Editing Work Orders

Work orders are living documents that evolve as work progresses. ShopTrack makes it easy to update any aspect of a work order at any time.

Accessing Work Order Details

To edit a work order, first navigate to it:

From the Work Orders list, click on any work order
From the Dashboard, click on a work order in the status overview
Use the Search function to find it by number or customer

Work Order Detail View — The work order detail view provides access to all editable fields. `edit-wo-detail`

Quick Edit Mode

For fast updates to basic information, use the Quick Edit feature. Click the Edit button (pencil icon) in the work order header.

Quick Edit Modal — Quick edit allows fast updates to common fields. `edit-wo-quick`

Quick Edit allows you to modify:

Work order type
Service location
Priority level
Work description
Assigned technician(s)

Editing Work Description

The work description is a key field that documents what services are being performed. You can edit it from the Basics tab.

Edit Work Description — Update the work description to reflect the current scope of work. `edit-wo-description`

The work description supports rich text formatting including:

Bold and italic text
Bullet and numbered lists
Headings

Tip: Document Changes

When the scope of work changes, update the description and add a note explaining why. This creates a clear record for the customer and your team.

Changing Customer or Watercraft

In rare cases, you may need to change the customer or watercraft associated with a work order. This can be done from the Basics tab, but requires confirmation since it affects the work order's context.

Change Customer Modal — Changing the customer requires confirmation. `edit-wo-change-customer`

Caution

Changing the customer or watercraft after work has begun may cause confusion. Consider whether creating a new work order would be more appropriate.

Adding and Editing Components

Each tab on the work order detail page allows you to add and edit different components:

Labor Tab

Add, edit, or remove labor entries. See Labor & Time Tracking for details.

Parts Tab

Add, edit, or remove parts and materials. See Parts & Inventory for details.

Media Tab

Upload new media or remove existing attachments. See Media & Attachments for details.

Notes Tab

Add new notes or edit existing ones. See Notes & Communication for details.

Work Order History

ShopTrack maintains a complete history of all changes made to a work order. Access the history from the Dates tab or click the History link in the work order header.

The history shows:

Status changes with timestamps
Who made each change
Before and after values for edited fields
Labor, parts, and media additions

Locking Work Orders

Once a work order reaches certain statuses (Paid, Completed), some fields become locked to prevent accidental changes to finalized work.

Locked fields include:

Customer and watercraft assignment
Financial totals (labor and parts costs)
Status cannot be moved backward

Administrators can unlock work orders if corrections are needed, but this should be done sparingly and documented with a note.

Deleting Work Orders

Work orders can only be deleted by administrators, and only if they are in Draft status. Once work has begun (status beyond Draft), work orders cannot be deleted but can be marked as Canceled.

To cancel a work order:

Open the work order
Click Actions → Cancel Work Order
Enter a reason for cancellation
Confirm the cancellation

Cancel Work Order Confirmation — Canceling a work order requires a reason and confirmation. `edit-wo-cancel`

Canceled work orders remain in the system for record-keeping but are excluded from most reports and the active work list.