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Basic setup: Scheduled maintenance

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 a 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 a scheduled maintenance:

  1. Create the scheduled maintenance.

  2. Create a trigger for the scheduled maintenance. You can choose a time-based, meter reading-based, or event-based trigger.

  3. 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

To create a scheduled maintenance:

  1. Navigate to Maintenance > Scheduled Maintenance.

  2. Click New.

  3. In the Asset drop-down list, select which asset the scheduled maintenance is for.

  4. In the Maintenance Type drop-down list, select what kind of maintenance is being performed.

  5. In the Priority drop-down list, select the urgency for work orders generated by this scheduled maintenance.

  6. By default, scheduled maintenance doesn't generate new work orders if the previous work order is still open. To override this rule, select the Create a new work order even if there are work orders not closed from the Scheduled Maintenance checkbox.

  7. If you want to provide a due date for work orders, enter a number of days in the Estimated completion field. Work orders generated by this scheduled maintenance will be due this number of days after they're created. In the example below, work orders would be due 1 day after they're created:

    A scheduled maintenance with the Estimated Completion field highlighted.
  8. In the Summary of Issue field, enter a summary of the scheduled maintenance. This will be used as its description:

    A scheduled maintenance with the Summary of Issue field highlighted.
  9. In the Work Instructions field, describe the work that needs to be completed. This information will be used to create a task.

  10. In the Assigned to User drop-down list, select the user or group of users who will be assigned work orders generated by this scheduled maintenance.

  11. If you want to provide a guideline for how long the work should take, enter a number of hours in the Estimated Labor field.

  12. Click Save.

Next up: Now that you've finished creating the basic scheduled maintenance, you need to create a trigger so that the app knows when to generate work orders from this scheduled maintenance. See the sections below to learn how to create time-based, meter reading-based, and event-based triggers.

 

Create a time-based trigger

Time-based triggers generate work orders at a specific interval, such as daily or weekly. You can set up the trigger to be either fixed (where it always occurs at the same interval) or floating (where it adjusts the trigger date based on when the last work order it generated was closed).

  1. In the Scheduling tab, click the Add button:

    The Scheduling tab with the Add button highlighted.
  2. Verify that Generate Work Order By Time Schedule is selected:

    The Scheduled Maintenance Trigger window with the Generate Work Order By Time Schedule option highlighted.
  3. Select the frequency (hourly, monthly, yearly, etc.) you want to generate work orders:

    The Scheduled Maintenance Trigger window with the frequency options highlighted.
  4. 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:

    The Scheduled Maintenance Trigger window with the Every field highlighted.
  5. Do one of the following:

    • If you selected Weekly in step 3, select the checkboxes for which days of the week you want to generate work orders.

    • If you selected Monthly in step 3, enter the day of month you want to generate work orders. For example, to generate a work order on the 5th day of every month, select Monthly, enter "5" in the Day field, and "1" in the month field.

    • If you selected Yearly in step 3, enter the date you want to generate work orders. For example, to generate a work order yearly on June 5th, select Yearly, enter "1", select June from the drop-down list, and enter "5" in the date field.

  6. If you selected Hourly, Daily, Monthly or Yearly (in other words, anything other than Weekly), select whether you want to create a fixed or floating schedule.

    • To create a fixed schedule, where work orders are always generated at the same interval, regardless of when the last work order was closed, select Fixed.

    • To create a floating schedule, where new work orders are generated based on when the previous work order was closed, select Floating.

    To learn more about fixed and floating schedules, see What Does Fixed or Floating Scheduled Maintenance Mean?

  7. In the Start On field, select the start date for the scheduled maintenance:

    The Scheduled Maintenance Trigger window with the Start Date highlighted.
  8. 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.

  9. Click OK.

  10. Click Save.

Next up: Activate your scheduled maintenance.

 

Create a meter reading-based trigger

Meter reading-based triggers generate work orders based on meter readings. You can do this one of two ways:

  • At a specific meter reading interval, such as every 1000 km or every 100 production hours.

  • At a specific threshold, such as a reading below 10 gallons.

To create a meter reading-based trigger:

  1. In the Scheduling tab, click the Add button:

    The Scheduling tab with the Add button highlighted.
  2. Select Generate Work Order By Meter Reading Trigger:

    The Scheduled Maintenance Trigger window with the Generate Work Order By Meter Reading Trigger option highlighted.
  3. If you want to generate work orders by meter reading interval (for example, every 100 production hours), complete the steps below:

    1. Select Every:

      The Scheduled Maintenance Trigger window with the Every option highlighted for a meter reading trigger.
    2. Enter the reading that will trigger a work order. For example, to trigger a work order every 1000 km, enter "1000".

    3. Select the unit for the meter reading. Continuing the example above, select Kilometers (km).

    4. Do one of the following:

      • To create a fixed schedule (where work orders are always generated every time the meter reading increases by the specified amount, regardless of the readings in the last work order), select Fixed Schedule.

      • To create a floating schedule (where the threshold is adjusted based on the reading for the last work order), select Floating Schedule.

        By default, the floating schedule is based on the reading when the last work order was generated. To base it on the reading when the last work order was closed instead, select the By Work Order Closed checkbox. For example, if you set your scheduled maintenance to trigger every 1000 km, but the reading when the last work order was closed was 1200 km, the next work order wouldn't be generated until 2200 km (instead of at 2000).

  4. If you want to generate work orders when a meter reading hits a certain threshold, complete the steps below:

    1. Select When:

      The Scheduled Maintenance Trigger window with the When option highlighted for a meter reading-based trigger.
    2. Select the unit for the measurement.

    3. In the drop-down list, select whether you want to trigger work orders when the reading is above or below the value you configure.

    4. Enter the value for the meter reading that triggers work orders. For example, to trigger a work order when a reading below 10 gallons is recorded, select Gallons, select Reading is Less than, and type "10".

  5. Click OK.

  6. Click Save.

Next up: Activate your scheduled maintenance.

 

Create an event-based trigger

Event-based triggers generate work orders when a specific event occurs, such as a power outage.

To create an event-based trigger:

  1. In the Scheduling tab, click the Add button:

    The Scheduling tab with the Add button highlighted.
  2. Select Generate Work Order By Event Trigger:

    The Scheduled Maintenance Trigger window with the Generate Work Order By Event Trigger option highlighted.
  3. Click the Every Occurrence of Event drop-down list.

  4. If the event you want to use for this trigger already exists, select it in the list.

    Otherwise, complete the following steps to add a new event:

    1. Click New.

    2. Enter a name and description for the event.

    3. Click OK.

    4. Select the new event in the list:

      The Asset Event Types window with an event highlighted.
  5. Click OK.

  6. Click Save.

Next up: Activate your scheduled maintenance.

 

Activate your scheduled maintenance

Before your scheduled maintenance can start generating work orders, you must activate it.

To activate your scheduled maintenance, click the Status switch:

A paused scheduled maintenance with the Status switch highlighted.

The app toggles the switch from Paused to Running:

An active scheduled maintenance with the Active toggle highlighted.

That completes the basic setup of scheduled maintenance. To learn more about additional configuration options for scheduled maintenance, see the Scheduled Maintenance section.

Next up: Additional configuration

 
 
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