Complete a Work Order with MaintainX CoPilot®

availability

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

MaintainX CoPilot can support you while executing and after completing a work order.

During a work order execution, MaintainX CoPilot provides contextual help, including recommended procedures and additional steps, to ensure tasks are completed accurately. After completion, it can help capture and summarize the work performed, transforming operational activity into reusable knowledge.

Over time, this knowledge enables MaintainX CoPilot to deliver more accurate, data-driven recommendations tailored to your organization’s processes. For details, see MaintainX CoPilot in the Work Order Lifecycle.

note

AI-supported features help you standardize work, reduce manual effort, and improve consistency across your organization.

Get Suggestions from MaintainX CoPilot

availability

This feature is only available in the MaintainX® mobile application for organizations on an Enterprise plan. For details, see MaintainX CoPilot.

When you complete a work order for a MaintainX CoPilot-enabled asset, you can get task-specific suggestions from MaintainX CoPilot. Suggestions can include procedures to add, more information about the asset, lists of required parts, etc.

MaintainX CoPilot makes suggestions based on knowledge in past work orders (e.g. work order summaries) and manuals that you upload to your assets.

You must add a MaintainX CoPilot-enabled asset to a work order to get suggestions. The types of suggestions you get and your options for acting on those suggestions, depend on whether the work order has procedures.

Get Suggestions on Procedure Steps

As you complete a work order with an attached procedure, you can select any step in the procedure and have MaintainX CoPilot suggest how to complete it, or suggest a complementary procedure.

To get suggestions for a work order with a procedure:

1. From the bottom navigation bar, select Work Orders.

2. Locate the work order you want to edit, and select it to view its details.

3. In the work order details, select View Procedure.

4. In the procedure details, select the section you want to learn more about.

   The Ask CoPilot field appears. MaintainX CoPilot analyzes the procedure section and suggests prompts.

5. Select a suggested prompt. MaintainX CoPilot gives you an answer.

   tip

   You can also select the Ask your own question option to search your asset manuals. For details, see Search Your Asset Manuals From a Work Order.

   MaintainX CoPilot's answer can range from a list of required parts to detailed step-by-step instructions for completing the current task, and might include a procedure.

6. If the answer includes a procedure, select Generate procedure to add it to the work order.

7. Execute the remaining steps for the task on the work order.

8. When the work order is complete, select Mark as Done.

Get Procedure Suggestions for a Work Order

As you complete a work order without an attached procedure, MaintainX CoPilot can suggest a suitable procedure to help you complete it. Suggested procedures are based on the work order’s title and description, as well as any relevant information in work order summaries and asset manuals.

To get suggestions for a work order without a procedure:

1. From the bottom navigation bar, select Work Orders.

2. Locate the work order you want to edit, and select it to view its details. The CoPilot suggests field appears with a procedure suggestion.

3. Select the suggested procedure. MaintainX CoPilot gives you an answer.

   MaintainX CoPilot's answer can range from a list of required parts to detailed step-by-step instructions for completing the current task, and might include a procedure.

4. Do any of the following:

   • If the answer includes procedure steps, select Generate procedure to add the procedure to your work order details.
   • Select View in manual to open a dialog with links to the relevant pages in the asset manual.

5. Execute the remaining steps for the task on the work order.

6. When the work order is complete, select Mark as Done.

Add a Summary to a Work Order

Your organization might require you to document how you completed work orders, including those for MaintainX CoPilot-enabled assets. You can use MaintainX CoPilot to generate work order summaries based on work order details, including procedure details if any are attached, and your written or recorded voice notes. For details, see Work Order Summary.

As you add work order summaries to MaintainX CoPilot-enabled assets, MaintainX builds a knowledge base that MaintainX CoPilot uses to provide better, data-driven answers to questions about your assets. For details, see Source Sharing for Identical Assets.

In the MaintainX web and mobile applications, you can write or record a summary to describe how the work order was completed.

How to record a voice note on the MaintainX web application

You can record voice notes from the MaintainX web application. Make sure to enable your microphone in your browser first. To record a new version, select the (microphone) again.

Make sure to submit detailed notes. MaintainX CoPilot analyzes each note and determines whether to keep it based on its content. If the notes you submitted aren't detailed enough, MaintainX CoPilot doesn't summarize them and adds N/A in the Summary field.

important

If MaintainX CoPilot is unable to transcribe your voice note, you will be prompted to submit a new version.

When you complete a work order, record or write a summary that describes the work you did. MaintainX CoPilot will:

• Analyze your input.
• Generate a summary.
• Attach the summary to the asset's internal knowledge base.
• Add the summary to your work order details.

The generated summary is then shared with your organization and made available in the MaintainX applications.

info

Voice notes are limited to 2 minutes. MaintainX discards voice recordings after generating summaries.

Add a Work Order Summary

Web

1. From the sidebar, select Work Orders.

2. Select a work order with a MaintainX CoPilot-enabled asset to view its details.

   How to identify a work order with a MaintainX CoPilot-enabled asset?

   Work orders with MaintainX CoPilot-enabled assets display the MaintainX CoPilot icon .

   

3. When the work order is complete, set its status to Done. The Work Order Summary dialog appears.

4. Write or record a summary covering what was done, any issues encountered, and the final outcome.

5. Select Submit.

Mobile

1. From the bottom navigation bar, select Work Orders.

2. Select a work order with a MaintainX CoPilot-enabled asset to view its details.

   How to identify a MaintainX CoPilot-enabled asset?

   Work orders with MaintainX CoPilot-enabled assets display the MaintainX CoPilot icon .

   

3. When the work order is complete, set its status to Done.

4. Do any of the following:

   • Select Back to return to the work order details.
   • Select Record to record a voice note.
   • Select Mark as Done to complete the work order without adding a summary.

5. Select Done. MaintainX CoPilot transcribes the voice note.

6. (Optional) Do any of the following:

   • Select Edit to manually edit the transcript of the recording.
   • Select (restart) to record a new version of the voice note.

7. Select Submit.

MaintainX CoPilot transcribes your voice note into a clear, actionable summary presented in a structured list. The generated summary and original transcript are both added to the Summary field in the work order details.

The summary is also added to the work order's Comments section.

Update a Work Order Summary

You can update a work order summary.

Let's say you reopen a closed work order. You can update the existing summary by recording or writing a voice note that reflects the additional work performed.

Web

1. From the sidebar, select Work Orders.
2. Locate the work order you want to work on and select it to change its status from Done to In Progress.
3. Complete the work order and set its status to Done. The Work Order Summary dialog appears.
4. Write or record a summary covering what was done, any issues encountered, and the final outcome.
5. Select Submit.

Mobile

1. From the bottom navigation bar, select Work Orders.

2. Locate the work order you want to work on and select it to change its status from Done to In Progress.

3. Complete the work order and set its status to Done. The Work Order Summary dialog appears.

4. Do any of the following:

   • Select Back to return to the work order details.
   • Select Record to record a voice note.
   • Select Mark as Done to complete the work order without adding a summary.

5. If you selected Record in the previous step, record a voice note. MaintainX shows you the transcript of the voice note.

6. Select Done. MaintainX CoPilot transcribes the voice note.

7. (Optional) Do any of the following:

   • Select Edit to manually edit the transcript of the recording.
   • Select (restart) to record a new version of the voice note.

8. Select Submit.

MaintainX CoPilot transcribes your voice note into a clear, actionable summary presented in a structured list. The generated summary and original transcript are both added to the Summary field in the work order details.

The updated transcript of your voice note is also added to the work order's Comments section.

Add a Summary to a Completed Work Order

You can add a summary to a completed work order to document how the work was performed. Adding summaries after completion helps build your organization's internal knowledge base and enables MaintainX CoPilot to provide more accurate and relevant support in your workflow.

Web

1. From the sidebar, select Work Orders.
2. Locate a completed work order with a MaintainX CoPilot-enabled asset, and select it to view its details.
3. Select (more options), then Create Work Order Summary. The Work Order Summary dialog appears.
4. Write or record a summary covering what was done, any issues encountered, and the final outcome.
5. Select Submit.

Mobile

1. From the bottom navigation bar, select Work Orders.

2. Locate a completed work order with a MaintainX CoPilot-enabled asset, and select it to view its details.

3. Select (more options), then Create Work Order Summary.

4. Do any of the following:

   • Select Back to return to the work order details.
   • Select Record to record a voice note.
   • Select Mark as Done to complete the work order without adding a summary.

5. If you selected Record in the previous step, record a voice note. MaintainX shows you the transcript of the voice note.

6. Select Done. MaintainX CoPilot transcribes the voice note.

7. (Optional) Do any of the following:

   • Select Edit to manually edit the transcript of the recording.
   • Select (restart) to record a new version of the voice note.

8. Select Submit.

MaintainX CoPilot transcribes your voice note into a clear, actionable summary presented in a structured list. The generated summary and original transcript are both added to the Summary field in the work order details.

The transcript of your voice note is also added to the work order's Comments section.

Delete a Work Order Summary

availability

This feature is only available in the MaintainX web application for organizations on an Enterprise plan. For details, see MaintainX CoPilot.

You can delete previous summaries and remove them from your knowledge base. MaintainX CoPilot will no longer use them for suggestions.

In the completed work order details, do the following:

1. Select (MaintainX CoPilot).
2. Select (Sources).
3. In the Source type drop-down, select Work order summaries.
4. Hover over the work order summary you want to delete, then select . A confirmation dialog appears.
5. In the confirmation dialog, select Delete.

The summary is deleted and can't be restored.