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. You'll see a table of every non-archived work order in your organisation, with one row per work order:

• Name — the name you gave it when you created it.
• Assigned to — the users who can see and work this order on mobile.
• Deadline — the date it should be done by, if you set one.
• Progress — completed / total spots (for example, 3 / 17).
• Created — the date the work order was created.

📷 Screenshot: Work Orders list page with several active and one archived work order visible.

To see archived work orders as well, tick Show archived above the table.

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.
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 user checkboxes and Save button.

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

You can remove all assignees by opening the dropdown and clicking the × (clear) control next to the Users heading, then saving. 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 list.

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:

• Are hidden from the Work Orders list by default.
• Show an Archived pill next to the name when visible.
• 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.

You can also archive from the Work Orders list directly, without opening the detail page: click the ⋮ at the end of a row.

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 Orders page (or the work order's detail page), open the ⋮ menu.
2. Choose Delete permanently….
3. 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 main list.
• Watch for overdue work orders. If a deadline has passed, the mobile app flags it in red for field users. From the portal, sort or scan the Deadline column.
• 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.