Setting Quality Rules on a Work Order Template

Availability: all plans

Each work order template can carry its own documentation rules. A rule says, for one type of action, how many photos are needed and whether asset details, a serial number, a before photo, an after photo or notes must be recorded. This guide covers changing a template's rules, resetting them, and reading the change history. Every change needs a written reason, so the history always shows why.

Before you start

You need the ability to manage quality rules to change or reset rules. Without it the page opens in a read-only form, marked System Managed, and the inputs and buttons are disabled.
You need the ability to view the quality audit to open View History. Without it that button is disabled.
Rules cannot go below the system minimum. A setting held at the minimum shows System minimum and cannot be changed.

Steps

Open Settings, then Work Order Templates.
On the template's row, select Rules. The page is titled Quality Rules followed by the template name.
In the table, each row is an action type. The columns are Photos, Asset Details, Serial Number, Before Photo, After Photo and Notes. Choose a photo count from the list, and tick or clear the other boxes.
Beside the photo count, (def: n) shows the standard value. A change you have saved is marked Modified.
Select Save Changes. The button stays disabled until you change something.
In Save Quality Rule Changes, read the Changes Summary, then enter Business Justification (required, up to 256 characters). Additional Context (optional) takes longer detail.
Select Save Rules. You return to the template list, where the template shows Rules customized.

Resetting to defaults

On the Quality Rules page, select Reset to Defaults.
In Reset to System Defaults, enter Reason for Reset. The window warns that all custom rules for the template are removed and that this cannot be undone.
Select Reset to Defaults in the window.

Reading the history

Select View History. The Quality Rule Change History panel lists each change, newest first, with the operation (Created, Updated, Reset or Deactivated), who made it, the reason, the notes, and each rule's change. Export CSV downloads the list. If nothing has changed yet it shows No History Yet. A summary at the top of the page, Custom Rules Active, shows when the rules last changed and the reason given.

Tips

The page says edits apply to future work orders created from the template.
The template list also shows the date of the last rule change beside Rules.
To relax a rule for one job only, use an override on that work order instead. See the guide on completing work and overrides.

If something goes wrong

If you see "Template not found or unable to load quality rules", reload the page. If it persists, confirm you can still see the template in the list.
If the save window will not proceed, the justification is empty. Enter a reason.
A message beginning "Could not save the rules" means the server refused the change. Check no value is below its system minimum, then try again.
If Save Changes is greyed out, nothing has changed yet or you lack the ability to manage rules.

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