Daily Work Order Digest on WhatsApp and Telegram
How managers get a daily work order digest on WhatsApp and Telegram: today’s receipts, order aging, team workload and warehouse activity in one message.
Quick answer
A daily work order digest is a scheduled message sent to managers and supervisors at a fixed time every day on Telegram or WhatsApp. It covers orders registered today, receipts per stage, order aging in day buckets, workload per stage, each user’s activity and the day’s warehouse movements. Unlike stage-change alerts, which fire when an order moves, it gives the whole day in one read.
Key takeaways
- A digest is a scheduled read of the whole day; an alert is a message about one event on one order.
- The core sections: orders registered today, receipts per stage, aging in four buckets, workload indicators and warehouse activity.
- Watch the trend in the over-14-days bucket and the gap between average and busiest-user load before any other number.
- Phone numbers on alert lists are personal data: keep recipient lists short and review them regularly.
- In ELX the digest goes out on Telegram, and on WhatsApp when enabled, and the message log shows whether it was sent successfully or failed.
In this article
Project managers at electricity-network contractors start the day asking where their work orders stand, and the answer is scattered across stage screens, distribution queues, the warehouse and supervisor messages. A daily work order digest pulls it into one message, sent at a fixed time every day to Telegram or WhatsApp.
What is a daily work order digest and why does management need one?
A daily work order digest is a short, scheduled report sent to managers and supervisors at the same time every day. It summarises the day: orders registered, orders received in each stage, how old orders are, where the workload is piling up and what moved in the warehouse.
It does not replace the dashboard or the stage screens; it carries the headline numbers to people who rarely log in. It helps most for managers who spend the day on sites or in meetings, for multi-branch companies where the picture is hard to assemble by hand, and for teams that start with a short morning meeting and need shared numbers.
A phone message can be read wherever the manager is, and in Saudi Arabia connectivity is close to universal: the UN E-Government Survey 2024 cites 99% internet penetration and 98% of government services available online, in a digital transformation guided by Vision 2030.
What should the digest include?
A good digest reads on a phone in minutes and still drives a decision, so each section answers one management question. These are the sections of the ELX daily digest:
| Section | What it shows | Question it answers |
|---|---|---|
| Orders registered today | New work orders that entered the system | Is intake higher or lower than usual? |
| Today’s receipts per stage | Orders received in each stage today | Which stages are moving and which have stalled? |
| Order aging | Orders spread across day-range buckets | How many orders are drifting toward trouble? |
| Workload indicators | Each stage’s average next to its busiest user | Is work spread fairly? |
| Per-user breakdown | Orders per stage, today’s receipts, aging, activity status and top activities | Who needs support or a follow-up? |
| Stock operations | A summary of the day’s warehouse movements | Are materials moving with execution? |
That is enough. A digest is not a list of every order or a substitute for reports; the detail stays in the system, and the digest points to where to look.
How do you read order-aging buckets and workload indicators?
Aging buckets group orders by the days that have passed, so you can tell at a glance whether your open orders are fresh or going stale. ELX uses four buckets, shown in both the company summary and each user’s breakdown:
| Bucket | Suggested reading | Suggested action |
|---|---|---|
| 0–2 days | New orders starting their journey | Check they were received and are not stuck in a distribution queue |
| 3–7 days | Orders in normal progress | Watch those nearing their stage time limit |
| 8–14 days | Orders that need a follow-up | Ask what blocks them: a permit, materials, a disconnection or quality notes |
| Over 14 days | Stale orders | Review them in the morning meeting and give each an owner and a date |
Watch the trend, not the single number. If the over-14-days bucket grows day after day while newer buckets stay flat, something is holding orders back, even when daily intake looks normal.
Workload indicators put each stage’s average next to its busiest user. A small gap means balanced distribution; a large one means one person holds far more of that stage’s orders than their colleagues, and those orders may slip however hard they work. The usual fix is to move some of them to a colleague from the re-assignment screen in work order management, not to ask for more speed.
Aging is not the SLA
Aging buckets measure an order’s age in fixed ranges, while a stage time limit is set per stage by the administrator, so an order in the 3–7 day bucket may already be past a two-day stage limit. Read the digest alongside stage lists and the dashboard, and see our guide to the work order SLA to set each stage’s limit.
How is the digest different from stage-change alerts?
They share channels but do different jobs. An alert is sent when an event happens so someone can act on one order; the digest is sent at a fixed time so a manager can read the whole day. Mix them up and managers drown in alerts until they stop reading them.
| Criterion | Daily digest | Stage-change alert | Stock document alert |
|---|---|---|---|
| When it is sent | Once a day at a set time, or on demand by the administrator | When a work order enters a new stage | When a new stock document is created |
| Channel | Telegram, and WhatsApp when enabled | Telegram, and WhatsApp when enabled | Telegram, and WhatsApp when enabled with a copy to default recipients |
| Who gets it | Users with the digest screen permission and Telegram on, or a fallback list | On Telegram: users who can view the new stage’s screen, have notifications on and a registered number | The recipient, the responsible engineer and the warehouse manager |
| Content | Company summary, per-user breakdown and stock summary | On WhatsApp: order number and name, stage, date and a details link | Movement type, document number, warehouse, work order, date, and items with codes and quantities |
Rule of thumb: alerts for those who work the order, the digest for those who manage the work. Unlike the work order dashboard, which shows numbers as you open it, the digest freezes the day into a dated message you can compare with yesterday’s.
Telegram or WhatsApp: how do you choose the channel?
The right channel is the one your team already reads for work and your administrator can configure and monitor. Ask where supervisors read work messages today, which account or number the messages should come from, and who will watch for failed sends. Here is how the two work in ELX:
| Criterion | Telegram | |
|---|---|---|
| How messages are sent | From a Telegram account linked to the system, straight to phone numbers, through a paced queue that respects Telegram’s rate limits | Through an external messaging gateway, with a sender number set by the administrator |
| Setup | Enter connection details, test, confirm with a one-time code, send a test message | Turn the channel on, set gateway address, tokens and sender number, send a test message |
| Recipient control | Each user has a Telegram number, a notifications switch and a test button | Default recipients set by the administrator in the channel settings |
| Daily digest | The base channel for the digest | Carries the digest when enabled; its settings include the digest time |
| Message log | For stage alerts and the digest: date, phone number, send result and error reason | Number, text, related order and stage, send result and error |
You can run both, with Telegram as the base and WhatsApp added where it helps. Check who receives what on each channel so nobody gets the same message twice; duplicates teach people to ignore everything. Because Telegram messages go through a paced queue, sending the digest to a long list can take a while, and the message log shows an estimated queue status.
How do you protect phone numbers and staff data in messages?
Every Telegram or WhatsApp alert and digest goes to a phone number, and many carry user names, order numbers and work details. Once sent, a message leaves the system and lives on a personal device, so this data deserves care even when it is not confidential.
In Saudi Arabia, the Personal Data Protection Law was approved by Royal Decree No. M/19 dated 9/2/1443H and came into force on 14 September 2023, with a one-year grace period that ended on 14 September 2024. Oversight was assigned to the Saudi Data and Artificial Intelligence Authority (SDAIA) as the competent authority. The law’s definition of personal data includes names and contact numbers, so the staff numbers on your alert lists are personal data your company processes.
Operating guidance, not legal advice:
- Collect mobile numbers for one clear purpose, work alerts, and tell staff so when you register them.
- Grant screen permissions and switch notifications on only for people who need them, so not every alert goes to the whole management team.
- Review recipient lists regularly; switch off notifications for people who have moved or left, and remove their numbers.
- Do not forward the digest or alerts to groups that include people outside the company.
- Restrict access to the message log, which stores phone numbers and message text.
- Keep channel credentials and gateway tokens with the administrator only.
For your company’s wider obligations, see our guide to the Saudi PDPL for contractors.
See the daily work order digest in ELX
We show how the scheduled digest sums up orders per stage, their age and stock movements, and goes out on Telegram, or on WhatsApp when enabled.
How do the digest and alerts work in ELX?
ELX is a bilingual system for electricity-network contractors in Saudi Arabia, delivered as a cloud (SaaS) service that Matrix hosts and operates. It runs in the browser with no servers needed on the contractor’s side, and tracks each work order from registration to archive. The digest is part of reports and dashboards, the alerts are part of instant notifications, and both go out on Telegram, and on WhatsApp when enabled.
The scheduled daily digest
- Fixed time: a background service sends the digest every day at the time the administrator sets in hours and minutes (HH:mm); a change applies without restarting the service.
- Company summary: orders registered today, today’s receipts per stage, aging in the four buckets, and per-stage workload as the average and the busiest user.
- Per user: orders per stage, today’s receipts, order aging, activity status and top activities, followed by the day’s stock operations summary.
- Recipients: users with the digest screen permission and Telegram switched on, or a fallback list. The digest screen lists them with activity status, orders per stage, latest activities and today’s stock operations.
- Send now: administrators can send the digest on demand and check the service status and log.
Alerts tied to work orders and the warehouse
- Stage changes: when an order enters a new stage, a Telegram message goes out in the background to users who can view that stage’s screen, have notifications on and a registered number, with the same alert on WhatsApp when enabled. Sending never holds up the relay.
- Stock documents: a new receipt, issue, return, scrap or transfer document in warehouse and materials sends the movement and its items to the recipient, the responsible engineer and the warehouse manager on Telegram, and on WhatsApp when enabled, with a copy to default recipients. Bulk imports send in the background after saving. Edits to existing documents, reservation documents and assembly-warehouse documents do not trigger it.
- Inside the system: when a dispatcher assigns an order from the survey, permits, projects, connections, quality, certificate or drawing distribution screen, the assignee gets a real-time in-app alert and a browser notification.
A send result is not a read receipt
The ELX message log shows whether a digest or stage alert was sent successfully or failed, with the error reason; success does not mean it was read. Automatic Telegram and WhatsApp messages cover two events only, stage changes and new stock documents, plus the daily digest. Orders past their time limit show in stage lists and on the dashboard, and older orders appear in the digest’s aging buckets.
Rolling out the digest in your company
Choose the recipients
Grant the digest screen permission only to those who need it, in the permissions matrix.
Connect and test the channel
For Telegram, enter the connection details, test, confirm with the one-time code and send a test message. For WhatsApp, turn the channel on, set the gateway details and sender number, then send a test message.
Register user numbers
Enter each user’s Telegram number, switch notifications on and use the test button.
Pick the send time
Set the daily time well before the morning meeting or the start of the working day; you can change it later.
Send once and check the log
Send the digest now, then filter the message log by result to see what was sent, what failed and why.
Review after a week
Ask recipients whether they act on it, then adjust the list or the time.
With ELX, Matrix offers user training and technical support over WhatsApp; your administrator can use both to connect the channels and set up the digest the first time.
Recipients need no ELX app: messages go to their Telegram or WhatsApp account. For what field engineers need to run stages from a phone, and the mobile-ready API ELX offers field apps, see our guide to the field engineer mobile app.
To see the daily digest and alerts on a scenario close to your own operations, request a demo.
Want to see ELX on your own projects?
Request a demo from our team on WhatsApp and see how work orders, extracts and warehouses run in one system.
Frequently asked questions
Can a daily work order summary be sent on WhatsApp or Telegram?
Yes. In ELX a background service composes the daily work order digest and sends it every day at a time set by the administrator, on Telegram and on WhatsApp when that channel is enabled. It covers orders registered today, receipts per stage, order aging in four buckets, workload indicators, a per-user breakdown and the day’s stock operations.
Who receives the daily digest?
In ELX the daily digest goes to users who hold the digest screen permission and have Telegram notifications switched on with a registered number, or to a fallback list when needed. Because recipients follow permissions, you can limit the digest to managers and supervisors. The digest screen lists the configured recipients with their activity status and orders per stage.
How do I get an alert when a work order changes stage?
ELX sends a Telegram message in the background to users who can view the new stage’s screen, have notifications on and have a registered number, with the same alert on WhatsApp when enabled. The WhatsApp message includes the order number and name, the stage, the date and a link to its details, and sending never holds up the relay.
Can I see if a message failed to send?
Yes. For Telegram stage alerts and the daily digest, the ELX message log shows each message’s date, phone number and whether it was sent successfully or failed, with the error reason, plus search by number, a result filter and the full message text. WhatsApp messages are logged with number, text, related order, stage and send result. The log shows the send result, not whether the message was read.
Can the digest send time be changed?
Yes. The administrator sets the daily send time in hours and minutes, and the change applies without restarting the service. Administrators can also send the digest immediately outside its schedule and check the service status and log to confirm it is running. A time well before the morning meeting or the start of the working day usually works best.