Global Organization Settings

availability

Global Organization settings are available only in the MaintainX® web application and require an Enterprise plan. To access these settings, your account must include a Global Organization, and you must have the Global Leader role. For more information, see About Global Organizations or contact your MaintainX representative.

Global Leaders can configure organization-wide settings for their Global Organization.

To set up the Global Organization settings:

1. From the sidebar, select the Global Settings menu.
2. Select the tab of your choice.

General

Edit Profile

Global Leaders can edit the Global Organization's profile. They can change:

• The Global Organization's icon logo.
• The Global Organization's name.
• The Global Organization's address.

To change these options:

1. Select Edit profile to open the Edit Organizational Profile page.

2. To upload or change the organization's profile picture:

   • Hover your cursor over the default logo and select the camera icon.

   • Select and upload the new logo. For best results, upload a square image with the following attributes:

     Attribute	Recommendation
     File Format	JPG, GIF
     Aspect Ratio	1:1
     Maximum Size	500 x 500 pixels

   • You might have to make adjustments to image size in an editor and upload again until you are satisfied with the image's appearance.

3. Enter an Organization Name. This is a required field.

4. Enter the organization's Address.

5. Select Update to save the changes.

Full users can see this section but can't make any changes to the organization's profile.

Preferences

The Preferences section is where a Global Leader sets up critical information about the Global Organization.

You can configure organization preferences like:

• Language: the default display language in the MaintainX Global Organization.

  For more information about how MaintainX handles languages, see Supported Languages.

• Currency: the default currency in the MaintainX Global Organization.

• Date Format : how you choose to represent dates and times in the Global Organization.

• Time Zone: which timezone the Global Organization is in.

Features

Work Orders (Beta)

1. Select Set Preferences.
2. Select Customize work order forms.

In the work order form fields, you have:

• Default fields.
• Custom fields.

Default Fields

Under the Default Fields tab, you can define which fields are required or optional across all work order forms in all of your Global Organization's sub-organizations.

To set default fields as required or optional fields:

1. Navigate to the field you would like to make Required or Optional.
2. In Settings, select the option.
3. Select Update.
4. When prompted, select Update to confirm.

Any field set as Required on a work order form across all sub-organizations must have a value before the work order can be updated or completed.

Custom Fields

Under the Custom Fields tab, you can view all custom fields from your sub-organizations, including both global and local fields. From here, you can create new fields, set them as required, and convert fields between local and global.

Create a New Custom Field

1. In the Customize Work Order Form section, select the Custom Fields tab.

2. Select + New Custom Field.

3. In the dialog box, do the following:

   1. Enter a Field Name. This is required.
   2. Select the type of field. The field can be:

   Work Order field type	Description
   Single Line Text	A one line text field. It can be up to 4096 characters long (500-700 words).
   Multi Line Text	A text box field.
   Number	For numerical values.
   Single Select	Create a list of values to choose from. Optionally, select Allow sub-organizations to add options to let sub-organizations add their own options to the list.
   Date	A date field.
   Date & Time	A date and time field.
   Link	A hyperlink or phone number to select. Requires that users enter a complete link, such as www.myurl.com, or a complete phone number prefixed with tel:, for example tel: 123-456-7890.

   • (Optional) Toggle on if you want to make the field required.
   • (Optional) Toggle on if you want to copy the values of this field on repeating work orders.
   • (Optional) Toggle on if you want to include this field on Request forms.
   • (Optional) Toggle on if you want to include this field on Request Portal forms.

4. Select Create.

5. In the Work order field dialog box, select Share with organizations to publish the field and share it across the sub-organizations.

6. In the Manage assignment dialog box, select the organizations you want to share the field with.

   1. (Optional) Select Automatically add new organization to have this custom field added to any new sub-organization joining your Global Organization.

7. Select Next.

8. To confirm, select Publish.

All selected sub-organizations now share this global custom field.

tip

In a sub-organization, go to Settings > Features > Work Orders > Customize Work Order Form. Under the Custom Fields tab, global fields display a Global Organization icon to help you identify them.

Merge Custom Fields

If you have similar custom fields across different sub-organizations, you can merge them into a global custom field.

To merge:

1. In the Custom Fields tab, hover over a field icon until a checkbox appears.
2. Select the checkbox of each field you want to merge.
3. Select the (merge) icon.
4. When prompted, in the Replace with field, select the name of the existing field that will replace the selected fields.
5. Select Merge.
6. When prompted, select Merge to confirm.

Any work order that was using the existing fields will now be replaced with the newly replaced custom field.

Review Duplicates

When duplicate fields exist across multiple sub-organizations, you can review them and choose whether to merge them into global fields.

To review duplicates:

1. In the Custom fields tab, select Review duplicates shown in the banner.
2. Choose one of the following:
   1. Don't merge.
   2. Merge to global field.

Don't Merge

Select Don’t Merge to keep duplicate custom fields unchanged in each sub-organization where they exist. No changes are made to those fields.

Merge to Global Field

Select Merge to Global Field to consolidate duplicate fields into a single Global custom field. MaintainX then shares this Global field only with the sub-organizations that already had those fields.

You can configure field properties, such as marking the field as required, and then select Continue.

Convert a Field in a Global Organization

1. In the Custom Fields tab, navigate to the local custom field or the global custom field that you would like to convert.
2. Select (more options).
3. Select Convert to global custom field or Convert to local custom field.
4. Select Convert to global or Convert to local to confirm.

The global custom field or local field is applied only to the sub-organizations that previously had the field.

If you would like to share and publish the global custom field to additional sub-organizations, you’ll need to do it manually. For details, see Share a Global Field with Other Sub-Organizations.

Share a Global Field with Other Sub-Organizations

1. Navigate to the global custom field you would like to share, and select it.
2. In the Work order field dialog box, select Manage assignments to select the sub-organizations you want to share the field with.
3. Select the sub-organizations.
   • (Optional) Select Automatically add new organization to have this custom field added to any new sub-organization joining your Global Organization.
4. Select Next.
5. Select Publish to confirm.

Edit a Global Custom Field

1. In the Customize Work Order Form section, select the Custom Fields tab.
2. Navigate to the global custom field you want to edit.
3. Select (more options), and select Edit.
4. Update the field’s information as needed.
5. Select Save.

The field is updated.

Delete a Global Custom Field

1. In the Customize Work Order Form section, select the Custom Fields tab.

2. Navigate to the global custom field you want to delete.

3. Select Select (more options), and select Delete.

4. Select how you want to delete the organization field:

   • Select Delete the global custom field and all linked organization fields. This deletes the global field completely from your Global Organization and sub-organizations.
   • Select Delete the global custom field only. Organization fields will become independent local fields. This deletes the global field but the remains as a local field in the sub-organizations that it was linked it.

Restore a Global Custom Field

1. In the Customize Work Order Form section, select the Custom Fields tab.
2. Select (Settings).
3. In the Settings panel, in the Options section, toggle on Show only deleted custom fields, and select Apply.
4. Navigate to the global custom field you want to restore.
5. Select (more options), and select Restore.

The field is now restored. You’ll need to reshare and publish the field across your sub-organizations.

For details, see Share a Global Field with Other Sub-Organizations.

Assets

1. Select Set Preferences.
2. Choose one of the following:

Asset Types

Global Leaders can set global asset types. Global asset types are customizable labels that you set up in your Global Organization to help you organize and manage asset types consistently across all your sub-organizations. For more information, see Global Asset Types.

Asset Transfers

Asset transfers allow Administrators in sub-organizations to move assets from one organization to another. A Global Leader must enable this feature in the Global Organization first. For more information, see Transfer Assets Between Organizations.

Reporting

1. Select Set Preferences.
2. Choose one of the following:

Goals

Global Leaders can set asset health goals and maintenance goals for work orders. These thresholds help you monitor asset health and work order activity across multiple organizations. For more information see, Global Reports and Dashboards.

Asset Health Goals

To set Asset Health goals for a Global Organization:

1. In the Goals section, make sure the Asset Health Goals option is on.
2. Select Set Asset Health Goals.

You can set thresholds for Great, OK, and Bad performance for each asset health metric.

Maintenance Goals

To set up goals for Maintenance in the Global Organization:

1. In the Goals section, make sure the Maintenance Goals option is on.
2. Select Set Maintenance Goals.

You can set thresholds for Great, OK, and Bad performance for each work order metric.

Exported Reports

Enter the maximum number of rows you can export in a PDF for your reports.

External Dashboards

Toggle on Enable dashboard sharing to share reporting dashboards with people outside your organization. For more information, see External Dashboards

Categories

Global categories are customizable labels that help you organize and manage entities across your sub-organizations. They help standardize the categories your sub-organizations use and eliminate inconsistent naming (e.g., “Mechanical” vs. “Mech”). Global Leaders set these global categories in the settings. For more information, see Global Categories.