Back to MaintenanceDirect Main Menu

Batch Closing Work Orders

You can use the Batch Close feature in MaintenanceDirect to close out up to ten work orders at the same time.

Watch the Video Tutorial:

Prior to Batch Closing Work Orders

To maximize the reporting capabilities of MaintenanceDirect, it is important to be sure the work orders you close are not missing key information such as Craft, Purpose Code, Budget Code, etc. You can utilize the Advanced Search feature in MaintenanceDirect to quickly find work orders with missing information by selecting the --Blank-- filter found in many of the search criteria boxes. This will allow you to easily find and fix work orders before batch closing.

 

How to Batch Close Work Orders

  • To batch close work orders, click on the Work Order link under the Information Analysis section on your home page.
  • Hover over the Shortcuts menu and click on Batch Close Work Orders.

 

Shortcut> Batch Close Work order

  • By default, the system will filter the list to show only Complete status work orders. If you would like to batch close work orders of a different status, you can select it from the drop down box in the Filtering section above the list. You can also filter the work order list by Purpose code.
  • The page loads 10 work orders at a time.
  • The check boxes under the Close? column will be selected by default. The check indicates that you would like to change the status of that work order to Closed.
  • If there is a work order in the list that you do not want to close, remove the check from the box.
  • Click the Submit button to close the selected work orders.

NOTE  It is suggested that email notifications regarding closing work orders be turned off before batch closing work orders.

  • The screen will refresh to show the next 10 work orders in the list. Repeat the steps until you have closed the desired work orders.

 

List of next 10 work orders

How To Batch Close PM Work Orders for Administrators and Supervisor I’s only

In MaintenanceDirect, Administrators and Supervisor I’s have the capabilities to batch close PM (Preventive Maintenance) Work Orders. No other roles can batch close PM Work Orders. If Supervisor II’s and Clerks want to close Work Orders, they'll need to do it manually.

To batch close PM Work Orders, Administrators and Supervisor I’s should follow these steps:

  • On the Home tab, locate Information Analysis.

  • Click Work Order.

 

Information Analysiss-Work Orders

 

  • Hover over the Shortcuts menu and select Batch Close Work Orders.

     

    Shortcuts-Batch Close Work Orders

  • Under the Filtering section, find the Status option and select any status besides Closed Work Orders here.

     

Filtering Work Order by Status

  • In the Purpose field, select the correct purpose code the PM Work Orders have. This will display all PM Work Orders with the status you chose.

NOTE  Some of the PM Work Orders may be under the Preventative Maintenance code, but other PM Work Orders can have other purpose codes.

 

Filter PM work orders

  • There are ways you can tell if a work order is a PM Work Order.

    • If they’re a yellow color instead of the gray color.

       

      PM and Non-PM work orders

    • Or if they have this icon next to the Work Order ID NumberWork order id number icon.

  • If there is a work order in the list that you do not want to close, clear its checkbox.

     

PM Work Order Checkboxes

  • Click the Submit button to close the selected work orders.

NOTE  It is recommended to disable email notifications regarding closing work orders before batch closing work orders.

Submit button to submit PM work order

  • The screen will refresh to show the next 10 work orders in the list. Repeat these steps until you have closed all desired work orders.

 

List of next 10 work order