Integrate with Work Orders for automatic requests

Users with the Manage District Settings user permission can set up an integration with Work Orders. Once integrated, you can set up work order requests based on  events.
For example, if a Schedules facility use request requires a projector and screen, you can automatically recreate a Work Order request for AV support.

This is a three-step process:

1. Set up  integration.
2. Update space settings.
3. Update field settings.

You must also set up integration permissions in Work Orders.
If preferred, you can create work orders manually.

Step 1: Set up  integration

1. Select Admin >  Integration >  Settings.

   

2. Complete the following fields:

   Field	Description
   Work Orders User	Enter the email address you want to show in the  User field. For example, SchedulesEvents @ email.com.
   Days Before Event to Create Work Order	Enter the number of days prior to the event to generate a Work Orders request. Note: This defaults to 7 days.
   Creating Request Method	Select how the work order should be generated: 1 per Request (default): One work order per request is created. 1 per Date: Combines Schedules IDs and creates one work order per date, regardless of the number of spaces. 1 per Building and Date: Combines a Schedules ID from multiple sites, and creates one work order per building and date, regardless of the number of spaces. 1 per Request Type: Generates a work order for each request type. For example, if an IT and Maintenance work order are needed for a single request, two work orders (one for each type) are created for the event. 1 per Field: Generates a work order for each field. For example, one field asks if tables are needed, another asks if microphones are needed. Two work orders (one for each field) are created for the event.

3. Click Save.

Step 2: Update space settings

1. Do one of the following:

   To update the space setting...	Then...
   Individually	a. Select Locations > Manage Spaces. b. Next to the space you want, click . A pop-up appears. c. Next to Work Orders Space, select the desired space. Note: The drop-down shows a list of all spaces in your district's Work Orders. d. Repeat steps b and c for all existing spaces you want to integrate.
   In bulk	Note: Site and space names must match exactly in Schedules and Work Orders for spaces to link automatically. a. Select Admin > Work Orders Integration > Link Work Orders Spaces. b. Click Link Spaces. A message appears when spaces are linked.
   Manually	a. Select Admin > Work Orders Integration > Link Work Orders Spaces. All your Schedules spaces appear. b. Next to the space you want, under Work Orders Space Name, click . A pop-up appears. c. Select the desired Work Orders space. d. Click Link. e. Repeat steps b-d for all existing spaces you want to integrate.

2. Click Save.

If a request is created, a Work Orders link and info icon appear on the request.

Step 3: Update field settings

1. Select Admin > Manage Request Form > Fields tab. The Manage Fields page appears.

   

2. Next to the field you want, click . A pop-up appears.

   

3. On the Details tab, next to Create a request in Work Orders, select the type of work order you want.
4. Click Save & Return to List.
5. Repeat steps 2-4 for each field you want to trigger a request.

Click here for instructions on how to adjust the Work Orders permissions, needed for this integration.