Starting and Completing Scheduled Preventative Maintenance

When preventative maintenance is due (or overdue) for an asset, the assigned maintenance tech should start and complete its preventative maintenance. To access a list of similar assets that are due or overdue for preventative maintenance:

1. Click “Preventative” under the Maintenance menu.

You will be taken to the “Preventative Maintenance” page. Here you can view all preventative maintenance that is due or overdue for groups of assets at your affiliated locations. To start preventative maintenance for an asset:

1. Click a preventative maintenance schedule that has assets for which you would like to perform preventative maintenance.

2. Click the asset for which you would like to start maintenance. A pop-up message will ask if you would like to start preventative maintenance.
3. Click the green “Start PM” button.

A quick-access sidebar will open on the right side of the page. In that quick access sidebar, you will see a checklist of items to address in order to complete the asset’s preventative maintenance. Here, you also have the ability to add a note to the asset, see all previously-added notes, and mark the preventative maintenance for that asset as complete.

If you click the box-with-an-arrow icon in the preventative maintenance quick access sidebar, you will be taken to a preventative maintenance page for that specific asset.

On the asset’s preventative maintenance page, there are three tabs: the General,” “Vendors,” and “Invoices” tabs.

• In the “General” tab, you can perform the same actions as the quick access sidebar and indicate if the preventative maintenance is externally sourced (i.e., a third party is taking care of the asset’s preventative maintenance). If you click the “Actions” button, you can mark the preventative maintenance as complete, create a work order for the asset if the asset requires maintenance beyond what the preventative maintenance stipulates, and delete the preventative maintenance for the asset.

• In the “Vendors” tab, you can add any vendor(s) who are addressing the asset’s preventative maintenance.

• To add a vendor:
  1. Click “+Add Vendor.”
  2. Click into the “Vendor” drop-down.
  3. Select the Vendor that is performing maintenance.
  4. Click the green “Add Vendor” button to finish adding the vendor.

• In the “Invoices” tab, you can add an invoice for preventative maintenance.

• To add an invoice:
  1. Click “+Add Invoice.”
  2. Complete the fields under the “General Information” section for the invoice.
  3. Add an invoice document to the “Invoice Document” field by either dragging and dropping the file or by selecting “Click to Browse” to browse your computer for the invoice document.
  4. Click “+ Include Asset” to add the asset(s) to the invoice. If the invoice is for more than one asset, you can add as many assets as needed. Once the assets have been added, you can divide the amount between the assets.
  5. Click the green “Add Invoice” button to add the invoice.

When the preventative maintenance has been completed, you will want to mark the preventative maintenance as complete in Woven. Mark the preventative maintenance as complete in either in the quick access sidebar or on the asset’s preventative maintenance page:

• To mark the preventative maintenance as complete on the asset’s Preventative Maintenance page:
  1. Click the yellow “Actions” drop-down button.
  2. Click “Complete Preventative Maintenance.” A pop-up will ask if you are sure you want to complete preventative maintenance.
  3. Click the green “Complete PM” button.

• To mark the preventative maintenance as complete in the quick access sidebar:
  1. Click the Preventative Maintenance that you have started.
  2. Click the green “Complete” button. A pop-up will ask if you are sure you want to complete preventative maintenance.
  3. Click the green “Complete PM” button.