Below is product documentation to get you started with the Work Order system in eMaint X3.
The Training Guide is a companion to the the Work Order Management Level 1 training course.
The series of Learn More guides are overviews on how to complete key activities within the Work Order system.
This 25-page resource guide is the companion to the Work Order Management Level 1 training course. It provides a detailed review, including screen shots, of the tools available in X3 to manage work orders and work requests. Including:
The Work Order Center is the repository of all work orders in the system regardless of whether they are generated from the PM schedules or approved through the request form. The Work Order Center is accessed by clicking the Work Orders tab or by clicking the Work Order Center link in the Work Center section of the Navigation tab.
Filtering and sorting the work order list
The sort and filter capabilities of the list view allow for quick retrieval of work orders. Each text box under the column header line is used to filter the list for that field.
The list will match the text entered in the text box with the data from each work order record. It is not always necessary to enter entire words to filter the list. For example, entering “J” in the 'Brief Description' column would pull up all work orders with brief descriptions that begin with "J" regardless of any other text after “J”. For any filter to be set, press the red 'Set' link located on the left side of the line. To remove the filters, press the red Clear link. Click 'Set' again to update the list view.
Keeping simple filters in place such as an “O” for the "Work Order Status‟ will always display that group of items when the list view is opened. If no filter is used, the number of work orders displayed per page is controlled by the Form Options link at the bottom of the page. If a filter is active, all work orders that match the criteria will be displayed on the same page regardless of the number of records found.
NOTE: The System Administration course provides information on applying a variety of different types of filters to view the subset of work orders that you are seeking.
There are many methods for creating work orders outside of the PM generation process: the Add a New Record link found in the Work Order List view, the Add link found on the top menu bar of the Work Order Detail view, the Simple Work Order and the Add New Work Order menu options found in the Navigation tab, and the Request form from the My Requests or the Work Requestor screen. The PM process adds even more ways of creating work orders and is discussed in detail in the Work Order Management Level 2 manual.
After the work order information is entered it must be saved. At this time, the work order number is created. The work order can be edited from the work order center by clicking the Edit link on the Detail view or double-clicking the field when “Edit In Place” is turned on.
Assigning Personnel to Work Orders
The 'Assign To' and 'Perform For' fields are linked to the Contacts table. This allows the association of work orders to employees and customers that are maintained in the contacts table. Employee, Contractor, Supplier, and Personnel are typically used for the 'Assign To Type' field. The 'Perform For Type' field is typically the Customer, Location, or Tenant choices.
The Work Request process allows users to enter a request for work. The work request is posted for evaluation by another user before becoming a work order. There are two areas a work request can be entered: the My Request screen and the Request Manager (Request tab).
Work Order Requestor Screen (My Requests)
Any user in your system who is designated as a 'Work Requestor Only' will see the My Request screen after logging in. Regular users can access this in the Navigation tab in the Request Center section.
The screen is divided into three sections: “Open Work Requests”, “Rejected Work Requests”, and “Work Request History”. All requests will be displayed in a list under the “Open Work Requests” section of the screen. The WO Req# link allows the requestor to see their completed request.
If a request is rejected, it will drop into the “Rejected” section. The requestor will be able to see the approval memo which details the reason for the rejection.
If a request is approved (turned into a work order), then it will drop into the “Work Request History” and will display key information about the work order. The date range on the filter will always span the same amount of time. If you log in today and set the range to a month, it will show you the same range from the same date when you log in a week from now.
If you have standard users who are only allowed to enter work requests, grant them access to the My Requests link on their Navigation tab. This link will take them to the work request function described above.
All work requests are stored in the Request Manager. A user who is allowed to make approval decisions must have the permissions to view the Request Manager and access the requests. They will also need the permissions to add and edit work orders and to approve and reject requests.
When a work request drops into the Request Manager, it will appear with a Status of “O”. This is useful for filtering out non-open requests from the list. In order to make an approval decision, you must access the detail of the request record by clicking the magnifying glass or the link provided in the Request# column.
The detail of the Request form will contain the fields which the system administrator has determined are necessary. Most often they will include the Asset ID and description along with the brief and or work descriptions. (System Administration training explains exactly how to choose these fields for the form)
There are two approval options for a request: 'Approve Request' and 'Reject Request'. These links are located in the 'Actions' menu, at the top of the page.
When you click Approve Request, the system will copy the request form's information and place it into a new work order. The work order will then be opened in Edit mode so you can add, edit or remove any information as necessary.
If you indicated an 'Assign To' or 'Perform For' person before saving the work order, you will see a screen which asks if you would like to email the work order to the involved parties. You will also have the opportunity to type in other email addresses in the “Other” field.
NOTE: The system will automatically check the boxes next to the email addresses which would be notified based on your Work Order Email Settings established in ‘My Account’ (see page 23 for settings). You may select or deselect any of the addresses.
Click Send Email to send the work order to the designated individuals or click Return to Work Order to go back to the work order without sending an email.
Approved requests will change its status to “A” for “Approved” and the Approval Memo on the request will contain the approval date, time, approver‟s and the new work order number.
NOTE: Once the request has been turned into a work order, there is no longer a connection between it and the work order. Any changes made to the new work order will not be reflected on the old request. Also, nothing you do to the old request will show on the new work order.
When you click Reject Request, a rejection box will open which allows you to type in a “Rejection Reason.”
Enter the reason for rejection, if any, and click the Submit button. A screen will display confirming the request has been rejected and a notification was sent to the email in the "Requestor Email‟ field. Click the Click Here link to go back to the request screen. The status will be changed to “X” for “Rejected” and the "Approval Memo‟ on the request form will display the message that was typed in the “Rejection Reason” box.
Work Orders can be printed from either the Work Order tab by clicking the Print link on the detail view (single) or by printing a filtered group of work orders using the Work Order Print Manager (multiple).
Printing a single work order
To print a work order from the detail view, click the 'Print' link in the 'Actions' menu, at the top of the work order. This will open a printable PDF version of the work order in a separate window, using Adobe Reader. You can then click the 'Print' button in that window.
Work Order Print Manager
Work Order Print Manager allows you to print multiple work orders using various filters. You can access this by going to the 'Navigation' tab and selecting 'Work Order Print Manager', which is located under 'Work Center'.
Modifying Print Criteria
Click 'Options' and then select 'Modify Filter Fields'. That will bring up a window where you can select the fields you would like to use as filters for your work order selection. The left column shows fields available to you, while the right column show fields which you are currently using on the form. To use this screen:
Printing multiple work orders
After you have configured the fields on the Work Order Print Manager, begin assigning the criteria to achieve your list of work orders. Turn off a filter by placing a check in the "All‟ column. This will display all available information for the field.
TIP: The top three fields, “WO No. Range”, “WO Date Range” and “Status” cannot be removed from the page and cannot be excluded with the "All‟ column. You can exclude these fields in your criteria by leaving the WO# Range fields empty (includes all work orders), assign a broad date range and select “All” in the drop-down list for “Status”.
Click Prepare to Print when you have selected your filters. This button will search the Work Order Center for work orders that fit your set of criteria. Once it is finished, it will indicate how many records there are to print. If your search returned 0 results, click the Reset Form link in the upper right-hand corner to try a different set of criteria.
If you are satisfied with your results, click the Proceed with Printing button. This will open a printable PDF version of the work orders in a separate window.
Located beneath each work order form (detail view) is the section to add charges to the work order, called Work Order Charges. These charges can be defined in several ways: Parts, Labor, and a general Misc. charge. When several charges are made against the same work order, each type is grouped and subtotaled by category.
To add a charge, click the corresponding 'Add' button. These buttons include 'Add Parts', 'Add labor', 'Add Misc', and 'Add Quick'.
NOTE: Work orders with charges cannot be deleted. Charges need to be marked for deletion then purged from the system with Remove Deleted Records.
A Parts charge uses the Inventory file to validate the item number and populate the related information into the form.
Select the part using the folder lookup located next to the 'Item No' field. The 'Item Cost' and 'On Hand' are pulled from the Inventory file when the part is selected. Please note the 'Qty.' (quantity) used cannot exceed the 'On Hand' value of the part.
Add any additional information such as the account number or an item cost adjustment. This part can also be added to the Asset's Related Parts section by checking the 'Update Asset parts list'. Click Save Entry to save the charge to the work order and remain on that screen, or Save and Return to save the charge and exit the parts charge screen, returning to the work order.
The Labor charge page uses the Contacts file to assign labor charges easily.
Begin by choosing the contact using the 'Category' and 'Full Name' fields. The 'Category' field will filter the available contacts according to their assigned category. Next, choose the contact from the "Full Name‟ list. The “Hourly Rate($)/ Unitcost” will pull over from the contact record if present. If you need more information about the contact you have chosen, click the contact icon to the right of “Full Name” field's drop-down list.
The 'Start Time' and 'Stop Time' fields are optional fields which can be used to calculate the quantity of the labor. The calendar (shown right) allows you to select the date and choose the time upon which the system will calculate the quantity of time worked.
If you choose not to use the 'Start time' and 'Stop time' fields, enter the hours worked by the contact in the 'Qty' field.
The remaining fields, 'Sub-Category', 'Acct_no' and 'Comment', can be used to track more information but is not necessary to record the charge.
Misc. Charges are used to track charges for items or contacts that do not have a record in the system. An example of this is a person who is contracted to do a single job or the purchase of a new asset.
Please be aware that items or contacts used in this manner will not have a history file. It may be beneficial to create a record then use the Labor or Parts charge option instead.
Use the fields on the Misc. Charges form to describe the charge. Click the Save and Return button to save the charge and return to the work order. Click the Save and continue button to save the charge and reload a new, blank charge form. Click the Cancel button to return to the work order without saving the charge.
TIP: If you are not using eMaint to track your parts inventory but still want to track parts charges on work orders, you can use the Misc. charges to track them. Use the comments field on the Misc. charge screen to describe the part used. The comment will appear on the detail charges view.
Quick Parts allows fast entry for multiple parts charges. Simply enter the quantity in the 'Qty.' column and hand-type the item number in the 'Item No.' field. When you click or tab off of the 'Item No.' field, the system will validate the entry and populate the remaining fields based on the Parts' record.
You also have the option to pull the related parts from the asset and/or the parts related to the PM schedule from which the work order was created. On the Action line at the bottom of the page, use the drop-down list to select the parts list to load from. The options are “All (PM&Asset)”, “PM Only” and “Asset Only”. Choose your desired parts list and click the Load Parts button.
Before saving, review your parts list and make any quantity or cost adjustments needed. Place a check in the 'Update Asset related parts list' checkbox to add the list to the Related Parts table on the asset form. Click Save Entries to charge out the parts. A confirmation message will appear with a summary of parts that were added to the asset related parts list. Click the Reset Form link at the top right of the page to start over or click the Return to Work Order link to go back to the work order.
NOTE: Quick Parts does not have an option to charge to a work procedure. If you must charge to a procedure, use the standard Parts charge option.
Charges Against Work Procedures
The Work Procedures table is used to define common and/or complex tasks to the work order. When used, the Work Order Charge table can track the charges against these procedures.
The task description for each procedure will be available in the drop-down box next to the 'Procedure Charged' field. Choose a procedure from the drop-down list then complete the charge form as normal. When saved, Procedure charges will appear in their own subsection on the Charges table.
Viewing and Editing the Charges on a Work Order
The charges on the Work Order Charges table are sorted and subtotaled by category.
To edit or remove a charge that has been applied to a work order, click the GoTo link that is next to the charge in question. This will display the edit screen.
Labor and Misc Charges
Make the appropriate changes in the fields provided and click the Update Charges button. To delete the charge altogether, click the Delete Charges button. If you do not intend to edit this entry, click Cancel.
NOTE: You cannot edit a contact on a Labor charge. You must first delete the charge for the incorrect employee entry and then add a new charge for the correct employee.
Clicking the Goto link on a Parts charge provides you with three adjustment options. You can edit the cost of the part by changing the value in the Item Cost field and clicking Save and Return to save the change to the cost and return to the work order. You can also reduce the quantity charged by using the Return X to Inventory and selecting the quantity or, you can delete the charge entirely by using the Delete charge button.
Note: An item that is returned to inventory will be marked in red. Remove the items in red by using Remove Deleted Records menu option in the Navigation tab. This will only remove the items in the charge table, not delete the part from the system.
To purchase parts needed for a specific job and have those parts automatically charged when they are received, use the 'Purchase' link, which can be found under 'Actions', from the work order detail view. The screen below will display for you to enter the purchase order information.
When the purchase order has been created and saved, the information for that purchase will be shown in the Purchases table under the work order.
When the items are received they will be charged to the work order automatically. They will be placed in their own section marked “Purchase” on the Work Order Charges table.
There are two different kinds of work orders in the system, PM and non-PM work orders. These two types have a slightly different Close Out form.
To close a work order, open a work order's Detail view and click 'Close Out', which is under 'Actions', on the option bar.
Non-PM Close Out
The non-PM close out screen has two sections: “Work Order Close Out: and “Close out fields”. A third section, “Meter Options”, will appear if the asset has a meter-based PM.
Work Order Close Out
This section allows you to change the completion date. By default, the 'Completed Date' is automatically populated with today's date.
Meter Options (only appears if the Asset records a meter)
The “Meter Options” section gives you the opportunity to enter a new meter reading when you close the work order. If the meter is a Running type meter, the 'Meter Reading at Closeout' field will display the last meter recorded for the asset. This will help you with your entry, as Running type meters can only increase. If the meter is a Totals meter, there will be no message.
If the asset has multiple meters, you will have the opportunity to pick which meter type is being entered from a drop-down list. If no number is entered here, the system will simply close the work order without adding a meter reading.
Close Out Fields
The fields in this section are determined by the system administrator. These fields will appear on all work order types. The System Administration training explains how to select the fields for this close out screen.
When you click the Close work order link, the work order form will be updated with the information entered on the Close Out form. In addition, the 'Status' field will be changed from an “O” (open) to an “H” (history/closed).
Non-PM work orders can be reopened by clicking the Close Out link and then selecting the Reopen work order link at the bottom of the screen. This function can be turned off by the admin. See General Work Order Settings on page 23.
Close out information can be viewed at any time by clicking the Close Out link from the work order detail.
PM Close Out
The PM close out screen is divided into 4 sections: “Work Order Close Out”, “Calendar based PM”, “Meter based PM”, and “Close out fields”. A fifth section, “Select parts charges to issue”, is available if the PM Schedule has items in the PM Parts table.
Calendar based PM (only appears if the PM is calendar-based)
The calendar frequency of the PM will be listed here. The Next PM Date is shown with the options to select a new date if you wish to change it (not available on Shadow type PMs).
Meter based PM (only appears if the PM is meter-based)
You may enter a new meter reading for this piece of machinery and/or adjust the next PM interval based on the new reading.
Here are three examples that explain the options available for meter based PM's at close out.
1) You have completed the PM work and simply want to record a new meter reading.
Result: The “Last Meter Reading Entry” field on the PM Schedule is updated.
2) You have completed the PM work and want to enter a new reading but the meter has advanced to such a point that you need to have the next PM schedule based off of the new reading instead of the reading when the PM was generated.
Result: The “Last PM Produced at” and “Last Meter Reading Entry” fields on the PM Schedule are updated.
3) You have completed the PM work but the meter has advanced to such a point that you need to have the next PM schedule generate from the new number at which the work was completed. However, your system automatically enters meters on your assets and you do not want to add a new reading.
Result: The “Last PM Produced at” field on schedule is updated.
The picture and the examples above refer to a running meter, but the option is available for totals as well. The same fields on the PM schedule will be updated but you will not see the “Must be higher than X” values on the Close Out screen.
Select parts charges to issue (only appears if PM has PM Parts assigned)
The bottom section called 'Select parts charges to issue' shows PM Parts which were set with an Auto Issue Qty. These may be deselected; but if checked, they will be issued upon close.
Note: PM work orders can NOT be reopened once closed. Please be sure that the information you enter upon close is correct because you will not be able to change the close out information after the close
The Group Close Out screen provides an efficient method to close many work orders quickly and at one time. Access this page by going into the Navigation tab and clicking Group Close Out in the Work Center section.
The Group Close Out screen will display filters from which you can select a group of work orders. The screen also displays date fields that allow the user to choose a specific range of dates and a 'Close Out Date.' This form is constructed exactly like the Work Order Print Manager; see page 10 for a refresher on how to add and use fields.
Once you have your filters in place, click the Preview button to view the list of open work orders which meet the criteria selected.
Each item in the list will display the WO No. and Asset ID as clickable links to provide you with more information about the work order. You can also add parts and labor charges to each work order from using the links provided.
The checkbox provided allows you to include (check) and exclude (uncheck) each work order from being closed. The Check All and Uncheck All links reside over the list to make the work order selection easier.
The date indicated in the “Close out date” field will appear on the work order as the 'Completed Date'. This value defaults to the current date but can be changed if needed. Example: February 16, 2009 was selected to be the close out date. Every work order that has been selected for this routine will have a 'close' date of February 16, 2009.
To close the work orders, click Proceed with close out.
You will see a status bar indicating the progress of the operation. If you need to cancel the close out process, you can click the Cancel link in the action line next to the 'Close out date'. Canceling will stop the process from continuing, but will not reopen any work orders that have been completed.
When the process has finished, the list will remain in view. You may continue adding charges if needed. Click the Reset Form link to clear the list and start over again or click the Return To Main Menu link to return to the Navigation menu.
The Account Settings page allows you to manage the way your work orders are edited and emailed. This page is accessible by clicking the My Account link on the top right of the header bar or clicking the Change Your Settings link in the Administration section of the Navigation tab.
Work Order Email Settings
This page is used to configure the email defaults for work orders.
The sections New Work Orders and Closed Work Orders are used to manage the email notification defaults when a work order is created and closed. The three options are the Administrator, the Perform For person on a work order and the Assign To person on a work order. Click “Yes” to send an email to the person each time a work order is created and/or closed.
The Work Order Request Notification setting is used to send an email “blast” when a new work request has been entered. “Send Email to Notification Group” turns this feature on and off. The “Enable 'Take Ownership' Link” switch places a link in the email to allow the recipient to approve the request and assign himself/herself to it. This feature requires the recipient to have a Contact file with a valid email address and the 'Send Notification Email?' field set to True.
The last section allows you to choose the subject line for your work order emails.
Click Save Settings to save any changes or click Cancel to go back to the Account Settings page.
General Work Order Settings
This section allows you to set the general work order settings.
Be sure to carefully consider the permissions you are granting users. The screens below are the options that are associated with the work order process.
The Workflow Manager extends the flexibility of your work orders by allowing you to configure the system to react to certain events. These events, which take place when a form is saved, will add, change or remove data according to your specifications.
Some of the available actions that impact the Work Order Center are:
For more information on how to configure a Workflow, see the System Administration course.
The Work Planner is the area where a manager can:
Work Order Listing: Displays a list of work orders. Basic information from the work order will be displayed: Work Order number, Work Order Date, Scheduled Date, Asset ID, Status, and Brief Description. A hyperlink is available to access the detail of both the work order and the asset. Each work order in the list has a section which shows you the current personnel assigned to the work, the Assigned Date, and the Est. Hours for the assignment. The work order listing can be filtered based on user-defined filters in the drop-down list.
Calendar: Allows you to place a date filter on the Work Order Listing. You can filter based on the scheduled date or the work order date.
Scheduling Resources: Displays the personnel resources that match the filter you have selected. You must create the filters you need for your personnel before you will be able to assign resources.
The Planner tool enables you to define and save filters for the Work Order Listing; you can then use the filters to select a specific set of work orders.
Creating Filters for Work Order Listing
The example below shows a filter looking for all work orders in Building B.
The information is saved automatically. When you have added all the necessary filters, click the grey x in the top right-hand corner.
Use this process to define as many filters as you wish. The filters you create will be available to select from the drop-down list of saved filters under the Work Order Listing.
Calendar Filters – Additional Filter Options
In addition to filtering the Work Order Listing, there is also a section below the calendar with four date filtering options. The “filter” referred to in the selection drop-down always refers to the Work Order Listing filter that is currently selected.
Assigning personnel to work orders is a process of first filtering your contacts to the desired group of personnel and then choosing a date and a work order on which the contacts are to work. The Work Order Listing is for selecting the work orders you are working with; the calendar is to choose the date you need; and Scheduling Resources is used to filter to the specific personnel.
Scheduling Resources (seen below) has the same type of filtering that is available in the Work Order Listing. It draws records from your Maintenance Contacts list. Before you can choose a “resource” to schedule, you must set up a filter from which to select that resource. Follow the same filter creation steps that were described under the work order listing filter process (see page 3).
Once filters have been created, they will be available to select from the resources drop-down.
To assign a contact to a work order:
1. Click on the desired personnel resource to be assigned the work. When you click the desired choice, it will display as below, estimated hours set to 1.0. You can change the estimated hours as desired.
2. To assign this selected personnel resource to a work order, click the icon which displays a person with a plus sign that is on the desired work order in the list. You will now see that resource in the scheduled section of that work order.
NOTE: The assignment schedule date will match the date selected on the calendar at the top of the screen. Once an assignment has been made, nothing about it can be edited. The assignment can only be removed.
To remove an assignment, simply click the next to the corresponding assignment. Once a resource has been added via the Planner section, that resource will be able to sign on to the work order through the Time Card tool.
Assignments can also be made by adding them from the Assignments section of the work order detail screen seen below.
Click the 'Add' link to open the screen below. Enter the information for the assignee (use lookup for ease), the assigned date, and the estimated hours. This assignment information will also be available on the Planner screen.
Time Card collects the hours worked by your personnel in a quick and easy interface. Personnel with assignments are listed alphabetically in an assignee drop-down. The date is displayed in calendar format with today as the default date. When you click on a date and select an assignee, the page will show all assignments for that individual on that particular day, including any assignments which were not completed or closed prior to that date. Below the assignments section, any time entered for that assignee on that date will be listed. Time can then be entered for that assignee.
The Time Card screen is divided into five sections: calendar, assignee selection, Assignments, Time Card, and Quick Hours. The Time Card section simply displays the time information for that assignee on that particular date selected in the calendar. The other sections are used in the process of capturing time.
Select Assignee – Choose the assignee from this drop-down. Only those contacts with work assignments will show in this list.
Calendar – Controls the date for both the display of assignments and the entering of time. If an assignee has no assignments on a particular date, then no information will show on the assignment screen.
Assignments – Lists all assignments and allows the assignee to sign on a job, complete it, and enter hours against it.
Quick Hours – Enter time for that assignee against any work order.
The Quick Hours section is available to enter quick time information about a work order. It will be populated when you click the 'Quick' button in the assignment section, but it can also be manually populated.
Regardless of the method chosen to enter the time, the time will display in the Time Card section below the assignment area. Time entered using the 'Sign On' process will display both a start and stop time; time entered via Quick Hours will not. Both methods, though, will display the total number of hours worked in the Hours column.
NOTE: Each transaction will appear on a separate line. A time transaction consists of one quick time entry or one use of the sign on process. There may be multiple transactions for one assignee on a single assignment.
Work Request Emails
It is possible to have eMaint set up an email address for you that converts emails sent to it into Work Requests in your account. This address will have an '@emaint.com' suffix.
Any email sent to this address will be converted to a Work Request. To demonstrate, we will use eMaint's support team email.
After being submitted, this email will be redirected into our X3 account, becoming a Work Request. The subject line and body of the email become the Work Description on the Work Request form, as seen below.
From here, it can be approved or rejected like any other Work Request in your system and dealt with appropriately.
To discuss having this feature enabled on your account, please contact our Services Team.
The heart of eMaint X3 is work order management. Work orders are the vehicles for recording the activities you perform, the physical documents you provide the people performing the work, and the tracking device for all related activities. The Work Order tab is the central location for all work performed in eMaint.
This brief “Learn More” discusses the process of locating, adding, editing and closing work orders.
Clicking the Work Order tab displays all the work order listings, enabling you to view the complete list of work orders in your system.
Each work order displayed in the list has its WO No. underlined. This means you can click the work order number to see the record in detail. To the left of each row are a magnifying glass icon and a pencil icon. You can click the magnifying glass icon to see the detail record of the work order. You can click the pencil icon to edit the work order record.
From this screen you can add a new work order to the list by clicking 'Add New Record' in the upper right corner. If any changes were made to a work order while this window was open, click 'Refresh' to reload the page. The 'Learn More' link provides a brief description of the list view and how to navigate around it. To close the window and return to the main menu, click the 'Close Window' link in the upper right corner.
Click the 'Form Options' link at the bottom of the list to change the default settings of how this screen is displayed. This feature is described in more detail in the System Administration training manual.
Searching your Work Orders
You can expand your search further by applying sorts and/or filters.
Sorting the list
Click on one of the column headings and the list will sort in ascending order. Once sorted, a small arrow icon (pointing up) will appear to the right of the column name. This indicates that the list is sorted in ascending order. Click the arrow icon and the list will sort again, this time in descending order.
Applying Filters to the List
Filters are used to search the whole list and display the matching results. For example, if you wanted to see only those work orders whose 'WO Type' begins with the letter 'P', you would type the letter 'P' in the filter for the 'WO Type' column and then click the red 'Set' link to the left of the filter row. Besides displaying the results, the number of records that matched the filter expression will display in the upper left of the screen. You can apply single or multiple filters at one time if needed.
To remove the filters, click the red “Clear” link. The full list will display.
TIP: The system remembers the filters and sorts that you apply and will display it the next time you navigate to that list.
Clicking on the WO No. or on the magnifying glass on the work order list view will open the detail view of a work order (see below).
NOTE: With eMaint X3, you have the ability to add or remove fields to the screen as well as change field names and attributes, screen layout, colors, etc. Your screen may look slightly different than the example above. This functionality is explained in detail in the System Administration training manual.
The detail view contains all of the information of a work order. From this screen, you have total control of your work orders.
Options at the top left corner of the screen include:
Add – Opens a blank record for entering a new work order.
Copy/Add – Opens a new record in Add mode and populates the form with the previous record‟s values.
Edit – Opens the record in Edit mode for changing the work order‟s information.
Delete – Marks the record for deletion and removes it from the list view.
List – Returns to the list view.
Previous – Displays the detail of the previous record (ordered by ID).
Next – Displays the detail of the next record (ordered by ID).
GoTo – Opens a window that allows you to navigate directly to a record by entering the WO No.
Close Out – Opens the Close Out screen to mark the work order as completed.
Print – Opens the Print Work Order screen for selecting the print form.
Purchase – Opens a new Purchase Order form for ordering parts related to the work order.
Adding Work Orders:
You can add new work orders from either the list or detail view. From the list view, the 'Add New Record' link is directly above the field headers and will open a new window in add mode. From the detail view, the 'Add' choice is the first in the main menu bar and will change the current window to add mode. The 'Copy/Add' option also changes the current window to add mode, except it will populate the form with the previous record's values for fast record entry.
The system will also create new work orders to reflect other features throughout the system. One example of this is automatically generated PMs.
The main fields to populate are the Asset ID, Assign To, Brief Description and Detailed Description. It is always best to insert as much information about the work as possible to remove any “guess work” from your employees and contractors.
Be sure your maintenance contacts have valid email addresses or the various email features of the work order will not function.
Editing Work Orders:
The form for editing work order information can also be accessed from either the list or detail views. From the list, click the pencil icon. From the detail view, click the 'Edit' link in the menu bar. Both links will open the edit form in the existing window.
Click 'Save Changes' to save the changes or 'Cancel Changes' to discard them. The form will return to the detail view of the work order.
Editing In Place:
If “Edit In Place” is enabled, you can make changes to most fields without the need for entering edit mode. Enter the record's detail screen by clicking on the Magnifying Glass icon or the WO No. link on the list view. Place your mouse cursor over the field you wish to edit. If the field is able to be edited, the cursor will change to a pencil . Double-click your left mouse button and the field will open in edit mode. Make your changes then click the save icon to save your changes or click the cancel icon to return without saving.
If a field cannot be edited with Edit In Place, the cursor will change to a “no” symbol . These fields require you to enter 'Edit' mode to make any adjustments.
Deleting Work Orders
Deleting records is a two step process. The first step is to mark the record for deletion by clicking the 'Delete' link. This removes the record from the list view but still allows you to locate it by using the 'GoTo' link (if you know the record ID) or using the 'Next' and 'Previous' links to page through the records. At this point, you can still un-delete the record by clicking the 'Un-delete' link.
The second step of the deletion process is to completely remove records from system. Go to the Removed Deleted Records link located in the Administration menu. This list displays the various tables that can hold record marked for deletion. Click the magnifying glass icon to preview items that will be deleted. Click the trash can icon to remove all the records for that section. For more information on deleting items, see the System Administration manual.
NOTE: The Remove Deleted Items option permanently removes records. There is no way to bring them back. Use this feature at your own risk.
When a work order has been completed, use the 'Close Out' link to close it in the system.
The standard close out screen has two sections: Work Order Close Out and Close out fields.
Work Order Close Out
This section allows you to change the close out date which will be recorded by the system. By default, the WO Completion Date is automatically filled in with today's date.
Close Out Fields
The fields in this section are determined by the system administrator. Any fields which will provide more information about the closing of the work for this job can be added. (System Administration training explains how to select the fields for this close out screen.)
Once you click the 'Close work order' link, the work order is now closed. The Status field is changed from an O (open) to an H (history/closed). Non-PM work orders can be reopened by clicking the 'Close Out' link again and then selecting the reopen link at the bottom of the screen. Reopening the work order will also enable editing of the close out information.
The close out information that was entered can also be viewed (without running a report) by clicking the 'Close Out' link from the work order detail.
Use this link to print work orders. Two print options are available: Printing a PDF form of the work order or printing an HTML form of the work order.
The 'Purchase' link opens a new window with a blank purchase order form. This allows you to place orders for parts that are required for the work order.
This form is identical to the purchase order form from the Create Purchase Order menu option. Parts on order will be listed on the 'Purchase' table of the work order detail. When the PO is received, the part will be added to the 'Charges' table.
NOTE: The purchase order system is beyond the scope of the manual. See the Inventory Control manual for more information.
Work Order Charges
The Work Order Charges table lists the various charges made against the work order. Possible charge types are Labor, Parts, Misc and Quick Parts.
To add a charge, use the drop-down list to select the charge type and click the „Add Charges‟ button. The window will load the appropriate screen for entering the charge. For more information about adding charges, see the Work Order Management Level 1 manual.
Similar to the PM schedules' 'Procedures' table, the Work Procedures table allows you to link a PM Task to the work order. This table will also list the PM Procedures from a generated PM.
To add a Work Procedure, click the 'Add' link on the right side of the Work Procedure table,
The fields to enter are:
Click 'Save New Record' to save the procedure to the work order, or click 'Cancel Changes' or 'Go Back' to return to the Work Order without saving.
The Assignments table works in conjunction with the Timecard/Planner module. The Planner allows you to quickly and easily assign contacts to work orders by listing both on the same page. Once assigned, the Timecard is used to charge time against the work order by either using the Sign On/SignOff button for active time tracking or directly adding the time. The Timecard also allows a work order to be closed when the work is complete.
NOTE: The Timecard and Planner feature is available upon request and will need to be turned on by an eMaint Support Specialist if you feel this feature would help your business process.
|Work Orders: The Basics (PDF)||646.54 KB|
Available from the Work Center in your Navigation Tab, the Work Order Print Manager allows you to print multiple work orders using various filters. Any field by which you would normally filter your work orders can be made available on this screen.
You can choose the fields you would like to use in your Work Order Print Manager. In the right-hand column of the Manager screen, there is a plus sign in the black column heading; this sign is for adding a field.
To add a field:
To remove a field from Work Order Print Manager, click the minus sign to the far right of that field's row on the Manager.
NOTE: If your search returned 0 results, click the Reset Form link in the right-hand corner to try a different set of criteria.
PDF Form – The work orders will be printed individually in PDF format. You must have the Adobe Acrobat viewer for this option. The viewer is available directly from the Print Options page.
PDF List – PDF List consolidates all the work orders into a list which gives the brief description of the work along with the asset ID, Assigned To person, WO Type, PM Group, Route and WO date. The user can mark the check box next to the work order number to indicate completion.
HTML Form – The work orders will be printed individually in HTML format. Select this format if you have made use of the HTML editor within your work orders. This form will allow you to see the HTML formatting. If you view HTML formatting within a PDF print format, you will see only the HTML code.
After using the Work Order Print Manager or the Print and Email options in the Generate PM Work Orders tool, a small window will appear:
|Work Order Print Manager (PDF)||39.02 KB|
The system is designed to enable you to identify the costs for performing work and to associate those charges (Labor, Parts, Miscellaneous) with the equipment that is being tracked in the system. Over time, this data will enable you to analyze the costs associated with maintaining your equipment and help you make decisions about the life cycle of the equipment. All charges that have been recorded on work orders associated with an asset may be easily accessed and viewed directly from the corresponding asset record in your Asset File.
At the bottom of the Work Order Detail screen is the Work Order Charges section for that work order. This section displays all charges or costs associated with that work order, separated by the charge type. From this section of the screen you are able to add, view and edit the charges for the work order. To begin the process of adding charges you must select a Charge Type, located in the drop-down list on the right side of the 'Work Order Charges' section.
There are 3 types of charges that applied to a work order: Labor, Parts, and Miscellaneous.
Labor is tied directly to categories listed in your Contacts. In order to add charges for labor, there must be a corresponding record for the specific contact in your Contact table. When adding a charge for this type, you will select the appropriate record from the drop-down list that is displayed.
Parts and Quick Parts charges are directly associated with the Parts in your system. In order to add a Parts or Quick Parts Charge, the part must exist in your Parts table and have the proper On Hand value. When selecting 'Quick Parts' you will be presented with a screen that will allow multiple entries of parts information. You must validate your entries after completion before saving.
Selecting a Misc charge type will present the MISC CHARGES entry screen where you can enter Qty, Unit Cost etc., along with Comments concerning this charge. Use the 'Misc' charge type to record parts charges for items that are not listed in your parts inventory.
After selecting a Charge Type click the Add Charges button and the Add screen will appear.
Transaction Date – Indicate the date of the transaction in this field.
Qty (Quantity) – Enter the quantity. This could be quantity of hours for a personnel charge or quantity of parts used for a parts charge.
Item – Click on the File icon in order to display your Parts File Listing. You can filter the list to drill down to the record you need. Click the Select link to the left of the item you wish to use.
Description – This field will auto-populate with the description of the selected Part once you select your item.
Location – This field will auto-populate with the location of the selected Part once you select your item.
On Hand – The current On-Hand count will auto-populate when you select your item.
Unit Cost – The Unit Cost will auto-populate with the Unit Cost of the selected Part. Once the charge is added you have the capability to edit the Unit Cost using the Pencil icon on the far left of the charges list below the Work Order Detail.
Extended Cost – This is a calculated field based on the Unit Cost and the Quantity that you entered to be charged.
For any non-Parts charges, once the appropriate charges fields are entered, you click Submit Charges button to save the entry and to automatically return the Work Order Detail screen. For any Parts charges, once you have completed your entries, click the Validate Entries button. A 'Ready to be SAVED' message will appear above the entry area if all fields have validated. Make any changes necessary until you get validation success and then click Save Entries button to get a 'Records Saved' message. You can now click Return to Work Order on the top right of the screen to automatically return to the Work Order Detail screen.
You may continue adding as many charge transactions as required. The charges that you have entered may be modified or edited by clicking the Pencil icon to the left of the charge entry.
|Adding Charges to Work Orders (PDF)||70.75 KB|
The Request Center is accessible from the Requests tab. It contains all work requests entered in the system. When work requestors (users on your account who submit work requests) enter requests for work, those requests are saved in the Request Center to undergo an approval process. Approved requests are automatically turned into work orders while rejected requests will remain only in the Request Center.
The Request Center List will show all requests that have been entered into your account regardless of their approval status. There are three status categories for requests: “O” indicates an open submitted request, “A” indicates an approved request, and “X” indicates a rejected request. The status of an individual request will change when the approver selects the option to either 'Approve Request' or 'Reject Request'.
From the detail view of the request you have the ability to click the Approve Request link displayed at the top of the request form. When you click 'Approve Request,' the request is automatically turned into a work order that you can then update with additional information and save to the work table.
If you populate the “Assign To” or “Perform For” fields on the newly saved work order, the „send work order email‟ screen displays, enabling you to send the work order via email to selected recipients. Click Send Email to send the work order to the designated individuals or click Return to Work Order to go back to the work order without sending an email.
After the request has been approved, its status will change to “A” for Approved and the Approval Memo on the request will contain the approval date, time, and approver and the new work order number.
From the detail view of the request you have the ability to click the Reject Request displayed at the top of the request form. When you click 'Reject Request' a rejection box will open which allows you to type in a Rejection Reason. After you type in the reason, click Submit. A screen will display indicating the request has been rejected and emailed to the person who submitted the request, provided there is a valid email address listed for the requestor.
After the request has been rejected, its status will change to “X” for Rejected and the Approval Memo on the request will show the message typed in the “Rejection Reason” box.
|Work Request Approval/Rejection (PDF)||22.99 KB|
The Calendar may be used to view any existing or pending activities in the system. Activities include work orders, user-defined activities and PM Schedules (whose 'On Calendar' option is set to 'True') that are projected to occur on a given date.
Click the Calendar tab to view the Calendar page. The main panel displays a listing that shows activities for today’s date. The listing displays each calendar activity, including a date, brief description, and ID, which provides a link to the detail page for the activity.
The buttons above the main panel are:
A calendar resides on the “Quick Bar” which allows you to select specific days in the month by clicking on it. You can move to different months by using the arrow buttons at the top. Days that have activities scheduled will be signified in green. The blue color signifies the day that is currently selected for viewing.
The Calendar also allows you to create your own reminders for activities that are outside of the scope of work orders. These activities can be anything from staff meetings to trainings to appointments.
Adding a Reminder
To add a new reminder or activity (non-work order related), click the Add Reminder button above the main panel to open the Reminder form in add mode. The available fields are:
When you are finished adding your reminder, click Save Changes to save the reminder and post it on the calendar. Click Cancel Changes to go back to the Calendar without saving the reminder.
Editing and Deleting Reminders
Editing or deleting a reminder or user-defined activity is as easy as clicking on the ID of the reminder to open the Detail page then clicking either Edit or Delete. If editing, be sure to click Save Changes when you are finished.
Completing a Reminder
When the activity is complete, you can “close it” by clicking on its ID link, then click the Edit link. Set the “Complete” field to True and enter the “Completed By” person.
Marking an activity or reminder as complete will remove the activity from the old control panel report “My Calendar Activities”. If you use the reminder function frequently, publish this report to your dashboard (using the link provided) for a quick reference of upcoming activities.
|Using the Calendar Tab (PDF||68.75 KB|
Meter Reading values must be entered manually or captured electronically to update the data on each Asset in order to have meter-based PMs properly generate. You can enter meter values manually with the Add New Meter Reading link. Enter the Meter value, Date, and Taken By fields for standard meter readings.
Tran. ID – Displays the system's internal transaction ID associated with this meter reading.
Meter Type – This is measured in usage (i.e., Hours in operation, Miles or Kilometers traveled, Units of production, etc.). Select the type of meter that corresponds to the meter reading you are recording.
Date Taken – The Date of the Meter Reading
Taken By – The initials of the person taking the Meter Reading
Meter Reading – Record the reading of the meter in this field. This information will be automatically displayed on the PM Schedule that corresponds to this meter reading.
Reset – This True/False field would be set to True only if the meter counter had to be reset.
Adjust – The adjustment value is the amount of the meter units that occurred between the last meter reading and the point that the meter was reset. Only record an adjustment if the reset value is True.
When you have completed your entry you can either select Save New Record or Cancel Changes.
This section lets you identify or associate multiple procedures with a PM Schedule, and to indicate the sequence in which they should be performed. You can import a task from the PM Task section or you can hand-type your own procedure.
NOTE: When a PM is generated and becomes an open PM Work Order, the procedures that are associated with the PM schedule will be displayed at the bottom of the Work Order detail screen in the Work Procedures section.
Adding a PM Procedure
Editing an existing PM Procedure
From the PM Procedure Listing Section, click the GoTo link to the left of the procedure you wish to edit. The procedure will display and you can then click the Edit link at the top or bottom left of the procedures form.
Once you are finished editing the Procedure, you have the option to Save Changes or Cancel Changes at the top and bottom left of the window. You can click Go Back at the top right of the window to return to the PM Schedule detail and the PM Procedure Listing section.
Deleting an existing PM Procedure
From the PM Procedure Listing Section, click the GoTo link to the left of the PM Procedure you wish to delete. The PM Procedure Detail view will display with the option to click the Delete link at the top or bottom left. Clicking this link will mark the record for deletion. This will be noted at the top right of the window with a red “Marked For Deletion” message and the Delete link will turn into an Undelete link. Once you have marked your record for deletion you can click Go Back at the top right of the window to return to the PM Schedule detail and the PM Procedure Listing section.
To undelete a record that is marked for deletion, enter the PM Procedure detail by clicking the GoTo link and click the Undelete link at the top left of the window.
NOTE: To fully delete the PM Procedure record(s) form your system go to the Administrations section of Navigation tab and click Remove Deleted Records. Then click on the trashcan icon next to 'PM Procedure ' to delete all PM Procedure that are marked for deletion.
RIME Rank (Ranking Index for Maintenance Expenditures)
What it does?
The RIME Rank on the Work Orders prioritizes the work that needs to be completed based on three variables that are specified by the user. This method of ranking maintenance work orders is based on an index that combines both the “work classification” ranking and “asset criticality” ranking, to produce a single “RIME” number that is then used by the end user to prioritize the work.
Things to know
**Updates 1 value on the work orders
Priority (wo.priority) - WO Form
*Populated on the WO after it is created depending on what type of work needs to be done. This can also be set on the PM to populate on the WO after it is generated.
RIME Code (compinfo.rimecode) - Asset Form
*Criticality ranking for the asset depending on how critical the piece of equipment is to operations
How is the RIME Rank calculated?
The RIME Rank is based on three values; Priority, RIME Code, and Factor. Two of the three we already have specified on the WO and the Asset. (Priority = WO, RIME Code = Asset). The third is the factor and that value is based on the following calculation:
FACTOR = (Today’s Date - WO Date)/7 * 5
The factor takes into account how long the WO has been open. The factor is calculated each day along with the RIME Rank and not stored anywhere in the system.
Now that we have all of our values, we are ready to calculate our RIME Rank. Below is the formula that the X3 system uses to make that calculation:
RIME Rank = (Priority * RIME Code) + Factor
Vendor Portal access will allow Vendors to acknowledge that they have received the details of work to be completed, update cost information upon completion of the work, and attach documents or images to the work order record. The interface can be configured to show specific fields in the lists and charge areas, as well as completely hiding any type of charges you do not want the vendors to have access to create.
Interface and Available Functions
Vendor – This area contains the company name of the Vendor currently logged into the system (pulled from the associated contact record). It will also contain the Work Order # which will display the panel of data reviewed earlier in this document on mouse over.
Labor Charge – Here the Vendor will be able to enter an unlimited quantity of labor charges. After entry of a record it will then be displayed directly below the data entry area with 2 options to the left of the record. These options will be “Edit” and “Delete”. Edit will return the previously entered values to the data entry fields to be edited and re-submitted. Delete will prompt for confirmation and then remove the charge.
Materials Charge - Here the Vendor will be able to enter an unlimited quantity of materials charges. Each materials charge record must include a valid entry in “Qty”, “Rate”, and “Description”. After entry of a record it will then be displayed directly below the data entry area with 2 options to the left of the record. These options will be “Edit” and “Delete”. Edit will return the previously entered values to the data entry fields to be edited and re-submitted. Delete will prompt for confirmation and then remove the charge. The materials is actually creating a specialized Misc charge in X3.
Misc. Charge - Here the Vendor will be able to enter an unlimited quantity of miscellaneous charges. After entry of a record it will then be displayed directly below the data entry area with 2 options to the left of the record. These options will be “Edit” and “Delete”. Edit will return the previously entered values to the data entry fields to be edited and re-submitted. Delete will prompt for confirmation and then remove the charge.
Total – This area will display the sum of all charges entered currently and will be recalculated as each charge is added. The “Return to List” option will allow the Vendor to save the current charges without submitting the task as completed. The “Submit as Completed” option will save the charges and update a value on the task to now show “Completed”. Upon selecting “Return to List” or
“Submit as Completed” the user will be returned to the primary work order task list.
Document Storage – This area allows the Vendor to attach files (images, pdf documents, etc) to an active work order record. The interface will allow the Vendor to browse into their local file system and select a file for upload, as well as viewing files that they have previously uploaded (with a click to view option) as well as a “remove” option for attachments that were uploaded previously by that vendor. **The Vendor will not be able to remove documents that were uploaded by a standard user and marked to be viewable by the vendor.**
This screen will allow the Vendor to manage the documents uploaded to the previously completed Work Order tasks. . The interface will allow the Vendor to browse into their local file system and select a file for upload, as well as viewing files that they have previously uploaded (with a click to view option) as well as a “remove” option for attachments that were uploaded previously by that vendor. A confirmation will be displayed before removing any attached files. **The Vendor will not be able to remove documents that were uploaded by a standard user and marked to be viewable by the Vendor.**
eMaint X3 Standard User Controls and Interface
Control for the Work Order Panel – The control of the fields available in the work order panel (on mouse over of the work order #) will handled through the “Manage Forms” option on the navigation screen. A form titled “Vendor Panel” will be available to configure, an administrative user can select the fields that should be displayed in the panel and in what order.
Task Assignments and Status Review – The standard users will be able to review the status of the tasks associated with a work order through the “Work Procedures” table on the Work Order record. This allows a procedure to be assigned to each vendor as needed.
Related Documents – Documents uploaded by a Vendor or by a standard user will all be stored in another table related to the work order. Standard Users will have the opportunity to update a flag that will make an attached document available for a Vendor to view through the Vendor Portal.
Using the Projects tab is a great way to tie together Work Orders in your system. A feature available to you in the Projects tab is the Gantt Chart. A Gantt Chart is a way to view all Work Orders in a single project based on date information. This lets you visualize how quickly work is being accomplished and in reference to the end date for your project.
To access these charts, open a project and click the Actions button the select Gantt Chart.
The first time you load the chart up, you’ll may find that it says there’s no data to display and it will be blank. This is completely normal. We can address this by clicking the Configure button at the bottom right to bring up some options.
There are three tabs with various options:
Project Start Date / Project End Date - These two options allow you to designate when your project begins and ends and offer a number of choices for those times.
Show Today Trendline? - Puts a vertical line on your chart to show you where ‘today’ is each time you view the chart.
Description Field - The field you want to see for the Work Order
Start Date Field - Start Date for the chart
End Date Field - End date for the chart
Connector Field - Draws lines between WOs that share information in the specified field.
Is Milestone? -
Milestone Date Field
Data Column 1/2/3 - Displayed next to the WO Number
Line Color - The color of the lines on the chart.
Header Color - The color of the header.
Header Font Color - The color of the header font.
Open WO Color - The color of Open Work Orders on the chart.
Completed WO Color - The color of Completed Work Orders on the chart.
Month Display Duraton - How many months does this chart cover?
Show Dates? - Toggle this to show the start and end dates for the Work Orders on the chart.
Allow Export? - Toggle this to allow or disallow exporting of this chart.
Export File Name - The default name for the files you create when exporting this chart.
Chart Width - Specifies the pixel width for this chart.
Chart Height - Specifies the pixel height for this chart.
Once you specify your settings, click Save and it will load your chart. You can right click on this chart and select an Export option. It will prepare the chart for export and, when ready, will give you a save link in a box below the chart.