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MaintainX CoPilot

availability
Platform:WebMobile
Plan Type:BasicEssentialPremiumEnterprise
User Type:RequesterFull UserAdministrator

*CoPilot is an add-on feature. For details, contact your MaintainX representative.

MaintainX CoPilot is an AI assistant created to search manuals and other documents attached to your assets. You can ask questions in natural language, and CoPilot will extract relevant information (e.g., lists of tools to use for a repair, a maintenance procedure, etc.) from the manuals. You can use the extracted information to generate procedures or create work orders.

You can use CoPilot in the MaintainX web and mobile applications and access the following features:

FeatureWebMobile
Activate CoPilot for an asset
Upload asset manuals
Access CoPilot from asset details
Access CoPilot from a work order or work order template
Prompt CoPilot by typing a question
Prompt CoPilot by recording a voice message

Workflow Overview​

To use the CoPilot feature, follow these steps:

  1. Attach manuals to your asset in the MaintainX web application.

  2. Enable CoPilot for the asset in the MaintainX web application.

  3. Ask CoPilot questions about the asset.

  4. Use the answer in your maintenance workflow:

Upload Asset Manuals​

Before using CoPilot, you first need to upload your manuals and images that contain text to the MaintainX web application. If an asset already has a manual attached to it, you can enable CoPilot and search your asset manuals.

You can attach several manuals to an asset. If you upload the same manual more than once, CoPilot will only process it once. Depending on the size of your manuals, the processing might take some time. MaintainX supports PDF, JPG, and JPEG files smaller than 20MB. Image files must contain text.

To upload a manual:

  1. From the sidebar, select Assets.

  2. Select an asset.

  3. Do any of the following:

    • Select Edit. Then, in the asset details, upload the manual in the Files field. For details, see Edit an Asset.
    • Select CoPilot then + Add manual. CoPilot processes the manual automatically.

Enable CoPilot for an Asset​

Once you add manuals to your asset in the MaintainX web application, you need to enable CoPilot. You only need to enable CoPilot once per asset. If you add additional manuals to your asset, CoPilot will be automatically process them.

After you enable CoPilot in the MaintainX web application, you can use it in the MaintainX web and mobile applications.

To enable CoPilot for an asset:

  • In the asset details, select CoPilot.

How to Write Effective Prompts​

To help CoPilot extract information from your asset manuals, you ask a questions the same way you would ask a coworker. Your questions should:

  • Use natural language.
  • Clearly state your end goal: What information are you looking for? What type of procedure are you trying to generate?

CoPilot returns an answer that you can use to do any of the following:

  • Generate a procedure.
  • Create a work order.
  • Copy to the clipboard. For example to paste it into your a work order's Description field.

Prompt Examples​

CoPilot can handle general and specific prompts. The more specific the information you want to find, the more specific you should make your prompt. Especially when the information your are looking for can be found in multiple sources. Here are some examples of prompts:

  • "What information is in the manuals?"
  • "What are the specifications of this machine?"
  • "Do these manuals contain maintenance procedures?"
  • "How to clean the lint screen and filter?"
  • "How do I install this asset?"
  • "How do I run a functional test?"
  • "What tools are necessary to replace the power module?"

Use CoPilot in the MaintainX Web Application​

In the MaintainX web application, you can use CoPilot to:

  • Search your manuals from the Assets module.
  • Generate procedures.
  • Create work orders.

Search Asset Manuals​

To search your manuals, you have to upload them and enable CoPilot. For details, see Upload Asset Manuals.

  1. In the asset details, enter a prompt to help CoPilot generate an answer. For details, see How to Write Effective Prompts.

  2. Press the Enter or Return key.

    CoPilot searches the manuals and extracts the necessary information to give you an answer. If you're not satisfied with the answer, you can enter a different prompt.

  3. After CoPilot gives you an answer, do any of the following:

  4. (Optional) Select or to rate the generated answer.

Generate a Procedure from a CoPilot Answer​

After you search an asset manuals with CoPilot, you can generate a procedure from the answer.

To generate a procedure from a CoPilot answer:

  1. Search your asset manuals. For details, see Search Asset Manuals.

  2. Select Generate Procedure to generate a procedure from the CoPilot answer. For details, see Create a Procedure with the AI Procedure Generator.

  3. Do one of the following:

    • If you're satisfied with the procedure, proceed to the next step.
    • If you're not satisfied with the procedure, select Edit Prompt to edit the prompt and regenerate the procedure. This is useful when you want to refine the prompt to generate a version of the procedure that better matches your requirements.

  4. After you generate the procedure, do the following:

    • Add and Edit Procedure Fields to structure your procedure. For details, see Procedure Fields.
    • Add Tags and Team Assignments to make it easier to filter procedures in the Procedure Library. For details, Add Tags and Team Assignments.
    • Turn on Procedure Scoring to assign points to fields in a procedure. For details, see Procedure Scoring.

  5. Do any of the following:

    • Select Save Draft to save the procedure as a draft. The procedure appears with a Draft tag in your Procedure Library.
    • Select Save Template. The procedure appears in your Procedure Library.

Create a Work Order from a CoPilot Answer​

After using CoPilot to ask questions about an asset, you can use the answer to create a work order. In the work order details, CoPilot automatically adds:

  • The asset in the Asset field.
  • The answer in the Description field.

To create a work order from a CoPilot answer:

  1. Search your asset manuals with CoPilot. For details, see Search Asset Manuals.
  2. After CoPilot gives you an answer, select Create Work Order.
  3. If you're satisfied with the answer, proceed to the next step. If you're not satisfied with the answer, select CoPilot to edit the prompt and generate a new answer.
  4. Enter a title for the work order in the What needs to be done? field.
  5. In the work order details, fill in the other fields that you need, as described in Work Order Fields.
  6. Select Create to save the new work order and add it to the queue.

Use CoPilot From The MaintainX Mobile Application​

In the MaintainX mobile application, you can use CoPilot to:

  • Search your manuals from the Work Orders module.
  • Create procedures from the answer.

In the mobile application, you can ask CoPilot questions by recording voice messages. This is handy for maintenance workers who might want to use CoPilot while they're on the shop floor or doing repairs, and typing a prompt would be inconvenient.

Search Your Asset Manuals From a Work Order​

When you search your asset manuals from a work order, CoPilot uses the following to generate an answer:

  • The work order's title and description information.
  • The fields of any included procedures
  • The manuals attached to the asset.

CoPilot provides suggested prompts after you upload manuals.

To search your asset manuals from a work order:

  1. To use CoPilot from a work order, you first need to add the asset to a work order. For details, see Create a Work Order.

  2. In the work order details, select (CoPilot). The CoPilot tab opens.

  3. Do any of the following:

    • Select one of the suggested prompts.
    • In the search bar, enter a prompt to help CoPilot generate an answer. For details, see How to Write Effective Prompts.
    • Press (microphone) to use your microphone to record a prompt. MaintainX uses its AI engine to analyze and transcribe your voice recording before generating an answer.

  4. If you entered or recorded a prompt, press (search).

    CoPilot queries the manual and extracts the necessary information to generate an answer. If you're not satisfied with the answer, you can either:

    • Ask additional questions to clarify the answer generated by CoPilot.
    • Enter another prompt.

  5. Do any of the following:

    • Select Generate procedure to generate a procedure based on CoPilot's answer. For details, see Create a Procedure from a CoPilot answer.
    • Select Copy to clipboard to copy the answer generated by the CoPilot's answer.
    • Select View in manual to open a dialog with links to the relevant pages in the asset manual.

  6. (Optional) Select or to rate the generated answer.

Create a Procedure from a CoPilot Answer​

After you search an asset manual from a work order, and CoPilot returns an answer, you can create a procedure from the answer.

  1. Search your asset manual. For details, see Search Your Asset Manuals From a Work Order.

  2. Select Generate procedure to generate a procedure from the CoPilot answer.

  3. After you generate the procedure, you can add fields and structural elements to your procedure. For details, see Procedure Fields.

  4. (Optional) Select (more options) to do any of the following:

    • Reorder the procedure.
    • Save Draft to save the procedure as a draft. The procedure appears with a Draft tag in your Procedure Library.
    • Discard Draft to delete the procedure draft.

  5. Select Create. The procedure appears in the work order details and in your Procedure Library.

Search Your Asset Manuals From a Procedure​

You can search your asset manuals from a procedure to ask for additional information on the existing procedure. CoPilot uses all the information from the procedure's fields and the manuals to generate an answer.

To search your manuals from a procedure:

  1. After generating the procedure, open the procedure details.

  2. Select (CoPilot). The CoPilot tab opens.

  3. Do any of the following:

    • Select one of the suggested prompts.
    • In the search bar, enter a prompt to help CoPilot generate an answer. For details, see How to Write Effective Prompts.
    • Press to use your microphone to record a prompt. MaintainX uses its AI engine to analyze and transcribe your voice recording before generating an answer.

  4. If you enter or record a prompt, press (search).

  5. Do any of the following:

    • Select Copy to clipboard to copy the answer generated by the CoPilot's answer.
    • Select View in manual to open a dialog with links to the asset's manual pages.

  6. (Optional) Select or to rate the generated answer.

Error Messages​

The following errors messages may appear while you use CoPilot.

Error CodeMessage
400CoPilot encountered an error and the team is investigating. Try again later. (400)
401CoPilot encountered an error and the team is investigating. Try again later. (401)
403CoPilot encountered an error and the team is investigating. Try again later. (403)
404CoPilot encountered an error and the team is investigating. Try again later. (404)
409CoPilot encountered an error and the team is investigating. Try again later. (409)
422CoPilot encountered an error and the team is investigating. Try again later. (422)
429CoPilot has received too many questions too quickly. Try again in $time. (429)
500CoPilot encountered an error and the team is investigating. Try again later. (500)
500CoPilot encountered an error and the team is investigating. Try again later. (500)
500CoPilot encountered an error and the team is investigating. Try again later. (500)
500CoPilot encountered an error and the team is investigating. Try again later. (500)
503CoPilot encountered an error and the team is investigating. Try again later. (503)
504CoPilot has timed out. Try again later. (504)