Why do we have statuses? #
As a concept, Servista is not only a ticket management system, it provides you a complete maintenance management system. We designed this system based on our 20+ years of experience in the facility management field.
So, when you manage a work order system, the statuses of each work order is important to keep the things under control.
List of statuses and their colors #
While using the Servista, you can reach the list of work order statuses from the calendar screen, located under the Work Orders. When you click on the (?) located at the top right of the screed (see blue arrow below), you will open an information screen about the colors and meanings of the work order statuses.
Meaning of statuses #
As you can find in the screen below, anytime you can find the list and color legend within the Servista. Here we will give you more detailed information about these statuses.
Below you can see the statuses, their colors and explanations about them;
| Emergency | Critical work orders that require fast action. It is almost the same as Active Work but the case is under emergency condition and the assigned Service Supplier should take an immediate action. |
| Offer Requested | Work orders waiting quotation from the contractor. To continue on such work orders, the assigned service supplier should provide a price offer first. Then, if the offer approved by the Client, the work order status will become Active Work |
| Offer Approval | Work orders created by the Contractor and pending Client’s approval. When a work order is created as Offer Requested status, the assigned contractor fills the form as his price offer. After sending his offer to Client, the status of the work order automatically becomes Offer Approval. In order to proceed the work, this type of work orders are required by Client’s action. |
| Work Approval | Work orders created by the Contractor and pending Employer approval. If a Client gives authorization to his service suppliers to create new work orders and he wants to check the created work order, then we are using this status. This means, a service supplier can create work orders for me but I need to see and approve them. |
| Executive Approval | Work order waiting for the approval of the executive person. In some cases, depending on your approval process management decisions, you can ask for additional approval from the executive level. |
| Active Work | Work order in active condition waiting for contractor to take action. If a contractor has such work orders in their list, it means that he needs to take action as soon as possible to complete the work. |
| On Going Work | Work orders under progress. Action taken by the contractor but work is not yet completed. Sometimes contractors cannot complete the work in one visit. In such cases they leave the work in this status to complete the work later. |
| Completed | Works completed by contractor. For such works the service supplier can proceed entering their costs on the materials used and workmanship. |
| Cost Entered | This is an intermediate state where contractors complete pricing in the job. After this status, progress payment requests can be created. |
| Progress Payment | Works completed by the Contractor, costs entered and awaiting Employers approval. |
| Approved | Works in progress payment status approved by the customer. These jobs can be billed. |
| Invoiced | Works already invoiced by the contractor. |
| Canceled | Canceled work orders. |
How to change a work order’s status? #
In the Servista system, usually you cannot directly change statuses of the work orders. Usually they change automatically based on the action taken by the service suppliers or facility owners. In rare cases you can change the status, for example you can cancel a work order created by mistake, before taking any action on it.
