, Overdue, Complete, and Archived. Click a chip to switch what the table shows — for example, click Archived to see archived work orders, or Complete to see finished ones. Each chip carries a live count of how many work orders fall into it, and your choice is remembered the next time you open the page.

Click anywhere on a row to open the work order's detail page.

Editing assignees

1. From the Work Orders page, click the work order you want to edit.
2. In the header, next to Assigned to, click Edit. This opens a dropdown headed Users with a checkbox for each person.
3. Tick or untick users in the dropdown. Only users in your management group appear here.
4. Click Save.

📷 Screenshot: Edit assignees dropdown open with the Users heading, user checkboxes, the clear control, and the Save button.

The new assignment takes effect immediately. Assigned users will see the work order on mobile after their next refresh.

To remove everyone at once, click the clear control — the small x-circle icon that appears next to the Users heading whenever at least one user is ticked — then click Save. The work order will still exist, just unassigned.

Tracking progress

The detail page shows:

• Progress — N / M spots resolved in the header.
• Trouble Spots table — every spot in the work order, with its type, location (vineyard, block, row), who reported it, when, its Status (Pending or Complete), and the completion time if applicable.

📷 Screenshot: Work order detail page showing the progress summary and the trouble spots table. Rows for completed spots appear dimmed.

Completed spots show with lower opacity so it's easy to see at a glance what's still outstanding. The table is read-only on the portal — spots are marked complete from the field on mobile (see Working a work order).

Progress updates whenever a field user marks a spot complete and the portal data refreshes. Reload the page to see the latest numbers.

Archiving a work order

When a work order is finished (or no longer relevant), archive it to get it out of the default Active view.

1. Open the work order's detail page.
2. Click the ⋮ (more actions) menu in the top-right.
3. Choose Archive.

📷 Screenshot: More actions menu open with Archive and Delete permanently options.

Archived work orders:

• Drop out of the Active view and live under the Archived chip instead.
• Show an Archived pill next to the name, with the name struck through.
• Can be restored at any time — open the menu on an archived row (or detail page) and choose Restore.

Archiving does not touch the trouble spots on the work order. They remain in the system with whatever status they had.

Archiving from the list

You can also archive without opening the detail page:

• A finished work order (all spots resolved) shows an Archive button directly at the end of its row — no menu needed, since archiving is the obvious next step.
• An in-progress work order uses the ⋮ menu at the end of the row instead; open it and choose Archive.

📷 Screenshot: Work Orders list showing a completed row with its promoted Archive button alongside an in-progress row with the ⋮ kebab menu.

After you archive or restore from the list, a confirmation appears at the bottom of the screen with an Undo button. It stays for about five seconds — click Undo within that window to reverse the change.

Deleting a work order

Deletion is permanent. Use it when a work order was created in error or isn't worth keeping around.

1. From the work order's detail page, open the ⋮ menu and choose Delete permanently…. On the Work Orders list you can also delete directly: an in-progress row offers Delete permanently… in its ⋮ menu, while a finished row shows a red trash icon next to its Archive button.
2. A confirmation dialog appears explaining that trouble spots on the work order are not deleted — only the work order itself. Click Delete to confirm.

📷 Screenshot: Delete confirmation modal with the "trouble spots are not deleted" explanation.

If you're not sure, archive instead — it's reversible.

Tips

• Archive, don't delete, for finished work. Archiving keeps the history without cluttering the Active view.
• Watch for overdue work orders. Click the Overdue chip to jump straight to work orders whose deadline has passed. On any view, deadlines within three days show in amber and overdue ones in red.
• Unassigned work orders still count. They appear on the portal list and on every field user's mobile app, so don't leave orders unassigned indefinitely — assign them or archive them.