Tag Archives: Work Orders

Work Order Tools – 1 of 2 – Work Order Rapid Entry

Maintenance Connection includes some very helpful Work Order Tools that are less commonly used by our customers. This blog series will highlight two of these features, the Work Order Rapid Entry Tool and the Labor Timesheet Tool.


Work Order Rapid Entry

This beneficial feature provides a quick method to add a series of work orders and is especially valuable for administrators entering requests submitted via email, phone or paper by users without access to MC. The tool provides a one screen entry mechanism that is custom designed for your organization to include the fields that are important when establishing a work order, along with any logical default values.


You can indicate the reason/problem/procedure for the work, requester information, assigned individual, and the asset requiring work. For completed work orders, you can enter actual labor hours, parts used, and the labor report. Based on setup, work orders can even be completed or closed out from the same screen.

A series of preferences are available to determine which fields should be displayed and whether or not default values should be defined. These preferences can be accessed from the standard menu (Tools->Preferences; Work Order folder) or from within the tool (tab displays if user has permission to modify preferences).

The tool can be tailored by including/excluding the following fields:

  • Default Asset (starting point for selecting an asset)
  • Requester Information
  • Reason and Procedure Fields
  • Problem, Failure, and Solution Fields
  • Type and Priority Fields
  • Organizational Attributes (Repair Center, Shop, Department, Supervisor, Customer)
  • Meter Readings
  • Labor Hours (Actuals)
  • Inventory Items (Actuals)
  • Status Updates (Issued, Completed, and Closed)


Once configured, the feature can be accessed from the Tools Menu (Tools->Work Order Rapid Entry). In the following example, the tool is setup to capture key fields on work orders (including a custom UDF) and complete them in a single step. In this example, a work order with an assignment to Roberta Jones would be created, an actual labor record of 3.5 hours would be recorded, and the work order would then be marked as completed:

It should be noted that the Work Order Rapid Entry Tool requires the MC Agent.  If the tool is not displayed at your organization, check with MC Support to ensure you have the MC Agent installed and activated.


Stay Tuned

Check back next week for a highlight of the Labor Timesheet Entry tool.




MC v6.0 – 1 of 6 – Work Order Features

Online hosted customers were upgraded to MC v6.0 on June 3rd, and onsite customers will have the opportunity to upgrade beginning in July. To acquaint our customers with the extensive new features included in this release, we are posting a series of six informative blog posts. This first post in the series will highlight two valuable new features that improve the Work Order Module, creating custom work order filters and linking multiple assets to work orders.

Tip: Keep an eye on the MC User Connect Tutorials and Docs Page for the series of videos that are being published on MC v6.0 Features. New videos will be posted each of the next few weeks!

Custom Work Order Filters

Custom Work Order Filters can now be defined by Repair Center (RC) and displayed on the Home Page and the Work Order Explorer Filter List. Up to 10 custom filters can be defined per RC, such as “High Priority Work Orders for Electrical Shop”, allowing for single click access to important records.

These filters are built using a Criteria Dialog available from Work Order Preferences:

Tip: It should be noted that these filters can be further tailored per member, using the available “My Preferences” option.

How do I get more info?

  • MC User Connect Video: Tutorials and Docs -> Tutorials -> MC v6.0 -> Custom Work Order Filters
  • User Guide: Home Page->Summary Tab->Work Orders & PMs Sub-Tab->Custom Work Order Filters

Link Multiple Assets to a Work Order

Multiple assets can now be linked to a work order directly from the Work Order Tasks Tab. Inclusion on the Tasks Tab will ensure the work order is included in the Work Order History for each specified asset. Previously, this could only be accomplished through a defined Procedure/PM.

To assist in locating work orders that are indirectly tied to an asset through the Work Order Tasks Tab, there is a new “Asset” control on the Work Order Explorer Criteria Dialog (in addition to the “Location” control). This new option returns all work orders tied to the specified asset on either the Details Tab or Tasks Tab. In contrast, the “Location” control will continue to return work orders associated with the specified asset/location (or any asset/location below that level of the hierarchy) only when the asset is directly specified on the Details Tab.

How do I get more info?

  • MC User Connect Video: Tutorials and Docs -> Tutorials -> MC v6.0 -> Multiple Assets Per WO (On Demand)
  • User Guide: Work Order Module Tabs/Pages->Tasks Tab->Tasks Sub-Tab->Add a Linked Asset

Tip: To minimize disruption to your business process, many new capabilities are disabled in the upgrade process through the use of System Preferences and Access Group Permissions. This allows your organization to become acquainted with features and configure them as desired prior to enabling. Contact your System Administrator for assistance with enabling a desired feature that you see described in this blog series.

Check back next week for information about the extensive new capabilities available from the Service Requester.

It’s Your Preference – 2 of 3 – WO Report

In this second post in the “It’s Your Preference” series, we will explore the extensive preferences available to customize the appearance of the Work Order Report that is often printed or emailed to technicians. To modify this report, select Tools->Preferences from the Menu Bar, ensure the Work Order Folder is selected, and then scroll down to the section on the Work Order Report.

The configuration options available are especially helpful for formatting the presentation for online/email display, versus a printout on which information might be written down. As an example, the first preference listed allows you to specify “line height” so that you can extend the space between lines in the “fill in the blank” sections when technicians will be writing information on the form. Additional settings indicate the number of blank “fill in” lines that should be displayed, such as lines for technicians to “list” parts that were used. If technicians in your organization update information directly into the system, the Work Order Report can be configured to minimize or hide these “fill in” sections.


As the above image indicates, there are a set of preferences that allow you to configure the “Maintenance Details” area displayed at the top of the report, as well as specify the level of detail that should be included (e.g., asset address, asset details such as model and serial number). A number of these settings were added in Version 5.0 of Maintenance Connection.

Additional preferences are available for each section of the report, allowing you to specify whether the section should display (always, only when there are records), and indicate whether or not particular columns should display:


Lastly, you can determine whether approval information and the Labor Report should display, as well as indicate whether or not a signature block should be included:


Stay tuned for next week’s post in the series, in which the options to configure the Purchase Order Report will be highlighted.

Lightly Used Features – 3 of 3 – Quick Add Comments

In this last post in the series on Lightly Used Features, we will show how predefined “comments” can be used in the Labor Report and Task Completion Comments to support more rapid and consistent data entry. Customers often look for ways to ensure that data entered in the system is consistent for reporting, and this can be a challenge in free form entry fields such as the Labor Report. Taking advantage of the “Quick Add Comments” feature is a great method to increase standardization.

From the Work Order Complete/Close Dialog, users can click on the Add Button in the upper right hand corner of the Labor Report to retrieve a lookup table of acceptable values:

Selecting a value, places the selected “comment” into the Labor Report, where additional details can be added as needed.

As with all MC Lookup Tables, the values in the table can be edited by individuals who are members of an access group with permission to do so. For example, by clicking the Edit Button and selecting “New Code/Description” at the bottom of the list, a new comment can be defined:

The same lookup is available when the user clicks the button on a Task Record to access the Task Comment Dialog.

Users can even add multiple comments. As shown below, the user has returned to the lookup to select a second comment to add to the Labor Report:

Lightly Used Features – 1 of 3 – Notification Email History

In this three part series on Lightly Used Features, we will take a peek at some capabilities that are sometimes overlooked in Maintenance Connection. Or, as MC Support would say, features that elicit the “Oh – I didn’t know we could do that” response! This week’s blog will cover the ability to view email notification history on a work order. In the next two topics in the series, we will cover how to connect a User Defined Field (UDF) to a custom lookup and how to create pre-defined “comments” to add to the labor report or task completion comments.

Notification Email History

Customers use the Rules Manager to set up automated notifications for a variety of circumstances. Notifications are triggered based on the occurrence of an “event”, such as a new work order request, work order assignment, or work order completion. What many customers do not realize, however, is that MC maintains a history of these notifications that can be viewed from the perspective of the work order.

For example, let’s say you have set up a rule to notify the individual initiating the request when work has been completed. To verify what notifications have been sent, you can just open the work order and access the Work Order History Tab. The Work Order Event History will display a record indicating when a notification email was sent:

Clicking on this record brings forward a dialog displaying the email content and recipients:

Since notification emails are dynamically generated behind the scene, it is quite helpful to have this visual verification of the content that was sent.