Product Q&A

Hello! We have been using MaintainX for a couple of months now, and my senior management team wants to see some KPI’s.In our previous system, I had crafted backlog reports that listed (the total number of planned/estimated hours) minus (the total number of actual hours) for ALL our open work orders. That would equal our backlog, aka the amount of work we still have to do. Sounds simple, right?But I can’t for the life of me figure out how to get MaintainX to give me this information!I’ve tried looking in the canned pre-built reports AND building them manually. The closest I’ve come is building a table that lists every open work order, with separate columns for the total estimated time (A), total time duration (B), and the result of the formula (A-B).But I want ONE TOTAL for this one value, not a separate row for every work order.To go one step further, I’d also like to have a report that breaks the total backlog out by Team, aka how much backlog does the HVAC team have? The BAS team? Th

Is there a way to automatically send a copy of a purchase order to someone in our accounting department, preferably when the PO is created?

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.

To the community, I am in the early stages of a project and need assistance with system implementation. Our team is searching for a qualified developer. I am looking to engage an experienced MaintainX engineer for a well-defined project scope. This is a compensated opportunity. Thank you for your time and consideration.

Can I organize the tickets by location under "assigned to me " in the app

I’ve recently created a full user to test my workorders. After they flagged a check box, an escalation notice was sent to a different facility within our company wide system. I expected a request to be sent to the administrator, which is me, but it didn’t. Did I miss a setting somewhere? Update: I removed the erroneous team, created a new one, and checked the alert boxes for flags and failures. Resolved. 

I’ve recently created a full user to test my workorders. After they flagged a check box, an escalation notice was sent to a different facility within our company wide system. I expected a request to be sent to the administrator, which is me, but it didn’t. Did I miss a setting somewhere?

Has anyone figured a way to nest work orders since it is not native in MaintainX?

For regulatory visits, we are asked to provide procedures that were completed i.e. daily facility rounds etc.  How do I print a time frame for these?

I am working with automations. Production works with machines and manually counts the machine production cycles every day (for example: Monday 400 cycles, Tuesday 300 cycles, etc.). I need my automator to generate a work order whenever the accumulated cycles reach 1,500. However, MaintainX does not recount all the previous cycles from each reading I enter; it only considers the last reading added to the meter. Is there a way for it to count all my previous readings and generate a work order every time 1,500 cycles are reached?

Is there a way to favourite or bookmark work orders in MaintainX?I carry out daily safety checks using a procedure I’ve built in MaintainX. For audit purposes, I want an easier way to find completed work orders where more detailed notes were recorded, without having to scroll back through days, weeks, or even months of history. These are typically the days where additional text was added to support handovers to the next shift or to document issues, repairs, and ongoing monitoring in case the same problem occurs again.Being able to quickly identify and revisit these more detailed work orders would be very useful for audit evidence and traceability. Is there a recommended way to achieve this within MaintainX?

How can I archive work orders that were not carried out in the previous year? I am referring to preventive work orders, so if they were not completed, I must keep evidence that they were not carried out and therefore cannot close them.Is there a way to create an additional status for work orders?Is deleting them a form of archiving? That does not seem correct to me. Thanks!

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 set up a second site in one account?

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.