MaintainX CoPilot

availability

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

MaintainX CoPilot is an AI assistant created to search manuals and other documents attached to your assets. You can ask questions in natural language, and CoPilot will extract relevant information (e.g., lists of tools to use for a repair, a maintenance procedure, etc.) from the manuals. You can use the extracted information to generate procedures or create work orders.

You can use CoPilot in the MaintainX web and mobile applications and access the following features:

Feature	Web	Mobile
Activate CoPilot for an asset
Upload asset manuals
Request asset manuals
Access CoPilot from asset details
Access CoPilot from a work order or work order template
Prompt CoPilot by typing a question
Prompt CoPilot by recording a voice message

Workflow Overview

To use CoPilot, follow these steps:

1. Upload or request manuals in the MaintainX web application.

2. Enable CoPilot for an existing asset in the MaintainX web application.

3. Ask CoPilot questions about the asset or use suggested prompts.

4. Use the answer in your maintenance workflow:

   • Generate a procedure. For details, see Generate or Create a Procedure from a CoPilot Answer.
   • Create a work order. For details, see Create a Work Order from a CoPilot Answer.

Upload Asset Manuals

Before using CoPilot, you need to upload asset manuals to MaintainX. When an asset has at least one manual attached to it, you can enable CoPilot and search the manual.

tip

If you don't have a manual available, you can request it from MaintainX. We'll find it and attach it to your asset. For details, see Request Asset Manuals.

A manual must be a PDF file smaller than 300MB. Larger manuals take longer to process, but CoPilot only has to process each manual once. If you upload a manual again, CoPilot won't process it a second time.

You can attach several manuals to an asset. You can also upload images that contain text. A counter in the CoPilot view displays the number of manuals attached to the asset.

To upload a manual:

Web

1. From the sidebar, select Assets.

2. Select an asset.

3. In the asset details, do any of the following:

   • Select Edit. Then upload the manual in the Files field. For details, see Edit an Asset.

   • Select CoPilot then:

     • Select Get started by attaching manuals.
     • Select (manual), then Upload a Manual.

CoPilot processes the manual automatically.

The Enabled label appears next to the processed manual.

Mobile

1. From the bottom navigation bar, select Assets.
2. Select an asset.
3. In the asset details, select Edit then Edit manually.
4. In the Files section, select Attach then upload the manual.
5. Select Update.

CoPilot processes the manual automatically.

Request Asset Manuals

You might not have all your asset manuals available, or in a digital format that you can upload. MaintainX can help you find manuals and attach them to your assets.

To request a manual:

1. From the sidebar, select Assets.
2. Select an asset.
3. In the asset details, select CoPilot then (manual).
4. Select Request manual. The Request Asset Manual dialog appears.
5. In the Request Asset Manual dialog, enter the requested information.
6. Select Submit to add information to your request.
7. Select Done. MaintainX receives your request.

MaintainX reviews your request and adds the manual to your asset. You will receive an email when the process is complete.

Enable CoPilot for an Existing Asset

To use CoPilot, you need to enable it on at least one asset manual in the MaintainX web application. CoPilot only uses manuals that are CoPilot-enabled to answer your questions. If you add more manuals, you need to enable CoPilot for each of them to include their content.

After you enable CoPilot in the MaintainX web application, you can use it in the MaintainX mobile application too.

note

New or updated CoPilot-enabled assets are automatically processed.

To enable CoPilot for an existing asset:

1. In the asset details, select CoPilot.
2. Select Enable next to the manuals you want CoPilot to process.

MaintainX CoPilot first processes your manuals, then you can ask it questions.

How to Write Effective Prompts

To help CoPilot extract information from your asset manuals, you ask questions the same way you would ask a coworker. Your questions should:

• Use natural language.
• Clearly state your end goal: What information are you looking for? What type of procedure are you trying to generate?

CoPilot returns an answer that you can use to do any of the following:

• Generate a procedure.
• Create a work order.
• Copy to the clipboard. For example to paste it into a work order's Description field.

MaintainX provides suggested prompts to help you get started quickly. They appear after you enable CoPilot and it processes your manuals.

Prompt Examples

MaintainX CoPilot can handle general and specific prompts. To find specific information, make your prompt as specific as possible. Especially when the information your are looking for can be found in multiple sources.

You can use one of CoPilot's suggested prompts for a quick start, or write your own. Here are some example prompts:

• "What information is in the manuals?"
• "What are the specifications of this machine?"
• "Do these manuals contain maintenance procedures?"
• "How to clean the lint screen and filter?"
• "How do I install this asset?"
• "How do I run a functional test?"
• "What tools are necessary to replace the power module?"

Use CoPilot in the MaintainX Web Application

In the MaintainX web application, you can use CoPilot to:

• Search your manuals from the Assets module.
• Generate procedures.
• Create work orders.

Search Asset Manuals

To search your manuals, you have to upload them and enable CoPilot. For details, see Upload Asset Manuals.

1. In the asset details, enter a prompt to help CoPilot generate an answer. For details, see How to Write Effective Prompts.

2. Press the Enter or Return key.

   CoPilot searches the manuals and extracts the necessary information to give you an answer. If you're not satisfied with the answer, you can enter a different prompt.

3. After CoPilot gives you an answer, do any of the following:

   • Select Generate procedure to generate a procedure based on CoPilot's answer. For details, see Generate a Procedure from a CoPilot Answer.
   • Select Create Work Order to create a work order based on CoPilot's answer. For details, see Create a Work Order from a CoPilot Answer.
   • Select View in manual to open a dialog with links to the relevant pages in the asset manual.
   • Select Copy to Clipboard to copy the answer generated by the CoPilot's answer.

4. (Optional) Select or to rate the generated answer.

Generate a Procedure from a CoPilot Answer

After you search an asset manuals with CoPilot, you can generate a procedure from the answer.

note

You must structure your prompt in a procedure-oriented format to explicitly instruct CoPilot to generate a procedural output. For example, you could ask CoPilot to 'generate a weekly procedure to clean the interior of a car.' For more details, see How to Write Effective Prompts.

To generate a procedure from a CoPilot answer:

1. Search your asset manuals. For details, see Search Asset Manuals.

2. Select Generate Procedure to generate a procedure from the CoPilot answer.

3. (Optional) If you're not satisfied with the generated procedure, enter a follow-up prompt to generate a new procedure. This is useful when you want to refine the prompt to generate a version of the procedure that better matches your requirements.

4. After CoPilot generates the procedure, do any of the following:

   Option	Description
   	Select the procedure name to open, review, and edit it. You can also 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 to...	Do any of the following: Add the procedure to existing work orders. For details, see Add a Procedure to Existing Work Orders. Add the procedure to existing work order templates. For details, see Add a Procedure to Existing Work Order Templates. Add the procedure to a new work order. For details, see Add a Procedure to a New Work Order. Add the procedure to a new work order template.
   Save to Procedure Library	Save the procedure to your Procedure Library.
   Edit	Do any of the following: Add and edit procedure fields to structure your procedure. For details, see Procedure Fields. Add tags and team assignments to make it easier to filter procedures in the Procedure Library. For details, Add Tags and Team Assignments. Turn on procedure scoring to assign points to fields in a procedure. For details, see Procedure Scoring. Once done, 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.

Create a Work Order from a CoPilot Answer

After using CoPilot to ask questions about an asset, you can use the answer to create a work order. In the work order details, CoPilot automatically adds:

• The asset in the Asset field.
• The answer in the Description field.

To create a work order from a CoPilot answer:

1. Search your asset manuals with CoPilot. For details, see Search Asset Manuals.
2. After CoPilot gives you an answer, select Create Work Order.
3. If you're satisfied with the answer, proceed to the next step. If you're not satisfied with the answer, select CoPilot to edit the prompt and generate a new answer.
4. Enter a title for the work order in the What needs to be done? field.
5. In the work order details, fill in the other fields that you need, as described in Work Order Form Fields.
6. Select Create to save the new work order and add it to the queue.

Use CoPilot From The MaintainX Mobile Application

In the MaintainX mobile application, you can use CoPilot to:

• Search your manuals from the Assets module.
• Search your manuals from the Work Orders module.
• Create procedures from the CoPilot answer.
• Search your manuals from a procedure.

In the mobile application, you can ask CoPilot questions by recording voice messages. This is useful for maintenance workers who might want to use CoPilot while they're on the shop floor or doing repairs, and typing a prompt would be inconvenient.

Search Your Manuals from the Assets Module

To search your manuals, you have to upload them and enable CoPilot. For details, see Upload Asset Manuals.

1. In the asset details, select (CoPilot). The CoPilot tab opens.

2. Do any of the following:

   • Select one of the suggested prompts.
   • In the search bar, enter a prompt to help CoPilot generate an answer. For details, see How to Write Effective Prompts.
   • Press (microphone) to record a prompt using your microphone. MaintainX uses its AI engine to analyze and transcribe your voice recording before generating an answer.

3. Do any of the following:

   • Select Generate procedure to generate a procedure based on CoPilot's answer. For details, see Create a Procedure from a CoPilot answer.
   • Select Copy to clipboard to copy the answer generated by the CoPilot's answer.
   • Select View in manual to open a dialog with links to the relevant pages in the asset manual.

4. (Optional) Select or to rate the generated answer.

Search Your Asset Manuals From a Work Order

When you search your asset manuals from a work order, CoPilot uses the following to generate an answer:

• The work order's title and description information.
• The fields of any included procedures
• The manuals attached to the asset.

CoPilot provides suggested prompts after you upload manuals.

To search your asset manuals from a work order:

1. To use CoPilot from a work order, you first need to add the asset to a work order. For details, see Create a Work Order.

2. In the work order details, select (CoPilot). The CoPilot tab opens.

3. Do any of the following:

   • Select one of the suggested prompts.
   • In the search bar, enter a prompt to help CoPilot generate an answer. For details, see How to Write Effective Prompts.
   • Press (microphone) to record a prompt using your microphone. MaintainX uses its AI engine to analyze and transcribe your voice recording before generating an answer.

4. If you entered or recorded a prompt, press (search).

   CoPilot queries the manual and extracts the necessary information to generate an answer. If you're not satisfied with the answer, you can either:

   • Ask additional questions to clarify the answer generated by CoPilot.
   • Enter another prompt.

5. Do any of the following:

   • Select Generate procedure to generate a procedure based on CoPilot's answer. For details, see Create a Procedure from a CoPilot answer.
   • Select Copy to clipboard to copy the answer generated by the CoPilot's answer.
   • Select View in manual to open a dialog with links to the relevant pages in the asset manual.

6. (Optional) Select or to rate the generated answer.

Identify Asset Issues with CoPilot

You can upload a picture of your asset and ask MaintainX CoPilot to identify an issue. When an issue is identified, CoPilot can create a procedure or a work order to resolve it.

To identify an asset issue with CoPilot:

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

2. Select a CoPilot-enabled asset or a work order with a CoPilot-enabled asset.

3. Select (CoPilot). The CoPilot tab opens.

4. In the CoPilot tab, select (camera) then do any of the following:

   • Take a picture of the asset.
   • Select a picture of the asset in your device's photo library.

5. In the search bar, enter a prompt to help CoPilot generate an answer. For details, see How to Write Effective Prompts.

6. Select (search).

7. Do any of the following:

   • Select Generate procedure to generate a procedure based on CoPilot's answer. For details, see Create a Procedure from a CoPilot answer.
   • Select Create Work Order to create a work order with the CoPilot’s answer. For details, see Create a Work Order from a CoPilot Answer.
   • Select Copy to clipboard to copy the answer generated by the CoPilot's answer.

8. (Optional) Select or to rate the generated answer.

Create a Procedure from a CoPilot Answer

After you search an asset manual, and CoPilot returns an answer, you can create a procedure from the answer.

1. Search your asset manual. For details, see Search Your Asset Manuals From a Work Order.

2. Select Generate procedure to generate a procedure from the CoPilot answer.

3. After you generate the procedure, do any of the following:

   Option	Description
   	Select the procedure name to open, review, and edit it. You can also do any of the following: Select See Work Order History to see how work orders are created and completed on the asset. For details, see About Work Orders. Select Use in New Work Order to add the procedure to a new work order. For details, see Add a Procedure to a New Work Order. Select Copy to New Template to copy the procedure. For details, see Copy a Procedure. Select Delete to delete the procedure. Select Cancel to close the procedure options.
   Add to...	Do any of the following: Add the procedure to a new work order. For details, see Add a Procedure to a New Work Order. Add the procedure to existing work orders. For details, see Add a Procedure to Existing Work Orders.
   Save to Library	Save the procedure to your Procedure Library.
   Edit	Add fields and structural elements to your procedure. For details, see Procedure Fields. Once done, you can: Select (more options) to do any of the following: Reorder the procedure. Delete Procedure to delete the procedure and start again. Discard Changes to discard the changes added to the procedure draft. Select Update to save the procedure with your changes.

Search Your Asset Manuals From a Procedure

You can search your asset manuals from a procedure to ask for additional information on the existing procedure. CoPilot uses all the information from the procedure's fields and the manuals to generate an answer.

To search your manuals from a procedure:

1. After generating the procedure, open the procedure details.

2. Select (CoPilot). The CoPilot tab opens.

3. Do any of the following:

   • Select one of the suggested prompts.
   • In the search bar, enter a prompt to help CoPilot generate an answer. For details, see How to Write Effective Prompts.
   • Press (microphone) to record a prompt using your microphone. MaintainX uses its AI engine to analyze and transcribe your voice recording before generating an answer.

4. If you enter or record a prompt, press (search).

5. Do any of the following:

   • Select Copy to clipboard to copy the answer generated by the CoPilot's answer.
   • Select View in manual to open a dialog with links to the asset's manual pages.

6. (Optional) Select or to rate the generated answer.

Error Messages

The following errors messages may appear while you use CoPilot.

Error Code	Message
400	CoPilot encountered an error and the team is investigating. Try again later. (400)
401	CoPilot encountered an error and the team is investigating. Try again later. (401)
403	CoPilot encountered an error and the team is investigating. Try again later. (403)
404	CoPilot encountered an error and the team is investigating. Try again later. (404)
409	CoPilot encountered an error and the team is investigating. Try again later. (409)
422	CoPilot encountered an error and the team is investigating. Try again later. (422)
429	CoPilot has received too many questions too quickly. Try again in $time. (429)
500	CoPilot encountered an error and the team is investigating. Try again later. (500)
500	CoPilot encountered an error and the team is investigating. Try again later. (500)
500	CoPilot encountered an error and the team is investigating. Try again later. (500)
500	CoPilot encountered an error and the team is investigating. Try again later. (500)
503	CoPilot encountered an error and the team is investigating. Try again later. (503)
504	CoPilot has timed out. Try again later. (504)