Before you begin
This article covers only the most basic steps for creating scheduled maintenance. To learn about additional configuration you can complete, see the Scheduled Maintenance section.
Scheduled maintenance allows you to automatically generate work orders on a certain schedule, or when certain conditions are met. For example, you could create scheduled maintenance to automatically generate work orders for yearly calibration, rather than having to remember to manually create work orders ever year.
There are 3 main steps to setting up scheduled maintenance:
- Create the scheduled maintenance record and configure the setup for any generated work orders.
- Create a trigger for the scheduled maintenance.
- Activate your scheduled maintenance.
You can use the links above to jump to a specific section of this article, or follow all of the steps to walk through the process from beginning to end.
Create a scheduled maintenance record
To create a scheduled maintenance record:
- Navigate to Maintenance > Scheduled Maintenance.
- Click New:
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Enter information as needed in the drop-down fields at the top section of the page. These details will be included on any generated work orders:
Field name Description Example Start As Work Order Status The default status of the generated work orders. Open Maintenance Type The type of maintenance being performed in the generated work order. Preventive Priority The generated work order's priority. High Asset The asset that maintenance is being performed on. X-ray machine Estimated completion The date that the generated work order should be completed by. 5 days after WO created -
Fill out the following fields in the General tab. These details will be included on any generated work orders:
Field name Description Example Summary of Issue A high-level description of the work that needs to be completed. Water heater not functioning properly Work Instructions Specific instructions for tasks. Check the condition of the water heater. Assigned To Users The user or user group assigned to the generated work order or its tasks. Anna Winter, Technicians Estimated Labor The estimated total number of hours that it will take to complete the generated work order. This is calculated by adding together the Hrs Estimated values across all tasks. 4 - Click Save.
Create a trigger
Before you begin
Triggers are set conditions that must be satisfied for scheduled maintenance to generate work orders. There are three types of triggers: time-based, meter reading, and event. This article will only explain how to create a time-based trigger.
Time-based triggers generate work orders at a specific interval, such as daily or weekly. The trigger can be either fixed (always occurring at the same interval) or floating (occurring based on when the last generated work order was closed).
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In the Scheduling tab, click the Add button:
- Verify that Generate Work Order By Time Schedule is selected.
- Select the frequency (hourly, monthly, yearly, etc.) you want to generate work orders.
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Enter a number for how often you want to generate work orders at that interval. For example, to generate a work order every 12 hours, select Hourly and then enter 12:
- Select whether the trigger will be fixed (ignores the completion date of the last generated work order) or floating (based on the completion date of the last generatedwork order).
To learn more, see About fixed and floating triggers. -
In the Start On field, select the start date for the scheduled maintenance:
- By default, scheduled maintenance triggers work orders at midnight. To create work orders at a different time, select another option from the Trigger Time drop-down list.
- Click OK.
- Click Save.
Activate your scheduled maintenance
Before your scheduled maintenance can start generating work orders, you have to activate it.
To activate your scheduled maintenance, click the Status switch. The app toggles the switch from Paused to Running:
Your scheduled maintenance has now been set up, and will begin to generate work orders.
To learn more about additional configuration options for scheduled maintenance, see the Scheduled Maintenance section.