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Scheduled Maintenance

Customer Success Team
  • Updated

Overview

You can set Scheduled Maintenance on any serialized inventory model. This is done by setting a maintenance procedure on the inventory model that needs to be performed at a specific interval. 

For example, a computer might need a software upgrade every 3 months. So you can set the Maintenance Procedure "Software Upgrade" as scheduled maintenance on the computer, with an interval of every 3 months.

You can then run reports to see upcoming or past due maintenance, and you will also be prompted if you scan a unit with past due maintenance. 

Enabling the Scheduled Maintenance Feature

  1. On the Inventory menu, click Inventory Settings.
  2. Choose "Yes" on the Scheduled Maintenance Enabled field.

With the Scheduled Maintenance feature enabled, you will now see a new tab on inventory model pages called Scheduled Maintenance. If there are any maintenance procedures set for the model, then you will also see a Scheduled Maintenance tab on the unit page of any unit belonging to the model.

Setting up Scheduled Maintenance on an Inventory Model

  1. Open an inventory model.
  2. Click the Scheduled Maintenance tab.
  3. Click the Search icon below the grid. A search popup will show where you can search for a Maintenance Procedure to set for scheduled maintenance.
  4. Select a Maintenance Procedure.
  5. Set the Time and Frequency. (these settings are auto-saved when you click out of the field)

So, for example, if you choose the Maintenance Procedure "Cleaning," then set a Time of "6" and a Frequency of "Months," each unit belonging to the model will now be scheduled for maintenance 6 months from the previous "Cleaning" procedure.

You can also click the Required checkbox to make the Maintenance Procedure required. If a Maintenance Procedure is required and you attempt to scan a unit that has past due maintenance, then Flex will not allow you to scan the unit until the maintenance has been performed.

Viewing Scheduled Maintenance Information on a Unit

  1. Open a serial unit.
  2. View the Scheduled Maintenance tab. 

This tab shows you the following information:

  • The Maintenance Procedure (as set on the parent inventory model).
  • The last time the Maintenance Procedure was performed.
  • The Maintenance Due Date, which is calculated based on the Time and Frequency (as set in the parent model), added to the date the Maintenance Procedure was last performed.
  • Whether or not the Maintenance Procedure is required.

If there is no Last Performed date (meaning that unit has never had a Maintenance Log with that procedure performed), then the Maintenance Due Date will be calculated based on the Purchase Date of the unit.

If there is no Last Performed date and if a Purchase Date is not set on the unit, the Maintenance Due Date will be calculated based on the creation date of the unit.

Running Scheduled Maintenance Reports

There are several Scheduled Maintenance related reports that you can run from the Reports page (on the main menu):

  • Scheduled Maintenance: Overview - Shows any inventory model with scheduled maintenance set up, including the maintenance procedure, time, frequency, and whether or not it is required. 
  • Scheduled Maintenance: Past Due - Shows any serial units with past due scheduled maintenance. 
  • Scheduled Maintenance: Upcoming - Shows any serial units with upcoming scheduled maintenance, based on a user input date range.

 

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