Work Order lifecycle
A Work Order moves through a sequence of states from the moment it is created to the moment it is closed. Understanding this sequence helps you know what can be done at each stage, why some actions require the Work Order to be in a specific state, and what the closure prerequisites mean in practice.
This article describes the conceptual stages. For the specific status values and permitted transitions, see Work Order status values (reference — link pending).
The stages of a Work Order
Created — work is ready to begin
A Work Order exists and is associated with an asset. It may already have one or more jobs added, or it may be waiting for jobs to be added. No technician has started working yet.
At this stage you can:
Add jobs
Assign technicians to jobs
Update Work Order details (dates, notes, meter reading)
In Progress — work is actively happening
One or more jobs are being worked on. Technicians are posting labor and parts. The Work Order tracks the running cost total as postings accumulate.
At this stage you can:
Continue adding jobs
Post labor, parts, and other charges to open jobs
Request parts for jobs
Monitor cost totals
A Work Order stays In Progress for as long as any job remains open.
Ready for Review — work is complete, closure is pending
All jobs on the Work Order are closed. The Work Order enters a review state where a user with the appropriate permission — typically a Shop Manager, Admin, or Lead Technician — can review the costs and confirm the record before closing.
At this stage:
No further postings can be added unless a job is reopened
The reviewer can inspect total costs, verify all required work is recorded, and either close the Work Order or reopen a job if corrections are needed
The Work Order remains in this state until someone with the Close Work Orders permission takes action
Note: The exact name of this status may differ from what you see in your organization if your administrator has configured custom Work Order statuses. The concept — a review checkpoint before closure — is consistent. See Work Order status values (reference — link pending) for confirmed label names.
Closed — the record is complete
The Work Order is permanently closed. It becomes a historical record of the maintenance event, the work performed, and the total cost.
At this stage:
No further changes can be made to the Work Order without reopening it
The closed Work Order is visible in the Work Orders list and searchable for reporting
What prevents a Work Order from closing
The most common reason a Work Order cannot be closed is that one or more jobs are still open. Every job on the Work Order must be closed before the Work Order can move to Ready for Review, and closure requires a user with the Close Work Orders permission.
For a diagnostic guide, see Work Order won't close.
Reopening a closed Work Order
A closed Work Order can be reopened if corrections or additional work are needed. Reopening returns the Work Order to an active state and allows jobs to be reopened and new postings to be made. Reopening a Work Order requires the appropriate permission — contact your administrator if you do not see the option.