Merging Work Orders

To Merge Work Orders, you will first need the administrative permission "Can Merge Work Orders". This permission can be found on Manage Users -> Edit User (Pencil Icon).

This Article will cover:

• Merging Multiple Work Orders to an Existing Work Order
• Merging from a specific Work Order Detail Page
• Unmerging Work Orders

Restrictions to be aware of:

• We currently do not support using a work order that already has work orders merged into it to be merged into another existing work order.
  • Example: Work Order A has Work Orders B,C and D merged into it. Work Order A can not be merged into any other Work Order since it already has 3 Work Orders merged into it.

Email Preference Notifications to configure beforehand:

• To receive emails that work orders have been merged into another work order, please check off the "Notify Work Order Was Merged" Notification setting for the applicable areas (Created by Me and Created by Others)
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Merging Multiple Work Orders to an Existing Work Order

1. On any Work Order sub-menu page, for example, Open Work Orders, check off which work orders you would like to be merged

2. Select Actions > Merge Work Orders

3. Our Merge Work Orders window will display.

• As noted above, Work Orders that already have Work Orders merged into them will display in the "Will Not Merge" area in the above screenshot

4. Find and Select the Work Order you would like to merge the Work Order(s) into.

• This search will search on the description of the work order.
• The Requestor, Assignee (If applicable), and all additionally notified users (If applicable) of the selected work order(s) in the "Will Merge" area will be added as additionally notified users to the selected "Merge to" work order.

5. Include a Note (Reason for Merge) - THIS IS REQUIRED

• This note is required to ensure all context for the merge is documented
• When doing the merge if you have the "Assign WO to Others" permission, then you will see an Internal Notes checkbox below the notes field. 

6. If applicable, select the Send Email Checkbox

• This will send an email to notify the Requestor, Assignee, and all additionally notified users that the selected work order(s) have been merged into another work order.
• Example Email that gets sent out
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6. Select the "Merge" Button

7. Select "Ok" to confirm the Merge action

8. Select OK

9. The Work Orders are now Merged!

• Work Orders now merged into another work order will have a new " Duplicate " status. The "Duplicate" Work Orders will include a quick link on the work order to view the work order it was merged into.
  • NOTE: This is the only way to get to the "Duplicate" Status on a work order
  • 
• When a Work Order has work orders merged into it, it will have a new "Merged WOs" tab that will display all of the work orders merged into it
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Merging from a specific Work Order Detail Page

1. Navigate to a Work Order Detail Page (see below example) and select Actions > Merge

2. Search and Select the Work Order you would like to merge this work order into.

• This search will search on the description of the work order.
• The Requestor, Assignee (If applicable), and all additionally notified users (If applicable) of the selected work order(s) in the "Will Merge" area will be added as additionally notified users to the selected "Merge to" work order.

3. If Applicable, check the "Send Email" checkbox

• As noted in the above section, the same email to the same user types (requestor, assignee (if applicable) and all additionally notified users (if applicable) will be sent this email

4. Select Merge

5. Select Ok

6. The Work Order is now Merged!

• Work Orders now merged into another work order will have a new " Duplicate " status. The "Duplicate" Work Orders will include a quick link on the work order to view the work order it was merged into.
  • NOTE: This is the only way to get to the "Duplicate" Status on a work order
  • 
• When a Work Order has work orders merged into it, it will have a new "Merged WOs" tab that will display all of the work orders merged into it
  • 

Unmerging Work Orders

If you're looking for a top-down cleanup, start with the "Merged WO" tab of the work order that has work orders merged into it

1. Navigate to the Merged WO tab

2. Check the Work Orders you would like to unmerge

3. Select Unmerge Work Order(s) button

4. Select OK to confirm the Unmerge

5. Select OK for the confirmation of successful unmerge

• If the work order had an assignee before the merge, the work order status will update back to "Assigned".
  • The assignee(s) of the work order will receive an email letting them know the work order has been assigned
• If the Work Order had no assignee, meaning the status was "Pending" before the merge, the work order will update back to "Pending" Status.
  • If the Work Order was part of an approval path, it will go back to Pending Step 1 approval in the approval path
    • In this case, the pending step 1 approval user will receive an "Approval Required" email.

If you're looking for an ad-hoc unmerge, you can also unmerge when viewing a "Duplicate" status work order

1. Navigate to the work order itself that you want to unmerge

2. Select Actions > Unmerge

3. Select Yes to confirm the unmerge

4. Select Ok to close the successful unmerge pop-up

• If the work order had an assignee before the merge, the work order status will update back to "Assigned" and the assignee(s) of the work order will receive an assigned work order email
• If the Work Order had no assignee, meaning the status was "Pending" before the merge, the work order will update back to "Pending" Status.
  • If the Work Order was part of an approval path, it will go back to Pending Step 1 approval in the approval path