--- title: How to Set Up Work Order Process States description: Process States can be set up for each Work Order Status, to capture additional information about the progress of the work order --- [Skip to content](https://help.fmiworks.com/knowledge/how-to-set-up-process-states#main-content) English Show submenu for translations [Log a Ticket](https://help.fmiworks.com/knowledge/kb-tickets/new?hsLang=en) [Go to Customer Portal](https://help.fmiworks.com/support?hsLang=en) [![Logo.svg\]](https://help.fmiworks.com/hubfs/Logo.svg)](https://www.fmiworks.com/) Open main navigation Close main navigation - English Show submenu for translations - [Log a Ticket](https://help.fmiworks.com/knowledge/kb-tickets/new) - [Go to Customer Portal](https://help.fmiworks.com/support) Get expert help, any time you need it - There are no suggestions because the search field is empty. 1. [Help Centre](https://help.fmiworks.com/knowledge?hsLang=en) 2. [Facility Teams](https://help.fmiworks.com/knowledge/facility-teams?hsLang=en) 3. [Work Orders](https://help.fmiworks.com/knowledge/facility-teams?hsLang=en#work-orders) # How to Set Up Work Order Process States ## Process States can be set up for each Work Order Status, to capture additional information about the progress of the work order This article is for FMI Works users who have been given the permission of System Administrator  ### Overview Process States are associated with a Work Order Status. They allow specific operational processes of an organisation to be incorporated into work order processing. They also enable the capture of additional details about the progress of the work order.  Process States are configurable - you can define process states that reflect your business processes. By default, Process States can only be updated by the FM team. However, if desired, Process States can also be made visible to contractors in the Contractor Portal. Some common uses for Process States are: - When the contractor arrives on site, the contractor can update a Process State to let the FM team know work has commenced. This process state could be called "Work commenced", for example. - When the job is done, and the work order has moved to the status of [Completed](https://help.fmiworks.com/knowledge/how-to-use-the-completed-work-order-status?hsLang=en), a process state of "Waiting on Invoice" could be used, to ensure invoices are uploaded by contractors, instead of leaving jobs open in [Work In Progress](https://help.fmiworks.com/knowledge/how-to-use-the-work-in-progress-work-order-status?hsLang=en). ### Defining Process States From the *Administrator* module, select *System \> Process Definitions*. - To create a new Process Definition, select *Add.* - To edit an existing Process Definition, select the pencil icon under *Edit.* ![](https://help.fmiworks.com/hubfs/image-png-Apr-14-2023-01-04-21-3018-AM.png) Populate the following fields. | Applicable To | Select 'WorkOrder'to assign the Process Definition to work orders. | | --- | --- | | Process Name | Use a meaningful name. This name will not appear on the work order. | | Restrict to Status | Select the Work Order Status that you want the Process Definition to be assigned to. | | Defines States for Status | Ensure this checkbox is selected. | | Send Notification Emails | Select this checkbox to enable email notifications when the Process State is used. | Create the new Process States by selecting the green + button. The State Names defined at this stage will be the Process State options available on the work order. Use the up/down arrows to put them in your order of preference on the work order screen.  ![](https://help.fmiworks.com/hubfs/image-png-Aug-23-2022-01-13-39-88-AM.png) ### Enabling Process States for Contractors By default, Process States are always enabled for the FM Team. This means that the Process States are available for selection when updating a work order in the *Services* module. To make Process States available for selection by contractors when updating a work order in the Contractor portal: - Go to the *Administrator* module and select *Work* \> *Contractor Portal.* - Select 'Allow contractors to select Process States'. - Select *Save Changes.* ![](https://help.fmiworks.com/hubfs/image-png-Aug-23-2022-12-01-41-48-AM.png) ### Email notifications for updates to Process States The Process State email template must be set up if you would like to trigger an email notification when the Process State is updated. From the *Administrator* module, select *System \> Email Templates.* *![](https://help.fmiworks.com/hubfs/image-png-Aug-23-2022-01-35-42-89-AM.png)* Set up the [WO State Changed email template](https://help.fmiworks.com/knowledge/email-templates?hsLang=en). This email will be sent to the FM Team when the Process State is updated on the work order. The user the email will be sent to is dependent on the following conditions. - The work order Status the Process State is defined for. - The user type/s selected on the work order Status in your [Work Order Status Change Email Notification Settings.](https://help.fmiworks.com/knowledge/how-to-set-up-the-work-order-status-change-notification-emails?hsLang=en) For example, if a Process State is defined for work order Status 'Completed'then the Process State email notification will be sent to the user/s that are enabled for work order status 'Completed'. *![](https://help.fmiworks.com/hubfs/image-png-Aug-23-2022-01-39-21-58-AM.png)* ### More information See [How to Use Process States](https://help.fmiworks.com/knowledge/how-to-use-process-states?hsLang=en) for the FM team, and [How Contractors Use Process States](https://help.fmiworks.com/knowledge/how-contractors-use-process-states?hsLang=en). - [Resources](https://help.fmiworks.com/knowledge/resources?hsLang=en#main-content) - [Getting Support](https://help.fmiworks.com/knowledge/resources?hsLang=en#getting-support) - [Overviews](https://help.fmiworks.com/knowledge/resources?hsLang=en#overviews) - [Set Up](https://help.fmiworks.com/knowledge/resources?hsLang=en#set-up) - [Advanced Set Up](https://help.fmiworks.com/knowledge/resources?hsLang=en#advanced-set-up) - [Product Updates](https://help.fmiworks.com/knowledge/product-updates?hsLang=en#main-content) - [FMI Works Product Updates](https://help.fmiworks.com/knowledge/product-updates?hsLang=en#fmi-works-product-updates) - [Pulse Product Updates](https://help.fmiworks.com/knowledge/product-updates?hsLang=en#pulse-product-updates) - [Technical & Security](https://help.fmiworks.com/knowledge/technical-security?hsLang=en#main-content) - [Application Programmer Interface (API)](https://help.fmiworks.com/knowledge/technical-security?hsLang=en#application-programmer-interface-api) - [Cloud Specifications](https://help.fmiworks.com/knowledge/technical-security?hsLang=en#cloud-specifications) - [Operational Requirements](https://help.fmiworks.com/knowledge/technical-security?hsLang=en#operational-requirements) - [Security Policies](https://help.fmiworks.com/knowledge/technical-security?hsLang=en#security-policies) - [Security Updates](https://help.fmiworks.com/knowledge/technical-security?hsLang=en#security-updates) - [Facility Teams](https://help.fmiworks.com/knowledge/facility-teams?hsLang=en#main-content) - [Assets](https://help.fmiworks.com/knowledge/facility-teams?hsLang=en#assets) - [Dashboards & Reporting](https://help.fmiworks.com/knowledge/facility-teams?hsLang=en#dashboards-reporting) - [Financial](https://help.fmiworks.com/knowledge/facility-teams?hsLang=en#financial) - [Locations](https://help.fmiworks.com/knowledge/facility-teams?hsLang=en#locations) - [Planned Maintenance](https://help.fmiworks.com/knowledge/facility-teams?hsLang=en#planned-maintenance) - [Standard Requests](https://help.fmiworks.com/knowledge/facility-teams?hsLang=en#standard-requests) - [Supplier Management](https://help.fmiworks.com/knowledge/facility-teams?hsLang=en#supplier-management) - [User Management](https://help.fmiworks.com/knowledge/facility-teams?hsLang=en#user-management) - [Work Orders](https://help.fmiworks.com/knowledge/facility-teams?hsLang=en#work-orders) - [Attachments](https://help.fmiworks.com/knowledge/facility-teams?hsLang=en#attachments) - [Requesters](https://help.fmiworks.com/knowledge/requesters?hsLang=en#main-content) - [Accessing FMI](https://help.fmiworks.com/knowledge/requesters?hsLang=en#accessing-fmi) - [Requests](https://help.fmiworks.com/knowledge/requesters?hsLang=en#requests) - [Contractors](https://help.fmiworks.com/knowledge/contractors?hsLang=en#main-content) - [Accessing FMI](https://help.fmiworks.com/knowledge/contractors?hsLang=en#accessing-fmi) - [Accreditations & Inductions](https://help.fmiworks.com/knowledge/contractors?hsLang=en#accreditations-inductions) - [Quotes](https://help.fmiworks.com/knowledge/contractors?hsLang=en#quotes) - [Work Orders](https://help.fmiworks.com/knowledge/contractors?hsLang=en#work-orders) [![FMI](https://help.fmiworks.com/hs-fs/hubfs/FMI%20Logo%20Orange-1.png?width=99&height=33&name=FMI%20Logo%20Orange-1.png "FMI")](https://www.fmiworks.com/) Copyright © 2026, FMI Software Pty Ltd trading as FMI Works