Product Q&A

We are new to using MaintainX, and we have a question about start dates vs due dates. We are under the impression that the due date would be the date the requestor wants the repair completed, and the start date is the date that our mechanics actually start the repair.We’ve noticed that when we put our maintenance plan together, the calendar automatically schedules the work for the due date. If we want to start the repair earlier than the due date, how do we get the calendar to reflect that? 

I realize that MaintainX isn’t designed so much for project management, but has anyone figured out some work around for how to structure things where it could work well enough for such a task? Here is the scenario: Multi tenant office building and we are constantly doing renovations of office spaces. The usually involves removing a couple walls, adding in a couple new walls, replacing some doors, new lighting, carpet, paint, etc. It’s far from a standard ‘work order’ but it is also equally as far from needing yet another software for construction management.. I avoid spreadsheets when possible.. The problems in this I’m looking to solve is really scheduling and task tracking to ensure we are on schedule and not forgetting anything.. Thanks

Good morning from chilly Bar Harbor, Maine! :)We just transitioned from using Maximo to MaintainX at the beginning of this month. While we’re all still learning this new system, I am trying to re-create many of the processes that used to happen when we were on Maximo.One of them is an automated sending of a post-work “How did we do?” customer satisfaction survey to our internal clients/requesters on our performance. Maximo used to send them automatically when the ticket status reached “COMP” using its own internal communication module.I know that MaintainX and Zapier integrate, and this sounds like it might be a solution.Has anyone else used a Zap to send a survey - or any automated communications - from MaintainX that would be willing to share their experience and maybe help walk me through the process?Thanks in advance,Amy BriggsThe Jackson Laboratory

Is there a way to require comments before closing a work order. I have no way of knowing what was done, to remedy a situation without comments.

Is there a way to set up a second site in one account?

Good evening, I was wondering if there was a way to start the timer on the mobile for the technician once they hit the “Start Procedure” button on the work order? Is there also a way for a work order template to automatically demand the asset goes into an offline status? cheers,

Is there a way to filter who you receive notifications from?I would like to have notifications for everything our head engineer does, but not notifications for everything everyone does. If this doesn’t exist, please consider adding it in the future. Thanks (: 

Hey, Im new to MX and was trying to create a procedure that, upon completion of the work order, would give me the prompt option to set the asset in Offline or Online. Currently you can only receive a prompt to “put the equipment online” if the asset, on the work order, is offline. Thank you in advance for your response.

Curious how folks are addressing using the inventory system to track usage of supplies that would require “less than 1 unit” per work order completed. Here is an example: Condensate pan/drain cleaner used on mid season mini split maintenance. I buy the bottles by the quart and always like to have at least a couple around. Issue is, might only use ¼ of a quart per mini split head. 1. Is there a way to handle this in MaintainX2. Or am I just over thinking this getting that granular with the tracking of inventory..

Has anyone been able to set up a PM to only come out during certain months? For example our chiller only operates April thru August and we don’t need the monthly PM for the off months. My last CMMS allowed me to turn off a PM for a period of time every year without having to remember to do it.Thanks,John

Is it possible to input more than one barcode per part? For example, a flush valve can have a code EL472 when ordered directly from the manufacturer. But when ordered through a 3rd party it will be 1-EL472. If we could put both of these codes in for the same part, I believe it would be easier on the work force when scanning in parts on work orders. As well as scanning to confirm when restocking. It would also avoid a mix up on parts that might be from another brand and prevent inaccurate quantities on the parts inventory page.

How do I copy a procedure created in my trial to the full version?

We are a Medical Equipment Service Company. We perform annual medical device inspections for Hospitals and clinics, and I would like to assign a fixed cost for procedures performed on individual sub- workorders. For instance, if we do the basic annual electrical safety and performance, we charge $20 for that completed procedure. Some devices require a more extensive performance procedure, and we may charge between $30.00 & $75.00 for those completed procedures depending on the device. I would like to automate the cost so we don’t have to spend the time adding it and verifying it for what is usually 100 plus pieces. If I add the procedure to the workorder is there any way to assign the cost at that point? I may be missing something but wanted to see what the community could offer.  Thanks

Does anyone know how to change the default filters that appear on panel view for the asset or location screens: I know you can add a filter - but i want to be able to quickly and easily restrict to view by end customer or contract type

What option do you use? Both? Why?I find that there are not enough options in the condition-based maintenance or automation options. This is one way I used the condition based maintenance that works well. and here is an automation that works wellBut I have equipment that I need to create a work order with the condition-based maintenance not just add a line to the work order.I also would like automation to trigger after a certain number of automation 1, triggers.

Any time we work on assets like forklifts or air compressors, which i have made hour meters for, i would like that asset’s hour meter to automatically show up on a reactive work order when that asset is added. Is this possible yet? 

We have just started using MaintainX and are now exploring the reporting function and the data sometimes doesn’t appear to match from all locations. As an example, in Work Orders calendar view I show 5 work orders for today all completed. When I look at Reporting for work orders it says we have 6 completed for today, when I expand and look at the details there are 7 shown as done. Has anyone else seen any discrepancies in data, I’m briefing plant and corporate based on the data from MaintainX and right now I don’t know where I need to pull my numbers from.

Has anyone found a way to set recurring work orders to be due on the last workday of the month as opposed to the last day of the month? I hate having to move PMs from a weekend to Friday.

I would like to create a report of work orders showing the number of open work orders by month so that I can keep an eye on old work orders that are not getting completed. I’d like to then be able to click into the number and view the work orders. I’m not finding a lot of instruction on how to build reports within the native MX platform so if there’s any useful tutorials please point me in the right direction.

Our maintenance team requires specialized expertise for MaintainX platform deployment and operational excellence implementation. We're seeking an experienced CMMS consultant available for 1-2 weeks to guide us through

I think it would be fantastic if the “one off” items from purchase orders were automatically added to the parts inventory with the ordered quantity and default 0/0 Min Max.This would allow them to easily be used/Charged to a work order without having to create the part in the system for a non stock item.  I but thing often that are not stock items, and find it annoying to take the extra separate steps to create the part in the system for it to be used in a work order.I know the costs can be added as “other Costs’’ but not all users have access to purchase orders and costs.  

Is it possible to add a picture or a copy and pasted table from a word document to a procedure? For example adding the risk table to a risk assessment pre start procedure -  Thanks 

Hi, The only trigger selection that appears for me when I click on “New automation” is the “When: Meter Reading” field.Is this normally the case or is there a way to change the trigger to anything I choose?The first automation I’d like to create is to have an email sent when there are parts attached to a new work order created. Thanks

I cannot find in the reports section if you can run reports with the comments on the report and export it to PDF.  If it is not there can it be added?  I have to send daily reports and would like to have the comments on them.  Maybe add it so it can be turn on and off under the column section of the export? Currently I have to use excel and copy my comments over and then send it that way.

Hello, Does anyone know a way to manage reoccurring work orders to pause or not populate through certain calendar periods like holidays. When creating the work order as reoccurring it gives me options for start date as well as frequency of weeks and days from the completion of the work order.  I am looking for a finish date of a reoccurring work order as this would allow me to leave my calendar empty when the factory is not operating. Thank you. Brent.