How do I use work order statuses and automated workflows?
Work order statuses let you track where each job stands in your internal process. You can fully customize these statuses and set up automatic triggers to move work orders through your workflow.
Create custom work order statuses
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Click your profile in the bottom-left corner and go to Company Settings or use the search bar (Ctrl+K) to go there directly.
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Go to Custom Fields and select Work Orders.
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Click Add Status and enter a name and color for the status.
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Configure the following options for each status:
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Trigger points: Set conditions that will automatically move a work order to this status (e.g., ‘Approved’ when a customer approves a quote).
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Mobile app availability toggle: Choose whether employees can update this status from the mobile app. You may want to restrict certain statuses to office staff only.
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Close the process toggle: Mark the final status as closed so Clean Smarts knows the work order has been completed.
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Save the status and repeat for each stage of your process.
Managing work orders by status
Once your statuses are set up, you can view all work orders grouped by status from the Work Orders section in the main menu. Click on any status to see the work orders currently at that stage. You can then open individual work orders and manually update their status from either the web app or the mobile app.