> ## Documentation Index
> Fetch the complete documentation index at: https://docs.relyant.app/llms.txt
> Use this file to discover all available pages before exploring further.

# Work order settings

> Configure work order reference numbers, ratings, assignees, categories, and work request fields

Work order settings control how work orders are numbered, who can be assigned, and which categories are available. Work request settings control which fields requesters must fill in.

> [!NOTE]
>
> You need permission to update work orders to open these pages. They only appear when the **Maintenance** module is enabled.

## Open work order settings

Click **Settings** at the bottom of the sidebar, then under **Core**, click **Work Orders**.

Changes to the reference number format, ratings, and assignee roles save automatically. The page header shows **Saving…** and then **Saved**.

## Reference number format

Use **Reference Number Format** to control how work order numbers are generated.

* **Prefix** — up to 10 characters. The default is `WO`.
* **Format Template** — build a format from tokens. Click a token to insert it at the cursor. Leave it blank to use the default format, `{PREFIX}-{COUNTER}`.

| Token | Inserts |
| - | - |
| `{PREFIX}` | Your prefix |
| `{YYYY}` | Four-digit year |
| `{YY}` | Two-digit year |
| `{MM}` | Month |
| `{DD}` | Day |
| `{COUNTER}` | The running number |

A custom format must include `{COUNTER}`. The **Preview** shows how the next number looks, using today's date.

## Work order ratings

Turn on **Enable Work Order Ratings** to prompt requesters to rate their satisfaction after a work order is completed. Ratings are off by default. See [Reviews](https://docs.relyant.app/facilities/maintenance/reviews.md) to learn how ratings are collected and viewed.

## Who can be assigned

Under **Who can be assigned?**, select the roles whose members appear in the work order assignee picker. You can choose **Owner**, **Admin**, **Staff**, **Requester**, or any custom role in your organization. Leave it empty to allow everyone.

## Work order categories

**Work Order Categories** lists the categories used to organize work orders.

**1. Add a category**

Click **Add Category**. If you have no categories yet, click **Create First Category**.

**2. Fill in the details**

* **Icon** — choose an emoji
* **Name** (required) — for example, "Electrical", "Plumbing", or "HVAC"
* **Description (Optional)**

**3. Save**

Click **Create Category**.

To change or remove a category, click the menu next to it, then click **Edit** or **Delete**. A deleted category no longer appears in category pickers, including on public request portals, so you can't use it for new work orders or requests. Existing work orders, work requests, and preventive maintenance schedules keep it. You can reuse a deleted category's name for a new category.

## Work request settings

Work request settings control the form requesters use to submit maintenance requests. To open them, click **Settings** in the sidebar, then under **Core**, click **Work Requests** in the settings menu.

> [!NOTE]
>
> **Work Requests** appears in the settings page's own menu, not in the main sidebar. On small screens, choose it from the **Select setting** dropdown at the top of the page.

### Required fields

Title and description are always required. Guests must also always give their name and email. Use the switch next to each of these fields to make it **Required** or **Optional**:

| Field | What it is |
| - | - |
| **Category** | The type of issue |
| **Location** | Where the issue is happening |
| **Asset** | The specific asset the request relates to |
| **Phone number** | The requester's contact phone number |
| **Photos / videos** | Attachments that show the issue |

All of these fields are optional by default.

### Location suggestions

Turn on **Allow location suggestions** to let requesters type a free-text location ("My location isn't listed…") when theirs isn't in the list. An admin can later match it to an existing location or add it as a new one. This setting is on by default.

Changes on this page save automatically.

## Next steps

> [card] [Create a work order](https://docs.relyant.app/facilities/maintenance/work-orders/create-a-work-order.md)
>
> Create a work order using your categories and settings.

> [card] [Submit a request](https://docs.relyant.app/facilities/maintenance/requests/submit-a-request.md)
>
> See the request form your settings control.


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