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Custom Work Order PDF Template Integration for Facilio

Introduction​

The Custom Work Order PDF Template allows users to generate a tailored work order report with only the fields relevant to their needs. Instead of a fixed template, users can configure which details to include via a Settings Page. Once configured, the Print Button in the Work Order Summary page generates a PDF with the selected information.

This guide outlines how to configure the template, select fields, and generate a PDF, ensuring a flexible and efficient reporting process.

Example Scenario​

Use Case: Generating a Custom Work Order PDF

A maintenance team wants to generate a work order summary including only essential details such as task progress, cost estimates, and technician signatures. Using the Custom Work Order PDF Template, they can:

  • Navigate to the Settings Web Tab and select required fields (e.g., Work Order Details, Tasks, Actual Costs, and Signatures).

  • Define which signature fields are needed (e.g., Work Order Signature, Client Signature, Vendor Signature).

  • Customize the task section fields by including remarks, status updates, and attachments.

  • Once the settings are saved, they can access a Work Order and click the Print Button to generate a PDF with their selected fields.

Benefits​

  • Fully Customizable: Choose the exact data you need in the PDF.

  • Dynamic Configuration: Modify templates anytime from the settings.

  • Improved Documentation: Maintain accurate and well-structured work order records.

Configuring the Work Order PDF Template​

Users can configure the PDF template via the Settings page in the application by navigating to the Settings Web Tab in Facilio. This page enables users to configure the fields and options to be displayed in the Work Order PDF report.

Detailed Field and Section Descriptions​

1. Work Order Details Configuration​

  • Users can select up to 12 fields from the Work Order Module.

  • Fields can be checked or unchecked based on user preference.

2. Signature and Approvals​

  • Users can specify which signature fields (e.g., Signed By, Signature Date, Digital Signature) should appear in the report.

  • The system ensures only the required signature details are included in the Work Order PDF template.

  • Choose required signatures:

    • Work Order Signature

    • Client Signature

    • Vendor Signature

3. Client and Vendor Details​

  • Users can configure whether client and vendor information should be displayed.

  • Administrators/Users can select key vendor details such as company name, engineer name, and contact person.

4. Tasks and Status Details​

  • Work order tasks and statuses can be configured for inclusion.

  • Users can opt to display status, remarks, input values, and attachments.

5. Cost and Actuals Breakdown​

  • Users can include maintenance cost and estimated cost, specifying fields such as items, tools, service, and labour.

  • The breakdown ensures a comprehensive financial overview in the final report.

6. Timelog and Metrics​

  • The work order PDF can display time logs and work duration.

  • Administrators can enable or disable this section as needed.

7. Comments & Reply​

  • Users can configure whether Comments and Reply should be displayed.

  • Administrators/Users can select key Comments details such as only comments, only reply or both.

8. History Tracking​

  • Users can enable or disable History Tracking to record Work Order modifications.

9. Work Order Attachments​

  • Users can enable or disable document/image attachments to be included in the Work Order PDF Template.

Modifying the Template​

  • Administrators can revisit the Settings Web Tab at any time to modify template configurations.

  • Changes are applied instantly upon saving.

  • Fields can be added or removed dynamically to fit business needs.

Generating the Work Order PDF​

  • Once the settings are configured, the PDF can be generated directly from the Work Order Summary page using the Print button. The system fetches the configured details and generates a structured PDF.

    • Open any Work Order Summary page.

    • Click the Print Button.

    • The system generates a PDF using the configured settings.

    • Review the PDF and save or print it as needed.








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