This article walks you through the full process of creating a work order using FexaAI, from starting a chat to submitting the completed work order.
Step 1: Start a New Chat
Click the "+" button from the global menu
Or click the "+" button from the Work Orders section.
Step 2: Describe Your Issue
Type a description of the facility issue you need to report. Be as specific as possible. For example:
"The women's restroom toilet is leaking when flushed"
"The front door lock is broken and won't latch"
"We need new hours signage for our San Jose location"
FexaAI uses your description to start filling in the work order fields automatically.
Step 3: FexaAI Fills in the Required Fields
As you chat, FexaAI determines the correct values for each required field and fills them in. You will see these update in real time in the Work Order Details panel on the right side of the screen.
The fields FexaAI handles include:
Field | Description |
|---|---|
Client | The client associated with the work order |
Store/Location | The specific store location (depends on Client being set first) |
Category | The trade and subcategory for the issue (e.g., Plumbing > Toilet) |
Priority | The urgency level of the work order. FexaAI uses the default priorities set up in Fexa. |
Class | The work order classification |
Description | A detailed description of the issue, built from your conversation |
How Field Selection Works
FexaAI only shows you field values you have permission to access
If there is only one possible value for a field (for example, you are associated with a single client), it is filled in and locked automatically
Store cannot be set until Client is selected first
FexaAI may ask you to confirm or clarify a field value if it finds multiple possible matches
Custom Required Fields
Your organization may have additional required fields beyond the standard set (for example, an Equipment ID or Zone Number). If these are text-based fields, FexaAI will ask you to provide values for them during the conversation.
Step 4: Optional Fields
The Work Order Details panel may also include optional fields that you can fill in manually:
Area — The specific area within the store where the issue is located
Asset — The specific piece of equipment affected
These fields appear in the Work Order Details panel and can be selected from dropdown menus. They are not required to create the work order, but adding them helps provide more context for the vendor.
Step 5: Troubleshooting (When Applicable)
For certain categories, FexaAI may guide you through a troubleshooting phase after collecting the basic work order details. During this phase:
FexaAI asks follow-up questions about the issue
Your answers help build a more detailed work order description
In some cases, the issue may be resolved without needing to dispatch a vendor
Not all categories include troubleshooting — it depends on your organization's configuration. See the article "Understanding Troubleshooting and Call Avoidance" for more details.
Step 6: Attach Photos or Documents
During the conversation, you can upload photos or documents to the work order. For some categories, your organization may require a photo or document before the work order can be submitted.
FexaAI will prompt you when an attachment is needed. See the article "Uploading Photos and Documents" for supported file types and instructions.
Step 7: Review and Submit
Once all required fields are complete, FexaAI finalizes the work order. Before submission:
Review the Work Order Details panel on the right to confirm all fields are correct
FexaAI will confirm the work order details in the chat
The work order is created automatically
You will see a confirmation message in the chat with the work order number.
What Happens After Submission
Once the work order is created:
It appears in the Fexa Work Order grid like any other work order
All existing workflows apply — assignments, approvals, and dispatch proceed as normal
If your organization has the "Created By AI" column enabled, the work order will be marked to indicate it was created through FexaAI
The full chat conversation is saved and can be viewed in the AI Chat History tab on the work order (if your permission group has Manage access)
Common Questions
What if FexaAI picks the wrong category?
Let FexaAI know in the chat. For example: "That's not the right category — this is an electrical issue, not plumbing." FexaAI will search for and set the correct category.
Can I cancel a work order in progress?
You can close the chat window at any time before the work order is submitted. No work order will be created if you leave before it is finalized.