To-Do List Summary

availability

Feature availability by platform, plan type, and user type

Platform:	AvailableWebNot availableMobile
Plan Type:	Not availableBasicNot availableEssentialNot availablePremiumAvailableEnterprise
User Type:	Not availableRequesterAvailableFull UserAvailableAdministrator

To-Do List Summary brings together recent work order activity, conversations awaiting a reply, urgent assigned work orders, and purchase orders needing action. You can use the brief to prioritize your day.

When to Use To-Do List Summary

You can use To-Do List Summary at the start of your day or whenever you need to review what needs your attention. The brief helps you identify follow-up tasks without checking each MaintainX® module separately.

Before You Start

To use the To-Do List Summary skill, you need to have access to at least one of the following MaintainX modules:

• Work Orders
• Purchase Orders
• Messages

For more information, see User Roles and Permissions.

Data the Skill Reviews

To-Do List Summary uses the following information to generate a brief:

Data	Information Reviewed
Assigned work orders	Work orders assigned to you with an Open, In Progress, or On Hold status, sorted by due date with overdue work orders first. The skill reviews descriptions, procedure steps, comments, assets, locations, and whether each work order repeats as preventive maintenance.
Conversations	Recent conversations, prioritizing unread conversations.
Purchase orders	Open purchase orders you created or that are assigned to you, sorted by due date. The skill reviews comments, vendors, total costs, and whether you can approve, fulfill, or complete each order.
Work order activity	Counts of your created, completed, and deleted work orders since the start of the previous day, plus the current number of open work orders assigned to you.

When setting up the skill, you can select which information to include in the brief.

Limitations

To-Do List Summary reviews a limited number of records on each run.

Data Reviewed	Limit
Assigned work orders	Up to 25 work orders assigned to you, including those with an In Progress or On Hold status.
Conversations	Up to 25 conversations from the previous seven days, with up to 25 of the most recent messages in each conversation.
Purchase orders	Up to 25 open purchase orders and up to 25 assigned to you.
Urgent work orders	Up to five urgent work orders in the brief.

Review the brief before taking any action. For more information about the safeguards MaintainX applies to all AI-powered skills, see Built-In Safeguards.

Set Up To-Do List Summary

1. From the sidebar, select Smart Hub > Skills. The Skills page opens.

2. Select To-Do List Summary.

3. In the Details tab, select Add Configuration.

4. In the Configuration name field, enter a name for the configuration.

5. [Optional] Set up one or multiple schedules for the skill to run automatically. For more information, see Schedule a Skill.

   note

   If you don't want to set a schedule, you can finish setting up the skill and run it manually. For more information, see Run To-Do List Summary.

6. In the Settings section, select the information you want to include in the brief:

   • Show work order activity
   • Show conversations waiting on a reply
   • Show my most urgent open work orders
   • Show purchase orders needing action

7. Select Create. MaintainX redirects you to the skill's Details tab.

Manage skill configurations

You can also edit or delete the skill configuration.

Run To-Do List Summary

After creating a configuration, you can run the skill manually or let it run on the schedules you set. For more information, see Run a Skill Configuration.

For both manual and scheduled runs, open the Activity tab to check the run status and access the generated brief. For more information, see Review the Brief.

Manage the Output

When the brief is ready, you receive a notification. To open the brief, do one of the following:

• Select the notification at the bottom of your screen.
• On the skill's Activity tab, select View Details for the run.

Both options open the brief in the Smart Hub inbox.

Review the Brief

Depending on your configuration, the brief includes:

• Your recent work order activity.
• Conversations awaiting a reply.
• Your most urgent open work orders.
• Purchase orders needing action.

Review the brief to decide what to prioritize.

Archive the Brief

After reviewing the brief, you can archive it. For more information, see Archive a Skill Output.