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Ideas for simplifying the work order task management process

Thaqif Taher

Hi all,

Currently we are doing everything on physical paper. We print the work order sheet and all the respective team will stamp on each activities that they have completed.

When we wanted to digitalize the process, we can come out something like this. Below is just some sample in Microsoft Word.

Once the task have been completed, then the assigned person/team can stamp on their respective column. For now, it is just copy pasting the digital photo of the stamp into words.

Some of our Work order might have more than 20 tasks and to copy paste the stamp manually into the word file is quite cumbersome.

Therefore, would like to know if anyone here had the similar use case and how would you like to simplify the process. Currently, user have to open word document in M-Files, then copy paste their stamp photo.

I was thinking some sort of checklist in M-Files but not sure on how to do it.

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    Sounds like a relatively simple case of implementing a workflow where each task has its own workflow state with corresponding assignments to operators and approvers. If required you can use electronic signatures on approvals. Rather than adding your stamps on to the word document one at a time the process will be documented in metadata on the work order object. It is possible to automatically insert dates and user information from metadata into the word document. It will not be as stamps but as clear text. But that should be OK as long as you provide a signature and stamp at the end of the process to vouch for the validity of the data. PDF processor could easily add that for you. If required you can also use PDF processor at completion to append all the metadata and signatures to the document.

    Some organizations choose to place their stamp and signature in the document template so that it is there from the start because they trust the system and their users to fill in the metadata correctly. Should they fail to do so the history in M-Files will reveal who has done what and when. In that case it will not be required to use PDF processor, a simple conversion from Word to PDF is sufficient as the last step in the workflow.

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  • 0

    Sounds like a relatively simple case of implementing a workflow where each task has its own workflow state with corresponding assignments to operators and approvers. If required you can use electronic signatures on approvals. Rather than adding your stamps on to the word document one at a time the process will be documented in metadata on the work order object. It is possible to automatically insert dates and user information from metadata into the word document. It will not be as stamps but as clear text. But that should be OK as long as you provide a signature and stamp at the end of the process to vouch for the validity of the data. PDF processor could easily add that for you. If required you can also use PDF processor at completion to append all the metadata and signatures to the document.

    Some organizations choose to place their stamp and signature in the document template so that it is there from the start because they trust the system and their users to fill in the metadata correctly. Should they fail to do so the history in M-Files will reveal who has done what and when. In that case it will not be required to use PDF processor, a simple conversion from Word to PDF is sufficient as the last step in the workflow.

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