Placing Orders From the Web Portal

Introduction

The ARMOR web portal provides a comprehensive interface for creating parts, service, and capital orders for your assets. This article walks through the complete order creation process in the web application, from asset selection to vendor notification. Whether you're ordering emergency parts, scheduling preventive maintenance, or requesting capital equipment, the web portal offers the most feature-rich ordering experience with full visibility into vendor recommendations, approval workflows, and order history.

Understanding the web-based order creation process is essential for administrators, site managers, and technicians who manage asset maintenance and procurement from their desks or offices.

Prerequisites

Required Permissions

To create orders in the web portal, your ARMOR user account must have one of the following permission levels:

Permission Level	Can Create Orders?	Order Types	Approval Required?
Admin	Yes	Parts, Service, Capital	Depends on automation rules
Manager	Yes	Parts, Service, Capital	Depends on automation rules
Technician	Yes (if enabled)	Parts, Service (Capital may be restricted)	Usually required
Viewer	No	N/A	N/A

If you don't see the "Create Order" option in the Order Management section, contact your account administrator to request appropriate permissions.

Vendor Configuration

Before creating orders, your account should have at least one active vendor configured with:

• Valid contact information (email address or phone number)
• Appropriate filtering rules (manufacturer/model tags) that match your asset inventory
• Active status (not disabled)

If no vendors are configured, orders can still be created but will require manual vendor selection or will remain in a "pending vendor" state until a vendor is assigned.

For vendor setup guidance, see the articles How to Create a Vendor and How Vendor Filtering Works.

Accessing the Order Creation Form

Method 1: From the Order Management Dashboard

1. Log in to the ARMOR web portal at your organization's URL (e.g., yourcompany.armordata.com).
2. Click Order Management in the main navigation menu.
3. The Order Management dashboard displays recent orders, KPIs, and quick actions.
4. Click the Create Order button (usually prominently displayed at the top right).
5. The order creation form opens in a new view or modal dialog.

Method 2: From the Asset Detail Page

1. Navigate to Asset Management in the main menu.
2. Locate the asset for which you want to create an order (use search, filters, or map view).
3. Click the asset name to open the asset detail page.
4. In the asset detail view, look for the Actions menu or button.
5. Select Create Order from the actions menu.
6. The order creation form opens with the asset pre-selected.

Method 3: From the Quick Actions Menu

Some ARMOR configurations provide a quick actions menu accessible from the top navigation bar:

1. Click the Quick Actions icon (often a "+" symbol or hamburger menu).
2. Select New Order from the dropdown.
3. The order creation form opens.

The Order Creation Form: Step-by-Step

Step 1: Select Order Type

The first field in the order form is Order Type. This determines the workflow, approval requirements, and vendor routing.

Order Type	Description	Typical Use Case
Parts Order	Request replacement parts or components	Air filter, oil filter, belts, coolant, sensors
Service Order	Request labor or service work	Preventive maintenance, repairs, inspections, troubleshooting
Capital Order	Request new equipment or major capital expenditures	New generator, HVAC replacement, asset upgrades

Selection Guidance:

• If you need both parts AND labor, create a Service Order and include parts details in the description or notes. Most vendors expect service orders to encompass parts and labor.
• Use Parts Orders only when ordering components without service (e.g., stocking spare parts for in-house repairs).
• Capital orders often trigger special approval workflows and may require additional justification fields.

Step 2: Select the Asset

The Asset field determines which equipment the order relates to. This field drives vendor selection through tag-based filtering.

To Select an Asset:

1. Click into the Asset field. A dropdown appears showing recent assets or a search interface.
2. Begin typing the asset name, serial number, or site name to filter the list.
3. Select the appropriate asset from the filtered results.
4. The form automatically populates asset details such as manufacturer, model, and location below the selection.

What Happens Behind the Scenes:

• When you select an asset, ARMOR retrieves all tags associated with that asset (e.g., CAT, C15, Generator, Diesel, Boston).
• The system evaluates all active vendors' filtering rules against these tags.
• The vendor with the highest priority that matches the asset's tags is automatically selected in the Vendor field (see Step 3).

If the Asset Isn't Listed:

• Verify that the asset exists in your Asset Management inventory.
• Check that the asset is active (not archived or deleted).
• Ensure your user account has permission to view the asset (based on site or organizational unit assignments).

Step 3: Verify or Change the Vendor

After selecting an asset, the Vendor field auto-populates with the system's recommended vendor based on filtering rules. This field shows:

• Vendor name
• Contact email (if configured)
• Priority value (in some ARMOR configurations)

To Accept the Recommended Vendor:

• If the auto-selected vendor is correct, leave the field as-is and proceed to the next step.

To Change the Vendor:

1. Click the Vendor dropdown to see all available vendors.
2. The dropdown displays vendors sorted by priority (highest first), with matching vendors highlighted.
3. Select a different vendor from the list.
4. A warning may appear: "This vendor does not match the asset's tags. Are you sure?" This is informational—you can proceed if needed.

Why Change the Vendor?

• The recommended vendor is unavailable or on vacation.
• You have a specific vendor relationship for this order.
• You're testing a new vendor.
• The asset has special contractual requirements not captured by tags.

If No Vendor Is Suggested:

• The asset's tags don't match any vendor's filtering rules.
• No active vendors are configured in your account.
• Solution: Manually select a vendor from the dropdown, or contact your administrator to configure vendor filtering rules for this asset type.

Step 4: Enter Order Description

The Description field is a free-text area where you describe what needs to be ordered or serviced. This information is sent directly to the vendor.

Best Practices for Descriptions:

• Be Specific: Instead of "needs service," write "perform 500-hour preventive maintenance per manufacturer schedule—includes oil change, filter replacements, coolant check, and load bank test."
• Include Part Numbers: If you know specific part numbers, include them: "Order air filter part #123-4567 and oil filter part #890-1234."
• Specify Urgency: Indicate if this is routine maintenance or an emergency: "URGENT: Generator failed to start. Requires immediate diagnostic and repair."
• Reference Work Orders: If this order relates to an existing work order or alert, include the reference: "Follow-up to Work Order #WO-5678 from 2025-11-10."
• Avoid Ambiguity: Don't assume the vendor knows your asset's history. Provide complete context.

Example Descriptions:

Order Type	Good Description	Poor Description
Parts	Order the following parts for CAT C15 generator (Serial #12345): (1) Air filter CAT 123-4567, (2) Oil filter CAT 234-5678, (3) Fuel filter CAT 345-6789. Ship to Boston site by 2025-11-25.	Need filters.
Service	Perform annual preventive maintenance on Cummins QSK60 generator per manufacturer PM schedule. Includes: oil/filter change (15W-40 mineral oil), coolant analysis, belt inspection, battery test, load bank test (2-hour at 100% load). Coordinate service date with site manager John Doe (john.doe@example.com).	PM needed.
Capital	Request quote for replacement of aging Kohler 150kW generator (installed 2005, Serial #67890) with new CAT C9 equivalent or better. Must meet site specifications: 150kW minimum, 480V 3-phase, sound-attenuated enclosure, ATS integration. Include installation, commissioning, and disposal of old unit.	Need new generator.

Step 5: Add Images or Attachments (Optional)

Many order forms allow you to upload images or documents to provide additional context to the vendor.

To Add Images:

1. Click the Add Image or Attach File button.
2. Select one or more image files from your computer (JPEG, PNG, PDF typically supported).
3. Images are uploaded and compressed for storage (using GridFS in ARMOR's backend).
4. Thumbnails appear below the upload button. Click to preview or remove.

When to Use Images:

• Showing damage or wear (e.g., cracked belt, leaking coolant, corroded connections)
• Providing part label photos to ensure correct parts are ordered
• Documenting error codes or display screens
• Showing site access requirements or constraints

File Size Limits:

• Most ARMOR configurations limit individual file uploads to 10 MB.
• Total attachments per order are typically capped at 25 MB.
• If you need to share larger files, include a link to a cloud storage location (Dropbox, Google Drive, etc.) in the order description.

Step 6: Set Priority and Urgency

Some order forms include a Priority or Urgency field to communicate the time-sensitivity of the order.

Priority Level	Description	Typical Response Time
Emergency	Asset is down, critical service required immediately	Same day or within hours
Urgent	Asset is at risk, service needed within days	1-3 business days
Normal	Routine maintenance or planned parts order	1-2 weeks
Low	Non-critical, can be scheduled at vendor's convenience	Flexible

Setting the appropriate priority helps vendors triage their work and allocate resources effectively. Emergency orders may incur expedited service fees.

Step 7: Specify Requested Service Date (For Service Orders)

If you're creating a service order, you may have the option to request a specific service date or date range.

To Set a Service Date:

1. Locate the Requested Service Date field.
2. Click the date picker and select your preferred date.
3. If a date range is supported, select start and end dates (e.g., "any day between Nov 20-25").
4. The selected date is sent to the vendor as a preference, not a guaranteed appointment. The vendor will confirm availability.

Date Selection Guidelines:

• Allow adequate lead time (7-14 days for routine service, 30+ days for complex projects).
• Consider site access constraints (e.g., don't schedule service when the site is closed).
• Coordinate with on-site personnel to ensure someone is available to meet the vendor.

Step 8: Enable Maintenance Mode (Service Orders Only)

Service orders may include an option to Enable Maintenance Mode for the asset during the service window. This is a checkbox or toggle near the bottom of the form.

What Maintenance Mode Does:

• Temporarily suppresses alerts and alarms for the asset during the service period.
• Prevents false alarms caused by intentional asset shutdowns or diagnostics.
• Automatically re-enables monitoring once the service is marked complete.

When to Enable Maintenance Mode:

• Service requires asset shutdown (e.g., oil changes, engine overhauls).
• Diagnostic procedures will trigger alarms (e.g., load bank testing, sensor calibration).

When NOT to Enable Maintenance Mode:

• Service is performed while the asset remains online (e.g., minor inspections).
• You want to continue monitoring the asset for safety reasons during service.

If enabled, maintenance mode typically activates automatically when the order is marked "in progress" and deactivates when the order status changes to "complete."

Step 9: Add Internal Notes (Optional)

The Internal Notes field (if available) allows you to add information that is visible only to your organization—not to the vendor.

Use Internal Notes For:

• Budget tracking codes or purchase order numbers
• Internal approval notes ("Approved by Manager Jane Smith on 2025-11-15")
• Context for future reference ("This order is part of the Q4 preventive maintenance campaign")
• Vendor performance observations ("Previous service by this vendor was excellent—5-star rating")

Internal notes are stored in the order record and appear in order history and reports, but are never sent to the vendor.

Step 10: Review and Submit

Before submitting the order, review all fields for accuracy:

Field	Review Checklist
Order Type	Correct type selected (Parts, Service, or Capital)?
Asset	Correct asset selected? Manufacturer and model accurate?
Vendor	Appropriate vendor selected? Contact info looks correct?
Description	Clear, specific, and complete? Part numbers included?
Attachments	Images uploaded successfully? Relevant files attached?
Priority	Urgency level matches the actual situation?
Service Date	Realistic timeframe? Site access arranged?
Maintenance Mode	Enabled if service will cause downtime or alarms?

Once you've reviewed all fields, click the Submit Order button (may also be labeled "Create Order" or "Send to Vendor").

What Happens After You Submit

Immediate Confirmation

After clicking Submit, you'll see a confirmation message: "Order [ORDER-ID] created successfully." The order ID follows a naming convention based on order type:

• Parts Orders: PART-001, PART-002, etc.
• Service Orders: SVC-001, SVC-002, etc.
• Capital Orders: CAP-001, CAP-002, etc.

The order is now in the system and visible in your order history.

Approval Workflow (If Applicable)

Depending on your account's automation rules and approval settings, the order may enter an approval workflow:

1. Pending Approval: The order status is set to "Pending" and is not yet sent to the vendor.
2. Notification Sent: Designated approvers (e.g., managers or administrators) receive an email notification with order details and approve/reject links.
3. Approver Decision: The approver clicks "Approve" or "Reject" in the email or web portal.
4. Approval Outcome:
   • If Approved: The order status changes to "Approved" and proceeds to vendor notification (see below).
   • If Rejected: The order status changes to "Rejected." The vendor is not contacted. The order creator receives a notification with the rejection reason.

For detailed information on the approval process, see the article How the Approval Workflow Works.

Vendor Notification

If the order does not require approval OR has been approved, ARMOR sends the order to the vendor via email:

• The vendor receives an email containing all order details: asset information, description, attachments, priority, service date, and contact information for your organization.
• The email may include a link to an external vendor portal (if configured) where the vendor can view the order, upload documents, and update the order status.
• The order status changes to "Sent" once the email is successfully delivered.

For details on what vendors receive, see the article How Vendors Receive Orders (Email Templates).

Order Tracking

After submission, you can track the order's progress:

1. Navigate to Order Management > Orders.
2. Locate the order in the list (use search or filters by order ID, asset name, date, or status).
3. Click the order to view full details, status history, and any vendor updates.
4. The order detail page shows:
   • Current status (Pending, Approved, Sent, In Progress, Complete, etc.)
   • Status change timestamps
   • Vendor contact information
   • Attachments and images
   • Internal notes and approval history
   • Vendor responses or updates (if the vendor uses ARMOR's vendor portal)

Order Status Lifecycle

Orders progress through a series of statuses from creation to completion:

Status	Description	Next Steps
Pending	Order created, awaiting approval	Approver must approve or reject
Approved	Order approved, preparing to send to vendor	System sends email to vendor
Sent	Order email delivered to vendor	Vendor reviews and responds
Acknowledged	Vendor confirmed receipt and is working on the order	Vendor performs work or ships parts
In Progress	Work is actively being performed	Vendor completes work or delivers parts
Complete	Work finished, order closed	Review and record invoice/costs
Rejected	Order rejected by approver	Review rejection reason, revise if needed
Cancelled	Order cancelled by creator or administrator	No further action
Failed	Email delivery failed (invalid email, network error)	Verify vendor contact info, retry send

Not all orders pass through every status. For example, orders that don't require approval skip "Pending" and "Approved" statuses, moving directly from creation to "Sent."

Common Order Creation Scenarios

Scenario 1: Emergency Repair Order

Situation: A generator has failed unexpectedly. You need immediate service.

Steps:

1. Create a Service Order.
2. Select the affected generator asset.
3. Verify that an emergency-capable vendor is auto-selected (or manually select one).
4. In the description, write: "EMERGENCY: Generator failed to start at 2:15 PM. Site currently on utility power. Requires immediate diagnostic and repair. Generator was operational during last PM on 2025-10-15. Error display shows code E-47. Please call site manager immediately upon arrival: (555) 123-4567."
5. Attach a photo of the error display if possible.
6. Set priority to Emergency.
7. Enable Maintenance Mode (generator is already down).
8. Submit the order.
9. Call the vendor directly to confirm they received the order and provide verbal context.

Scenario 2: Routine Preventive Maintenance

Situation: Your generator is due for its annual PM per the maintenance schedule.

Steps:

1. Create a Service Order.
2. Select the generator asset.
3. Accept the auto-selected vendor.
4. In the description, write: "Annual preventive maintenance per manufacturer schedule (1000-hour service). Includes: oil and filter change (15W-40), coolant check/top-off, belt inspection and tension adjustment, battery load test, visual inspection of all connections, load bank test (1 hour at 75% load). Please coordinate service date with site manager Sarah Johnson (sarah.johnson@example.com, 555-987-6543)."
5. Set priority to Normal.
6. Request a service date 2-3 weeks in the future to allow scheduling flexibility.
7. Enable Maintenance Mode (PM will require shutdown and may trigger alarms during load testing).
8. Submit the order.

Scenario 3: Parts Order for In-House Repair

Situation: Your technician needs replacement air and oil filters to perform an in-house PM.

Steps:

1. Create a Parts Order.
2. Select the generator asset (to help identify the correct part numbers).
3. Select a parts supplier vendor.
4. In the description, write: "Order the following parts for CAT C15 generator (Serial #12345A): (1) Air filter CAT 360-1234 or equivalent, (2) Oil filter CAT 456-7890 or equivalent, (3) 4 gallons Shell Rotella 15W-40 diesel engine oil. Ship to: ARMOR Data Center, 123 Main Street, Boston, MA 02101. Attn: John Smith, Maintenance Dept."
5. Set priority to Normal.
6. Do NOT enable maintenance mode (parts order, no service performed by vendor).
7. Submit the order.

Scenario 4: Capital Equipment Quote Request

Situation: You need a quote for replacing an aging generator with a new unit.

Steps:

1. Create a Capital Order.
2. Select the existing generator asset (the one being replaced).
3. Select a vendor who sells new equipment (may differ from your service vendor).
4. In the description, write: "Request detailed quote for replacement of 2005 Kohler 150kW generator (Serial #OLD-12345) at Boston Data Center. Requirements: 150kW minimum continuous rating, 480V 3-phase, natural gas fuel, sound-attenuated outdoor enclosure (75 dBA max at 23 feet), paralleling switchgear integration, ATS compatibility. Quote must include: equipment cost, delivery, installation, commissioning, training, and disposal/recycling of old unit. Preferred manufacturers: CAT, Cummins, Kohler. Budget approval pending, quote needed by 2025-12-01."
5. Attach any site specifications, drawings, or electrical diagrams.
6. Set priority to Normal (quote requests are typically not urgent).
7. Do NOT enable maintenance mode (no immediate work).
8. Submit the order.
9. Expect the order to go through an extended approval process (capital orders often require multi-level approval).

Editing or Cancelling an Order

Before the Order Is Sent to the Vendor

If the order is in "Pending" status (awaiting approval), you can edit or cancel it:

1. Navigate to Order Management > Orders.
2. Locate the order in the list.
3. Click the order to view details.
4. Click the Edit button to modify the order description, vendor, priority, or other fields.
5. Or click the Cancel Order button to permanently cancel it.

Cancelled orders remain in the order history with a "Cancelled" status but are not sent to vendors.

After the Order Is Sent to the Vendor

Once an order reaches "Sent" status, it cannot be edited directly (the vendor has already received the order email). To modify or cancel:

1. Contact the vendor directly via phone or email to communicate changes.
2. Update the order status in ARMOR to reflect the change (e.g., mark as "Cancelled" if the vendor confirms cancellation).
3. Add an internal note documenting the change (e.g., "Order cancelled per conversation with vendor on 2025-11-18").

Troubleshooting Order Creation Issues

Issue: "No Vendor Available" Message

Symptoms:

• When you select an asset, the vendor field shows "No vendor available" or remains empty.

Diagnosis:

• The asset's tags don't match any active vendor's filtering rules.
• No vendors are configured in your account.

Resolution:

• Short-term: Manually select a vendor from the dropdown (if any vendors exist).
• Long-term: Contact your administrator to configure vendor filtering rules that cover this asset type. See How Vendor Filtering Works.

Issue: Cannot Submit Order (Button Grayed Out)

Symptoms:

• The "Submit Order" button is disabled or grayed out.

Diagnosis:

• One or more required fields are missing or invalid.

Resolution:

• Check that all required fields have valid entries (typically: Order Type, Asset, Vendor, Description).
• Ensure the vendor has valid contact information (some ARMOR configurations prevent order submission if the vendor has no email or phone).
• If the description field is empty, add at least a brief description.

Issue: Order Stuck in "Pending" Status

Symptoms:

• Order remains in "Pending" status for an extended period without approval.

Diagnosis:

• The designated approver hasn't reviewed the order.
• Approval email was not delivered or went to spam.
• No approver is configured for this order type or asset.

Resolution:

• Contact the approver directly to request review.
• Ask the approver to check their spam/junk folder for the approval email.
• If you have Admin permissions, you can approve the order yourself via the web portal.
• Review automation rules to ensure approvers are correctly configured. See How the Approval Workflow Works.

Best Practices for Web-Based Order Creation

• Use Descriptive Details: Vendors are more responsive and accurate when orders include complete, specific information.
• Attach Visual Evidence: Photos of damage, error codes, or part labels reduce back-and-forth communication.
• Set Realistic Timelines: Allow adequate lead time for non-emergency orders to avoid rush fees.
• Double-Check Vendor Selection: Even though ARMOR recommends vendors, verify that the selected vendor is appropriate for the specific order.
• Coordinate On-Site Access: For service orders, ensure that someone will be available to meet the vendor and provide site access.
• Track Order History: Review past orders for the same asset to identify patterns, recurring issues, or preferred vendors.
• Leverage Internal Notes: Use internal notes to document approvals, budget codes, or context that will be helpful for future audits or reporting.

Related Topics

• Placing Orders in the Mobile App - Learn how to create orders on mobile devices
• How the Approval Workflow Works - Understand approval processes and requirements
• How Vendors Receive Orders (Email Templates) - See what vendors receive when orders are sent
• Understanding Parts, Service, and Capital Orders - Learn the differences between order types
• How Vendor Filtering Works (Mfg/Model Rules) - Understand automatic vendor selection

Summary

Placing orders from the ARMOR web portal involves selecting an order type (parts, service, or capital), choosing the asset, verifying or changing the auto-selected vendor, entering a detailed description, attaching images, setting priority, and submitting the order. Orders may require approval before being sent to vendors. After submission, orders progress through a status lifecycle from pending/approved to sent, in progress, and complete. The web portal provides the most comprehensive order creation experience with full access to all fields, vendor information, and order tracking. Always provide specific, detailed information in order descriptions to ensure vendors can respond accurately and efficiently.

For assistance with order creation, contact the ARMOR Support Team.

Tags: orders, create, web portal, workflow, vendors, approval, parts, service, capital, step-by-step