About Procedures
A procedure is a form that contains a sequence of steps required for workers to complete. MaintainX makes it easy to create your procedures and to attach them to work orders. Your procedures can include videos, manuals, task lists, accident reports, inventory requirements, and more to help technicians perform and complete tasks effectively and efficiently.
Procedures should:
- Identify preconditions and precautions.
- Provide clear instructions for work to be done.
- Be used to ensure that maintenance is performed in accordance with the maintenance strategy, policies, and plans.
The best procedures should be accurate, verified, validated, authorized, and periodically reviewed.
In MaintainX, you can create procedures in the following ways:
You can also import a procedure and add it to your Procedure Library.
Procedures Concepts​
Procedure Hub​
The MaintainX Procedure Hub gathers all procedures shared publicly by MaintainX clients and MaintainX itself. You can search for procedures based on their industry, type or specific keywords. The Procedure Hub can help you get started quickly with procedures for your industry, that you can reuse and customize to tailor them to your organization's needs.
The Procedure Hub contains all procedures created from a template and shared publicly with the MaintainX community.
Generate Procedures with AI​
The MaintainX AI procedure generator helps you create procedures quickly using input from photos, voice recording , or uploaded documents. The AI agent analyzes those inputs and builds a procedure that you can then refine to meet your requirements.
- In the MaintainX web application, you can upload a reference file (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 (asset, asset name plate, etc.), and/or use the voice prompt to generate a procedure on the go.
Smart Estimates​
Smart Time Estimates is an AI-powered feature that uses data from past work orders to automatically estimate how long it should take to complete a new work order.
When adding a procedure to a work order, smart estimates look at work orders using the same procedure and use that data to inform the estimate.
For more information, see Smart Time Estimates.
Scoring​
Procedure scoring is the ability to assign points to fields in a procedure, giving the procedure a total goal score. You can customize the number of points for each field in the procedure based on your company's priorities and goals. When the procedure score is under the goal score, it triggers a corrective action.
For example, let's say you specify that the final score of a procedure needs to be more than 50% of the maximum goal score for the procedure to be successful. But, after you complete the procedure, the total score is 35%. A prompt appears asking you to create a corrective action.
When you turn on scoring for a procedure, MaintainX displays the procedure's maximum possible score. The maximum score is the total of the scores for individual fields that support scoring.
When you change the maximum field score of a procedure's field, the procedure's maximum score changes accordingly.
You can only add scoring to the following types of procedure fields:
Conditional Logic​
Conditional logic allows you to add fields that appear only when you set other fields to specific values. For example, you can create a condition where some steps in the procedure only appear when you select a specific value from a multiple choice list.
Draft Procedures​
When you create a procedure, it starts as a draft that is only visible to you. You can decide to either save the procedure as a draft or publish it. Saving a procedure as a draft allows you to add or remove items later. The procedure appears with a Draft tag in your Procedure Library.
You cannot add a draft procedure to a work order.
Procedure History​
A procedure history keeps a log of all the procedure's updates.
The History tab in a procedure's details shows all the updates to the procedure.
- The Version History section lists previous versions of the procedure. Select a version to get a detailed view of which elements were added, edited, and removed.
- The Work Order History section shows you how many work orders containing the procedure were created and completed within a selected date range.
Nested Procedures​
A nested procedure is an existing procedure embedded in a parent procedure. For example, you might want to add a safety procedure to a global maintenance procedure, or indicate that a procedure needs to be performed on a sub-asset before you start a procedure on the parent asset.
In a global procedure, you can only embed other global procedures. You cannot embed a local procedure in a global procedure. For details, see About Global Procedures.
When you edit a procedure that contains nested procedures, you have the following options for editing the nested procedures:
- Edit standalone to edit the nested procedure directly in the Procedure Library. This action updates the nested procedure, and keeps it as a standalone entity. The update will appear in any other procedures where the nested procedure is embedded.
- Merge into parent procedure to turn the nested procedure into a section of the parent procedure.
Global Procedures​
A global procedure is identical to a procedure as it is a form containing sequences of steps required for workers to complete. Unlike a regular procedure, a global procedure is created on the enterprise level by a Global Leader and can be shared across multiple sub-organizations. A Global Leader supervises a Global Organization and its features. For details, see About Global Procedures.
Comparison Tool​
After you share updates to a global procedure, organization Administrators and Full Users from your sub-organizations can access a comparative tool to view the previous and updated versions of the procedure. For details, see Edit a Global Procedure.
Users can also view the procedure updates in the procedure History tab. For details, see Edit a Procedure.