PM Configuration – 2 of 3 – Use Asset Defaults

In this second post in the PM Configuration Series, we will discuss the valuable “Use Asset Defaults” indicator displayed at the top of the PM Assets Tab:

This indicator determines whether or not generated work orders should use “asset record defaults” at the time of generation. Checking this control refreshes the page with a series of indicators allowing you to designate which fields in the asset record should be dynamically referenced at the time of work order generation.

For each attribute checked (e.g., Repair Center and Account above), the generated work order will include the asset’s current value at the time of work order generation. Importantly, if the asset does not have a value specified (i.e., no account listed in the Account Field), Maintenance Connection will search up the tree to find the correct value, exactly as is done when Corrective Work Orders are created. As such, this approach is preferred in most situations.

In some cases, however, it is desirable for PM generated work orders to have a different value than what is specified for the asset. As an example, rooms in your organization might be tied to the Maintenance Shop, as this shop handles most general requests. However, a PM for electrical inspections might be best handled by the Electric Shop. To “override” what is specified in the asset record, you would ensure that the Use Asset Defaults “Shop” indicator was not checked, and then set the PM Asset Shop to “Electric”. To set the PM Asset Shop, you simply select the PM Asset record, scroll down to Shop, and specify the desired value:

Tip: You can also set the value for all assets listed in a single step using the Update Assets Feature covered in last week’s blog.

It should be noted that in most cases, customers prefer setting the Use Asset Defaults indicators “on” to ensure that generated work orders are associated with the values currently designated on the asset (or a value specified up the tree). If the indicators are not checked, the generated work order will be populated with the values specified on the PM Asset record; typically the value that was specified for the asset at the time the PM Asset record was created. Since this process does not “search up the tree”, if no value is specified for the asset, the attribute on the PM Asset record will be “blank”, and this will propagate to the generated work order.

Check back next week to learn how to manually “generate” a single PM Schedule.


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