Work Orders in PropertyBoss provide a complete operational framework for tracking maintenance tasks, inspections, checklists, recurring processes, and workflow‑driven activities. This master article combines all Work Order–related documentation into one unified reference, including Work Order creation, Work Order Groups, repeated tasks, checklists, lease‑level views, and the W310 Work Order Print as well as performance and completion reports.


TABLE OF CONTENTS


Work Order Overview

Work Orders represent tasks that need to be completed. These may be:

  • Maintenance issues
  • Inspection tasks
  • Recurring operational tasks
  • Workflow steps from checklists
  • System‑generated items (NSFs, reminders, renewals)

Work Orders may be created directly from Navigators, account notebooks, checklists, and repeated schedules.

A Work Order record includes:

  • Type, status, location
  • Assigned vendor or staff member
  • Linked account, property, or unit
  • Schedule dates (original and current)
  • Optional letters, media attachments, and transactions
  • Completion details and comments
  • Logged history showing all user‑driven changes

 

Creating & Editing Work Orders

How to Create / Edit a Work Order

  1. Complete required fields (description, type, group, schedule info).
  2. Add long descriptions or internal comments as needed.
  3. Attach media (photos, PDFs) or transactions.
  4. Click OK to save.

Completion Rules

  • A Work Order must be in Complete status before a completion date can be entered.
  • The completion date cannot be earlier than the start date.
  • All changes are timestamped and logged with the user who made them.
  • Edit capability depends on assigned security permissions.

You may create:

  • Add Related – Same Work Order Group and linked by letter.
  • Add Unrelated – Same group, but not linked.
  • Add Work Order in Another Group – For cross‑group task creation.


Repeated (Recurring) Work Orders

Repeated Work Orders generate automatically based on a defined schedule.

Requirements

  • User must have Enter/Update System Setup Information.
  • User must have Define Checklist & Repeated permissions within the Work Order Group.

How to Create / Edit Repeated Work Orders

  1. Go to Work Orders → Define Repeated.
  2. Select a Work Order Group → Repeated Work Orders.
  3. Configure:
  • Assigned vendor
  • Account, property, or unit
  • Frequency rules

Scheduling Options

  • Frequency by days, weeks, months, or years
  • Select Day of Month
  • Automatically generate X days in advance
  • “Don’t schedule after” stops future auto‑generation
  • Next Date to Add sets the next scheduled creation date


Checklists

Checklists create a sequence of Work Orders that follow a predefined process (e.g., Move‑In, Move‑Out, Renewal workflows).

How to Create a Checklist

Method 1:
 Setup Preferences → Work Order Groups → Edit → Checklists

Method 2:
 Navigator → Work Orders → Actions → Define a Checklist

Checklist Step Options

  • Short and long descriptions
  • Assigned vendor
  • Letters
  • Advanced options for automation

Editing & Deleting Checklists

  • Edits do not affect Work Orders already created.
  • Deleting a checklist stops future use but does not delete active tasks.


Work Order Groups

Work Order Groups organize Work Orders and control permissions, visibility, automation rules, and standardized configurations.

Predefined Groups include:

  • Call Logging
  • Inspections
  • Work Orders

Creating a New Work Order Group

  1. Setup Preferences → Work Order Groups
  2. Click New Work Order Group
  3. Enter:
  • Group Name (up to 20 characters)
  • Prefix (single letter or number)
  1. Optional: Copy Settings from an existing group
  2. Log out and in as required


Editing a Work Order Group

Editable Fields

  • Group Name
  • Group Type (Maintenance, Inspections, etc.)
  • Description
  • Prefix
  • Navigator Prefix Visibility
  • Alternate label
  • Short Description options
  • Require Completion Comments
  • Print History
  • Print Tenant Info on Owner Copy
  • Portal publishing settings
  • Mark group as Obsolete

Statuses

  • Create custom statuses (Open, Working, Emergency, etc.)
  • Assign default status
  • Emergency statuses display an Emergency alert on the Navigator

Types

  • Create new Work Order Types
  • Assign visibility on lease/owner statements

Detail Fields

Up to 10 Detail tabs with unlimited customizable fields:

  • Text, number, date, currency
  • Phone
  • Single- or multi‑select list
  • Checkbox fields

Locations

  • Create locations (e.g., Bathroom, Kitchen, Exterior)
  • Mark as obsolete instead of deleting to retain reporting history


Collections Work Order Group (Special Rules)

This special group handles NSF processing.

It can:

  • Automatically create Work Orders for NSF transactions
  • Automatically close Work Orders when the lease balance is below a configured minimum
  • Must not be renamed

Processing Options Setup

  1. Setup Preferences → Processing Options
  2. Select Collections Group for WO Group to create if NSF Reversal
  3. Set minimum balance for remaining open
  4. Log out/in if required


Lease Work Orders Tab

The Lease Work Orders Tab shows all tasks related to a specific lease.

Common Lease‑Linked Work Orders

  • Maintenance tasks
  • Renewal reminders
  • Eviction process steps
  • Recurring tasks like pest control

By default, the tab shows only open work orders.
Uncheck Show Open Work Orders Only to view the complete history.

Sorting

Click any column header to sort ascending/descending.

Toolbar Options

  • Start a New Checklist
  • Filter Groups (with Clear Filter)
  • Repeated – View recurring tasks (System Setup required to edit)
  • New WO – Create new work order
  • Change WO – Edit/delete
  • Print WO – Print all lease‑related work orders

Repeated Work Orders Window

Shows recurring tasks and allows authorized users to create, edit, or delete them.


W310 – Work Order Print

The W310 Work Order Print is the most comprehensive print option in PropertyBoss.

Purpose

Generates printed packets for any Work Order with a scheduled date inside a selected date range.

Includes

  • Maintenance, Inspection, Call Logs, Checklist‑created orders
  • Vendor copy options
  • Completion comments (optional)
  • Full task details and history

How to Run

  1. Viewing Reports → W310 Work Order Print
  2. Select date range
  3. Choose print copy options
  4. Optional: include completion comments
  5. Print

What the W310 Contains

Header:

  • Property, unit
  • Vendor
  • Contact info
  • Directions

Work Order Details:

  • Short/long description
  • Dates: created, scheduled (original/current), completed
  • Status
  • Elapsed time
  • Manhours, cost, warranty expiration
  • Completion comments (if selected)

Signoff Section:

  • Completed by
  • Completion date
  • Comment area
  • Fully customizable per Work Order Group


Work Order Reports

A125 Work Order Completion Report

Shows operational completion performance:

  • Backlog start & end
  • New vs completed tasks
  • Completion time ranges (24 hrs, 48 hrs, 7 days, 7+ days)
  • Manhours per vendor/staff
  • Grouping options (up to 2)
  • Export to print, Excel, or email

A126 Work Order Performance Report

Provides productivity and timing metrics:

  • Number and percentage completed
  • Manhours
  • Duration buckets (≤15, 45, 90, >90 minutes)
  • Performance by Assigned To and Source (Requests vs Checklists)
  • Flexible date and grouping filters

 

Additional Reports

Report

Purpose

A120

Work Order Status (pending vs completed)

A125

Completion metrics + backlogs

A126

Performance timings + productivity

A130

Vacant units + Make Ready tasks

W310

Vendor Work Order Detail print


Emailing Work Orders

(Requires E-Mail Communications Module)

You can send Work Orders to:

  • Multiple leases
  • Owners
  • Vendors

Additional features:

  • Print copies for non‑email recipients
  • Preview each email
  • Save email to Media
  • Automatically generate a Work Order Email Log