How to create a preventive work order from a maintenance schedule

1. Navigate to “Maintenance schedules” under “Maintenance” in the menu.

   

2. Select your schedule by clicking on it, or create a new one by clicking “Create new maintenance schedule“. A maintenance schedule is

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   Fill in the (required) fields on the maintenance schedule:

   • Name of the schedule

   • The start and end time of the work order. The date is used as the starting date of the cycle, the times are the default start- and end time of all the work orders that are created

   • The interval schedule

   • The end date or the max number of the cycle. You can fill in one or both, whatever setting is reached first is applicable.

   • If an external party executes the work, you can link a contract to the schedule.

   

4. Click on the “Work order template” button to open the template. All work order orders that you generate from the schedule are based on this template.

5. Filling in the work order template. (Read further down the article for more details about filling a work order template)

   • Fill in the work order details and choose the correct treatment group.

   • If needed, a contractor

     It is also possible to add a checklist by navigating to the checklist tab.

6. Press “Save and return” to navigate back to the work order schedule.
   

   

7. To manually generate the preventive work order(s), press the “Generate Workorders” button.
   You will get the question until which date you want to generate the work orders, fill in the date you want and press the “Generate” button to generate the work orders.
   

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   It is also possible to generate the work orders automatically. This is explained in the ‘Work order scheduler’ section of this article.
   

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Work order scheduler

Work order schedulers can be created which automatically generate work orders from the different maintenance schedules.

To create/edit a work order scheduler:

1. Navigate to “Maintenance schedules” under the option “Maintenance” in the menu.

2. Click on “Work order schedulers”

3. Click on new to create a new scheduler click on the hyperlink of an existing schedule to open it.

4. After creating a new work order scheduler, fill in all the fields.

   • Make sure to change the field ‘Active = yes’.

   • Execute as: make sure this is an active system user with the required access rights. You can fill in a work order manager here.

   • Fill in a contact in the field ‘Notification’ to receive an email when the scheduler has run

5. By pressing the “Run” you can also manually run the schedule.

6. The schedule can be deactivated by setting “Active = no“ or deleted by clicking the delete icon on the top right of the page.

   • After deactivating or deleting a work order scheduler, work orders are not longer automatically generated. Existing work order are not affected.
     

Two examples of a work order schedule

Runs weekly (cycle = 1 week) starting on 4/1/2023 Generates work orders for 1 week in advance (generate for = 1 week) With a maximum of 300 work orders	Runs weekly (cycle = 1 week) on the first Tuesday after 4/1/2023 Generates work orders for 1 month in advance (generate for = 1 month) With a maximum of 300 work orders

How to handle a preventive work order

The preventive work order manager is assigned the task of submitting the work orders that are generated (depending on the settings for this). The work order process itself is similar to that of the corrective work orders and for more in depth details of handling a work order read the article about corrective work orders. After submitting the person (internally) assigned with the work order is responsible for the rest of the process.

• Preventive work orders can be generated periodically and assigned to internal or external executors.

• The “Preventive workorder manager” can create preventive work orders in the maintenance schedule.