Register maintenance

Open the equipment item and go to Maintenance Records. The newest record is the open one, with its Due date already set. Fill in Performed Date and the other fields you need, then click the open-lock button (tooltip Complete record). The record is locked, and the next record is created with a Due date of this Performed Date plus the number of days in the item’s Maintenance interval.

Before you start

• You need the Edit right on the Equipment row. Your user administrator sets this.
• The item must already have maintenance records. Records start only when Purchasing / Start date, Maintenance interval and Responsible are filled in; see Add equipment.
• Open the item from the list; see Find equipment and check when maintenance is due.

Steps

Fill in and complete the open record

1. On the equipment page, go to Maintenance Records. The newest record is at the top.
2. Fill in the fields on the open record. Each field is saved when you click outside it, move the mouse away from it, or pick a date:
   • Action performed by: who did the maintenance (free text).
   • Tolerance: free text.
   • Performed Date: the date the maintenance was done. The field has a red frame while it is empty.
   • Reference equipment: the equipment used to check this item (free text).
   • Comments: free text.
3. To add documentation, click the paperclip in Documentation. Use Upload for files, Link to internal document for an ABMS document, or External URLs for a web address. Click Close when you are done. See The equipment page for the dialog.
4. Click the open-lock button at the end of the record (tooltip Complete record). Until Performed Date is filled in, the button is disabled with the tooltip “Set a performed date to complete this record”.

Change a completed record

1. Click the lock button on the completed record (tooltip “Edit”). The record opens for editing.
2. Change the fields. Each field is saved when you leave it.
3. Click the open-lock button (tooltip Save) to lock the record again.

Delete a completed record

Deleting a whole maintenance record needs the Edit right. Deleting a single file from a record’s Documentation needs the Create right.

1. Click the trash icon on the completed record (tooltip Delete).
2. The dialog Delete action asks “Do you really want to delete action?”. Here “action” means the maintenance record. Confirm.

This deletes the maintenance record and its uploaded files only; actions in the Action Manager are not deleted.

What you should see

After you complete a record, it is locked and a new open record appears at the top of Maintenance Records. For the new record, Due date is the completed record’s Performed Date plus the number of days in the item’s Maintenance interval, and Reference equipment is copied from the completed record. The item’s status colour and next due date are recalculated. If the new Due date is more than First notification days away, the item turns green again.

Good to know

• The due date is fixed when the record is created. For a maintenance record, Due date is set once, when the record is created. Changing the item’s Maintenance interval, or the number of days of an interval, does not move the Due date of maintenance records that already exist; it applies from the next record. To move the due date of the open record, edit its Due date directly.
• Changing a completed record’s Performed Date does not move the Due date of the open record that was created from it. Adjust the open record’s Due date by hand if needed.
• Only one open record. Only the newest record can be edited without unlocking it, and a new record is created only when the open one is completed.
• Delete is for completed records. The trash icon is shown only on completed records. Deleting a record also deletes its uploaded files. The item’s status colour and next due date are not updated at once; they are updated the next time the item or a record is saved, or by the daily update for active items.
• Documentation on locked records. The Documentation paperclip also works on completed, locked records. Adding files and links needs the Edit right; deleting a file from a maintenance record needs the Create right.
• Files up to 20 MB. Larger files are not uploaded, and a message lists them.
• Reminders start over. When completing a record turns the item green again, the next time it becomes due its Responsible gets a fresh first reminder. See Set up maintenance reminders.
• Paging. Records are listed newest first, 5 per page by default. The number per page you choose is remembered for you.

Next step

• Set up maintenance reminders
• Find equipment and check when maintenance is due

Related

• The equipment page
• Add equipment
• Manage equipment dropdowns and intervals
• Create an action and send it to someone
• Equipment due dates, status colours and reminders: the exact rules

equipment, maintenance, equipment register