Permissions
Create Preventative Maintenance Template: Enables users to create new Preventative Maintenance templates and edit or delete templates they created.
Edit Preventative Maintenance Template: Allows users to edit and delete any Preventative Maintenance templates.
View Preventative Maintenance List and Details: Controls Preventative Maintenance visibility in default or custom views. Users with view-only permissions can see templates, but cannot create or edit them.
View Preventative Maintenance Left Nav: Reveals the Preventative Maintenance page on the left-hand navigation.
Note: Permissions for generated Preventative Maintenance work orders follow standard work order permissions.
Create a New Template
To begin, select ‘New Template’ either on the PM Templates page or in the left-hand navigation. Follow the eight steps below to complete the template.
Step 1: Details
PM Group Name*: Select an existing preventive maintenance group or create a new one.
Schedule Name*: Assign a name to the preventative maintenance schedule.
Issue Category/Issue*: Select the relevant Issue Category and Issue.
Task Work Order Subject*: Provide a name for the subject of the generated preventative maintenance task work orders.
Priority*: Choose the work order’s Priority.
Step 2: Assets/Locations
Determine how work orders are generated: per Location or per Asset.
By Location
Work Orders apply to a specific location.
Work orders are generated per location, with no assets attached (e.g., grounds maintenance).
Add location filters using the + Add Condition option.
By Asset:
Work Orders apply to specific assets.
Work orders are generated per asset.
The asset’s location determines the work order location.
Add asset filters using the + Add Condition option.
Step 3: Tasks
Tasks: A checklist for the technician working on the work order.
Add a task by selecting ‘Add a Task’, naming it, and selecting Add (Plus).
To delete a task, click the 'X' icon. To edit a task name, select the pencil icon.
Sub Work Order: Optional child work orders created per generated work order.
Add by selecting ‘Add A Sub Work Order’.
Select a ticket template from the Select Ticket Template drop-down.
Note: The work order templates that can be added as sub-work orders originate from work order templates, not PM templates.
Use the More button to assign it to a User or Team.
Work tasks can also be rearranged by dragging and dropping them up or down.
Step 4: Additional Items
Attachments: Drag and drop files or browse to upload.
Supported File Types: JPEG, PNG, PDF, DOC, DOCX.
Max Size: 30 MB.
Actions: Download, Preview, and Delete.
Step 5: Trigger (Schedule)
Scheduling Logic & Priority
Trigger Order: Schedule-based trigger logic executes before platform-wide rules.
Trigger Considerations: Excludes weekends.
Post-Creation: All platform-wide rules are applied immediately upon the generation of a work order.
Generation Triggers:
On a regular cadence: Generates based strictly on the timeframe.
After previous work order resolution: Generates only once the preceding work order is completed and resolved.
Schedule Types
Run Once (One-Time Generation)
Immediate Trigger: Select Run Once > Now (on template save).
Scheduled Trigger: Select Run Once > On > [Select Date/Time via Calendar].
Validation: Review the Summary Line to confirm the calculated generation timestamp.
Recurring: Daily
Frequency: Define the interval (e.g., "Every 2 days").
Trigger: Choose either ‘On a regular cadence’ or ‘After previous work order resolved’.
Execution Time: Specify the exact time using Hour, Minute, and AM/PM fields.
Duration: Define the "Stop" criteria for the recurring schedule.
Validation: The Summary Line displays the start date and repetition frequency.
Frequency | Cadence & Configuration |
Daily | Select frequency (e.g., every 2 days)
|
Weekly | Select frequency (e.g., every 3 weeks), specific days of the week |
Monthly | Select frequency (e.g., every 1 month), exact day pattern (e.g., 3rd Tuesday)
|
Yearly | Select frequency (e.g., every 1 year), exact day pattern (e.g., 1st day of February)
|
Step 6: Due Date/Actions
Set the due date for generated work orders. Due dates are calculated from the day the work order is submitted.
Due Date Options: Specific time period (days, weeks, months) after rule executes, first/last day of the month, custom date, today’s date, or an event date.
Reminders: Optionally add 1 or 2 reminders before the due date.
Notifications: Choose how notifications are sent: Email, System Notification, or Both.
Step 7: Other Rules
Add rules to the generated work order by selecting Add Action. These rules will fire when the work order is created.
Step 8: Summary
Review all selections.
Select Finalize and Save to save the template.
The new template will appear on the main page.
