Navigate to your EZO CMMS dashboard and click "Settings."

Under the Company Settings & Addons, select "Enable Work Order Custom Substates" and click "Enabled."

From the main menu, go to **More** → **Customize** → **Custom Substates**.

Now click the "Work Orders" tab to create custom substates for Work Orders.

Here you can find two parent states "Open" and "In Progress." Click the "Add Custom Substate" button to create a new substate in each Parent state.

Please note that by default, all existing work orders will fall in the Parent State, “Open, " which you created for the first time on your EZO CMMS account.

Choose the Parent State from the drop-down menu, then enter the name and description for the new substate you’re creating. In this case, we’re creating two substates within the "Open" state: the first is "Awaiting Parts," and the second is "Planning Phase."

You can edit the custom substate by clicking **"Edit."**

The custom substate can also be deactivated. Click **"Deactivate"** to proceed.

However, you can only deactivate the default substate if all non-default substates have been deactivated first.

Similarly, you can create another custom substate in the Open state, which in this example is labeled as "Planning Phase."

Following the same approach, you can create custom substates for work orders within the second Parent State, "In Progress."

The first custom substate for "In Progress" will be Site Preparation.

The second custom substate for "In Progress" will be Inspection.

All created custom substates can be viewed on this page.

Please note that the default status for custom substates in both Parent states can be changed.

Now, let’s go over how to transition between custom substates for work orders in EZO CMMS.

Go to the Work Orders page and select the work order you want to transition between custom substates. In this example, we’ll choose the work order titled "Repair Elevator on 4th Floor."

Click **More** and select the custom substate "Transition To Open: Awaiting Parts." This updates your work order within the "Open" state, indicating that the team is currently waiting for parts or materials to begin work.

In the next step, update your work order to the second custom substate, "Transition To Open: Planning Phase," within the Open state. This indicates that the work is in the planning stage, where tasks and resources are being assigned.

Moving your work order to the second Parent state, "In Progress" means you will be starting your work. Once you select this state, a new window will appear, prompting you to enter the work order details and then click the "Start" button.

Once work order is started, you can change custom substates within the "In Progress" state.

Please note, once a work order is moved to the "In Progress" state, it cannot be moved back to the "Open" state.

Once your work order is completed, you can view its history. Click "Complete Work Order" to close your work order and then proceed to the next step.

Click **More** → **Work Order History** to view the history of your work order.

Here you can view the complete history of your work order.

You can set up "Alerts & Emails" whenever custom substates change within the Parent state. To do this, go to **More** **→ Alerts & Emails → Substate Change Within the Parent State**.

Check the "Daily Digest" and/or "Email" options based on your preferences. To view a sample of the email, click the eye icon.

This is what the sample email looks like.

The final email might vary from the sample view.

You can also create a new email template according to your preferences. Click the plus icon to get started.



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Here you can create a new email template whenever custom substates change within the Parent state.

Template Name
*
Subject
*
Template Type
*
Advance Checkin Due Alert
Advance Item Audit Due
Advance Reservation Alert
Advanced Contract Expire Alert
Advanced Member Offboarding
Offboarding Reminder Alert
Advanced Task Due Alert
Arbitrated Request For Checkin
Arbitrated Request For Checkout
Item Activated
Item Audit Cancelled
Item Audit Completed
Item Audit Requested
Item Checkin
Item Checkin Approved
Item Checkout
Item Created
Item Deletion
Item Extend Checkout
Item Reservation Fulfilled
Item Retired
Item Scanned
Asset Stock Checkin
Asset Stock Checkout
Asset Stock Checkout Extended
Asset Stock Retired
Asset Stock Substate Transition Within Parent State
Item Substate Transition Within Parent State
Basket Checkin Approved
Basket Checkin Denied
Basket Checkin Request
Cart Checkin
Cart Checkout
Cart Extend Checkout
Cart Reservation
Carts Checkin Due Today
Carts Overdue
Change Request Approved
Change Request Created
Change Request Denied
Checkin Due Today
Comment Added On Task
Contract Activated Today
Contract Approval Requested
Contract Approved
Contract Created
Contract Denied
Contract Expired Today
Contract Terminated
Custom Field (Vendor End Date)
Custom Field (Testing Ar)
Daily Digest
Deny Arbitrated Checkin
Deny Arbitrated Checkout
Excess Location Based Threshold Limit Reached
Gsuite Sync Summary
Inventory Reservation Approved
Inventory Reservation Declined
Inventory Threshold Limit Reached
Inventory Threshold Passed
Item Audit Assigned
Item Audit Comment Added
Item Audit Completed
Item Audit Drafted
Item Audit Due Today
Item Audit Overdue
Item Audit Started
Items Created
Items Pending Delivery
Items Received
Ldap User Confirmation Alert
Location Based Threshold Limit Reached
Location Based Threshold Passed
Marked Complete
Member Deactivation Summary
Member Invitation
Member Offboarding Date Changed
Move Cart
Non Login User Confirmation Alert
Order Inventory
Cart New Comment Added
Overdue Items
Package Checkin
Package Checkout
Package Reservation
Package Reservation Fulfilled
Package Substate Transition Within P

You can find a separate dropdown with custom substates for work orders in reports. This dropdown will vary based on the state selected, displaying relevant values accordingly. It can be seen in all Work Order and custom reports. To view it, go to **Reports** → **Maintenance Reports** → **Work Orders**.

Custom reports can also be created, allowing you to select the specific data, including custom substates, to display for your work orders. Click "Create Custom Report" to proceed to the next step.

In Step 1, choose "Work Orders" from the dropdown. Then, in the following steps, select the columns, data, and rows you need for the custom report. You can also apply functions to fields for deeper insights in your custom report.

Once you’ve specified all the relevant data for custom substates in your work orders report, click **"Run Report"** to view the final custom report.

This is how your custom report looks like.

On the Work Orders listing page, you can also apply filters to see the exact status of the work orders in each Parent state. Click the filter icon and then choose "State."

Select the exact state you want to filter by and then click "Apply" to see the results.

On the Work Orders listing page, you can view the exact state of your work orders and track their progress.

On your dashboard, you can view the exact state of your work orders within the **Work Orders** widget.

How To Add Custom Substates in Work Order System