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How to Configure the Equipment Maintenance Workflow
Who is this article for?Ideagen Quality Management administrators importing workflows.
Admin access is required.
Best in class workflows are pre-made workflows that you can import into your Workflow module.
The Equipment Maintenance workflow is designed to assist with device calibration, repair, and general maintenance requests. When these maintenance events are recurring, they can be automatically scheduled and launched by the Equipment Maintenance Scheduler workflow.
This article outlines the recommended configurations that can be applied to the Equipment Maintenance & Scheduler Workflow which is available for download in the Best-In-Class Workflow Download Center. This article has been split into the following sections:
- Associated Workflows
- Workflow-Specific Configuration Steps
- Default Responsible Parties & Recommendation for Update
- Further Reading
Looking for steps to import the workflow? Visit How to Import a Workflow for details.
1. Associated Workflows
The Equipment Maintenance and Equipment Maintenance Scheduler workflows are designed to be highly interdependent, so it is recommended that both be imported and configured. If you’d prefer to schedule your future maintenance manually you may choose to utilize only the Equipment Maintenance workflow. Please be aware that this will require that you edit the workflow to remove any automation that references the scheduler.
2. Workflow-Specific Configuration Steps (Scheduler Workflow)
2.1. Update the “Automation: Launch Equipment Maintenance” Step
- Click to select the “Automation: Launch Equipment Maintenance” step.
- Update information in “Select Automation to Add” section.
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- “System Actions”- select “Equipment Maintenance” from drop-down.
- Select Workflow to Launch”- select “Equipment Maintenance” from drop-down.
- Click Add Automation.
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- Update information in “Workflow Launcher” section.
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- Click Add Responsible Parties
- Select “Personnel Responsible for Maintenance”
- Click Add Responsible Parties
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2.2. List Fields Requiring Update
The below lists required an update. List options can be added in the Custom Fields section within the Administration module.
| Field | Change |
|---|---|
|
Instrument/Equipment |
Update this field to identify the various instruments and pieces of equipment that may require maintenance. |
|
Manufacturer |
Update this field to identify the manufacturers of your instruments/equipment. |
|
Location |
Update this field to identify the various locations of your instruments/equipment. |
|
Type of Maintenance |
Update this field to specify the types of maintenance that your instruments/equipment may require. |
Note: These fields are shared between the Equipment Maintenance Workflow and the Equipment Maintenance Scheduler Workflow. Changes will impact both.
3. Default Responsible Parties & Recommendation for Update
The table below outlines the recommendations for changes to the responsible parties:
| Step | Default Responsible Party | Recommendations |
|---|---|---|
| Enter Instrument Calibration/ Maintenance Details | All Users |
By default all users will be able to initiate this workflow- update if you’d like to specify particular users who can enter details for a non-recurring maintenance. Remember that if you are using the Scheduler workflow most instances of this workflow will be launched automatically and assigned to the Responsible Party identified in that automation (by default- Personnel Responsible for Maintenance). Because of this we recommend restricting the RP here, to only those users you’d like to be able to manually kick off a non-recurring maintenance. |