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Create a Procedure with the AI Procedure Generator

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

This article explains how to create a procedure with the MaintainX AI procedure generator.

The MaintainX AI procedure generator reduces the time it takes to create a procedure from scratch by generating procedures from inputs you provide.

  • In the MaintainX web application, you can upload a reference files (maintenance manuals, procedures, etc.) and let the AI ingest and analyze the document to generate a procedure based on the information collected.
  • In the MaintainX mobile application, you can import photos of assets or their name plates, and/or use the voice prompt to generate a procedure on the go.

Writing Effective Prompts​

To help the AI procedure generator create an efficient procedure, you need to provide clear instructions. To do so, make sure you:

  • Provide context by detailing how you use your equipment and why you need a procedure for it.
  • Detail your equipment specifics.
  • Add all specific data collection necessary for the procedure such as meter readings.
  • Attach reference files and/or images.

Prompt Example​

Title: Daily workstation cleaning

Describe your procedure: In our kitchen, we need to clean our workstation daily. We need a procedure to give guidance to the team on how to properly clean, and prepare their workstation for their next shift. The workstation cleaning should include: cleaning the preparation table, cleaning the utensils (knives, cutting boards, plates, and bowls), cleaning all the machines used in the kitchen, cleaning the floors, changing the cooking oil if necessary and putting everything back to their dedicated places. The procedure should also include checklists and a signature field.

For more examples on how to create a good prompt, see Top Prompt Examples for Procedure Generation.

Create a Procedure from the MaintainX Web Application​

  1. From the sidebar, select Library > Procedures.

  2. Select + New Procedure Template.

  3. In the *Procedure Title field, enter a mandatory title for the procedure. New fields appear.

  4. Fill in the following fields:

    FieldDescription
    AssetSpecify the assets the procedure applies to.

    You can choose from any of your organization's assets.
    TypeSelect the type of the procedure:
    • Audit: for audit purposes.
    • Inspection: for assets inspection.
    • Instruction Manual: to provide instructions.
    • Other: for any other use cases your organization needs.
    • Maintenance: for maintenance purposes.
    FrequencySelect the frequency of the procedure. You can use the frequency set here as an indicator to help you or others set the right frequency when associating a team to the work order.
    Describe your procedureUse one or both of the following options to describe your procedure:
    • Enter a text prompt. Add as much information as possible about the procedure to help the MaintainX AI agent to match your requirements. The description can be up to 4096 characters.
    • In the Attach a reference file section, select Upload file to add a reference file to the procedure.

      MaintainX analyzes reference documents to extract content from different places in the documents. Checklists, sections, error codes, preventive maintenance frequencies, safety protocols, etc. are used to create procedures.

      MaintainX supports PDF, CSV, XLS, XSLX, DOCX, DOC, TXT, PNG, JPG, and JPEG files up to 10MB. Image files must contain text.

  5. Select Generate Procedure. MaintainX generates a procedure for you based on the information and documentation you added.

  6. (Optional) Select Edit Prompt to restart the procedure generation with new information. This is useful when you want to refine the prompt to generate a version of the procedure that better matches your requirements.

  7. After generating the procedure, set the following:

    • Procedure Fields to structure your procedure.
    • Settings to make it easier to filter procedures in the Procedure Library.
    • Scoring to assign points to fields in a procedure.

  8. 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.

Add and Edit Procedure Fields​

Add fields and structural elements to your procedure from the Procedure Fields tab. For details, see Procedure Fields.

Add Tags and Team Assignments​

Add tags and teams assignments from the Settings tab. Tags and team assignments make it easier to filter procedures in the Procedure Library.

  1. In the Tag your procedure section, set the following options to associate entities to the procedure:

    TagDescription
    CategoriesDo any of the following:
    • Select a default category from the dropdown list.
    • Enter and create new categories.
    AssetsSelect the asset(s) the procedure applies to from the dropdown list.
    LocationsSelect the location(s) where the procedure will be performed in the dropdown list.

  2. In the Teams in charge section, select the team(s) responsible for the procedure. You can use the team assignment set here as an indicator to help you or others select the right team when associating a team to the work order.

Turn on Procedure Scoring​

Turn on the Scoring toggle to assign point values to fields in a procedure, and give the procedure a total score. For details, see Procedure Scoring. When the procedure score is under the goal score, it triggers a corrective action.

Create a Procedure from the MaintainX Mobile Application​

The MaintainX mobile application analyzes reference images of assets, broken parts, asset name plates, or paper pages from manuals or SOPs and creates procedures from the information it extracts.

To create a procedure with the AI generator in the MaintainX mobile application:

  1. From the MaintainX mobile application, do one of the following to access the Procedures module:

    • From the Overview screen, select + Create then Procedure.
    • From the bottom navigation bar, select More, Procedures, then + New Procedure.
    • From a work order creation screen, select Add Procedure.

  2. Select Quick-create.

  3. In the Give your procedure a title screen, fill out the following fields:

    FieldDescription
    Procedure nameEnter a title for the procedure. This field is mandatory.
    Procedure TypeSelect the type of the procedure:
    • Audit: for audit purposes.
    • Inspection: for assets inspection.
    • Instruction Manual: to provide instructions.
    • Other: for any other use cases your organization needs.
    • Maintenance: for maintenance purposes.
    FrequencySelect the frequency of the procedure. You can use the frequency set here as an indicator to help you or others set the right frequency when using this procedure in a work order.
    AssetSpecify the assets the procedure applies to.

    You can choose from any of your organization's assets.

  4. Select Next.

  5. In the Snap a photo section, do any of the following:

    • Select My Camera to take a picture of an asset or an asset name plate with your mobile device's camera.
    • Select My Photos to select a picture of an asset or an asset name plate from your picture library.
    • Select Skip this step to move to the What's your process screen.
    note

    MaintainX supports PNG, JPG, JPEG, HEIC, and HEIF image files up to 10MB.

  6. If you added a picture in the previous step, select Use this photo.

  7. In the What's your process screen, you can do any of the following:

    • Use your microphone to record a description of the procedure. MaintainX uses its AI engine to analyze and transcribe your voice recording before generating the procedure.
    • Type a description of your process to help MaintainX create a procedure with the help of the AI engine.

    In either case, the more detail you provide the more accurate the generated procedure is.

  8. Select Generate Procedure.

  9. (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.

  10. Select Create. The procedure appears in your Procedure Library.

Learn more​