About IFS.ai Work Order Reporter

IFS.ai Work Order Reporter uses generative AI to simplify and accelerate work reporting on the Execute Work Task page. Work reporting traditionally requires manual data entry to record task completion, which is time-consuming, prone to human error, and can delay project timelines when key details such as fault types, causes, actions taken, and material usage are missed. In practice, this means you can enter a free-text description of the work performed, review the AI-generated field values, and save the ones that fit — directly from the assistant. The feature auto-populates reporting fields and supports time calculation and material handling aligned with the work report, so you can focus on the work itself instead of repetitive data entry. Output quality depends on the clarity, detail, and completeness of the report you provide.

Who This Feature Is For and Why It Matters

This feature is designed for roles involved in executing and reporting maintenance and service work, including work carried out in Compatible Unit and FERC reporting scenarios:

Maintenance technicians responsible for reporting completed work
Maintenance engineers capturing fault details, causes, and actions taken
Supervisors overseeing the review and confirmation of reported work

Use this feature when you need to:

Report a work task from a free-text description of the work performed
Improve consistency and accuracy of fault, cause, and action reporting
Reduce the time and manual effort spent on repetitive reporting data entry

By using this feature, you can:

Automatically fill key reporting fields and reduce time spent entering data manually
Reduce human error through intelligent, consistent field suggestions
Auto-issue materials and create new work orders based on the report content
Generate accurate time reports and material inventory updates to track progress and manage resources
Focus on more strategic aspects of work while routine reporting is automated

Where to Find It

Access this feature from the Execute Work Task page.

Page: Execute Work Task

Functional Area: Work Task Management (including Compatible Unit and FERC Reporting)

Location: The Assisted Work Reporting button, which opens an assistant with the Report Work step and the Verify and Confirm step.

How the Feature Uses Data

For the work task currently displayed on the Execute Work Task page, the feature analyzes the free-text work report you provide, together with contextual information, to generate reporting suggestions.

The feature uses:

The free-text work or maintenance report (for example, fault symptoms, parts used, tools involved, and time spent)

It also uses:

Current page context
The material list defined on the Work Task
The Work Order and Work Task descriptions

The feature does not use:

Data outside the current work task context
Data unavailable due to missing access or configuration

Understanding the Output

The feature parses the work report and generates suggested values for the work task reporting fields, along with related time and material handling actions.

The following fields are populated from the report:

Fault Type (LoV)
Cause (LoV)
Performed Action (LoV)
Cause Details (Free Text Field)
Action Taken (Free Text Field)
Performed Work (Free Text Field)
Hours (calculated by the AI/LLM based on your input, used to create a time report for the logged-in user)

In addition, the assistant checks the work report for mentions of parts and cross-references them with the material list defined on the Work Task. When relevant materials are identified, the system automatically issues the parts, updates the warehouse stock, and creates the necessary cost lines, reducing manual input and simplifying material handling. The system also automatically creates new work orders when required based on the content of the report. Results are aligned to the content of the report, so a detailed report yields more complete suggestions, while a sparse or unclear report may return fewer or generic values.

Enabling and Using the Feature

Prerequisites

AI Services must be enabled.
Sufficient AI tokens must be available.
A Work Task must exist in Released, Work Started, or Work Done status.
For automatic material issuance, the work report must mention materials that match those in the Work Task's material list.
The Work Order and Work Task descriptions should be available for improved AI output.

Generate

Open the Execute Work Task page.
Select the Assisted Work Reporting button. The AI analyzes the provided work or maintenance report and auto-fills key reporting fields.
In the Report Work step, paste or enter a free-text report describing the work performed (for example, fault symptoms, parts used, tools involved, and time spent).

Review and Refine

In the Verify and Confirm step, review the auto-populated fields together with any suggested material issuance and new work orders.
Select the relevant suggestions and confirm that all details are accurate and complete.
Adjust editable fields, such as the reporting field values and hours, before saving.

Apply

The feature does not automatically update data. You must confirm changes before they are applied. When you save the reviewed suggestions, the reporting fields are updated on the work task, materials are issued and stock updated, cost lines are created, a time report is generated for the logged-in user, and any required new work orders are created. You can refine the report and repeat the process to generate new results.

Example Actions

Based on generated results, you may:

Report fault type, cause, and performed action from a free-text description
Issue the materials mentioned in the report and update warehouse stock
Generate a time report from the hours calculated by the AI
Create new work orders identified from the content of the report

Improving the clarity, detail, and completeness of the work report can help improve output relevance over time.

Important to Know

Generated output is a suggestion and must be reviewed before use.

The AI does not guarantee correctness or completeness.

The AI does not replace professional judgment.

Company-specific standards and terminology must be applied manually.

If no results are returned, verify that required input data is complete and that the prerequisites are met.