IFS · 2026
Helping Maintenance Teams Identify Duplicate Work Orders
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- Role
- Senior Lead UX Designer
- Duration
- 3 months
- Year
- 2026
- Client
- IFS
Overview
Project overview
In enterprise asset management, multiple work orders can sometimes be created for the same underlying maintenance issue. Identifying these duplicates can be difficult when records contain different descriptions, statuses, or operational details.
The challenge was to explore how the user experience could help maintenance teams recognise potential duplicates, compare relevant information, and make informed decisions without disrupting legitimate maintenance activities.
- The problem
- A duplicate work order is not always an exact copy.
The challenge
Understanding the problem
<div class="work-order-table"> <table> <thead> <tr> <th>Work Order</th> <th>Description</th> <th>Equipment</th> </tr> </thead> <tbody> <tr> <td>WO-1042</td> <td>Motor overheating</td> <td>Pump P-102</td> </tr> <tr class="potential-duplicate"> <td>WO-1078 <span class="badge">Potential duplicate</span></td> <td>Excessive motor temperature</td> <td>Pump P-102</td> </tr> <tr> <td>WO-1091</td> <td>Replace conveyor belt</td> <td>Conveyor C-204</td> </tr> </tbody> </table> </div>
The first two work orders could represent the same maintenance issue, while the third is unrelated.
The UX challenge is that similarity does not automatically mean duplication. Users need enough context to make an informed decision without accidentally losing valid maintenance work.
Key user pain points
Identifying related work orders across potentially large lists.
Comparing descriptions, equipment, status, and other relevant details.
Distinguishing genuine duplicates from legitimate separate tasks.
Resolving duplicates without losing important maintenance information.
Making decisions efficiently without disrupting existing workflows.
The solution