Creating a work order

Platform: Portal

Work orders are created from the portal's WORK nav section. Open the page for the type you want — General, Spot Search, or Spot Fix (see Work order types) — and click the + button in the top-right. A three-step wizard opens. The type is fixed by the page you're on, and every type ends on an Assign people step.

If you close the dialog after entering anything, the portal asks "Discard this work order? Anything you've entered will be lost." before discarding.

The shared details step

Every type has a details step with the same fields:

• Name — required.
• Notes — optional free text, shown to field users on the work card and detail screen.
• Start date and Deadline — both optional. Assignees don't see the order in the app until the start date arrives, and deadlines show on mobile (red once overdue).

Neither date can be in the past at creation. Invalid dates show inline errors — "Start date can't be in the past.", "Deadline can't be in the past.", or "Deadline is before the start date." — and you can't advance past the details step until they're fixed. Clicking anywhere in a date field opens the calendar.

General Work

1. Details — name, notes, dates.
2. Feature checklist — optional: "Optionally link field features to track as a checklist. Leave empty for a standalone task." The picker works like the Documents library's feature picker: choose a vineyard, then browse a searchable, category-grouped list of its field features with a location preview, and tick features to add them.
3. Assign people.

A General order with a checklist tracks progress as features are ticked off. A General order with no checklist is a standalone task — it's completed with the explicit Mark complete action rather than by progress.

Spot Fix

A Spot Fix starts from the spots — you pick the work first, and the name writes itself:

1. Pick trouble spots — a filterable picker over the organisation's open spots: a vineyard dropdown, Blocks and Types facet menus, a "Search spots…" box, and a Select all N / Clear these toggle that grabs or releases the entire currently-filtered set.

   

2. Details — the name is auto-suggested from the picked spots (the shared type, vineyard, or block plus today's date) until you edit it yourself. A summary line reads "N trouble spots selected — go Back to change."

3. Assign people — normally a single picker with a "Search people…" box. But if every picked spot shares one trouble-spot type that carries a resolution process, the step splits into one picker per process step: "This spot type resolves in steps. Assign the crew for each step — anyone assigned can still help on any step, but this sets who owns what." A Same crew for every step toggle fills all steps with one shared crew. Per-step assignment is soft — it drives each worker's default filter in the app, it never blocks anyone from doing a step.

   

Spot Search

A Spot Search starts from what you're hunting: "Pick what to search for and the blocks to sweep."

1. Search target and blocks — a required Searching for trouble-spot type, chosen from a two-level picker that renders each type as its actual map marker (the category's shape and colour with the type's short code), plus a block picker grouped by vineyard showing each block's row count. At least one block is required.
2. Details — auto-named like "Broken post search — 3 blocks" (or "Broken post search — {Vineyard} {Block}" for a single block) until you edit it.
3. Assign people.

Progress will count the picked blocks' rows — the team sweeps them lane by lane. See Working a work order.

Documents (Enterprise plans only)

On Enterprise plans, the Spot Fix wizard (details step) and the General wizard (feature-checklist step) show a Documents block that auto-links relevant PDFs — from the picked spots' trouble-spot types on a Spot Fix, or from the picked features and their types on a General order. Linked documents appear as removable chips, with an "Add another document…" picker to attach more from the library. On other plans the block simply doesn't appear.

See the Documents section for what the library is and how field users read attached documents.

After you click Create

Create work order lands you on the new work order's detail page.

• Confirm the right contents are on it and adjust assignees if needed — see Assigning and tracking a work order.
• Assigned users see the work order on the app's Work tab after their next refresh, once the start date has arrived (an order with no start date shows straight away).

Other ways to create

The portal Trouble Spots page still has a shortcut: filter the pending list down to the spots you want, then press the clipboard button ("Create a work order from N filtered pending spots"). It creates a Spot Fix from the filtered set.

Tips

• A spot can be on more than one work order. If you need to re-slice a batch of spots a different way, create a second work order over the same or overlapping set.
• Unassigned work is invisible in the field. The app only shows work assigned to the person holding the phone — create now and assign later if you must, but nobody sees the order until you do.