How to create Recurring work orders on desktop

This article describes how to create recurring work orders on desktop. Recurring work orders are used to schedule work orders, such as warranty checks that should be performed at regular intervals.

Create a new recurring work order

Recurring work orders automatically create new work orders at set intervals in your Dalux instance. You define in what interval the work orders should be executed, who is the responsible team or supplier, and when the work orders should be generated each time.

You can create recurring work orders from any folder in the Work Orders section. In the Locations module, you can create recurring work orders directly on the map, for specific buildings, or place them on a drawing in your buildings.

Recurring work order forms

The form for recurring work orders is similar to the one for singular work orders. For a full explanation of all data fields, get an overview in the article for regular work orders.

Responsible

If the recurring work order is executed by an external supplier, you can activate the 'Auto order'. If this is active, Dalux will always directly send out the new work order when it is created.

Use this feature for active service agreements with a supplier, which will stay consistent over a longer period of time.

Deactivate 'Auto order' if you want to check for upcoming work, whether the task is necessary, or if the responsible person changes.

In the example below, the Facility manager, Anders Laursen, receives the work order, checks for correctness, and sends it out to the Supplier 'Lightmaker'.

The external supplier is automatically filled out if you select a valid 'Service agreement' for the work order. For new and existing recurring work orders, you can open it by clicking on Show service agreement.

Deadline

In the 'Deadline' section, you can define how often the work order should be executed and how far in advance the next work order should be created.

Repetition

'Interval' defines if the work should be executed on a weekly, monthly, or yearly basis. You can set a specific weekday, day of the month, and much more.

'Active months' lets you set seasonal exceptions for your work orders.

If the work orders should only be executed on weekdays, define this under 'Avoid'.

'Work order generation' is only activated if your work order is referring to multiple placements, e.g. assets.

• One work order with all placements: This generates one work order for each interval that refers to all assets.
• Work order per placements: This generates a separate work order for each of the linked assets.

In the 'End date' section, you can state when the recurring work order should end. This can be after executing it a certain number of times, after a specific date, or you can set it as indefinite.

Duration

Adjust the 'Duration' if the recurring work order needs multiple days to be executed. This will be displayed as such in the schedule.

Days to generate ahead

This field allows you to set the lead-up time for creating a scheduled work order in the system. This is the time when your team or supplier gets notified about an upcoming task.

Make sure to activate the recurring work order after it is set up. Only activated work orders will be generated.

Work description

If work descriptions are set up in the Dalux FM instance, you can add them to standardize the work that should be executed.

Click Work description when creating a new recurring work order, or click in the Work description section when you are editing it to link a work description to the recurring work order.

Work descriptions can be set under

Settings Operations & maintenance 'Work descriptions'.

Click Add work description and add a 'Name', 'Description', and the asset 'Classification' for which the description is relevant.

Overview

Go to Work Orders Recurring work orders to get an overview of all work orders in which you are involved.

List view

In the list view, you find a summary of all recurring work orders. Add other data fields to this view, if desired, by clicking on the icon in the top right corner.

You can view and edit existing work orders by either double-clicking them in the list view or clicking Show recurring work order in the toolbar.

Calendar view allows you to adjust the granularity of the overview of work orders, which are connected to each recurring work order. With this, you can see the forecast of upcoming tasks, including work orders that have not been created yet and which are not visible in the overview of single Work orders.

Colored dots give you an easy overview of the work orders' statuses, including incomplete work orders, planned work orders, and future work orders that have not been created yet. Hover on these with your cursor to find out more. 

Related work orders

Clicking on Related work orders while you have selected a recurring work order allows you to get quick access to all Work orders that have been created so far.