Exercise – Set up maintenance request lifecycle states, models, and types

  • 20 minutes

Munson’s Pickles and Preserves Farm has a planning department that reviews all maintenance requests to determine if a work order needs to be created for maintenance requests that are received in their department. When the request is reviewed, they can choose to move the request to In progress, which begins the work order process and worker assignment, but they also need the ability to close a request if it is deemed that a work order is not needed.

In this exercise, you will create a Closed lifecycle state and an InProgress lifecycle state.

Set up maintenance request lifecycle states

To create a new Maintenance request lifecycle state:

  1. Go to Asset Management > Setup > Maintenance requests > Lifecycle states.
  2. Select New.
  3. In the Lifecycle state field, enter Closed as the ID.
  4. In the Name field, enter Maintenance request has been closed.
  5. On the Details FastTab, the Lifecycle models field automatically populates the number of maintenance request lifecycle models that use this lifecycle state.

    Note

    When you are initially configuring a new lifecycle state, this field will be blank until this state is added to a lifecycle model.

  6. On the General FastTab, keep the Active toggle bar set to No because you do not want active maintenance requests while in this lifecycle state.
  7. Set the Set actual end toggle bar to Yes if an actual end date and time is to be automatically recorded on a maintenance request that is using this lifecycle state.
  8. Keep the Create work order toggle bar set to No if you do not want a work order to be created from a maintenance request in this lifecycle state.
  9. Select No on the Delete toggle bar to keep the historical data.
  10. Add another state so you can create a basic workflow. Select New in the Action Pane.
  11. In the Lifecycle state field, enter InProgress as the ID.
  12. In the Name field, enter InProgress.
  13. On the General FastTab, set the Active toggle bar to Yes to activate this new lifecycle state.
  14. Set the Set actual end toggle bar to Yes if an actual end date and time is to be automatically recorded on a maintenance request that is using this lifecycle state.
  15. Set the Create work order toggle bar Yes if you want a work order to be created from a maintenance request in this lifecycle state.
  16. Select No on the Delete toggle bar to keep the historical data.
  17. Save the new Lifecycle state. You should now have at least three lifecycle states: Active, InProgress, and Closed.

Create maintenance request lifecycle models

Now, you need to create the Maintenance request lifecycle model to establish the flow of the lifecycle states. You haven’t created a Rejected model yet for situations where a lifecycle state must be rejected, so you will create the model with the following steps:

  1. Go to Asset Management > Setup > Maintenance requests > Lifecycle models.

  2. Select New to create a new maintenance request lifecycle model.

  3. In the Lifecycle model field, enter an ID of Service.

  4. In the Name field, enter Service.

  5. On the Details FastTab, the Lifecycle states automatically shows the number of lifecycle states that are selected in this lifecycle model. Leave this field to automatically update.

    Note

    When you are initially configuring new Maintenance request lifecycle models, this field will be blank until lifecycle states have been selected and saved in the Lifecycle states FastTab.

  6. The Maintenance request types field shows the number of maintenance request types that use this lifecycle model. Leave this field to automatically update.

    Note

    When you are initially configuring new Maintenance request lifecycle models, this field will be blank until this Maintenance request lifecycle model has been associated with Maintenance request types.

  7. Save the page.

  8. Under the Lifecycle states FastTab, select the New, Closed, and InProgress lifecycle states in the Lifecycle states remaining section, and use the right arrow to move those selections to the Lifecycle states selected section.

  9. Adjust the lifecycle states to be in the order of New, InProgress, and then Closed by selecting the state and using the arrows at the right of the Lifecycle states selected section.

  10. Select Save.

  11. While in the Maintenance request lifecycle models page, select Lifecycle state updates in the Action Pane.

  12. Next to each lifecycle state, select the status of the state to allow changes as follows:

    • New can be changed to InProgress.
    • InProgress can be changed to Closed.
    • Closed can be changed to New.

  13. Select OK to save your updates.

Create maintenance request types

Munson’s Pickles and Preserves Farm has determined that they need to set up the following request types for their organization: Breakdown, Inspection, Preventive, and Notes. You have already created Breakdown, so now you can create a Preventive request type. This type is used for preventive maintenance requests.

  1. Go to Asset Management > Setup > Maintenance requests > Maintenance request types.
  2. Select New.
  3. In the Maintenance request type field, enter Preventive.
  4. In the Name field, enter Preventive maintenance request.
  5. On the General FastTab, in the Maintenance request lifecycle model drop-down menu, select the Standard maintenance request lifecycle model.
  6. Leave the Work order type field blank.
  7. Save the new maintenance request type.