Knowledge

Overview

A Work Order Template is a reusable preset that stores the standard configuration for a recurring type of service job. Instead of filling in the same details every time a Work Order is created, you select a template and the system pre-populates the relevant fields automatically.

Example: An "AC Preventive Maintenance" job always requires the same checklist, the same filter parts, and a technician with HVAC skills. By storing all of this in a template, the person creating the Work Order only needs to select the template — everything else is filled in automatically.

Create a Work Order Template

Step 1. Go to Field Service → Settings → Work Order Template → click Add Template

Step 2. The Add Work Order Template form appears. Fill in the fields:

• Name: The name of this template (e.g., "AC Preventive Maintenance", "CCTV System Installation", "Network Switch Replacement")
• Service Type: Select a Service Type. Triggers auto-fill of Estimated Duration and Required Skills
• Description: Default description text that will be copied to Work Orders created from this template
• Estimated Duration (hours): Expected time to complete the job, in decimal hours (e.g., 2.5 = 2 hours 30 minutes). Auto-filled when a Service Type is selected, but can be overridden
• Priority: Default priority level for Work Orders using this template: Low, Medium, High, Urgent
• Required Skills: One or more skills the technician must have. Auto-filled when a Service Type is selected, but can be modified
• Checklist Template: Select a checklist to attach. The list is sourced from Settings → Checklist Template
• Tools & Equipment: Select one or more equipment Models required for this job. Used to filter Equipment Assets when creating Appointments
• Attachments: Upload reference files: SOPs, safety guidelines, wiring diagrams, manuals

Step 3. Add Default Parts / Materials if needed

Default Parts / Materials are the standard consumables and spare parts that are typically used every time this job type is performed.

For each row, fill in:

• Item: Select a part or material from the item catalog. Items are sourced from Sales → Items or Inventory → Items (if the Inventory module is active)
• Quantity: The default quantity of this item needed for the work order

Click + to add more items.

Note: The quantities entered here are defaults. When a Work Order is created from this template, these parts and quantities are pre-filled but can be adjusted on the actual Work Order.

 Step 4. Click Save.

How a Template Is Applied to a Work Order

When creating a Work Order, users can select a Work Order Template. Once selected, the system copies all template values into the Work Order form: 

Select Work Order Template

          ↓

System copies into the Work Order:

  ✅ Service Type

  ✅ Description

  ✅ Estimated Duration

  ✅ Priority

  ✅ Required Skills

  ✅ Checklist Template

  ✅ Tools & Equipment (Models)

  ✅ Default Parts / Materials + Quantities

  ✅ Attachments

The Work Order is still editable after the template is applied. All pre-filled values are suggestions — the user can modify any field before saving the Work Order.