Require a note to close work orders

Completion rules let you require a note before a work order at a facility can be closed. Use them when you want a written record of what was done on every job.

Who can do this: Admin, Manager

You need to be assigned to the facility, or to have created it.

1. Select Facilities in the sidebar.

2. Select the three-dot menu on the facility’s card, then Completion Rules.

3. Turn on Require closure notes.

4. Select Save Changes.

To turn the rule off, follow the same steps and turn off Require closure notes.

What the rule does

When the rule is on, anyone closing a work order at that facility sees the Close Work Order window. They pick the note that explains what was done, or add a new one. See Close a work order.

• It applies to one facility. Each facility has its own setting.
• It applies to every role. Admins and Managers need a note too.
• It only applies when changing to Closed. Other status changes aren’t affected.
• It doesn’t change work orders that are already closed. If one is reopened and closed again, the rule applies then.

Note

People who already have Flex CMMS open may not see the change right away. They should reload the page, or select Refresh Facilities in the facility switcher. Until then, someone closing a work order with no notes sees “This facility requires notes to be added before marking work orders as closed.” They can add a note on the Notes tab and try again.

Write a useful closing note

Say what was wrong, what you did, and how you checked it worked. For example:

Replaced the leaking shutoff valve under the sink in Room 204. Ran the water for 10 minutes and found no leaks.

Keep closing notes in place

The rule checks for a note at the moment of closing. A note can still be deleted afterward. The deleted note’s text stays in the Audit Log.

To remove the option to delete notes from closed work orders, also turn on Lock closed work orders.

Related

• Close a work order
• Lock closed work orders
• Facilities overview