For which use cases is the inspection check (pass/flag/fail) advised?
It can be used for graded inspections or safety/maintenance checks, e.g.:
Safety checks (machinery guards, wiring, casing integrity)
Preventative maintenance (brake tests, pressure levels)
Pre-start equipment checks with margin for “flagging” issues before failing
For which use cases is the “OK/Not OK/N.A.” field advised?
It can be used to check for simple verifications, e.g.
Safety gear inventory: “Fire extinguisher present? Yes / No / N/A”
Compliance or documentation checks: “Certificate present?”
Situations where no corrective action or claim escalation is necessary, just a straightforward verification
Can I add multiple Procedures to a single Work Order?
Yes, with the Enterprise package you can add up to five Procedures per Work Order split by type:
max. 1 Safety Check (first)
max. 3 Maintenance Procedures (can run in parallel)
max. 1 Validation (last)
Each Procedure is displayed as its own card on the Work Order detail page. For more details, see the article Documenting Work with Procedures.
Can users fill out a Procedure partially and come back later?
Yes. Users can fill out part of a Procedure and return at any time. All inputs are auto-saved, and there’s no requirement to complete all fields in one session. The Procedure is not locked and remains editable until the status of the Work Order is set to “Done.”
With multiple Procedures per Work Order, a Maintenance Procedure already marked as "Done" can be reopened via the 3-dot menu using "Reopen" The signature is deleted, the status returns to "In Progress", and "Mark as done" must be confirmed again.
Can I monitor the progress of a Procedure at a glance?
Yes, you can display the “Procedure Progress” column in the Work Order overview. This allows you to see at a glance how far the work has progressed without having to jump to each Work Order.
What happens if I edit a template after it's already been used in active Work Orders?
Nothing changes for existing Work Orders. When a Procedure template is used in a Work Order, a momentary version (instance) is created. Subsequent changes to the template have no effect on existing Procedure instances. A corresponding note appears in the Work Order with a Procedure that has been updated in the meantime:
To use the updated version of the template in a Work Order, click on the title of the Procedure and then on “Synchronize changes.” Please note that this will overwrite all existing entries:
Important: This is only possible as long as the Work Order has not yet been completed.
Can I duplicate a template?
Yes, you can create a copy of the selected Procedure by clicking on the three-dot menu.
Will flagged/failed inspections create follow-up tasks automatically?
Yes, this is possible by specifying the condition for when a Work Request should be created in the respective field when creating the Procedure. For example, you can specify that the “Create Work Request” button should appear when a temperature below 20 °C is filled. This allows you to quickly and easily generate a Work Request at exactly this check point. Read more about it here.
Why can't I continue filling out the Procedure?
Procedures can only be edited as long as the status of the Work Order has not yet been set to “Done” and is therefore still open.
If you want to make subsequent changes to the Procedure, first change the status of the Work Order to one with the classification “Open,” “In Progress,” or “Waiting.”
In the the Enterprise package additional locking rules apply:
Safety Check must be completed first. All following Procedures are locked until it is done.
Validation is only unlocked once all other Procedures have been completed.
Once a Validation is completed, the entire Work Order is read-only, Maintenance Procedures can no longer be edited either.
What Procedure types exist, and what are they used for?
The Enterprise package offers three Procedure types, each with a different role in a Work Order:
Safety Check: Safety verification before the actual work begins. Must be completed first and blocks all following Procedures.
Maintenance: The actual maintenance or inspection work. Multiple Maintenance Procedures can be executed in parallel.
Validation: Final sign-off. Remains locked until all other Procedures are completed, and locks the entire Work Order once it is completed.
The type is set on the Procedure template. See Managing Procedure Templates.
When is the Work Order PDF generated?
When the last Procedure is marked as "Done" and the "Create PDF" automation is enabled in the Work Order settings. This ensures the PDF reflects the full, verified state of the Work Order and is audit-ready.
PDF generation is configured centrally at the Work Order level, not per Procedure template. For details, see the article Automations for Procedures.
Why don't I see a "Start" or "Mark as done" button on an existing Procedure?
Procedures created before the rollout of "Multiple Procedures per Work Order" may not yet show a "Start" or "Mark as done" button. Use the 3-dot menu on the Procedure card to sync the Procedure with the current template. The new actions will then be available.
💡 Note: Syncing overwrites existing entries (see the FAQ "What happens if I edit a template after it's already been used in active Work Orders?").