Scheduled maintenance -tab

The Scheduled Maintenance page is a key tool for users responsible for tracking and planning planned maintenance.

Page shows both overdue and upcoming scheduled maintenance tasks. The due date is generally calculated from the date when the previous maintenance in the maintenance plan was closed.

This article explains how to use this page to search for scheduled maintenance and how to update details such as a new due date for a maintenance task.

Topics:

  1. What you can do on this page
  2. Searching for maintenance
  3. Schedule or assign selected
  4. Plan maintenance for selected items
  5. Close planned maintenance as done

What you can do on this page

  • Track upcoming scheduled maintenance (By default, the page shows overdue maintenance and scheduled maintenance for the next three months)
  • Assign a responsible person to a maintenance task
  • Schedule a new date for maintenance
  • Started maintenance tasks are moved to the Maintenance work page

Searching for maintenance

Basic search

  • Free text – Search maintenance by maintenance plan name or item name

Advanced search

Advanced search allows you to find specific types of entries. Below are explanations of some of the available filters:

  • Maintenance plan category – Additional setting that allows grouping of maintenance plans
  • Location – Search maintenance for a specific location. Selecting a main location also includes maintenance from its sub-locations
  • Maintenance between – Show maintenance based on the due date
  • Assigned to users – Search maintenance by assigned responsible person
  • States – Planned, in progress, on demand, passed, missing information, overdue, upcoming
    • On demand – The maintenance plan applies to recurring maintenance without a defined interval
    • Missing information – Maintenance tasks for which the system cannot calculate the first maintenance date (item is missing purchase date)
  • Activity
    • Active – Default. Active scheduled maintenance tasks
    • Disabled – The user has disabled scheduled maintenance for the item
    • Inactive – Scheduled maintenance related to removed items or maintenance plans
  • Added as – Whether the maintenance applies to a model (visible for all items of that model) or individual item.

Schedule or assign selected

  1. Select the maintenance tasks you want to update
  2. Click “Schedule or assign selected"

  1. Choose what you want to update:
    • Select a new maintenance date from the calendar (you can drag to select multiple days)
    • Assign responsible person(s) in the “Assigned to users” field

  1. Click “Save”
  2. The information is updated in the list

Plan maintenance for selected items

This allows you to schedule the maintenance and within this approve maintenance task for an item. During approval, you can set the date, location, and description for the maintenance task.

Close planned maintenance as done

This allows you to close one or more maintenance tasks directly from this page.

  1. Select the maintenance task(s)
  2. Click Close planned maintenances as done
  3. Enter the required information, such as cost, time spent, and comments
  4. Click Save and close

⭐ Tips

  • We recommend using advanced search if you have a large number of maintenance task. This makes it easier to find the right ones.
  • Use the “Maintenance between” filter in search to adjust which time period is shown.
  • Using main locations helps you get a clearer overview when managing multiple maintenance tasks.