Adding notes to a works order

Works order notes let you keep a clear, dated record of activity on a maintenance job, such as calls with a contractor, access arrangements, or progress updates. Each note is date and time stamped and records who added it, so your team can follow the full history of a job without relying on a single free-text field.

Notes appear on the works order and are also written to the related property and supplier timelines, so you can pick up the history from the works order, the property record, or the supplier record.

Adding a note

Add a note to log an update against the works order. The notes panel becomes available once the works order has been saved for the first time, so save a new works order before adding notes

1. Open the works order from the property, supplier, or Property Management Dashboard
   (Properties/Contacts > Management > Works Orders > Click the works order line that you want to add a note to)
2. In the Edit Works Order window, go to the notes panel on the right
3. Click into the Add an internal note box and type your note
4. Click Add Note

The note appears at the top of the list, showing your name and the date and time it was added.

Saving with an unsaved note

If you've typed in the Add an internal note box but click Save on the works order before clicking Add Note, Alto asks whether to keep the note.

• Click Add note to add it to this works order and carry on saving the works order
• Click Discard note to discard the typed note and carry on saving the works order

Editing a note

You can update the text of a note you've added.

1. Open the works order from the property, supplier, or Property Management Dashboard
   (Properties/Contacts > Management > Works Orders > Click the works order line that you want to edit the note for)
2. In the notes panel, click the note you want to change
3. Click Unlock for Editing
4. Make your changes
5. Click Save
   

The notes list refreshes to show your updated text.

Viewing notes on the property or supplier timeline

Because each note is linked to the property and the supplier on the works order, it also appears on both of their timelines.

1. Open the property or supplier record
2. Click Timeline on the side menu
3. Ensure the Management filter is ticked so works order notes are included 
4. Find the Works Order Note entry
   

Older notes

Works orders created before this change still show any text from the previous single Notes field. It appears at the bottom of the notes list, is labelled Notes, and is kept for history. Add new updates as separate notes using Add Note so each entry keeps its own date, time, and name.

• Related Help Centre articles that you may find useful.

  Adding a works order from a property

  Adding a works order from a supplier

  Dashboard - works orders