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AUGUST—Permit to Work, Customers, Report Builder AI Chat, MaintainX Assist

· 8 min read

Help Center updates for August 2026:

  • New We added Permit to Work (Beta) documentation, published the Customers module for MaintainX® for Service, added Report Builder AI Chat and formulas, published the Operator user role article, and added Global Dynamic Asset Fields (Beta).
  • Updated We renamed MaintainX CoPilot® to MaintainX Assist, restructured the Assets section and Global Organization content, documented bulk asset updates, and updated OT data connectors, MQTT subscriptions, permissions, and API polling.

Read more to get the full list of updates…

New Articles​

Permit to Work (Beta)​

Permit to Work is in Beta. We added documentation for creating and managing permits on work orders so teams can plan hazardous or unusual jobs, get approvals, and sign off before work starts. The docs cover the permit lifecycle and statuses, adding a permit to a work order, approving or requesting changes, reviewing and signing, and suspending or deleting a permit. We also updated custom role permissions, procedures, and work order completion to cover permits.

The following new articles are available:

The following articles are updated:

Customers​

We published a Customers module for teams that use MaintainX for Service. A customer record links sites, assets, work orders, and contacts in a service relationship. The docs cover creating and editing customers, managing customer contacts, viewing customer information, and how customers connect to external work orders and request portals. We also expanded the MaintainX for Service overview and added Customers permissions to default and custom roles.

The following new articles are available:

The following articles are updated:

Report Builder AI Chat​

We added Report Builder AI Chat so you can ask follow-up questions about a custom report—in Report Builder after generating a report, or from a dashboard after you add the report to the chat. We also added a Formulas and Calculations article, reorganized create and manage report guides, and updated Reporting and Report Builder overviews.

The following new articles are available:

The following articles are updated:

Operator User Role​

We published documentation for the Operator user role. An Operator is a role for front-line workers who complete assigned work and report problems, but don't manage maintenance operations. The article covers Operator permissions, template guardrails, daily interaction quotas, and how Administrators assign and manage Operator seats. The Operator role must be enabled for your organization before you can add Operators. We also updated related users, teams, and permissions articles.

The following new article is available:

The following articles are updated:

Polling for Changes​

We extracted polling guidance from the Build with MaintainX overview into its own article. It covers using updatedAt timestamp filters to sync changed records, pagination, and deduplicating by id.

The following new article is available:

The following article is updated:

Global Dynamic Asset Fields (Beta)​

Global Dynamic Asset Fields are in Beta. We added documentation for creating custom asset fields at the global organization level and publishing them to sub-organizations. The article covers publishing, resolving duplicate fields, editing global fields, filtering by organization and field type, and using global custom fields with asset types. Only a Global Leader can configure these fields, and only the Global Organization can edit or delete a published global field.

The following new article is available:

Updated Articles​

MaintainX Assist​

MaintainX CoPilot has been renamed MaintainX Assist. We updated Help Center to reflect that change, and moved MaintainX Assist articles into a dedicated AI section. Use MaintainX Assist to ask about assets, search manuals, identify issues, and complete work orders.

The following articles are updated:

Assets​

We rewrote and restructured the Assets section so related topics are easier to find and follow. Content is grouped by task—intro, create and edit, configure, manage, and maintenance data—instead of living in a few long articles. About Assets now covers core concepts and common tasks. Viewing and filtering assets, including the Insights, Details, and History tabs on an asset page, is in a dedicated View Assets article, and export content has its own article.

The following new article is available:

The following articles are updated:

Updating Assets in Bulk​

You can update existing assets in bulk from a spreadsheet. Export your asset data, edit the file, then reimport it with Bulk update. MaintainX matches each row by Asset ID (not an external ID), highlights changed cells, and lets you undo a completed update within 24 hours. You can also continue to bulk-edit selected assets from the Assets list.

The following articles are updated:

Global Organizations​

We restructured Global Organization documentation into a Global Features section. Getting started articles stay together, and global equipment and global work content—including assets, parts, procedures, categories, and reporting—now lives under Global Features. We also moved global assets into that section.

The following articles are updated:

OT Data Connectors​

We expanded the OT Data Connectors overview: what you can do with OT data, common use cases (usage-based maintenance, condition-based maintenance, and asset status tracking), which signals to connect, and the difference between fully managed and self-managed integrations.

The following article is updated:

MQTT On-Premise Agent​

We updated MQTT subscription configuration, including ignored topics and related On-Premise Agent guidance.

The following articles are updated:

Custom Fields Permissions​

We documented custom field permissions in the default role permissions guide. These permissions apply to all entities that support custom fields.

The following article is updated:

External Identifiers​

We clarified how externalId fields work when linking MaintainX records to IDs in your own systems.

The following article is updated: