Sharing Work Orders and Forwarding Questions

This article shows Facilitron Works users how to share a work order and forward the information to other users or third parties. We will also go through the sharing/forwarding options for each user role. 

How Do I Share a Work Order?

How you share a work order will depend on your user role in Works. There are four options for sharing a work order:

1. Adding the user that you would like to share the work order with as a follower
2. Commenting on the work order
3. Forwarding the work order
4. Sending a survey using the "Send Survey" option

We will go through each of these options and note which roles they are available to below. To see how to share work orders according to your role configuration, please scroll to the section with the same name as your role in Works. 

The Four Options

1. Followers
   Followers receive automated system emails with updates for that work order. This section allows you to see who the current followers are on a work order and add additional followers if needed. The first follower listed is usually whoever created the work order. More followers can be added at any time. To do so, click the “people” symbol in the upper right and type in the email address to select other users. While any Works users can be added as followers, not all will gain access to edit work orders. The ability to edit upon becoming a follower is based on your role in Works. Please note that only Facilitron Works users can be followers.
2. Comments
   Another way to share information with people on work orders is via the comments section of "Actions". Like followers, only Facilitron Works users may be added as a comment recipient at this time. Selecting a comment’s recipient will ensure they receive an email notification of the comment.
   Please keep the following in mind when viewing and sorting comments:
   • All comments will be displayed in chronological order by default.
   • You can change the sorting order by selecting "Oldest First" or "Newest First" from the sorting options.
     • To view the details of a comment, such as the user who made the comment and the timestamp, simply look at the information provided alongside each comment.
3. Forwarding
   Forwarding is typically used for sending work orders to other departments or any non-Facilitron Works email address where someone needs to be aware of or involved in a work order. This is common with estimate requests. You may also forward directly from the receive screen like so:
   
4. Sending Surveys
   Scrolling down the work order, you will see the "Request Information" section with a "Send Survey" button. The tool tip appears when you hover over the button, indicating that the survey will be sent to the Order Originator. To configure a survey, go to Manage > Surveys.
   Please note that Order Administrators can create and send surveys. Order Processors can send surveys, but not create them.
   

   Notes for Order Administrators/Order Processors:

   Being the highest level roles in the system, Order Administrators and Order Processors (a role with slightly less privileges than an Order Administrator) have all options available to them for communicating about work orders.
   
   

   Notes for Order Approvers:

   Order Approvers may also add followers, forward, and comment on work orders. Please note where these options are located in the following screenshot:
   

   Notes for Maintenance Technicians/Site Based Plant Managers:

   Maintenance Technicians and Site Based Plant Managers may add followers, forward, and comment on work orders. The "Followers", "Forward", and "Comments" buttons are highlighted in the screenshot below.
   

   Notes for Order Originators:

   Before a work order is processed, an Order Originator may leave a comment by clicking "Edit".
   
   After a work order has been processed, the only method for an Order Originator to share a work order is by downloading a pdf copy of the work order and manually emailing or printing it.