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Maintenance Work Orders

Early Access Functionality

Asset Maintenance Work Order Management functionality is currently in an Early Access BETA state. Please contact Exosite's support for more information about getting early access to this new feature set.

Overview

The Work Order functionality allows users to schedule and track work to perform on an asset. This can be used for recurring standard operating maintenance and also for work that needs to be performed as the result of a detected Condition, using the ExoSense data pipeline rule and transform logic.

Work Orders are associated to a specific Asset.

Work Orders

  • Each Work Order is uniquely numbered.
  • Work Orders are specific to an Asset.
  • Work Orders can be scheduled for a date and a shift and have a priority.
  • Work Orders have a description can be written in Markdown text format
  • Steps can be added to a Work Order, which can have an expected time duration and allow for progress tracking.
  • Comments can be added to Work Orders.

Work Order States

The following lifecycle states are supported for a Work Order.

State Description
Open The state when created. Can be assigned, scheduled.
In Progress A user has set the Work Order as in progress. Steps can be completed.
Closed The Work Order has been closed without completion.
Completed The Work Order has been completed.

Work Order Priorities

Each Work Order has a determined priority, which can be used for filtering and sorting.

  • Minor
  • Major
  • Critical
  • Blocker

These priorities have no further definition and is up to the user and organization to determine how to use the levels for their processes

Steps

Steps can be added to a Work Order. Each step can specify more details and a duration. As progress is made, each step can be marked as 'In Progress' and 'Completed' to provide an overall progress history of the completed work.

Work Order Description

The description and steps for a Work Order support Markdown syntax. This supports headers, lists, and links, such as linking to operating documentation or videos.

There are many sites with guides to Markdown syntax as it is widely used for documentation (including this Exosite documentation).

Here are a few to check out:

Work Order Views

Work Order Badge Settings

The side menu badge for Maintenance by default will show the number of Work Orders open and active for you. This can be configured as a user preference in the User account Profile Preferences.

Active

This view provides a summary of the active Work Orders and shift.

Lookup

A standard list of all maintenance Work Orders, which can be filtered.

Schedule

A weekly view showing shifts for all Work Orders, can be filtered.

My Work Orders

A summary for the user of their Work Orders.

Exporting Maintenance Records

The Maintenance Work Order views and individual Maintenance Work Orders can be exported using the 'Export Menu' icon in the upper header. The export options for the list include image, print, pdf, and two file output options CSV and JSON. The options for exporting an individual Maintenance record are PDF, JSON, and Image.

This feature and specific export options may not be available on all solutions. Contact administrator for more information.

Export Method Description
PDF The PDF export options allow exporting the current view of maintenance work orders or a specific work order as a PDF file, which will be downloaded to your computer via your browser. You can choose in PDF mode to use page breaks and adjust the resolution.
Image The Image export options exports the current view of maintenance work orders or a specific work order as a single continuous image (.jpg). Image quality is adjustable as an option.
Print This will bring up the print dialog for your browser and computer. (Maintenance view only)
CSV The CSV export will generate a CSV file that contains the current view of maintenance work orders. (Maintenance view only)
JSON The JSON export will generate a file that contains the current view of maintenance work orders or a specific work order in JSON format.
Condition List - CSV Export Format Example 
Name,Asset Name,Key,Status,Priority,Creator,Assignee,Job Type,Condition Policy Name,Subsystem Name,Created At,Updated At,Scheduled At,Closed At,Completed At,Scheduled At Shift
Monthly Inspection,Pump 2755,8,open,Minor,Harmon Killebrew,,manual,,,2023-07-27T20:28:07.000Z,2023-08-07T20:22:37.000Z,2023-08-08T05:00:00.000Z,,,08/08/2023 Shift 1
Check the oil - recurring,,6,open,Minor,Dottie Hinson,,manual,,,2023-06-22T14:32:29.000Z,2023-06-22T14:32:29.000Z,,,,
Check the oil,Pump 2033,7,open,Minor,Jim Kaat,,manual,,,2023-06-22T14:33:08.000Z,2023-06-22T14:33:08.000Z,,,,
Pump Overheating - Shutdown and Inspect,Pump 2755,9,open,Critical,Harmon Killebrew,Zoilo Versalles,condition,Pump Overheating,,2023-08-07T20:21:25.000Z,2023-08-07T20:25:04.000Z,2023-08-07T05:00:00.000Z,,,08/07/2023 Shift 1
Check Pump 2755 Overheating,Pump 2755,2,open,Major,Zoilo Versalles,Zoilo Versalles,condition,Pump Overheating,,2022-08-30T04:49:29.000Z,2023-08-07T20:24:08.000Z,2023-08-07T13:00:00.000Z,,,08/07/2023 Shift 2
Recurring Checklist,Pump - 3234,5,open,Minor,Tony Oliva,Zoilo Versalles,manual,,,2023-02-16T23:10:46.000Z,2023-08-07T20:24:58.000Z,2023-08-07T13:00:00.000Z,,,08/07/2023 Shift 2
Change the filter on inlet 2,Pump 2755,1,inProgress,Critical,Tony Oliva,Zoilo Versalles,manual,,,2022-08-30T03:43:40.000Z,2023-03-15T21:12:52.000Z,2023-03-15T05:00:00.000Z,,,03/15/2023 Shift 1
Name Asset Name Key Status Priority Creator Assignee Job Type Condition Policy Name Subsystem Name Created At Updated At Scheduled At Closed At Completed At Scheduled At Shift
Monthly Inspection Pump 2755 8 open Minor Harmon Killebrew manual 2023-07-27T20:28:07.000Z 2023-08-07T20:22:37.000Z 2023-08-08T05:00:00.000Z 08/08/2023 Shift 1
Check the oil - recurring 6 open Minor Dottie Hinson manual 2023-06-22T14:32:29.000Z 2023-06-22T14:32:29.000Z
Check the oil Pump 2033 7 open Minor Jim Kaat manual 2023-06-22T14:33:08.000Z 2023-06-22T14:33:08.000Z
Pump Overheating - Shutdown and Inspect Pump 2755 9 open Critical Harmon Killebrew Zoilo Versalles condition Pump Overheating 2023-08-07T20:21:25.000Z 2023-08-07T20:25:04.000Z 2023-08-07T05:00:00.000Z 08/07/2023 Shift 1
Check Pump 2755 Overheating Pump 2755 2 open Major Dottie Hinson Zoilo Versalles condition Pump Overheating 2022-08-30T04:49:29.000Z 2023-08-07T20:24:08.000Z 2023-08-07T13:00:00.000Z 08/07/2023 Shift 2
Recurring Checklist Pump - 3234 5 open Minor Tony Oliva Zoilo Versalles manual 2023-02-16T23:10:46.000Z 2023-08-07T20:24:58.000Z 2023-08-07T13:00:00.000Z 08/07/2023 Shift 2
Change the filter on inlet 2 Pump 2755 1 inProgress Critical Zoilo Versalles Zoilo Versalles manual 2022-08-30T03:43:40.000Z 2023-03-15T21:12:52.000Z 2023-03-15T05:00:00.000Z 03/15/2023 Shift 1
Condition - JSON Export Format 
    {
        "job": {
            "assetName": "Pump 2755",
            "assignee": "Zoilo Versalles",
            "creator": "Tony Oliva",
            "description": "## Overview\n\nThis is a monthly scheduled standard maintenance procedure. \n\n## Information\n\n- Steps are provided in this Job\n- [Training Video]()\n- [Detailed Maintenance Guide]()\n",
            "key": 1,
            "name": "Change the filter on inlet 2",
            "priority": "Critical",
            "status": "inProgress",
            "type": "manual",
            "closedAt": null,
            "completedAt": null,
            "createdAt": "2022-08-30T03:43:40.000Z",
            "scheduledAt": "2023-03-15T05:00:00.000Z",
            "scheduledAtShift": "03/15/2023 Shift 1",
            "updatedAt": "2023-03-15T21:12:52.000Z"
        },
        "history": [
            {
            "description": "Tony Oliva",
            "status": "open",
            "timestamp": "Tue Aug 30 2022 03:43:40 GMT+0000 (Coordinated Universal Time)",
            "title": "Open"
            },
            {
            "description": "Zoilo Versalles",
            "status": "inProgress",
            "timestamp": "Wed Sep 07 2022 15:19:07 GMT+0000 (Coordinated Universal Time)",
            "title": "In Progress (was: Open)"
            },
            {
            "description": "Zoilo Versalles",
            "timestamp": "Wed Sep 07 2022 15:19:31 GMT+0000 (Coordinated Universal Time)",
            "title": "Scheduled at 09/08/2022 12:00 AM CDT (was: 08/30/2022 12:00 AM CDT)"
            },
            {
            "description": "Tony Oliva",
            "timestamp": "Fri Sep 16 2022 15:42:07 GMT+0000 (Coordinated Universal Time)",
            "title": "Scheduled at 09/16/2022 12:00 AM CDT (was: 09/08/2022 12:00 AM CDT)"
            },
            {
            "description": "Zoilo Versalles",
            "timestamp": "Thu Feb 16 2023 23:07:13 GMT+0000 (Coordinated Universal Time)",
            "title": "Scheduled at 02/21/2023 12:00 AM CST (was: 09/16/2022 12:00 AM CDT)"
            },
            {
            "description": "Zoilo Versalles",
            "timestamp": "Wed Mar 15 2023 21:10:24 GMT+0000 (Coordinated Universal Time)",
            "title": "Scheduled at 03/15/2023 12:00 AM CDT (was: 02/21/2023 12:00 AM CST)"
            },
            {
            "description": "Zoilo Versalles",
            "status": "open",
            "timestamp": "Wed Mar 15 2023 21:12:44 GMT+0000 (Coordinated Universal Time)",
            "title": "Open (was: In Progress)"
            },
            {
            "description": "Zoilo Versalles",
            "status": "inProgress",
            "timestamp": "Wed Mar 15 2023 21:12:52 GMT+0000 (Coordinated Universal Time)",
            "title": "In Progress (was: Open)"
            }
        ],
        "steps": [
            {
            "description": "- Ensure the new filter is undamaged.\n- When removing the old filter, inspect for any debris or oil that may mean there is another problem.\n- When insert the new filter, it should slide easily, **do not force**",
            "duration": 10,
            "name": "Replace the filter",
            "order": 1,
            "status": "open",
            "completedAt": null,
            "createdAt": "2023-03-15T21:10:13.000Z",
            "updatedAt": "2023-03-15T21:10:13.000Z"
            },
            {
            "description": "1. You need to take off the 4 bolts\n2. Lift off carefully\n3. Don't drop it\n4. Don't put it on anything it can fall off of.\n",
            "duration": 5,
            "name": "Turn Power Off",
            "order": 1,
            "status": "completed",
            "completedAt": "2023-03-15T21:52:49.000Z",
            "createdAt": "2022-09-07T15:21:07.000Z",
            "updatedAt": "2023-03-15T21:52:49.000Z"
            },
            {
            "description": "1. You need to take off the 4 bolts\n2. Lift off carefully\n3. Don't drop it\n4. Don't put it on anything it can fall off of.",
            "duration": 10,
            "name": "Remove the Cover",
            "order": 1,
            "status": "open",
            "completedAt": null,
            "createdAt": "2022-09-07T15:21:22.000Z",
            "updatedAt": "2023-03-15T21:08:14.000Z"
            }
        ],
        "comments": []
    }