Advanced Statuses

Create and Customize Statuses

Turn on Advanced Maintenance Statuses in Asset Management Setup.

You can start using this function only when default statuses for specific documents exist (Work Orders, Round Orders, Maintenance Tasks). This is because when turning on this option, default statuses will be applied to all existing documents.

You can create as many statuses as you need in Advanced Maintenance Statuses.

To create a status you need to define:

• Document Type on which this status can be used.
• Status Code.
• Basic Status - main status that will be applied to the document when the advanced status is chosen.
• Default - if this status is default, the default status is applied to any new document when it's created.
• Default For Corrective Maintenance - default status that is applied to new corrective work orders. This option can be chosen only when the type of document is a Work Order.
• Document Not Editable - defines if the document with this status is editable. Default statuses are not editable.
• For Work Order type statuses you can additionally define:
  • Asset Status (plus if the status will be changed on children) - this status will be applied to the asset when the work order status is applied.
  • Asset Location (plus if the location will be changed on children) - this location will be applied to the asset when the work order status is applied.
  • Asset Condition - this condition will be applied to the asset when the work order status is applied.
• Scheduling Board Color - the color the status will show up as on the Resource Scheduling Board and Asset Activity Board.
• Item Line Mandatory - specifies if item lines are mandatory to be filled out when using this status. This means you must have at least one item line to use the status.
• Resource Line Mandatory - specifies if resource lines are mandatory to be filled out when using this status. This means you must have at least one resource line to use the status.
• Lockouts Locked - If you're using Safe Work, you can specify that all lockouts should be locked in order to use this status. (Only applicable for Work Orders).
• Lockouts Finished - If you're using Safe Work, you can specify that all lockouts should be finished in order to use this status. (Only applicable for Work Orders).
  • On the Work Order card, you will be notified if the current work order is connected to any lockouts - all lockouts not in the state 'Finished' are taken into consideration.
  • In the 'Safe Work' tab, you can see and open a list with all related lockouts that have not been finished. The field 'Assigned Lockouts' can be shown through personalization.

Define the next allowed status

Additionally for each status, you can define the next allowed status. This means you can create a workflow for the document where, for example, the opening status work order can't go to the status completed.

Define who can use specific statuses

You can also set up who can use specific statuses. However, this option is not available for default statuses, and it's not possible to set up the status with allowed users as the default one. All users must have access to use the default status. With this option, you can define that some statuses are only available for specific users. For example, statuses defining that work order is under electric work can be used only by electricians.

Advanced Maintenance Statuses.

Allowed Advanced Status.

Allowed Users For Advanced Statuses.

Change Statuses on Documents

On the document card (Work Order, Round Order, or Maintenance Task), you can select a status directly from the field, but if you're using the next allowed statuses, the most recommended is to use the Set Next Status action, assist button, or available next status code field.

When selecting a status, the following can happen:

• If a next available status exists, this status will be applied to the document.
• If more than one next available status exists, a list opens where you need to choose the next status.
• If next available status doesn't exist, you'll see a message that there is no status to be applied.
  • It might be possible that the next available status or statuses exist but there are no statuses that can be used by the current user, so eventually the user is not able to apply the next status to the document.

Changing the status from the work order status field.

Changing the status to the next allowed status.