---
title: Send or download a work order
summary: E-mail an accepted work order to the contractor, or save a work order as an Excel file, a PDF file or a measurement sheet.
order: 4
menu: Contracts > Work Orders
route: /workorders
who: People who have the Edit Work Orders permission can send an e-mail. Downloading the Excel and PDF files needs the Approve permission. Anyone with the View Work Orders permission can export the list.
---

After a work order is accepted, you give it to the contractor. You can send it by e-mail from Superwise, or save it as a file and send the file yourself. This page shows both ways.

## Before you start

- The work order must be **Accepted** to send it by e-mail. A draft or a closed work order has no **Email** item.
- The contractor needs an e-mail address in the system. You can type another address in the e-mail window.

## How to send a work order by e-mail

1. Open **Contracts > Work Orders**.
2. Click the three dots at the end of the row of an **Accepted** work order (mark 1 in the first picture).
3. Choose **Email** (mark 2). The window **Mail Work Order** opens.

![The row menu of an accepted work order. Mark 1 is the three dots button. Mark 2 is Email. Mark 3 is Download PDF.](../media/work-order-share-menu.png)

4. Check **Mail To**. Add more people in **CC** if you want.
5. Check the **Subject** and the **Message**. Change them if you need to.
6. Click **Send**.

The PDF of the work order is attached. Its name shows under **Subject**. The message "The e-mail will be sent in a minute." shows, and the window closes.

## How to download a work order

1. Click the three dots at the end of the row of the work order.
2. Choose **Download Excel** or **Download PDF** (mark 3 in the picture of the menu).
3. If you chose **Download PDF** and the work order was made from the schedule, the window **Additional Options** opens. Tick **Include Group Names** if you want the groups in the PDF. Click **Download**.

These two items are shown when the status is **Pending**, **Rejected** or **Accepted**, and you have the Approve permission.

## How to download the measurement sheet

Choose **Download Measurement Sheet** in the row menu. It saves the measurement sheet of the work order as a file. It is not shown for a draft.

## How to save the list

Click **Export** above the table. The list you see, with its filter, is saved as an Excel file.

To save one work order from its own screen, open it with **View** and click **Export**.

## What the e-mail fields mean

| Name | What it means |
| --- | --- |
| **Mail To** | The address that gets the e-mail. Required. |
| **CC** | Other addresses that get a copy. |
| **Subject** | The subject line. Required. |
| **Message** | The text of the e-mail. Required. |

## If something goes wrong

| What you see | What to do |
| --- | --- |
| No **Email** item in the menu | The work order is not **Accepted**, it is a draft or closed, or you do not have the Edit permission. |
| No **Download Excel** or **Download PDF** item | The status is not **Pending**, **Rejected** or **Accepted**, or you do not have the Approve permission. |
| The To field is required. | Type an address in **Mail To**. |
| The Subject field is required. | Type a **Subject**. |
| The Body field is required. | Type a **Message**. |
| The e-mail could not be sent. | Try again. If it keeps failing, contact support. |

## Related pages

- [Work orders](index.md)
- [Approve a work order](approve-work-order.md)
- [Create a work order](create-work-order.md)