Recurrent Maintenance Tools (Schedule W.O.s)

In this first form, you can set up the information to be used in the Recurrent Work Orders. This means all W.O.s created in future dates will be created with this data, though most of these fields can be modified after the W.O. is created, this for each W.O.

Several fields are necessary when creating a W.O., and therefore mandatory in this step (like Project, Status, Priority, etc.). It is recommended that you add a Description to reflect the nature of the recurrent batch.

After filling out all the mandatory fields, you can move to the next step by clicking "Next".

This step allows you to endorse a Note with text and/or attachments to each W.O. that will be created in this Recurrent. Leaving the checkbox unmarked will set the work orders to be created normally, without preset notes in them.

The note supports text formatting and files supported are the same as in any regular work order in Sweven.

After deciding whether to add notes or not, you can move to the next step by clicking "Next".

In this step, you´ll pick the length and specific recurrence, which determines the size of the batch.

The date range will determine from which day, and up to which date the work orders need to be created automatically by Sweven.

Then the recurrence pattern will determine when each of the work orders in the batch needs to be serviced. Depending on the nature of your work orders, this could reflect the service date or the deadline for the jobs. Please note that work orders created with the RM tool will have their deadline set based on this recurrence pattern.

The different options listed will help define the recurrence with precision, with the possibility to pick days of the week (if the recurrence is daily or weekly), specific numbered dates (the 1st of a given month, for example), or the relative day of the week for a monthly pattern (like the first Tuesday of every month, for example).

Having picked the date range and the recurrence pattern, you can click on Calculate Total Records, which will show how many work orders will be created by the end of the recurrence. This could be helpful to double-check that the recurrence has been set correctly.

After setting up the recurrence, you can move to the next step by clicking "Next".

The offset days will determine how many days ahead to the deadline will the work orders be created. This means, for example, that a work order with a deadline on March 7th and 2 days offset will be created on March 5th, that is 2 days prior.

A longer offset could help your operators and staff to prepare for the service date, but could also crowd your daily operations with work that is not relevant in the near future. A shorter offset will keep your queue neat and organized, but could take your operators by surprise if there´s no time to coordinate before the job is due.

An offset of zero days will set the recurrent to create work orders on the same date they´ve been programmed in the recurrence pattern (that is, the deadline date)

After defining the recurrent offset, you can move to the next step by clicking "Next".

In the final stage, a calendar preview will be displayed showing blue boxes for every work order set up in the recurrent. This is a confirmation step, where you can double check that the recurrent you´re about to create is ok.

At this or any other step, you can click "Back" to modify any of the parameters that need be corrected.

Once you´ve confirmed the information for the recurrent, you may click "Create Recurrent" and Sweven will store and execute the recurrence.

This tab displays the basic information of the batch and of the work orders that the batch will create. You can modify these parameters and Save in order to change the future work orders that will be created.

Note: Work orders that already exist will not be affected; if you need to modify one or more existing work orders, you´ll have to manually modify them 1 by 1.

This tab displays the Notes (if active) being attached to the work orders that the batch will create. You can enable or disable them, as well as their content and Save in order to change the future work orders´ notes that will be created.

Note: Work orders that already exist will not be affected; if you need to modify one or more existing work orders´ notes, you´ll have to manually modify/add them 1 by 1.

This tab lists all the work orders that the batch will create, showing both the service date (the WO deadline) and the creation date for each of them.

Each record can be turned on/off; a record turned off will not be created by Sweven when the creation date arrives. Additionally, you may modify not-yet-created records using the edit button under "Action" and change a specific record´s service date and, therefore, its creation date (based on the offset).

You may also delete not-yet-created records by clicking the "Remove" button located under "Action"

In this tab you´ll see a calendar view of the work orders created, as well as the ones that will be created in the future. Already existing work orders will show a link to the actual work order.

This tab lists all the work orders that the batch has already created with additional information about them.

Each record provides a link to the work order itself for easy access and editing, if necessary.

Please note that work orders not created by the recurrent will not be listed here.