Overview
Every Work Order in ShopView starts with a line — a description of what needs to be done and why. Lines are where labor and parts come together to define the work being performed.
You can add lines and parts while creating a new WO or to an existing one already in progress. This article explains both workflows.
How It Works
Where You Can Create a Work Order
You can create a new WO from four different places in ShopView:
Work Orders Page
Use the New button (top right) to start creating a WO, then select a customer and asset. This is the most direct way to begin when you’re not already looking at a customer record.Customer File
From a customer’s profile, select New Work Order button (top right) to automatically assign the WO to that customer. You’ll then select which asset to attach it to.Asset File
Within a customer’s asset file, select New button (top right). The WO will be created and automatically linked to that asset and customer.Schedule
From the Schedule, select a time slot by clicking on it and select Create New Work Order. This connects the WO to the customer and asset right from scheduling and acts as an appointment holder, you will now have to open the WO to add lines and parts.
Once you’ve selected the Customer and Asset, ShopView builds the new WO in the background and opens the New Line modal — this is where you’ll start adding your first job line.
Step-by-Step Example
Adding the First Line to a New Work Order
When the New Line modal opens, you’ll enter the key details for the labor line.
New Line Modal Fields
Field Descriptions
What are you doing?
A short summary of the task or repair being performed (e.g., Diagnose Check Engine Light). You can select from existing canned lines to speed up entry. Canned lines are prebuilt templates that include predefined parts, filters, fluids, and labor, allowing for quick and consistent reuse in work orders.
Why are you doing it?
Explains the reason for the repair or inspection (e.g., Check engine light on; customer reports intermittent loss of power). This note helps both technicians and customers understand the purpose of the job.
Technician
Assign the technician responsible for the work. You can select up to 5 technicians; this can also be done later. Any assigned technicians will be shown on the created line.
Labor Rate
The hourly rate applied to this line. Defaults to your standard shop rate but can be changed if using alternate labor types.
Estimated Time
The number of hours you expect to bill the customer for. Used in progress and efficiency calculations.
Tech Time
Will default to the Estimated time but can be changed to the number of hours you expect the technician to spend. The technician can still clock in and record actual time. This is your time expectation for them.
Is Line Authorized
Checkbox to confirm that the customer has approved this line. If left unchecked, the line status will remain in Needs Approval until updated.
Saving Options
At the bottom of the New Line modal and New Part Request modal, you have several ways to continue building your WO:
Save & Add Part
Opens the New Part Request modal so you can immediately request or quote parts for the line you just added.Save & Add Line
Saves your first line and reopens a blank New Line modal to add another job.
The same fields are shown: What are you doing, Why are you doing it, Technician, Labor Rate, Estimated/Tech Time, and Is Line Authorized.
You can repeat this process to build out multiple lines back-to-back — perfect for creating grouped jobs like “Diagnosis” and then “EGR Valve Replacement.”Save & Close
Saves the current line and closes the modal, returning you to the Lines Tab on the WO. From here, you can view the new line, add parts, or continue editing.
This modal is the starting point for every Work Order. You can build out all lines and parts directly from it without leaving the creation flow.
Creating and Managing Canned Lines
Canned service lines, or canned jobs, in ShopView allow you to save frequently performed services, including parts and labor, for quick reuse in future work orders. This feature is particularly useful for recurring tasks, such as preventive maintenance (PM) services, where consistency and efficiency are key.
Steps to Create Canned Lines
Start a Work Order: Begin a new work order or open an existing one.
Add a Line: Add a new line to the work order, including the necessary labor, parts, or both.
Access Line Options: Click the three dots (⋮) on the line you just added.
Save as Canned Line: Select the option to "Save Line" or "Save as Canned Line."
Name the Line: Provide a clear and descriptive name for the line (e.g., "PM Service – Filters & Fluids"). Line names cannot be edited after creation.
Save the Line: Click "Save" to finalize the canned line. It is now stored for future use.
Steps to Reuse Canned Lines
Open a New Work Order: Start a new work order in ShopView.
Search for the Canned Line: In the Line field, search for the saved canned line by its name.
Insert the Line: Add the canned line to the work order. The predefined parts and labor will auto-populate.
Best Practices for Naming and Organizing Canned Lines
Use clear and descriptive names for each canned line to make them easy to identify and retrieve.
Group similar services under consistent naming conventions (e.g., "PM Service – [Specific Task]").
Regularly review and update canned lines to ensure they remain relevant and accurate. By following these steps and best practices, you can streamline your workflow in ShopView, ensuring that recurring services are handled efficiently and consistently.
New Part Request Modal – Field Reference
When you click Save & Add Part or select Request Part from a line’s three-dot menu, you’ll see the New Part Request Modal.
Field | Description |
Part Number | Free text or select from inventory or a catalog. |
Part Description | Free text or loads in when selecting from inventory or the catalog. |
Qty | Quantity of parts needed for this job line. |
Source
|
|
Category | Defaults to Uncategorized but is editable based on your settings. This field is what drives your matrix for this part. |
Vendor |
|
Cost | The shop’s internal purchase cost (pre-markup). |
Core Charge (if applicable) | If a value is entered in the field it will trigger the Core Ok/Not Ok feature |
Sell Price | The selling price shown on the estimate or invoice. |
Margin | % based on Sell Price vs Cost |
Once saved, the part appears under the line, and its status updates automatically as it moves through the parts workflow.
Adding Lines and Parts to an Existing Work Order
For an existing WO (e.g., already In Progress or Approved):
To add a new line, go to the Lines Tab in the WO and click New Line (top right).
The New Line modal opens, and the workflow is identical to adding your first line — fill out the same fields and save as needed.To add a part to an existing line, use the Line Three-dot Menu (⋮) next to the line and select Request Part.
This opens the New Part Request modal. Complete the required fields, and the part will be added under that line.