{"id":2322,"date":"2026-07-23T06:28:02","date_gmt":"2026-07-23T06:28:02","guid":{"rendered":"https:\/\/staffy-app.com\/?p=2322"},"modified":"2026-07-23T06:28:02","modified_gmt":"2026-07-23T06:28:02","slug":"digital-work-documents","status":"publish","type":"post","link":"https:\/\/nitvio.com\/en\/partes-de-trabajo-digitales\/","title":{"rendered":"Digital work orders: what they are and when to use them"},"content":{"rendered":"<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_89 counter-hierarchy ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title ez-toc-toggle\" style=\"cursor:pointer\">Contents of the article<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"Toggle Table of Content\"><span class=\"ez-toc-js-icon-con\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #682bd7;color:#682bd7\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewbox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #682bd7;color:#682bd7\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewbox=\"0 0 24 24\" version=\"1.2\" baseprofile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/span><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 eztoc-toggle-hide-by-default' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/nitvio.com\/en\/partes-de-trabajo-digitales\/#Que_es_un_parte_de_trabajo_digital\" >What is a digital work report?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/nitvio.com\/en\/partes-de-trabajo-digitales\/#Cuando_utilizar_partes_de_trabajo\" >When to use work orders<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/nitvio.com\/en\/partes-de-trabajo-digitales\/#Problemas_de_gestionar_partes_en_papel\" >Problems with managing paper-based reports<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/nitvio.com\/en\/partes-de-trabajo-digitales\/#Que_debe_incluir_un_parte_de_trabajo\" >What should a work report include?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/nitvio.com\/en\/partes-de-trabajo-digitales\/#Flujo_de_un_parte_de_trabajo_digital\" >Workflow for a digital work report<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/nitvio.com\/en\/partes-de-trabajo-digitales\/#Tabla_para_revisar_partes_de_trabajo_digitales\" >Checklist for reviewing digital workpieces<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"https:\/\/nitvio.com\/en\/partes-de-trabajo-digitales\/#Errores_frecuentes_al_gestionar_partes_de_trabajo\" >Common mistakes when managing work orders<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-8\" href=\"https:\/\/nitvio.com\/en\/partes-de-trabajo-digitales\/#Como_evitar_partes_incompletos\" >How to avoid incomplete reports<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-9\" href=\"https:\/\/nitvio.com\/en\/partes-de-trabajo-digitales\/#Proteccion_de_la_informacion_registrada\" >Protection of recorded information<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-10\" href=\"https:\/\/nitvio.com\/en\/partes-de-trabajo-digitales\/#Como_gestionar_partes_de_trabajo_con_Staffy\" >How to manage work orders with Staffy<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-11\" href=\"https:\/\/nitvio.com\/en\/partes-de-trabajo-digitales\/#Preguntas_frecuentes_sobre_partes_de_trabajo_digitales\" >Frequently asked questions about digital work reports<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-12\" href=\"https:\/\/nitvio.com\/en\/partes-de-trabajo-digitales\/#%C2%BFQue_es_un_parte_de_trabajo\" >What is a work order?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-13\" href=\"https:\/\/nitvio.com\/en\/partes-de-trabajo-digitales\/#%C2%BFQue_empresas_utilizan_partes_de_trabajo\" >Which companies use work orders?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-14\" href=\"https:\/\/nitvio.com\/en\/partes-de-trabajo-digitales\/#%C2%BFSe_pueden_anadir_fotografias_o_documentos\" >Can photographs or documents be added?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-15\" href=\"https:\/\/nitvio.com\/en\/partes-de-trabajo-digitales\/#%C2%BFPuede_descargarse_un_parte_en_PDF\" >Can a report be downloaded as a PDF?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-16\" href=\"https:\/\/nitvio.com\/en\/partes-de-trabajo-digitales\/#%C2%BFPuede_enviarse_al_cliente\" >Can it be sent to the customer?<\/a><\/li><\/ul><\/li><\/ul><\/nav><\/div>\n<article class=\"staffy-article\">\n<p class=\"staffy-intro\">The <strong>digital work documents<\/strong> They enable you to keep a record of an action: what was done, when, for which client or project, how long it took, and what comments were recorded.<\/p>\n<p>In maintenance, installation, technical services, cleaning and project-based companies, these documents help to review the tasks carried out and ensure their traceability.<\/p>\n<p>When managed on paper, reports can get lost, arrive late or contain incomplete information. Digitising them helps to keep data organised and linked to clients, projects, locations or tasks.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Que_es_un_parte_de_trabajo_digital\"><\/span>What is a digital work report?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>A digital work report is an online record of a task, service or activity. It contains the information needed to verify the work carried out and to store it in a searchable format.<\/p>\n<p>Depending on the service, this may include:<\/p>\n<ul>\n<li>Client, project or centre.<\/li>\n<li>Date of completion.<\/li>\n<li>Technician, employee or manager.<\/li>\n<li>Time spent.<\/li>\n<li>Description of the work carried out.<\/li>\n<li>Comments and issues.<\/li>\n<li>Photographs, documents or other attachments.<\/li>\n<li>Validation status.<\/li>\n<li>Signature or acknowledgement, where applicable.<\/li>\n<\/ul>\n<p>The aim is not simply to replace paper, but to have a structured, comprehensive and easy-to-search record.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Cuando_utilizar_partes_de_trabajo\"><\/span>When to use work orders<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Reports are particularly useful when a company needs to document activities relating to a customer, project, centre, facility or service.<\/p>\n<p>Some examples include:<\/p>\n<ul>\n<li>Repairs and installations.<\/li>\n<li>Maintenance services.<\/li>\n<li>Specialised cleaning services.<\/li>\n<li>Site visits and technical support.<\/li>\n<li>Regular checks.<\/li>\n<li>Work carried out outside the office.<\/li>\n<li>Activities relating to a client or project.<\/li>\n<\/ul>\n<p>In such cases, the report sets out what was done, who carried out the work and what information was linked to the service.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Problemas_de_gestionar_partes_en_papel\"><\/span>Problems with managing paper-based reports<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Paper-based systems may work for very simple processes, but they often cause difficulties when several technicians, clients, centres or managers are involved.<\/p>\n<ul>\n<li>The report is being submitted late.<\/li>\n<li>It may get lost or become damaged.<\/li>\n<li>The information is difficult to read.<\/li>\n<li>It does not always include all the necessary information.<\/li>\n<li>It is not linked to the relevant client or project.<\/li>\n<li>It makes report-writing more complicated.<\/li>\n<li>It forces you to enter the same details several times.<\/li>\n<li>It makes it difficult to ascertain the status of the review or validation.<\/li>\n<\/ul>\n<p>When this happens, reviewing a case or preparing documentation for the client takes longer than necessary.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Que_debe_incluir_un_parte_de_trabajo\"><\/span>What should a work report include?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>A useful report must be clear, comprehensive and easy to consult. To achieve this, it should answer the following questions:<\/p>\n<ul>\n<li>Who carried out the work?<\/li>\n<li>Where and when did it take place?<\/li>\n<li>Which client or project does this relate to?<\/li>\n<li>What task was carried out?<\/li>\n<li>How much time did he spend on it?<\/li>\n<li>What issues or observations arose?<\/li>\n<li>Were any images or documents attached?<\/li>\n<li>Who should review or approve it?<\/li>\n<li>Should it be sent or shared with the client?<\/li>\n<\/ul>\n<p>The more structured the information is, the fewer queries will arise when reviewing, validating or sending the document.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Flujo_de_un_parte_de_trabajo_digital\"><\/span>Workflow for a digital work report<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>A standard workflow helps employees and managers know what they need to do at any given time.<\/p>\n<ol>\n<li>The employee selects the client, project or task.<\/li>\n<li>Record the work carried out and the time spent on it.<\/li>\n<li>Add comments, issues or attachments.<\/li>\n<li>Save or send the report.<\/li>\n<li>The person in charge checks the information.<\/li>\n<li>The report is either approved or returned for correction.<\/li>\n<li>Where appropriate, it is downloaded or shared with the client.<\/li>\n<\/ol>\n<p>This process enables us to monitor the status of the report and maintain a record of the actions taken.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Tabla_para_revisar_partes_de_trabajo_digitales\"><\/span>Checklist for reviewing digital workpieces<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<div class=\"staffy-table-scroll\" role=\"region\" aria-label=\"Checklist for reviewing digital workpieces\">\n<table>\n<caption>Recommended information to include in a work report<\/caption>\n<thead>\n<tr>\n<th scope=\"col\">Element<\/th>\n<th scope=\"col\">What should be included<\/th>\n<th scope=\"col\">Why it is important<\/th>\n<\/tr>\n<\/thead>\n<tbody>\n<tr>\n<td><strong>Client or project<\/strong><\/td>\n<td>Who was this work carried out for?.<\/td>\n<td>Match the statement with the correct context.<\/td>\n<\/tr>\n<tr>\n<td><strong>Date and time<\/strong><\/td>\n<td>Date on which the service was carried out and its duration.<\/td>\n<td>It makes planning and reporting easier.<\/td>\n<\/tr>\n<tr>\n<td><strong>Description<\/strong><\/td>\n<td>Work carried out and relevant details.<\/td>\n<td>Avoid incomplete or difficult-to-interpret records.<\/td>\n<\/tr>\n<tr>\n<td><strong>Attachments<\/strong><\/td>\n<td>Photographs, documents or evidence.<\/td>\n<td>It provides further context regarding the performance.<\/td>\n<\/tr>\n<tr>\n<td><strong>Validation<\/strong><\/td>\n<td>Internal review, status, signature or acceptance.<\/td>\n<td>It allows you to check the status of the report.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n<h2><span class=\"ez-toc-section\" id=\"Errores_frecuentes_al_gestionar_partes_de_trabajo\"><\/span>Common mistakes when managing work orders<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>The most common errors occur when each team records the information in a different way or when the report is completed too late.<\/p>\n<ul>\n<li>Do not specify the client, project or location.<\/li>\n<li>Using descriptions that are too vague.<\/li>\n<li>Failure to record the time spent.<\/li>\n<li>Do not include any significant incidents or comments.<\/li>\n<li>Save the attachments separately from the report.<\/li>\n<li>Failure to specify who should review or validate.<\/li>\n<li>Do not distinguish between \u2018draft\u2019, \u2018sent\u2019 and \u2018approved\u2019.<\/li>\n<li>Storing paper documents without scanning them.<\/li>\n<\/ul>\n<p>These errors make internal checks more difficult and may give rise to doubts when a customer needs information about the service provided.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Como_evitar_partes_incompletos\"><\/span>How to avoid incomplete reports<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>The company should define a standard structure and adapt it to the type of service it provides.<\/p>\n<ul>\n<li>Create templates based on the type of work.<\/li>\n<li>Define required fields.<\/li>\n<li>Use clear and specific descriptions.<\/li>\n<li>Allow images or documents to be attached.<\/li>\n<li>Appoint people responsible for reviewing the work.<\/li>\n<li>Link the report to the client, project or task.<\/li>\n<li>Keep a record for future reference.<\/li>\n<\/ul>\n<p>In this way, each action is recorded with the necessary information and in a format that is easier to review.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Proteccion_de_la_informacion_registrada\"><\/span>Protection of recorded information<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Reports may contain employees\u2019 names, signatures, locations, photographs or other personal data. It is therefore advisable to specify who may access this information, how long it should be retained and for what purpose it is used.<\/p>\n<p>For the Spanish version, please see the <a href=\"https:\/\/www.aepd.es\/guias\/la-proteccion-de-datos-en-las-relaciones-laborales.pdf\" target=\"_blank\" rel=\"noopener\">AEPD guidance on data protection in employment relationships<\/a>.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Como_gestionar_partes_de_trabajo_con_Staffy\"><\/span>How to manage work orders with Staffy<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Staffy enables you to manage work orders linked to clients, projects, tasks and responsible staff.<\/p>\n<p>With this feature, you can:<\/p>\n<ul>\n<li>Create and view reports on supported devices.<\/li>\n<li>Record information about the work carried out.<\/li>\n<li>Please include comments and attachments.<\/li>\n<li>Validate the reports in accordance with the defined workflow.<\/li>\n<li>Download them as PDF files once they have been configured.<\/li>\n<li>Send them to the customer when the process allows.<\/li>\n<\/ul>\n<p>In this way, reports are no longer paper-based and become part of a more organised and searchable workflow.<\/p>\n<div class=\"staffy-button-wrapper\"><a class=\"staffy-button\" href=\"\/en\/features\/work-sections\/\" target=\"_blank\" rel=\"noopener noreferrer\" aria-label=\"View Staffy\u2019s digital work order functionality\"><br \/>\nView work orders<br \/>\n<\/a><\/div>\n<p>&nbsp;<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Preguntas_frecuentes_sobre_partes_de_trabajo_digitales\"><\/span>Frequently asked questions about digital work reports<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<h3><span class=\"ez-toc-section\" id=\"%C2%BFQue_es_un_parte_de_trabajo\"><\/span>What is a work order?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>It is a document or record that provides a written account of an action, including details such as the date, the person responsible, the client, the task, the time spent and any comments.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"%C2%BFQue_empresas_utilizan_partes_de_trabajo\"><\/span>Which companies use work orders?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>They are particularly useful for maintenance, installation, cleaning and technical services companies, as well as other businesses involved in client- or project-related work.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"%C2%BFSe_pueden_anadir_fotografias_o_documentos\"><\/span>Can photographs or documents be added?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Yes, when the system and the relevant permissions allow you to attach images, documents or other work-related evidence.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"%C2%BFPuede_descargarse_un_parte_en_PDF\"><\/span>Can a report be downloaded as a PDF?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Yes, the download may be available depending on the settings and workflow defined by the company.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"%C2%BFPuede_enviarse_al_cliente\"><\/span>Can it be sent to the customer?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Yes, once the email has been set up. It is a good idea to decide in advance what information it should contain and who is authorised to share it.<\/p>\n<div class=\"staffy-notice\">\n<p><strong>Notice:<\/strong> This content is for information purposes only. Please check internal procedures, permissions, data protection, contractual terms and validation criteria before deciding how to create, sign, download or submit work documents.<\/p>\n<\/div>\n<\/article>","protected":false},"excerpt":{"rendered":"<p>Find out what a digital timesheet should include and how to record tasks, times, clients, projects, attachments and approvals.<\/p>","protected":false},"author":5,"featured_media":3124,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[1],"tags":[96,91,93,92,94,95],"class_list":["post-2322","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-control-horario","tag-clientes","tag-partes-de-trabajo","tag-proyectos","tag-tareas","tag-tecnicos","tag-trabajo-en-campo"],"_links":{"self":[{"href":"https:\/\/nitvio.com\/en\/wp-json\/wp\/v2\/posts\/2322","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/nitvio.com\/en\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/nitvio.com\/en\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/nitvio.com\/en\/wp-json\/wp\/v2\/users\/5"}],"replies":[{"embeddable":true,"href":"https:\/\/nitvio.com\/en\/wp-json\/wp\/v2\/comments?post=2322"}],"version-history":[{"count":13,"href":"https:\/\/nitvio.com\/en\/wp-json\/wp\/v2\/posts\/2322\/revisions"}],"predecessor-version":[{"id":3300,"href":"https:\/\/nitvio.com\/en\/wp-json\/wp\/v2\/posts\/2322\/revisions\/3300"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/nitvio.com\/en\/wp-json\/wp\/v2\/media\/3124"}],"wp:attachment":[{"href":"https:\/\/nitvio.com\/en\/wp-json\/wp\/v2\/media?parent=2322"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/nitvio.com\/en\/wp-json\/wp\/v2\/categories?post=2322"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/nitvio.com\/en\/wp-json\/wp\/v2\/tags?post=2322"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}