Creating a New Maintenance Job from FM Dashboard

There are a few different ways to create a maintenance job in Twinview, and the best method will depend on the type of Job. Each method has its own advantages and disadvantages. In this tutorial we will create a new maintenance job through the FM Dashbard.

A maintenance job can be added via the ‘Maintenance Job’ tab on the FM dashboard, accessible from the left hand side of the main menu.

Step 1 - Click ‘Add’ to add a new maintenance job.

Step 2 - Populate the Job information. All fields with an astrix are mandatory.

• Job Name - Give you job a name

• Priority - Select a priority from Low, Medium of High

• SFG20 Code - If the job is legislative you can add an option SFG20 Code

• Job Owner - Assign the job to a Resource (Person)

• Space - The Room or Space associated with the job

• Job Category - Select a job category. The job categories are defined by the FM admin.

When done click Save to create the job.

Step 3 - Although the job has been created, it does not contain any information at this point. We now need to go and assign the individual tasks that make up the job. To do this click the 'Task' Tab.

Step 4 - We can now add a Task to the maintenance job. To add a task, click the 'Add' button as shown below.

Step 4 - The Add Task Modal will open, here we can add information about the task, such as its name, description, Start date, catagory and planned duration. When done click 'Save'.

Step 5 - The task has now been created and added to the pending column of the kanban board. However we still need to assign someone to undertake this task, as well as link any associated assets or equipment that may be needed to undertake the task. To do this click the 'Manage' button on the task as shown below.

Step 6 - The tasks detail modal will open showing information about the task. Clicking one of the Edit button near each info panel will allow you to update the task information previously entered. You will also need to assign a person to undertake the task, to do this click the 'Resources Tab' as shown below.

Step 7 - This will open the resources page of the task, showing anyone who is assigned to the task. To associate a new person to undertake the task, click 'Link' as shown below.

Step 8 - A list of resources (people) who are on the project are shown, to assign one or more of them to the task, click 'Link' against each person.

Step 9 - The user (resource) has now been associated to the task, and this can be seen on the 'Resources' tab of the task. You can remove them if needed by clicking 'Unlink' from this screen.

Step 10 - We now need to associate any tools or equipment that may be required to undertake the task. To do this we click on the 'Equipment/Consumables' tab on the Task as shown below.

Step 11 - This will open up a list of any Equipment already associated to the task, if a new task this will be blank. To associate/link a piece of equipment to this task we click the link

Step 12 - A list of available equipment will be shown, you can click the equipment name to view more information about the equipment. Click the 'Link' button against the equipment you wish to link to the task.

Step 13 - The equipment has now been associated to the task, and this can be seen on the 'Equipment/Consumables' tab of the task. You can remove them if needed by clicking 'Unlink' from this screen.

Equipment can have trained personel assigned to them, this means if you assign a task to someone then add a piece of equipment to a task, Twinview will warn you if the person is not authorised to use that piece of equipment. You can see this above in the Red warning text on the asset detail page.

Step 14 - You can optionally associate an asset to a task, this is done the same as adding a piece of equipment above, but from the Assets tab on the task as below, then clicking Link Asset as shown.

Step 15 - The task is now complete. You can optionally upload an attachment to the task if you wish, this could be a photo document or instructions. You can do this via the 'attachements' tab.

Step 16 - We would repeat step 4 to step 15 for any additional tasks and when done we can see that the maintenance job is now popated with the date from the various tasks from which it is created.

Clicking on any of the tabs on the Maintenance Job now shows any resources, assets, equipment etc as these are pulled through from the tasks.

Once created you can make the maintenance job Recurring if required.

You cannot add resources, equipment or assets to a maintenance job directly, they must always be added through a task. This is a mistake many new users of Twinview make.