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How to Use SOP Forms on Work Orders

Attach Standard Operating Procedure (SOP) forms to work orders so technicians follow consistent steps, capture required data during execution, and leave a compliance-ready record when the job is done.

Quick Summary

When creating or editing a work order, select an SOP Procedure form. The form embeds directly in the work order and auto-saves as the technician works through it.

Why SOPs on Work Orders Matter​

Maintenance procedures should not live in filing cabinets, PDF binders, or shared drives that technicians forget to check. When the procedure is embedded in the work order itself:

  • technicians see exactly what steps to follow without leaving the work order
  • responses are captured as they work — no after-the-fact paperwork
  • supervisors can verify completion through the activity timeline
  • compliance auditors can trace the procedure back to the specific job
  • recurring work orders carry the same SOP every time, ensuring consistency

Before You Begin​

Requirements
  • An active SOP form must exist in Forms (form type: Work Order SOP)
  • You need permission to create or edit work orders

Step-by-Step Guide​

Step 1: Attach an SOP to a Work Order​

  1. Open the work order (new or existing)
  2. Find the SOP Procedure field
  3. Click the dropdown and select the SOP form you want to attach
  4. The form embeds directly within the work order

Step 2: Complete the SOP During Execution​

As the technician works through the job:

  1. Open the work order
  2. Scroll to the embedded SOP form
  3. Answer each question or check each step
  4. Progress is auto-saved as you work — no need to click save after every field
Auto-Save and Draft Persistence

Your progress is saved automatically as you fill in the form. If you close the work order and come back later, your answers are still there. The SOP will be automatically submitted when the work order status changes to completion.

Step 3: Review SOP Status​

The SOP shows one of three states:

StatusMeaning
Not attachedNo SOP form has been linked to this work order
Pending responseSOP is attached but not yet completed
SubmittedSOP has been completed and recorded

Step 4: SOP Locks After Completion​

Once the work order reaches a completed status, the SOP form locks for compliance purposes. This ensures the record cannot be modified after the job is closed — important for audits and regulatory reviews.

How SOPs Work with Recurring Work Orders​

When a work order has a recurring schedule (daily, weekly, monthly), the SOP form is carried to each occurrence. Every instance of the recurring job gets its own clean SOP form to fill out, creating a consistent compliance trail across all occurrences.

Real-World Example​

Monthly Fire Pump Inspection​

Situation: Your facility requires monthly fire pump inspections with a specific checklist: visual inspection, pressure test reading, flow test, and sign-off.

Solution:

  1. Create a Work Order SOP form in Forms with the inspection steps
  2. Create a recurring monthly work order for "Fire Pump Inspection"
  3. Attach the SOP form to the work order
  4. Each month, the technician opens the work order, follows the embedded checklist, and records readings directly

Result: Every monthly inspection has a completed, timestamped SOP record linked to the specific work order. Compliance auditors can pull any month's inspection and see exactly what was checked, who did it, and when.

Need help? Contact Infodeck Support

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