Utilizing Mandatory Attachments for Work Order Creation

Introduction: This guide outlines the procedure for utilizing the mandatory photo or document attachment feature within the Infraspeak mobile application. When enabled by system administrators, this functionality requires users (Reporters and  Contacts) to include a visual or documentary attachment during the Work Order creation process. The objective is to enhance the quality of information relayed, thereby facilitating more efficient and accurate Work Order resolution.

Benefits of Mandatory Attachments:

  • Enhanced Clarity: Visual or documentary evidence provides immediate and unambiguous context to the reported issue.
  • Improved Efficiency: Technicians receive comprehensive initial information, reducing the need for preliminary investigation or follow-up queries.
  • Standardized Reporting: Ensures a consistent level of detail for all newly created Work Orders.

Procedure for Creating a Work Order with Mandatory Attachments:

  1. Initiate Work Order Creation:

    • Launch the Infraspeak mobile application.
    • Navigate to the Work Order creation interface by selecting the “≡” icon or the menu and tap on “Create Work Order” button.

  2. Specify Work Order Details:

    • Select the relevant Location or Asset to which the Work Order pertains. This can be accomplished via manual list selection, NFC tag scan, or QR/Barcode scan, according to standard operating procedures.
    • Designate the appropriate Area (e.g., "Mechanical Systems," "Building Envelope").
    • Select the applicable Type of Work Order (e.g., "Equipment Malfunction," "Safety Hazard").

  3. Attach Mandatory File (Required Step):

    • Subsequent to selecting the 'Type', the application will automatically prompt for a file attachment. This step is integral to proceeding with Work Order creation.
    • The screen will display contextual information regarding the selected Location/Equipment.
    • The available attachment options are determined by the system configuration set by the administrator:
      • "Take Photo": Accesses the device's camera for new image capture.
      • "Take Video": Accesses the device's camera for new video recording.
      • "Choose from Gallery": Allows selection of existing photos or videos from the device's media library.
      • "Choose Document": Enables Browse and uploading of other supported file formats (e.g., PDF, .docx) from the device's storage.
    • Follow the on-screen instructions to capture or select the required file.


  1. Review and Finalize Work Order:

    • Proceed to the Work Order confirmation screen. Verify all entered details, including:
      • Client, Asset, Area, Type, and Priority.
      • Input a concise and informative Description of the issue.
      • The attached mandatory file will be visible within the "Documents" section.
      • Note: If the mandatory attachment is removed at this stage, the system will require re-attachment before creation can be finalized. An "Add mandatory photo/document" button will become active, or the "Create Work Order" button may be temporarily disabled.
      • Additional, non-mandatory files can typically be added at this point, subject to the same source restrictions.

  3. Submit the Work Order:

    • Select the "Create Work Order" button.
    • System Validation:The application will perform a validation check to confirm the presence of the mandatory attachment.
      • Successful Validation: The Work Order will be created and submitted.
      • Failed Validation: If the mandatory file is not detected, a notification (e.g., “Required documents are missing”) will be displayed. The user will be prompted to “Add photo/document” and must fulfill this requirement to complete Work Order creation.