Work Order - User Guide¶

The Work Order (WO) is SGI's professional system for detailing the work on a project. It replaced the old "Simple Scope" (v3.0+), bringing formal structure from the American construction industry.

1. What is a Work Order¶

A Work Order is a formal document detailing everything that will be done on a project, with:

Complete Header: WO number, job number, customer, address, date
Dynamic work categories managed by the admin (via Service Catalog)
Detailed items with service, action, type, quantity, unit, room, price
Price with breakdown from 4 possible sources
Simplified status: draft or approved (reversible)
Export/Import in PDF

2. Where to find it¶

The Work Order is in the "Work Order" tab in the project detail (formerly called "Escopo" / Scope).

See the Projects Guide for how to navigate to the project.

3. How to create a Work Order¶

There are 3 ways:

3.1 Create a blank WO¶

The most direct way when you already know what you're doing:

Open the project
Go to the "Work Order" tab
Click "Criar WO em branco" (Create blank WO)
The WO is created in draft mode with the header already filled with project data
Add items manually (see section 9)

3.2 Through AI Chat (recommended for inspections)¶

The fastest way when you're describing the work on site:

Describe by text: "I need a WO for the Rua das Flores project"
Send photos of the location — the AI identifies rooms, materials, dimensions
Record audio while walking through the location describing the work
Send a walkthrough video

The AI organizes everything into the categories automatically and you review it.

See the Chat Guide for the complete flow.

3.3 Importing an external PDF¶

If you received a ready Work Order from another system (customer, partner, estimating software):

In the Chat, send the PDF file (up to 10 MB)
The AI analyzes and extracts the header, customer, and items
You review the preview with 3 columns: what came in the PDF, the matching service in the system, and the final value
Unrecognized items show a "Classify" badge — you choose the service manually
Confirm and the WO is created in the project

flowchart LR
    A[User sends PDF in Chat] --> B[AI analyzes via Gemini]
    B --> C[3-column preview: PDF / System / Final]
    C --> D{Items with Classify badge}
    D -->|Admin picks service| E[Item mapped]
    D -->|Already recognized| E
    E --> F{User confirms}
    F -->|Confirms| G[WO created as draft]
    F -->|Cancels| H[Discard]

4. Complete Work Order structure¶

The header has all identifying information:

Field	Example	Required
Work Order Number	`WO0001-14547`	Yes (auto-generated in SGI)
Job Number	`25-1959-RPR`	Yes
Job Name	`590 Indigo Drive - Rabiee, Sarah`	Yes
Project Manager	Name of the responsible employee	Yes
Work Order Date	WO date (ISO)	Yes

Editing the header

Admins can edit the header by clicking "Editar WO" (Edit WO) while the WO is in draft. You can change jobName, projectManager, workOrderDate, customer, and jobAddress.

Customer¶

Field	Example
Name	Sarah Rabiee
Address	590 Indigo Drive
Phone	+1 (321) 555-0100
Email	sarah.rabiee@email.com

Job Address¶

Field	Example
Street	590 Indigo Drive
City	Orlando
State	FL
Zip	32828

Categories and Items¶

WO categories come from the Service Catalog — the admin manages which categories and services exist. Each category groups work items (specific tasks). A WO has multiple categories, each with multiple items.

📖 See the Service Catalog Guide to understand how the admin configures categories.

5. Structure of a work item¶

Each item within a category has:

Field	Description	Example
Service	Which catalog service	`Paint trim/casing` (category PNT)
Action	Action type	`Install` / `Remove` / `Detach & Reset`
Type	Classification	`Labor` / `Material` / `Equipment`
Quantity	How much	`100`
Unit	Unit of measurement	`SF` / `LF` / `EA` / `SY` / `HR`
Room	Room/location	`Bathroom`
Notes	Optional note	`* To frame shower curb`
Unit Price	Unit price (admin only)	$4.50
Total Price	Quantity × Unit Price (admin only)	$450.00

Units of measurement¶

Abbreviation	Name	Typical use
EA	Each (Unit)	Countable items (sink, toilet, door)
SF	Square Feet	Areas (walls, floors)
LF	Linear Feet	Lengths (baseboards, piping)
SY	Square Yards	Large areas (carpet)
HR	Hours	Labor time

Actions¶

Action	Meaning
Install	Install (add new)
Remove	Remove (demolish, take out)
Detach & Reset	Disassemble, store, reassemble later

6. Price with breakdown (4 sources)¶

Each item can have its price defined by 4 different sources. The admin chooses which to use:

Source	Description	When to use
default	Default price from service catalog	Always available as a starting point
group_override	Special price from Client Group (VIP)	Project linked to a group with custom prices
pdf	Price extracted from imported PDF	When WO came from a PDF file
manual	Price typed manually by admin	When no automatic source fits

Automatic priority

When multiple sources are available, the system suggests this priority: manual > pdf > group_override > default

The admin can pick any source via radio button in the item edit dialog.

7. Work Order Status¶

The Work Order has 2 statuses — and the transition is reversible:

stateDiagram-v2
    direction LR
    [*] --> draft: Create via Chat/Import/Blank
    draft --> approved: Admin approves
    approved --> draft: Admin reverts to draft

    classDef active fill:#ffa726,stroke:#fff,color:#000
    class approved active

Status	Meaning	Who changes it
Draft (`draft`)	Under construction, editable	Employee or admin
Approved (`approved`)	Ready for execution	Admin (mandatory action)

Reversible

Admin can click "Voltar para rascunho" (Revert to draft) when the WO is approved — this allows editing again. The audit log preserves the full history of all transitions.

Removed statuses

The statuses ready_for_review, in_progress, and completed have been removed. The flow is now simple: draft ↔ approved.

8. Who sees what (need to know first)¶

Administrator / Super Admin¶

Sees everything: - All header fields - All categories and items - Unit and total prices and price source breakdown - Edit, approve, revert, delete, export PDF buttons

Employee¶

Sees everything EXCEPT prices: - Complete header - Categories and items - Task, action, type, quantity, unit, room, notes - Does not see: unitPrice, totalPrice, WO totalCost

Why don't employees see prices?

SGI serves companies that don't want to expose margin/costs to the operational team. Employees need to know what to do and how much (quantity), but not how much it costs. If you need a specific employee to see prices, promote them to admin.

9. Adding items (via Service Catalog)¶

Editing only in draft

Items can only be added/edited while the WO is in draft. Once approved, everything is read-only until the admin reverts.

How to add an item¶

Expand (or create) the desired category
Click "+ Adicionar item" (+ Add item)
In the dialog, select:
Category — dropdown with catalog categories
Service — dropdown with services in the chosen category
The action, type, unit, and price fields are auto-filled with the service's defaults
Adjust quantity, room, notes, and price source as needed
Save

How to edit an existing item¶

Click the edit icon next to the item
Change fields: quantity, room, notes, price source, manual price
Click "Salvar" (Save)

How to delete an item¶

Click the trash icon next to the item
Confirm in the dialog
Item is removed (snapshot preserved — old WOs are not affected)

10. Editing the WO header¶

Admin can edit the header while the WO is in draft:

Click "Editar WO" (Edit WO) at the top of the Work Order
Change: jobName, projectManager, workOrderDate, customer, jobAddress
Save

11. PDF Export¶

Admin can generate a professional PDF of the complete Work Order to send to the customer or archive.

How to generate¶

On the WO, click "Download PDF" in the header
Wait for generation (a few seconds)
The PDF is downloaded automatically

The PDF contains:

Complete header with logo, numbers, dates, customer
All organized categories and items
Prices (only if the one generating is an admin)
Signatures (fields for customer and responsible party)

Important Rules¶

Required permissions¶

Operation	Super Admin	Admin	Employee
View Work Order (without prices)	Yes	Yes	Yes (if project assigned)
View prices	Yes	Yes	No
Create blank WO	Yes	Yes	Yes
Create WO via Chat	Yes	Yes	Yes (if project assigned)
Import WO from PDF	Yes	Yes	Yes
Edit items (in draft)	Yes	Yes	Yes
Edit header (in draft)	Yes	Yes	No
Approve WO	Yes	Yes	No
Revert to draft	Yes	Yes	No
Delete WO	Yes	Yes	No
Generate PDF	Yes	Yes	Yes (without prices)

Validations that block¶

Items only editable in draft

Trying to edit an item when the WO is approved returns an error. The admin must first revert to draft.

PDF Import has a 10 MB limit

PDFs larger than 10 MB are rejected on upload. If your external WO is large, try compressing the PDF or splitting it into parts.

Service soft delete

If a catalog service is deactivated after the WO was created, items that use it are preserved (snapshot freezes name, category, action, type, unit). The WO is not affected.

System defaults¶

Setting	Value
Initial status	`draft`
Number format	`WO{YY}{MM}-{5-digit SEQUENCE}` (e.g., `WO2601-00001`)
Visible prices	Admin/superadmin only
Default price source	`default` (catalog)
Import: minimum confidence	No block (always accepts, but warns)

Quick summary¶

You want to...	Do this...
Create blank WO	Work Order tab > "Criar WO em branco"
Create WO via AI	Chat - "I need a WO for..."
Import WO from PDF	Chat - send the PDF file
Add item	WO in `draft` > "+ Adicionar item" > Category > Service
Edit header	WO in `draft` > "Editar WO"
Approve WO (admin)	WO in `draft` > "Aprovar"
Revert to draft (admin)	Approved WO > "Voltar para rascunho"
Generate PDF	WO > "Download PDF"
Delete WO	WO > "Excluir" (admin only)