Checklist Actions

Overview

Checklists include instructions for the maintenance worker on how to complete a maintenance job. A checklist contains one or more checklist lines.

Examples of checklist lines (tasks) on a checklist:

• Carry out a visible inspection on an asset and add your notes.
• Register a measurement, for example, temperature or vibrations.
• Assess the current state on an asset by selecting a variable from a predefined list that matches your assessment.

Refer to the standard Microsoft Asset Management documentation to read more about checklists.

We have added functionality that makes it possible to automatically generate a related work order or a maintenance request based on your selection on a checklist line.

The purpose for this functionality is to provide an opportunity to quickly follow up on conditions registered on an asset, which require further maintenance or repair.

Setup

License Configuration

The Maintenance checklist actions functionality in Asset management requires specific setup regarding license configuration.

1. Select System administration > Setup > License configuration.
2. Select Dynaway Advanced Maintenance Checklists.

Security Configuration

In D365FO, the Maintenance manager role must include the following setup.

1. Select System administration > Security > Security configuration.
2. Select role: Maintenance manager.
3. Select duty: Maintain Asset Management setup.
4. The privilege Maintain maintenance checklist actions must be added.

Refer to Microsoft documentation to learn more about security configuration in D365FO: Security architecture.

Set up Maintenance Checklist Actions

A maintenance checklist action is a task that must be carried out when a certain condition is registered on a checklist line. The checklist line registration triggers automatic creation of a new work order or maintenance request.

Checklist actions can be used on two maintenance checklist types: 'Variable' and 'Measurement'.

Refer to Microsoft documentation explaining how to add a maintenance checklist line to a work order job to learn more about available maintenance checklist types.

1. Select Asset management > Setup > Maintenance checklists > Maintenance checklist actions.
2. Choose either the 'Work order' or 'Maintenance request' tab depending on which element you want to set up a checklist action for.
3. Select New.
4. In the Checklist action field, enter a name explaining what needs to be done if this action is triggered. Examples: 'Refill oil', 'Change meter', 'Replace bolts'.
5. The Active check box is automatically selected. Only active maintenance checklist actions are available for checklist line registrations.
6. Select the Maintenance job type the checklist action applies to.
   1. In order to trigger creation of a related work order or maintenance request, the maintenance job type selected in this field must match the maintenance job type used on the asset that a checklist line registration is created for.
7. Fill out the Maintenance job type variant and Trade fields, if required.
8. For work orders, the Work order type field is automatically filled out, based on the selection in the Asset management > Setup > Asset management parameters > Work orders > Preventive work order type field. You can select another work order type, if required.
9. For maintenance requests, the Maintenance request type field is automatically filled out, based on the selection in the Asset management > Setup > Asset management parameters > Assets tab > Default maintenance request type field. You can select another maintenance request type, if required.
10. The Service level field is automatically filled out. You can select another service level, if required.
11. If you have configured work order inherit values in Asset management > Setup > Work orders > Inherit values, then the 'Inherit field set' field is visible in the grid and you can select required inherit field set which will ensure that proper values in a newly created work order will be copied from the work order related to a checklist.
12. Select Save.

If you want to edit or delete a maintenance checklist action, consider the following:

• If you set a maintenance checklist action to be 'Inactive', a warning message is shown if that checklist action is used on a maintenance checklist template line, a maintenance checklist variable, or a work order job checklist line.
• You can't delete a maintenance checklist action if it is used on maintenance checklist template lines, maintenance checklist variables, or work order job checklist lines.
• You can't delete a Maintenance job type, Maintenance job type variant, Trade, Work order type, Maintenance request type or Service level if it is used on a maintenance checklist action.

In the standard checklists setup, note that

• Copying Maintenance job type default checklists includes copying the setup for checklist actions.
• Copying Maintenance checklists includes copying the setup for checklist actions.

Refer to Microsoft documentation for information on how to copy checklists in Asset management.

Example of checklist actions set up for work orders.

Example of checklist actions set up for maintenance requests.

Set up Maintenance Checklist Actions on Maintenance Checklist Variables

You can set up checklist actions for maintenance checklist lines of type 'Variable'.

1. Refer to Microsoft documentation to learn how to create a maintenance checklist variable in Asset management.
2. In the Maintenance checklist variables form, select the variable you want to set up checklist actions for.
3. Select the line you want to set up a checklist action for.
4. In the Checklist action field, select the checklist action (work order or maintenance request) in the drop-down list to be created automatically when processing a work order checklist line with this checklist variable.

Set up Checklist Actions on Checklist Type Measurement

You can set up checklist actions for checklist lines of type 'Measurement'.

1. In the Maintenance Checklist variables form, select the variable you want to set up checklist actions for.
2. Select the line you want to set up a checklist action for.
3. Fill in the fields 'Below min value checklist action' and/or 'Above max value checklist action' in the 'Work order job checklist' page. If a worker makes a registration on a checklist line of the type 'Measurement' on a work order line, and the measurement registration is outside the minimum or maximum values set up on the measurement line, a related checklist action element (work order or maintenance request) will automatically be created from the registration.

Trigger Checklist Actions through Update of Work Order Lifecycle State

Work order lifecycle states define the states that a work order can go through. A setup on the Work order lifecycle state determines when, in the processing of a work order, a related work order or maintenance request should be created if checklist registrations trigger checklist actions.

In the Work order lifecycle state form, you must select which work order lifecycle state should be used.

1. Refer to Microsoft documentation to learn how to set up work order lifecycle states in Asset management.
2. In the Work order lifecycle state form, select the work order lifecycle state that should trigger related work orders or maintenance requests, based on checklist registrations (for example the lifecycle state 'Completed').
3. In the Genreal section, select the Process maintenance checklist toggle button to show 'Yes'.

A related work order created by checklist actions become child work orders to the work order they were generated from.

Manage Checklist Actions

Create Maintenance Checklist Registrations

Maintenance workers create registrations on checklist lines as part of completing work order jobs on a work order. A work order may contain several work order jobs. Each work order job may include a checklist with one or more checklist lines to be processed.

• If a maintenance worker makes a registration on a maintenance checklist line of type 'Variable' on a work order job, and the selected variable has a related checklist action, a related checklist action element (work order or maintenance request) will be automatically created from the registration.
• If a maintenance worker makes a registration on a maintenance checklist line of type 'Measurement' on a work order job, and the measurement registration is outside the minimum or maximum values set up on the measurement line, a related checklist action element (work order or maintenance request) will be automatically created from the registration.

Refer to Microsoft documentation on how to work with maintenance checklists in Asset management.

Related work orders are created as child work orders to the work order they were generated from (see example in screenshot below).

• Configuration of the work order ID on a child work order is set up in Asset management > Setup > Asset management parameters > Work orders link > Related work order mask field.
• On a child work order, you see the parent relation in the Parent work order field.
• Notes created by the maintenance worker on a checklist line are automatically transferred to the related work order job > Line details section > Description tab > Maintenance workers' remarks field.

Example: Two child work orders generated from WO-000088.