--- title: How to Use Process States description: Process States are used to provide additional information about the progress of the work order --- [Skip to content](https://help.fmiworks.com/knowledge/how-to-use-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 Use Process States ## Process States are used to provide additional information about the progress of the work order This article is for FMI Works users who have been given access to the Services module ### Overview Process States are associated with a [Work Order Status](https://help.fmiworks.com/knowledge/how-the-work-order-status-is-used?hsLang=en). They enable additional details about the progress of the work order to be captured and allow an organisation's operational processes to be incorporated into work order processing. #### Process States for work in progress Common uses for Process States with contractors include: - When the contractor has completed the work order, the FM team can let the requester know by updating the Process State. - When the contractor arrives on site, they can update the Process State to let the FM team know work has commenced. If you are a contractor, see [How Contractors Use Process States](https://help.fmiworks.com/knowledge/how-contractors-use-process-states?hsLang=en). #### Process States for completed work Common uses for Process States for completed work include: - After a work order is completed, it can be set to a Process State of 'Awaiting Invoice'. If contractors are lagging with providing invoices, a [scheduled report](https://help.fmiworks.com/knowledge/how-to-set-up-scheduled-reports?hsLang=en) can be set up to prompt them to forward invoices for work orders that are 'Awaiting Invoice'. - After a completed work order has been invoiced, the Process State can be updated to 'Invoiced', for filtering and reporting purposes. ### Selecting the Process State The Process State drop-down option is displayed on the work order. In the example below the work order is 'Completed'. - The Process State can now be selected from the drop-down list. - Selecting a Process State and clicking *Save* on the work order will trigger the email notification of the state change (if enabled). ![](https://help.fmiworks.com/hubfs/image-png-Aug-23-2022-05-02-42-57-AM.png) ### Filtering work orders by Process State Go to the *Services* module and select *Work \> Works Search.* Use the *Current State* drop- down to find work orders using Process States. ### ![](https://help.fmiworks.com/hubfs/image-png-Jul-22-2023-02-54-48-6165-AM.png) ### Reporting on Process States Go to the *Services* module and select *Reports \> Work Order Management.* The following reports can be filtered using Process States. > Work Order Estimates Vs Actuals > Work Order Details > Work Order Overdue ![](https://help.fmiworks.com/hubfs/image-png-Jul-22-2023-02-53-31-3293-AM.png) ### More information See our article [How to Set Up Work Order Process States](https://help.fmiworks.com/knowledge/how-to-set-up-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