Quick Guide to Work Orders

Xenia makes work order processes simple, clear, and precise—so your team has all the information they need, when they need it, wherever they are. Here we’ll go over some basics on how to properly use work orders. We’ll cover: 

• Finding Work Orders
• Creating a Work Orders 
• Editing a Work Order 
• Using Work Orders in the Mobile App
  • Viewing Mobile Work Orders 
  • Creating Mobile Work Orders
  • Completing Mobile Work Orders 
• Downloading Work Order and Task Information 
• Diving Deeper into Work Orders

Finding Work Orders

You’ll find the Task & Work Orders dashboard in the menu on the left-hand side of the screen once you log in to your Xenia account. Here you can create and manage work orders and tasks. 

Creating a Work Order 

To create a work order or task from your desktop, click the + Add button in the upper, right-hand corner of the screen. 

This will open a dialogue box where you can add: 

• Task or work order description
• Attachments
• Checklists
• Categories for work types
• Locations associated with the work order
• An assigned user or users
• Priority 
• Deadlines or cadences

Fill out the appropriate information for your work order and select Create Task in the lower right-hand corner of the dialogue box when you’re done. 

Once your work order is created, it will show up as a line item on your task list dashboard. 

Editing a Work Order 

To edit a work order, select the three dots next to the work order within the task dashboard. Then select Edit from the menu that appears. 

Make any necessary changes to the work order, and when you’re finished select Save at the bottom, right-hand corner of the task dialogue to save your changes. 

Alternatively, you can select to edit a task from within the task details. Click on the task you’d like to edit. Then select the three dots in the upper, right-hand corner of the task details. Select Edit from the menu that appears. 

Make any necessary changes and click Save in the bottom, right-hand corner of the task dialogue to save your changes. 

Using Work Orders in the Mobile App

Viewing Mobile Work Orders

To view tasks and work orders on Xenia’s mobile app, simply open the app and make sure you’re logged in! The app will open to your dashboard of To-Do items. The tabs at the top allow you to toggle between what’s currently on your list and what’s already been completed.

The dropdown at the top allows you to switch between a List View and a Calendar View so you can get a clear idea of what items are due on particular dates. 

Creating Mobile Work Orders

To create a new work order from Xenia’s mobile app, tap the Plus Sign in the bottom, right hand corner of the screen. 

This will open a dialogue where you can add: 

• A work order or task description
• Additional attachments 
• Checklists 
• Category 
• Location 
• An assigned user or users 
• Priority 
• Deadlines or cadences 

Once you’ve finished filling out the necessary information, select Create Task at the bottom of the screen to finish creating your new work order. 

Once you’ve created the work order, it will appear in your To-Do list on the main dashboard screen. 

Completing Mobile Work Orders

To complete work orders from Xenia’s mobile app, tap on the work order you’d like to complete from your mobile To-Do list. Then select Start Task at the bottom to begin tracking time on the work order. 

Work through any checklists that are included as part of the work order by selecting Start Checklist. Once you’ve finished working through the attached checklist, select Done. 

Attach any images or videos in the Image/Videos section. You can also add notes within the Checklist section. 

You can add additional comments to the work order by selecting the Comments tab at the top. 

Downloading Work Order and Task Information 

Xenia allows you to export work order and task information to an XLS or PDF file. To download work order information, simply select the download icon from above your task list. 

From there, select whether to Export to a PDF or whether to Export to Excel. 

Your work order and task info will be downloaded to your computer in the format you’ve selected.