Workflows Reference

This document is the canonical technical reference for EquipQR's work-order lifecycle, role capabilities, and status-transition rules. It is not the step-by-step walkthrough for end users — those live in the EquipQR Help Center at https://equipqr.info/support/. Signed-in users report issues at https://equipqr.app/dashboard/support.

Where to find user-facing walkthroughs

• Help Center — https://equipqr.info/support/ (primary source of truth for step-by-step guides, organized by role and workflow).
• Image upload quick reference — single-page cheat sheet for technicians in the field.
• Image upload technician guide — numbered-step guide with screenshots for work order + photo flows.

The rest of this document is structured as a reference for developers, admins, and support engineers who need the full lifecycle and permission map in one place.

Work Order Lifecycle

Status Flow

Work orders progress through seven states:

1. Submitted — initial state on creation.
2. Accepted — reviewed and approved for scheduling.
3. Assigned — handed to a specific technician or team.
4. In Progress — work has started.
5. On Hold — paused (waiting on parts, customer, or access).
6. Completed — terminal state. completed_date and completed_day are set automatically on transition.
7. Cancelled — terminal state. completed_day remains NULL.

Status Transitions

Current	Next states	Allowed roles	Notes
Submitted	Accepted, Cancelled	Manager, Admin, Owner	Initial review
Accepted	Assigned, Cancelled	Manager, Admin, Owner	Ready for assignment
Assigned	In Progress, On Hold, Cancelled	Manager, Admin, Owner, Assigned Technician	Work can begin
In Progress	Completed, On Hold, Cancelled	Manager, Admin, Owner, Assigned Technician	Active work phase
On Hold	In Progress, Cancelled	Manager, Admin, Owner, Assigned Technician	Resume or terminate
Completed	(terminal)	—	Final
Cancelled	(terminal)	—	Final

Status Change Permissions (summary)

Submitted → Accepted:      Manager+
Accepted → Assigned:       Manager+
Assigned → In Progress:    Manager+ or Assigned Technician
In Progress → Completed:   Manager+ or Assigned Technician
Any → On Hold:             Manager+ or Assigned Technician
Any → Cancelled:           Manager+

Roles and Permissions

This section summarizes the role capabilities that drive work order access. For the full RBAC matrix (including equipment, inventory, and member management) see Permissions.

Organization-Level Roles

Role	Scope	Work order capabilities
Owner	Organization-wide	Create, view, edit, delete, assign, and status-change any work order.
Admin	Organization-wide	Same as Owner, minus organization deletion and ownership transfer.
Member	Organization (limited)	Create work orders; view ones they created or are assigned to; view team work orders.

Team-Level Roles

Role	Scope	Work order capabilities
Manager	Team	Create, assign, change status, manage team members, view all team work orders.
Technician	Team	Create, update status on assigned work orders, record completion. Cannot assign.
Requestor	Team	Create work orders (submissions). View team work orders read-only after submission.
Viewer	Team	View team work orders read-only. Cannot create or modify.

Work Order Creation Methods

1. Direct Creation

• Access: Work Orders page (/dashboard/work-orders).
• Entry point: "Create Work Order" button.
• Form: WorkOrderForm modal with title, description, equipment (required), plus optional priority, assignee, team, due date, and estimated hours.
• Initial status: Submitted.

2. Equipment-Specific Creation

• Access: Equipment Details page (/dashboard/equipment/:equipmentId).
• Location: Work Orders tab.
• Behavior: The form opens with the equipment pre-selected and locked.

3. QR Code Scanning

• Access: Native mobile camera scanning of an equipment QR code.
• Flow:
  1. User scans the QR code with their phone camera.
  2. URL opens as /qr/equipment/{id} (or /qr/inventory/{id}, /qr/work-order/{id}).
  3. EquipmentQRScan validates auth and organization context, then redirects to the target record.
  4. User can create a work order from equipment context.

Work Order Assignment

Individual Assignment

• Allowed roles: Owner, Admin, team Manager.
• Assignee appears in their "My Work Orders" view.
• Individual assignment takes precedence for status updates.

Team Assignment

• Allowed roles: Owner, Admin, team Manager.
• All team members can see the work order.
• Managers can reassign within the team.

Combined Assignment

• Both individual and team can be set. Individual assignment still takes precedence for status actions; team assignment broadens visibility.

Image Upload

Image upload is documented step-by-step in the Help Center under Technician Field Work. The technical contract for developers is:

• Images are attached to work order notes (or equipment notes).
• Supported formats: JPG, PNG, GIF, WebP.
• Maximum size: 10 MB per file.
• Maximum per note: 10 images.
• Uploads go to Supabase Storage and are referenced by equipment_note_images.uploaded_by, which links the uploading user.
• Images uploaded on a work order also surface in the equipment Images tab.

Troubleshooting

Common Work Order Issues

1. Permission Denied — verify the user's organization role and team membership. Team-scoped actions require the appropriate team role.
2. Equipment Not Found — confirm the equipment exists and the user has a membership on its team.
3. Assignment Failures — the assignee must belong to the organization and (for team assignment) the team.
4. Status Transition Errors — check the transition table above. The UI only exposes valid next statuses, but direct API calls must respect the same rules.

Common Image Upload Issues

• Image won't upload — check file size (< 10 MB), format (JPG, PNG, GIF, WebP), and network.
• Images not appearing in Gallery — confirm the work order saved; the equipment Images tab aggregates work order and equipment notes and may take a few seconds after upload.
• Poor image quality — ensure adequate lighting and a clean lens; hold the device steady.

For user-facing troubleshooting that the support team can send to customers, point them to the Help Center or the status page (status.equipqr.app). Signed-in users can report issues at https://equipqr.app/dashboard/support.

Related Documentation

• Permissions — full RBAC matrix and RLS policy guidance.
• Image Upload Technician Guide — numbered-step guide with screenshots.
• QuickBooks Integration — integration reference for developers setting up or debugging QuickBooks.

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Last reviewed: 2026-05-01. This document is a technical reference. Step-by-step user-facing walkthroughs live in the Help Center.