Availability
Packages: Enterprise
User Roles: Admin
In the Work Order settings under the Procedures tab, you configure how Procedures behave across the system — from automated status changes to default Procedure templates that are automatically added to every new Work Order. All settings apply system-wide to all Work Orders.
You can find this area under Settings > Features > Work Orders > Procedures.
Default Procedures
Default Procedures let you define which Procedure templates are automatically added to every manually created Work Order. This saves time when creating Work Orders and ensures that recurring mandatory Procedures - such as a safety check - are never forgotten.
How to set up Default Procedures
Open Settings > Features > Work Orders.
Switch to the Procedures tab.
Scroll to the Default Procedures section.
Select the desired Procedure templates.
Save your changes.
Limits and categories
The same slot limits as in Maintenance Plans apply to Default Procedures:
Category | Maximum |
Safety Check | 1 |
Maintenance | 3 |
Validation | 1 |
The selected templates are displayed as collapsible cards - consistent with the layout in Work Orders and Maintenance Plans.
💡 Notes:
Default Procedures currently apply to manually created Work Orders and Work Orders created from a Work Request.
Deleted templates are automatically removed from the Default Procedures configuration.
Automations when starting a Procedure
These actions are triggered as soon as a user starts a Procedure within a Work Order.
Change to "In Progress"
Automatically changes the Work Order status to a status of your choice, e.g. In Progress. You no longer need to set the status separately when you start working on the Work Order.
Assign current User
Automatically assigns the active user as Performing Person. Useful when Work Orders are placed in a pool and the technician takes ownership simply by starting the first Procedure.
Start Stopwatch
Automatically starts the stopwatch of the current user when the Procedure begins. They can still pause or stop the stopwatch manually at any time.
Automations when the last Procedure is done
These actions are triggered as soon as the last Procedure of a Work Order is marked as done.
Change to "Done"
Automatically changes the Work Order status to a completion status of your choice, e.g. Technically completed. This ensures the Work Order is correctly categorized as soon as the work is finished.
Stop Stopwatch
Automatically stops all running stopwatches. You still retain manual control and can adjust the recorded time afterwards.
Create PDF
Automatically generates a PDF of the Work Order. Helpful for documentation or archiving.
Setup
Open Settings > Features > Work Orders.
Switch to the Procedures tab.
Activate the desired automations using the corresponding toggle.
For status-based automations, select the appropriate target status from the dropdown.
Save your changes.
💡 Note: Status changes only work if the selected target status exists in the workspace. You can create custom statuses under Settings > Features > Work Orders > Status (read here how)
Overview of all automations
Trigger | Automation | Effect |
First Procedure is started | Change to "In Progress" | Work Order status changes to the selected status |
First Procedure is started | Assign current User | Active user is set as Performing Person |
First Procedure is started | Start Stopwatch | Stopwatch of current user begins running |
Last Procedure is done | Change to "Done" | Work Order status changes to the selected completion status |
Last Procedure is done | Stop Stopwatch | All stopwatches are stopped |
Last Procedure is done | Create PDF | A PDF of the Work Order is generated |
FAQ
Which Work Orders receive the Default Procedures?
Default Procedures are added automatically to manually created Work Orders and to Work Orders created from a Work Request.
Can I configure different Default Procedures per Asset or Work Order type? Currently one system-wide configuration applies. Asset-specific or Work Order type-specific control is not supported.
What happens when a template set as a default is deleted?
The template is automatically removed from the Default Procedures configuration. Existing Work Orders that already had the Procedure added are not affected.
Are the automations also triggered when a Procedure is only partially processed?
The start automations apply as soon as the first Procedure has the status "started". The completion automations apply exclusively when the last Procedure is marked as done, not when completing individual intermediate Procedures.
What happens if I manually changed the Work Order status and then start a Procedure?
If Change to "In Progress" is active, the automation will overwrite the manually set status. Deactivate the toggle if you want to control the status manually as a rule.
Can I still pause the automatically started stopwatch manually?
Yes. The automation only starts or stops the stopwatch automatically. Pausing, resuming, or correcting the time is always possible manually.
What happens to the automatically created PDF?
The PDF is stored as a file within the Work Order and is available for download there. Layout and content follow the standard PDF template for Work Orders.
Do these settings apply to all users in the workspace?
Yes. The automations are a workspace-wide configuration and apply to every user who processes Work Orders with Procedures.
Can users manually change the Work Order status even though the process is automated?
As long as the user's role has the permission to change the Work Order status, the user can still manually override the automatically set status.