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 the work lands, mark it complete or reopen it, and tidy up (archive or delete) when you're done.

The work order list pages

There is no single "Work Orders" page — each type has its own page under the WORK section of the left nav (General, Spot Search, Spot Fix), listing only work orders of that type. By default each page shows Active work orders — anything that isn't complete and hasn't been archived. Each row shows:

• Name — the name you gave it when you created it. An archived work order shows an Archived label next to its name, with the name struck through.
• 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. Only active users render — a deactivated user's assignment never shows, and a row whose assignees have all been deactivated reads as unassigned (—).
• 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 in the type's unit (features, spots, or rows). A completed work order shows ✓ Complete in this column in place of the bar.
• Created — the date the work order was created.

Rows sort with undated orders last, then by nearest deadline. A small document icon appears just before the ⋮ menu on rows with attached documents.

Switching views with the status filter

A status filter sits above each table: All, Active, Overdue, Complete, and Archived, each with a live count. Pick a view to switch what the table shows — for example, Archived to see archived work orders, or Complete to see finished ones. Your choice is remembered the next time you open the page, separately for each type's page.

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

Marking complete and reopening

A work order completes itself when its last unit is done — the last feature checked, the last spot resolved, or the last row swept — attributed to whoever finished it. Un-doing a unit reopens it again, symmetrically.

You can also mark complete or reopen explicitly:

• On the detail page, the header has a Mark complete button (or Reopen once completed).
• On the list, every row's ⋮ menu offers Mark complete — or Reopen on a completed row.

List actions show a confirmation toast with an Undo button for about five seconds, the same as archive and restore. Marking complete works even when the checklist isn't finished — and it's the only way to close a General order that has no checklist.

Editing assignees

1. From the type's list 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. Only active users in your management group appear here.
3. Tick or untick users. Every change saves immediately — there is no Save button. The checkboxes disable briefly while a save is in flight, and a failed save reverts the change.

The new assignment takes effect immediately. Assigned users will see the work order on mobile after their next refresh (once its start date has arrived).

• To remove everyone at once, click the clear control — the small x-circle icon next to the Users heading whenever at least one user is ticked. That saves immediately too.
• The header's Assigned to summary collapses past three names to "First, Second and N others" — hover it for the full list.

Tracking progress

The detail page's header shows N / M with the type's unit: features done (General), rows done (Spot Search), or spots resolved (Spot Fix). Below that, the page adapts to the type:

• General — a Feature checklist card, tickable in the portal too. Only the checkbox toggles an item (clicking the row text does nothing); each row shows the feature's name with a type · vineyard meta line.
• Spot Fix — a Trouble Spots table (Type / Vineyard / Block / Row / Reported by / Reported / Status / Completed). Spots whose type has a resolution process show a "N/M steps" status and an expander arrow that opens the spot's step checklist, workable right in the portal — you can complete or undo individual steps. Spots without a process show Pending/Complete and get marked complete from the field. If the order was created with per-step people assignment, a read-only Step assignments list shows under the header.
• Spot Search — a "Blocks & rows (N / M rows done)" card listing each block with its rows-done count, and a "Searching for: {type}" line naming the hunted trouble-spot type. The header also carries a Create Spot Fix from results button — see Turning a Spot Search into a Spot Fix.
• All types — a Documents card listing attached PDFs, each with open and remove actions, plus an "Add a document…" picker. Attaching documents is part of the Enterprise document library; removing works on any plan. See Documents.

Progress updates as field syncs land — refresh the page to fetch the latest.

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 (or find its row on the list).
2. Open the ⋮ (more actions) menu.
3. Choose Archive.

Archived work orders:

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

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

Every row on the list has the same ⋮ menu, and its entries adapt to the row's state: Mark complete or Reopen, Archive or Restore, and Delete permanently…. 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. Open the ⋮ menu — on the work order's row in the list, or on its detail page — and choose Delete permanently….
2. A confirmation dialog explains that trouble spots on the work order are not deleted — only the work order itself. Click Delete to confirm.

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. The Overdue filter jumps 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 appear on nobody's phone. The app shows only work assigned to that user (and only once its start date arrives), so an unassigned work order sits invisible in the field. Assign people, or the work won't happen.