Routes

Routes let you group work orders together across accounts and workflows, assign them to multiple people, and schedule them on a one-time or reoccurring basis. You can order assets by sequence, track completion status, and view scheduled work on a calendar. To open the Routes Dashboard, select the Routes tile from the Landing Page or the navigation menu. For more on work orders themselves – including statuses, details, and creating work orders outside of routes – see Work orders.

Viewing routes

The Routes Dashboard has three panels: the routes list, the Work Orders panel, and the My Events calendar.

In the routes list, you can filter by My Routes or All Routes by using the dropdown list, and select the Active Only checkbox to show only active routes. To search for a specific route, enter a keyword in Search Route Name. Selecting a route in the list filters the Work Orders panel and My Events calendar to show that route's data. To navigate to a route's details, select the chain icon to the left of the route name.

The routes list shows the following columns:

• Route: The route name.

• Open/In Progress Work Orders: The number of open and in-progress work orders out of the total.

• Status: A pie chart showing work orders by status for the route's current interval, color-coded to match work order status colors.

• Current Compliance: The percentage of work completed in the current interval.

• Total Compliance: The percentage of total work completed across all intervals.

• Total Compliance Rate: A bar chart showing completion for up to 8 intervals. Hover over each bar to see numerical values.

Security Rights Required: View Routes

Work Orders panel

The Work Orders panel on the right side of the Routes Dashboard shows work orders for the currently selected route. Each work order card displays the asset, work order ID, account, workflow, assignee, and scheduled dates.

To take action on a work order, select the menu icon next to that work order. The available actions depend on the work order's current status and can include viewing, editing, completing, and canceling. Selecting View Work Order opens the Work Order Details page, while selecting Complete Work Order opens the Workflow Report Editor. For more on work order actions and the Work Order Details, see Work orders.

Select the filter icon at the top of the panel to open the search and filter options. You can search for a specific work order by entering its name in Search Work Orders.

You can sort work orders by the following options:

• Schedule Date: Sorts work orders by due date, with the oldest due date at the top.

• Sequence: Sorts work orders by the sequence assigned when the route was created.

You can filter work orders by the following statuses:

• Open: Shows all work orders with an open status.

• In Progress: Shows all work orders that have been started but not yet completed.

• Completed: Shows all completed work orders.

• Closed: Shows all closed work orders.

• Canceled: Shows all canceled work orders.

• Expired: Shows work orders that weren't completed or canceled within the interval.

• Current Interval Only: Shows only work orders from the active filters that fall within the current interval period.

If no filters are selected, no work orders display.

My Events

You can view work orders in the My Events panel of the Routes Dashboard. This panel includes monthly, agenda, and daily views, defaulting to monthly, and can be filtered by assignee. The work orders shown are based on the route you have selected.

Each work order on the calendar is color-coded to match its status – for example, red for due, light green for completed, and black for canceled. Selecting a work order opens the same action menu as the hamburger icon in the Work Orders panel. You can also reschedule a work order by dragging and dropping it to a different date.

A purple card on the calendar represents a route occurrence where all work orders share the same scheduling, grouped together for readability. The number on the card indicates how many work orders it contains. Selecting a purple card navigates to that route, and route cards can't be rescheduled from the calendar. Editing an individual work order to a different date moves it out of the purple card and decreases the count by 1.

For a full breakdown of work order statuses, colors, and the actions available in each, see Work orders.

Route Details

Selecting the chain icon next to a route name on the Routes Dashboard opens the Route Details for that route. The page header shows the route name, which you can edit inline by selecting the edit icon next to it.

The Route Details page has two tabs in the main panel:

• Overview: A bar chart showing the route's total compliance rate by occurrence, color-coded by work order status. The total compliance percentage is also shown.

• Details: The route's general details, including its name, active status, assigned teams and assignees, type, priority, scheduling configuration, and whether it's a dynamic route.

The Work Orders panel and My Events calendar also appear on the Route Details, filtered to the selected route. Both work the same way as on the Routes Dashboard, instead only showing the work orders from your selected route.

Below the calendar, a Timeline panel shows audit history for the route and its work orders. You can also add notes, attachments, and links from the Timeline. For more on timeline functionality, see Timeline.

To edit the route's schedule, assets, or workflows, select Edit in the upper-right corner of the page. For more on the edit process, see Editing a route below.

Security Rights Required: View Routes; Edit Routes (for inline name editing)

Managing work orders in a route

You can edit, complete, and cancel work orders directly from the Routes Dashboard or Route Details page by using the menu icon next to any work order in the Work Orders panel, or by selecting a work order on the My Events calendar. The available actions depend on the work order's current status.

When editing a reoccurring work order, the new date and time must fall within the current route period. For example, if a route has an interval of 1 day, you can only schedule it between the current start date and the next occurrence. Scheduled work orders can be set to any future date. Work orders can't be scheduled in the past.

Editing a work order is the only way to make it appear separately on the My Events calendar, apart from the rest of the route.

For more on editing, completing, canceling, and other work order actions, see Work orders.

Creating a route

You can create a route from the Routes Dashboard by selecting Create, or from the Asset Search by selecting the dropdown list next to Create and choosing Create Route.

The Create Route page has two tabs: Details and Assets.

On the Details tab:

1. Enter a name in Route name.

2. Enter a description in Work order description, and select a Type, Priority, Teams, and Assignees as needed.

3. To assign one or more teams, select them from the Teams dropdown list above Assignees. When at least one team is assigned, individual assignees are not required.

4. To make the route's work orders available to contractor users, select Available to contractors.

5. Add any Tags to apply to every work order in the route.

6. Under Scheduling, select a scheduling option (None, Scheduled, or Reoccurring). For details on each option, see Schedule options below.

7. Select Next to continue to the Assets tab.

On the Assets tab:

1. Select Add Assets to search for and assign assets to the route.

2. Set the sort order by dragging and dropping or entering a number.

3. To assign additional workflows to an asset, select the + icon next to that asset.

4. Select Save.

Security Rights Required: View Routes; Create Routes; Edit Routes

Schedule options

The Scheduling section on the Details tab determines when and how work orders are created for the route. The Active Route checkbox in the upper-right corner controls whether the route is active – it's selected by default on creation and can be cleared when editing a route to deactivate it.

You can choose from three scheduling options:

• None: Work orders are created with no specific due date and show as due immediately.

• Scheduled: Work orders are created with a specific start date and time. They show as open until the start time passes, then show as due.

• Reoccurring: Work orders are created on a recurring basis with the following settings:

  • Reoccurs Every: The number and interval (Hours, Days, Weeks, Months, or Years) between occurrences.

  • Start date: The date the first set of work orders is scheduled. You can set a start date before the current date only if it falls within the scheduling interval – for example, if the interval is set to Months, the start date must be within 1 month of the current date.

  • Start time: The time the first set of work orders is created. Setting this to 5:00 AM is recommended so work appears on field workers' lists in the morning.

  • Reoccur from: Determines when the next occurrence is created. This setting can't be changed after the route is created.

    • Start date: The next work order is created based on the start date of the previous work order plus the interval in Reoccurs Every.

    • Completed date: The next work order is created when the previous work order is completed, based on the completion date plus the interval in Reoccurs Every.

  • Hide until next occurrence: Hides the route from the calendar until its start date and time have been reached.

  • Expire open work orders on next occurrence: If selected, the previous work order is set to expired status if it wasn't completed when the next work order is created. If cleared, incomplete work orders remain as due on the asset. This option can't be selected when scheduling a start date before the current date.

  • Ends: Controls when work orders stop being generated.

    • Never: Work orders are generated indefinitely.

    • After a number of occurrences: Work orders are generated a set number of times.

    • On a certain date: Work orders are generated until a specific date.

Managing future reoccurrences

When Reoccurring is selected, a Manage section appears at the bottom of the Details tab. This controls how far in advance future work orders are created. You can set reoccurrences to generate for 1 week, 2 weeks, 1 month, 2 months, 3 months, 6 months, 12 months, 2 years, or 5 years. If your selection would result in more than 100 future work orders per asset, you must choose a shorter timeframe.

This option is only visible to users with the Maintain Future Occurrences on Route security right.

Security Rights Required: View Routes; Create Routes; Maintain Future Occurrences on Route

Adding assets to a route

You can add assets to a route on the Assets tab of the Create Route or Edit Route pages. Assets can be added through a search, a saved search, or an import.

Searching for assets

On the Assets tab, select Add/Edit Assets to open the Choose Asset to Search dialog. The dialog has four tabs: Quick Search, Advanced Search, Saved Searches, and Import Assets.

On the Quick Search and Advanced Search tabs, you can search for assets the same way as on the Asset Search. Selecting any result under Available Assets adds it to Assigned Assets. You can also:

• Select Add All to add all assets in your results.

• Select Remove Selected to remove all assets in your current results from the route.

• Select Remove All under Assigned Assets to remove all currently assigned assets.

Use Filter Assigned on the right side to search within your assigned assets. After you've finished selecting assets, select Save to return to the Assets tab.

Adding assets by using a saved search

In the Choose Asset to Search dialog, select the Saved Searches tab to add assets based on a saved search:

1. From the Saved Search dropdown list, select a saved search. All saved searches you own or that are shared with you are shown.

2. Select Use Search. All assets returned by that saved search are added to the route.

Security Rights Required: Create Routes with Saved Searches

Dynamically updating assets on a route

Assets can be automatically included or excluded from a route based on a saved search. If an asset meets or no longer meets the search criteria, it's included or excluded from the route automatically.

To enable dynamic updates when creating a route from a saved search:

1. In the Choose Asset to Search dialog, select the Saved Searches tab.

2. Select a saved search from the Saved Search dropdown list.

3. Select Dynamically update Assigned Assets.

4. Select Use Search.

Anyone who can create and edit routes with saved searches can edit the saved search used for a dynamic route. If the saved search isn't normally visible to you because it isn't shared with you:

• You can still see it, with a flag indicating it's one you wouldn't normally see.

• If you remove that saved search and save the route, you can't add it back.

You can manually refresh the asset list of a dynamic route by selecting Update Dynamic Assets when editing the route. Otherwise, the asset list will update overnight at approximately 6:00 PM Eastern Standard Time.

Security Rights Required: Create Routes with Saved Searches

Importing and exporting assets in a route

You can add or remove assets from a route in bulk by using an import.

Exporting:

When assets are already included in a route, select Export Assets to download a .xlsx file listing the assets and their assigned workflows.

In the .xlsx file, you can add assets along with their assigned workflows, change assigned workflows, or remove assets from the route.

Importing:

1. After making changes to the .xlsx file, select Add/Edit Assets on the Assets tab.

2. In the Choose Asset to Search dialog, select the Import Assets tab.

3. Select Choose File, select your file, then select Upload.

Security Rights Required: Create Routes via Import

Assigning workflows

After assets are added on the Assets tab, each asset is assigned the default workflow for its asset class, or the first workflow assigned to that asset class if no default is set. You can sort those assets by dragging and dropping them by using the handle on the right side, or by entering a number in the sort order box next to each asset. Select Apply Sort Changes to save the new order. The sort order determines the sequence of work orders when sorted by sequence on the Routes Dashboard. To add a workflow, select the + icon next to an asset. To remove a workflow, select the x on that workflow.

When you change the workflows assigned to an asset, you’ll be asked if you want to assign the same workflow to all other assets of the same asset class in the route. Select Yes to apply the change to all matching assets, No to apply it only to the current asset, or No, don't ask again to apply it only to the current asset and skip the prompt for the rest of the session.

After setting the schedule and assigning workflows to all assets, select Save to create the route.

Editing a route

To edit an existing route:

1. From the Routes Dashboard, select the chain icon next to the route name to open its details.

2. From the Route Details of your route, select Edit.

3. Make changes to the route schedule on the Details tab. You can also update assigned teams and assignees here. Once your details are updated, select Next.

4. Add or edit assets, or change the sequence order on the Assets tab.

5. Select Save.

Changing a route's assignees or team assignments updates to all open and in progress work orders on that route in its current interval. Completed, closed, canceled, and expired work orders aren't affected.

Security Rights Required: View Routes; Edit Routes

Adding assets to a route from other areas

In addition to adding assets from within the route creation or editing process, you can also add assets to routes from other areas of Utility Cloud.

Adding an asset to a route during asset creation

When creating or editing an asset, an Add Asset to Route(s) section appears at the bottom of the page. You can select one or more routes from the dropdown list to add the asset to. To remove a route, select the x on its tag. The asset is added to the selected routes when you save.

Adding assets from the Asset Search

You can create a route directly from the Asset Search by selecting the dropdown list next to Create and choosing Create Route. This opens the Create Route page with your searched assets already selected. Set the schedule, then edit the workflows and sort order as needed.

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