Manage work order permits

Audience: Administrators, dispatchers, and operations managers

Track, verify, and document the legal authorizations required to execute a work order (WO). Link specific pre-requirements to permits to connect the need for permits with the actual legal documents. Ensure that work interventions only proceed when all legal and safety conditions are satisfied.

Prerequisites

Before you start:

• To make permit types that authorize fieldwork, see Create permit types.

• To make a permit that expires after an intervention, see Create a permit for a single intervention.

Follow the UI path

All following instructions start from this system path:

Features > Core > Work Order Management > Search WO

Access work order permit management

To view WO permits and their pre-requirements:

1. In the Filters panel, enter any desired search parameters.

   • For all fields, see Reference: Search WO.

2. Click Search.

3. In the WO list, click a WO.

4. At the bottom, click the More options button.

5. Select Permit management.

6. Review the Work order summary to confirm:

   • WO id.

   • Operations center.

   • Insert date.

   • Code

   • Status.

   • Description.

7. In the Pre-requirements table, see:

   • Which permits are mandatory.

   • If any permits are blocking the progress of the work.

Add and manage pre-requirements

To define specific permit types required for the entire WO or a single operation within it:

1. On the Permit management page, go to the Pre-requirements section.

   • See Access work order permit management.

2. Click the + New pre-requirement button.

3. In the Pre-requirement window, enter:

   • Permit type: Select from the predefined registry. 

     • Note: The system auto-populates the description and institute.

   • WO operation: The WO operation that requires the permit.

   • Code: The permit’s unique internal ID.

   • Description: A description of the pre-requirement.

   • Institute: The institute associated with the permit.

   • Blocker: Toggle this flag if the WO cannot be started/finished without this authorization.

4. Click Save.

Register obtained permits

To record a written permit’s details to satisfy the pre-requirement:

1. On the Permit management page, go to the Pre-requirements section.

   • See Access work order permit management.

2. To make the Permits obtained table appear, click on a row.

3. In the Permits obtained table, click the + New obtained permit button.

4. In the Permit obtained window, enter:

   • Practice code: The official reference number provided by the issuing institute.

   • Notes: Any additional specific field instructions.

   • Request date: The permit’s request date

   • Validity start / Due date: The legal window when the permit is active.

5. Click Save.

Manage permit attachments

To ensure field technicians can access a digital copy of the permit in the field:

1. In the Permits obtained table, next to an obtained permit, click the Three dots menu > Attachments.

2. In the Attachments window, click the Upload file icon.

3. In the New document tab, in the Name field, enter the document’s name.

4. In the File section, click the Upload file icon.

5. To upload a document from your device, click Choose file.

6. After you choose a file from your local storage, click Load.

7. In the Validity section, select a date from the calendar:

   • When the permit starts to be valid.

   • When it expires.

8. In the Tag table, click all relevant tags.

9. Click Save.

Review permit history

To view a chronological log of all requested, obtained, and expired permits for a WO:

1. On the Permit management page, click the History button.

   • See Access work order permit management.

2. On the right, click the Filters side tab.

3. In the panel, enter any desired parameters:

   • Permit required id: The permit’s unique ID

   • Permit required code: The permit’s code.

   • History insert date: The date range between which to search for permits.

     • From.

     • To.

4. Click Search.

5. To return to the main WO screen, click Close.

What’s next

• To add permits to a part of a work cycle, see Associate permits with work cycle rows.

• To reschedule WOs that had expired permits, see Manage partial outcomes due to expired permits.