Bulk Maintenance Workflow Change
The Bulk Maintenance Workflow Change feature located within
the Maintenance tab allows the user to assign, review, or approve multiple
maintenance items at once. Due to the vast number of assets that a user is
responsible for monitoring, it can be very difficult and time consuming to
maintain all of the maintenance items. This tool greatly reduces the time and
effort needed to change the status of multiple maintenance items.
Performing a Bulk Maintenance Workflow Change
The purpose of filling out the bulk maintenance workflow change form is to locate the reports that will be changed. The form is condition-based and each step’s selection defines what options will be available in the following steps. As selections are made, aspects of the form will change, appear, or hide to conform to the current selections.
Bulk Maintenance Workflow Change Controls
- Maintenance Type – The
first step to performing a bulk maintenance workflow change is selecting the
maintenance type of the maintenance items that will be updated. Select the
Maintenance Types you want to include using the dropdown field and then use the
Select Maintenance Types button to confirm your selection.
- Example: 20 maintenance items are in the In Progress stage, 10 with a "Maintenance" type and 10 with a "Critical Finding" type. Even though all of the items are at the same workflow stage, a bulk maintenance workflow change of all 20 maintenance items cannot be performed because they have different maintenance types. In order to ensure the entire maintenance process is completed accurately, only one maintenance type at a time can undergo a bulk maintenance workflow change.
- Current Workflow Stage – The workflow stages available for selection are dependent on the workflows created within the Manage Workflows feature of the Administration tab and to which maintenance types those created workflows have been tied. The user should select the stage that all of the maintenance items intended to be bulk assigned are currently in.
- Workflow Action – This is the action the user will assign to all of the maintenance items within the bulk maintenance workflow change. Most users will have Open or Completed workflow actions within the Manage Workflows feature, but workflow actions are completely configurable to meet a user’s needs and current workflow system. The selection made will, based on the workflow associated with the maintenance type, determine what options are available for the Next Workflow Stage dropdown.
- Next Workflow Stage –
This is the stage within a workflow where all of the maintenance items in the
bulk maintenance workflow change will be sent. As with the workflow action, the
next workflow stage is condition-based and dependent on the prior selections
made on the bulk maintenance workflow change form. Often there will only be one
available option, but some users' workflows will contain more.
- Example: If the user has several maintenance items in the District Area Office/Maintenance Review stage of Workflow #, the next workflow stage will be dependent on the workflow action that is selected. If the maintenance items are still in progress, the next workflow stage will be "District Maintenance in Progress." If the maintenance items are completed, the next workflow stage will be "District Bridge Closeout."
- Assign To – The bulk maintenance workflow change form allows the user to assign the selected maintenance items to a specific person. This is an optional selection and is not necessary to perform a bulk maintenance workflow change, but it can be a useful management aid depending on the user’s internal process.
- Comments – The comment box is available for the user to include any additional information or notes with the bulk maintenance workflow change. The comments entered into the box can be found in the maintenance history for each individual maintenance item of the bulk maintenance workflow change.
- Maintenance Created By – Once criteria is selected to make a bulk maintenance workflow change the results will populate in a grid at the bottom of the screen. The Maintenance Created By dropdown will populate with a list of users who have created a maintenance items, and if selected, will narrow down the results in the grid to display only maintenance items created by the user selected.
- Maintenance Completed By – Once criteria is selected to make a bulk maintenance workflow change the results will populate in a grid at the bottom of the screen. The Maintenance Created By dropdown will populate with a list of users who have completed a report, and if selected, will narrow down the results in the grid to display only maintenance items that were completed by the user selected.
- Creation Date – Once criteria is selected to make a bulk maintenance workflow change the results will populate in a grid at the bottom of the screen. The Creation Date fields allow the user to select a start and end date which will narrow down the results in the grid to display only maintenance items created during the time period selected.
- Completed Date – Once criteria is selected to make a bulk maintenance workflow change the results will populate in a grid at the bottom of the screen. The Completed Date fields allow the user to select a start and end date which will narrow down the results in the grid to display only maintenance items completed during the time period selected.
- Parent Asset Hierarchy – Once criteria is selected to make a bulk maintenance workflow change the results will populate in a grid at the bottom of the screen. The Parent Asset Hierarchy selection allows the user to narrow down the results in the grid to display only maintenance items for the selected parent asset(s).
- Maintenance Item Table
The Maintenance Type and Current Workflow Stage selections will determine what
maintenance items appear in the Maintenance Item Table. Once the bulk
maintenance workflow change form is completed, the user can check the boxes of
the maintenance items that will be included.
Note: If an expected maintenance item does not appear in the Maintenance Item table after all of the form selections have been made, consider the following:
- Report Type – Is the missing maintenance item found within the maintenance type that has been selected on the bulk maintenance workflow change form?
- Current Workflow Stage – Does the missing maintenance item’s workflow stage match the current workflow stage selected on the bulk maintenance workflow change form?
- Both the maintenance type and current workflow stage of the missing maintenance item must match the selections made on the bulk maintenance workflow change form in order for the maintenance item to appear in the Maintenance Item table.
- Assign Reports – When the bulk maintenance workflow change form is finished and all of the maintenance items to be included have been checked, the bulk maintenance workflow change can be completed by clicking Assign Reports in the top right corner of the screen.
