docs/8.0/ayanova/docs/svc-workorders-walkthrough.md

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+# Walk-through: creating a work order
+
+Let's walk through creating a simple [work order](svc-workorders.md):
+
+### Create the new work order
+
+From the `Service` -> `Work orders` data table click on the new button `+` at the top to create a new work order
+
+![Work order walkthrough 1](img/svc-work-order-walk1.png)
+
+A new empty work order form opens ready to start filling in:
+
+![Work order walkthrough 2](img/svc-work-order-walk2.png)
+
+The only required field on a Work order is the Customer and it's empty right now so the Customer list field is showing a validation error, a red title and warning message explaining the error below the Customer autocomplete list.
+
+You can't see it in the image but when the form is in an invalid state the save button is disabled until the issues are corrected as it would simply be rejected by the server if it was saved as it contains broken validation rules.
+
+Let's fix the broken rule by selecting a Customer:
+
+We want the Customer "XYZ Accounting" so we'll click into the Customers [autocomplete list](ay-start-form-autocomplete) and type "xyz" to search for any Customers with those letters in their name:
+
+![Work order walkthrough 3](img/svc-work-order-walk3.png)
+
+Since there is only one customer with XYZ in it's name, only one search result came back and is displayed in the list below the autocomplete control. If there were multiple matches, up to 100 of them at a time would be displayed in the results list.
+
+(There are many ways to search and use the autocomplete list control to speed up entry, all documented in the [autocomplete list](ay-start-form-autocomplete) help page)
+
+You'll notice in the image that there are some Tags ("black, green") also showing with the customer name, this is because we've customize the Customer [autocomplete list template](adm-global-autocomplete-templates.md) to also use Tags for searching and selection. You can change this to include multiple fields as required from the [Customer](customers.md) object.
+
+We're using a desktop computer with a keyboard here and don't want to take our hands off the keyboard to select with a mouse so we'll press the down arrow to highlight the result "XYZ Accounting..." and press enter to select it:
+
+![Work order walkthrough 4](img/svc-work-order-walk4.png)
+
+The Customer is now selected as required by the form validation rules and it no longer displays a red validation error message.
+
+### Saving the work order
+
+This is a good time to save the Work order to the server.
+
+Currently, you can see it hasn't been saved yet as it does not have a work order serial number displayed and the URL bar shows it's internal record id is zero meaning it has no server provided ID number yet and only exists here in the browser.
+
+![Work order walkthrough 5](img/svc-work-order-walk5.png)
+
+It's good practice to save forms early and often as you work in them because until they are saved, the changes only exist in your browser if something should go wrong at your end with your browser or connection to the network changes made since the last save could be lost.
+
+Let's click on save now:
+
+![Work order walkthrough 6](img/svc-work-order-walk6.png)
+
+This action submits the form to the AyaNova server where it will validate the work order to check for any errors or broken business rules. If errors are found it will not save the record but instead return a list of one or more validation errors to the User to correct the problems. If no errors are found it will update the object in the database.
+
+In this case there are no errors and so a new work order record is created in the database and the server returns a copy of the work order back to the browser. The reason it returns a copy of the work order is because it has itself made some changes to the work order.
+
+AyaNova has assigned this new work order and internal ID number of 104 which you can see in the URL bar which has changed from record 0 to record 104:
+
+![Work order walkthrough 7](img/svc-work-order-walk7.png)
+
+Also you can see in the image that this browser tab now shows the work order serial number assigned which is also 104. This is the page title in the browser and makes it easier to see what record is open in a operating system task bar.
+
+This URL in the web browser is a complete link to this exact work order record in AyaNova so, like any page in AyaNova you can bookmark in your browser this record if desired or send the url link to another User to open this same record (provided they have the rights to do so).
+
+In addition to the record id in the URL, the work order serial number 104 is now displayed in the work order form [app bar](ay-start-form-overview.md#app-bar):
+
+![Work order walkthrough 8](img/svc-work-order-walk8.png)
+
+The work order serial number and it's record id are actually two completely seperate things. The record Id will not necessarily be the same as the work order serial number, it's just worked out that way as the work order serial number [automatic starting seed number](adm-global-seeds.md) has not been changed so record 1 was also serial number 1 etc.
+
+Aside from the work order number the Server has also made some other changes to this work order for us.
+
+### Automatic work order changes
+
+Because this work order is new and the Customer has been set, AyaNova was able to fill in some fields automatically based on the selected Customer.
+
+#### Address
+
+The server has automatically populated the Work order Address field from the Customer record. A work order keeps it's own copy of the Address to preserve the historical record if a Customer's address should later change and also a Work order may have it's own address distinct from the Customer for several reasons such as billing going to a [Head office](head-offices.md) or servicing a [Unit](svc-units.md) that has it's own address or no address at all, just GPS co-ordinates.
+
+![Work order walkthrough 9](img/svc-work-order-walk9.png)
+
+You can edit this address or change it at any time.
+
+### Summary
+
+This optional field is a summary of the work to be performed overall. This field is intended to be viewed by the service technician and is displayed at the top of the stock "Service dispatch" report. Some shops work from the user interface directly on mobile devices, some print out dispatch reports to hand to technicians.
+
+Here we'll describe the overall problem:
+
+![Work order walkthrough 13](img/svc-work-order-walk13.png)
+
+This is a simple work order so we'll leave the other fields in the header empty as we won't be needing them for this job.
+
+Next up is to create a new Work order item to specify the equipment to be serviced and to schedule a service technician:
+
+### Add a work order item
+
+Currently our work order only has a Header, there are no work order items so let's add one now. Work order items are added from the Items context menu:
+
+![Work order walkthrough 14](img/svc-work-order-walk14.png)
+
+Because there are no existing items and no item is selected there is only one option:
+
+![Work order walkthrough 15](img/svc-work-order-walk15.png)
+
+Click on it to create the new work order item:
+
+![Work order walkthrough 16](img/svc-work-order-walk16.png)
+
+In the image above, the form has changed to display the work order items table and the current (only) work order item's edit fields are displayed under the table.
+
+If there was more than one work order item they would also display in the table and clicking on the row would change the edit form fields to _that_ work order item record.
+
+Here we can see that the Summary field is required and needs to be filled in. Unlike the header summary field this one applies to this work order item only and it _does_ display on stock reports intended for Customers such as the Customer Invoice and Customer Work order reports.
+
+If this was a larger work order with multiple work order items then each separate aspect of service would be documented on each work order item independently. For such a simple work order there isn't much need to enter more than the same duplicate information from the header summary.
+
+Next up is to select the exact Customer [Unit](svc-units.md) that requires service as this particular work is to repair an item of equipment that we track in AyaNova:
+
+### Select a Work order item Unit
+
+Now that we have a work order item the Work order item context menu will be able to offer all the different types of objects that can be added to this item.
+Clicking on it again reveals a much larger set of items:
+
+![Work order walkthrough 17](img/svc-work-order-walk17.png)
+
+All of these items are optional and none of them will appear on the work order form unless that type of object is added.
+
+Because we are intended to service a specific piece of equipment owned by the Customer and we want to keep track of it in AyaNova we will add this Unit to be serviced to the work order so we'll click on the _Work order item unit_ option in _Add_ section of the menu.
+
+![Work order walkthrough 18](img/svc-work-order-walk18.png)
+
+A new, empty Work order item Unit record is now added to the work order and as we can see it requires a Unit to be selected. This list contains all the [Units](svc-units.md) previously entered for the selected Customer.
+
+We'll go ahead and select a Unit and also save the Work order again since we've added a few things now.
+
+![Work order walkthrough 19](img/svc-work-order-walk19.png)
+
+The Unit has been added and some desriptive information about it is displayed in the work order item Units table. The other fields here in the work order item Unit record are optional, (we could even [hide them](ay-customize.md) if we don't need them). Nothing more needs to be done here so we'll now schedule a service technician to do the work.
+
+### Schedule a service technician
+
+A service technician is scheduled on a work order by adding a work order item scheduleable user record so we'll go back to the Work order item context menu again and select to add a scheduled User to this work order item:
+
+![Work order walkthrough 20](img/svc-work-order-walk20.png)
+
+A new, empty Work order item Scheduled User record is now added to the work order.
+
+![Work order walkthrough 21](img/svc-work-order-walk21.png)
+
+We'll go ahead and select the service technician we want to assign this work to, set a date and time for service and pick a suggested service rate.
+
+![Work order walkthrough 22](img/svc-work-order-walk22.png)
+
+Once we save this work order, Lamar the technician selected will see this item appear in their personal [schedule form](home-schedule.md) and it will also appear on the [Service schedule form](svc-schedule.md) that shows all scheduled technicians for overall service management.
+
+At this point the work order is completed for scheduling purposes.
+
+### Entering labor and completing the work order
+
+Once the Unit is serviced by Lamar, he will fill out the billable details in the work order by creating a Work order item Labor record. AyaNova has a shortcut to save time - the Scheduled user record can be turned into a Labor record with a click from the Scheduled Users area context menu:
+
+![Work order walkthrough 23](img/svc-work-order-walk23.png)
+
+The _Convert to labor_ menu item creates a new work order item Labor record, adds it to the current work order item and copies the details from the Scheduled user record:
+
+![Work order walkthrough 24](img/svc-work-order-walk24.png)
+
+All that remains to be done here is for Lamar to optionally enter the details of the work he has done in the _Service details_ field which will display on the various reports and be recorded for future reference.
+
+At this point this work order is completed and ready for invoicing.