Maintenance work tab

The maintenance work page is a central tool for users responsible for managing maintenance tasks. It helps you track open defect reports and ongoing scheduled maintenance. From the advanced search users can search also closed maintenance tasks.

This guide explains how to navigate the page, use its features, and make the most of your maintenance workflows.

Note: The examples below are based on the upcoming renewed maintenance list view. Some features may not yet be available to all users.

Topics:

  1. What can you do on 'Maintenance work' page?
  2. Advanced search
  3. Action buttons explained
  4. Assign work order

What can you do on 'Maintenance work' page?

  • View, accept, and work on defect reports
  • View and work on ongoing scheduled maintenance tasks.
  • Click the summary of maintenance task to see its' details better
  • Get a summary of the open or closed maintenance tasks.
  • Create additional maintenance tasks not linked to a specific item.

Advanced search

You can search maintenance work tasks by location, type, responsible user, and more. You can either type the search word to free text search or use more advanced search settings.

Key search options include:

  • Item – Search maintenance tasks of specific item.
  • Maintenance type – Search either defect reports, planned maintenance or lamp replacements.
  • Closed between – Search all closed maintenance tasks for example from the year 2025.
  • Activity state
    • Inactive – The item has been softly removed or its maintenance plan deleted.
    • Active – The item is in use, and a maintenance plan exists.
  • Assigned to – Select the user responsible for the maintenance task.
  • Assigned to me – Show tasks where you are the assigned responsible person.

Modifying the list view

On the right-hand side of the page, you can customise your view to focus on what matters most to you:

Selecting Columns  – Choose which columns are displayed in your list, such as Status, Summary, Item, Location, or Department.

Statistics View – Click the bar chart icon to see a maintenance report showing how many tasks have been closed or rejected over time.

Action buttons explained

  • Accept / Reject – For open defect reports, you can accept the responsibility for the task or reject it as in not needing any work done.
  • Close – For or ongoing tasks, mark them as complete when finished.
  • Export list to Excel – Download the list for reporting tasks.

Assign work order

You can create a maintenance task that is not linked to a specific asset (e.g. “Replace ceiling light in room 128”) and assign it directly to a department.

  1. Click Assign work order
  2. Fill in the following details:
    • Department (required) – Defines which department the task is assigned to and who can view it.
    • Summary (required) – A short description of the maintenance issue.
    • Priority – Indicates how urgent the maintenance task is.
    • Location – Select the relevant location from the dropdown menu.
    • Assigned to – Users with editor rights can assign the task directly to a specific person.
    • Description – More detailed information about the maintenance task.
  3. Click Create.

⭐ Tips

  • Use column selection to simplify your view and focus on the most relevant data.
  • Save your advanced search terms - From the advanced search view, you can save search terms and later on easily use them again.