Maintenance Templates Add a Private Template
This task is used to add new Private Additional Check, Problem or Work Order Templates, and will look different based on which Type of Template you start the task from. If you wish to add a template that is meant to be available to all communities, use the appropriate tasks from the System Administration > Maintenance Setup - Templates - Additional Check, Templates - Inspection, Templates - Problem and Templates - Work Order tables.
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Community Detail Maintenance Templates Add a Private Template
Enter the Description for the Additional Check Template. This is what appears in the Additional Checks drop down list in the Create New Work Order task.
The Type and Sub Type for Additional Check Templates will always be Work Order and Additional Checks, respectively.
Select the Source for the template. When creating a Work Order, only the Additional Check Templates with the same Source will be available on that Work Order. Your choices are:
All - if the source is set to All, the Additional Check Templates will show on all Work Orders no matter what the Source of the Work Order.
Inspection Deficiency
Make Ready
Material Work Order
Reasonable Accommodation
Recurring Maintenance
Resident Request
Staff Request
Select the Work Order Code from the drop down list.
This drop down list is populated from the System Administration > Maintenance Setup - Work Order Code table.
Maintenance Reports (Reports > Select Reports) can run by this Work Order Code.
Select Emergency Ind if the Additional Checks to be performed from this template should be considered an emergency.
The Active parameter is selected by default when adding a new template.
Click Next to add one or more Additional Check Line Items to the template.
When you create an Additional Check Template, it should include everything that you want to be checked in the Location the work is to be done. Each Work Order can only select one Additional Check Template at a time. You can add other things Additional Checks to a Work Order, but these are added manually and not from a template. You might want to create Additional Check Line Items on one Additional Check Template for all possible Deficiencies that could have serious impact on the Location Items of the Location being worked on.
Select the Location for which the Additional Check should be performed.
Locations are maintained at System Administration > Maintenance Setup - Locations.
Locations can apply to Communities, Buildings, Units or Amenities based its the Location Type (System Administration > Maintenance Setup - Location Type Items).
An Additional Check Template will only be available for a Work Order when the Location of the Additional Check is in area (Community, Building, Unit or Amenity) the Work Order is being created for. For example, if the Location of the Additional Check is a bathroom in a Unit, it will not be available for a common bathroom in a building.
Select the Item for the previous selected Location.
Location Items are related to Locations by Location Type (System Administration > Maintenance Setup - Location Type Items).
Select the Check to be performed on the Item in this Location.
Checks are the Deficiencies that are created for the Location Item (System Administration > Maintenance Setup - Location Item Definition).
Click the Save link to add the Additional Check Line Item or click Add Check, to save the current line item and add another.
If you use the Save link, the line item just created will still be highlighted. So if you start selecting new Locations, Items and Checks, they will over-write what you just did. Be sure to use Add Check link when adding additional line items to the template.
The Delete Selected link can be used to delete any of the additional check line items already created.
Click Finished when you have added all the checks to be performed with this Additional Check Template.
Enter the Description for the Problem Template. This is what appears in the Quick Start drop down list in the Create New Work Order task.
The Type and Sub Type for Problem Templates will always be Work Order and Problem, respectively.
Select the Source for the template. When creating a Work Order, only the Problem Templates with the same Source will be available on that Work Order. Your choices are:
All - if the source is set to All, the Problem Templates will show on all Work Orders no matter what the Source of the Work Order.
Inspection Deficiency
Make Ready
Material Work Order
Reasonable Accommodation
Recurring Maintenance
Resident Request
Staff Request
Select the Work Order Code from the drop down list.
This drop down list is populated from the System Administration > Maintenance Setup - Work Order Code table.
Maintenance Reports (Reports > Select Reports) can run by this Work Order Code.
Select Preventive Ind if the task to be performed is preventative in nature.
The Preventive Maintenance indicator can only be set on a template. So all Work Orders that are meant to be for Preventive Maintenance are created from a Problem or Work Order Template.
Select Emergency Ind if the task or tasks to be performed for the Problem should be considered an emergency.
The Active parameter is selected by default when adding a new template.
Set the Default Vendor and/or Default Employee to perform the work for the community this Private Template is being created for..
These defaults can be changed on the created Work Order.
These defaults can be left blank.
Click Next to define the Problem for the template.
Select the Location for where the Problem will occur.
Locations are maintained at System Administration > Maintenance Setup - Locations.
Locations can apply to Communities, Buildings, Units or Amenities based its the Location Type (System Administration > Maintenance Setup - Location Type Items).
A Problem Template will only be available for a Work Order when the Location of the Problem is in area (Community, Building, Unit or Amenity) the Work Order is being created for. For example, if the Location of the Problem is a bathroom in a Unit, it will not be available for a common bathroom in a building.
Select the Item for the previous selected Location.
Location Items are related to Locations by Location Type (System Administration > Maintenance Setup - Location Type Items).
Select the Problem to be handled for the Item in this Location.
Problems are the Deficiencies that are created for the Location Item (System Administration > Maintenance Setup - Location Item Definition).
Click Next once the Problem has been defined.
On the Work Request step of this task you will have the Line Item for the Problem that was just defined with the appropriate Task selected to fix the problem.
The Task selected comes from the Default Task defined for the Deficiency a the System Administration > Maintenance Setup - Location Item Definition table.
Make any necessary changes to the Problem Line Item including:
Select to use the Default Time Estimate from the System Administration > Maintenance Setup - Location Item Definition table for the selected Task, or select to Override the Time Estimate for this Problem Template.
Enter any Notes that should be included for this problem Line Item on a Work Order when it is created from this template.
Click the Save link to any changes made to the Problem Line Item or click Add Work, Add Check or Add Material to save the current line item and add other Line Items.
If you use the Save link, the line item just created will still be highlighted. So if you start selecting new Locations, Items and Checks, they will over-write what you just did. Be sure to use Add Work/Check/Material link when adding additional line items to the template.
The Delete Selected link can be used to delete any of the line items already created for the template.
On the Work Request step of this task you will create other necessary Line Items for the Problem Template. You can add Work, Material or Check Line Items to the template.
For Work Line Items you need to:
Select a Location, Item and Task
The list of Tasks that go with each Location Item is defined at System Administration > Maintenance Setup - Location Item Definition.
Select to use the Default Time Estimate from the System Administration > Maintenance Setup - Location Item Definition table for the selected Task, or select to Override the Time Estimate for this Work Line Item
Enter any Notes that should be included for this Line Item on a Work Order when it is created from this template.
For Material Line Items you need to:
Select a Location, Item and Material
The list of Materials for each Location Item is defined at System Administration > Maintenance Setup - Materials that Go With Items.
After selecting the Material, enter a Quantity to purchase and any Notes to further describe the material purchase.
For Check Line Items you need to:
Select a Location, Item and what to Check for.
Checks are the Deficiencies that are created for the Location Item (System Administration > Maintenance Setup - Location Item Definition).
Click Finished when you have added the Problem Line Item and all the other work or checks to be performed with this Problem Template.
Enter the Description for the Work Order Template.
The Type and Sub Type for Work Order Templates will always be Work Order and Work Order, respectively.
Select the Source for the template. When creating a Work Order, only the Problem Templates with the same Source will be available on that Work Order. Your choices are:
All - if the source is set to All, the Work Order Templates will create Work Orders no matter what the Source of the Work Order.
If you leave the Source as All and add at least one schedule on the next step of the task, the Source will be set to Recurring Maintenance.
Inspection Deficiency
Make Ready
Material Work Order
Reasonable Accommodation
Recurring Maintenance
Resident Request
Staff Request
Select the Work Order Code from the drop down list.
This drop down list is populated from the System Administration > Maintenance Setup - Work Order Code table.
Maintenance Reports (Reports > Select Reports) can run by this Work Order Code.
Select Preventive Ind if the task to be performed is preventative in nature.
The Preventive Maintenance indicator can only be set on a template. So all Work Orders that are meant to be for Preventive Maintenance are created from a Problem or Work Order Template.
Select Emergency Ind if the task or tasks to be performed for the Work Order should be considered an emergency.
The Active parameter is selected by default when adding a new template.
Set the Default Vendor and/or Default Employee to perform the work for the community this Private Template is being created for.
These defaults can be changed on the created Work Order.
These defaults can be left blank.
Click Next to define the Work Order to be created from the template.
On the Work Request step of this task you will create the necessary Line Items for the Work Order Template. You can add Work, Material or Check Line Items to the template.
For Work Line Items you need to:
Select a Location, Item and Task
The list of Tasks that go with each Location Item is defined at System Administration > Maintenance Setup - Location Item Definition.
Select to use the Default Time Estimate from the System Administration > Maintenance Setup - Location Item Definition table for the selected Task, or select to Override the Time Estimate for this Work Line Item
Enter any Notes that should be included for this Line Item on a Work Order when it is created from this template.
For Material Line Items you need to:
Select a Location, Item and Material
The list of Materials for each Location Item is defined at System Administration > Maintenance Setup - Materials that Go With Items.
After selecting the Material, enter a Quantity to purchase and any Notes to further describe the material purchase.
For Check Line Items you need to:
Select a Location, Item and what to Check for.
Checks are the Deficiencies that are created for the Location Item (System Administration > Maintenance Setup - Location Item Definition).
Click the Save link to any changes made to the current Line Item or click Add Work, Add Material or Add Check, to save the current line item and add other Line Items.
If you use the Save link, the line item just created will still be highlighted. So if you start selecting new Locations, Items and Work/Material/Checks, they will over-write what you just did. Be sure to use Add Work/Material/Check link when adding additional line items to the template.
The Delete Selected link can be used to delete any of the line items already created for the template.
Click Next to setup the necessary schedules of when Work Orders should be created for the Work Order Template.
If this Work Order Template is meant to only be added to an Event Template, click Finished.
Define a Template Schedule by selecting the:
Comm/Co - Private Work Order Templates can only be scheduled for the community they are being created for.
Frequency of the Schedule. Your choices are:
Daily
Weekly
Bi-Weekly
Monthly
Quarterly
Semi-Annually
Yearly
Once
Never
Next Date - select the first "Next Date" you want the Work Order to be created for
End Date - select the date you want the Template Schedule to expire on. Leave blank to set the expiration of the schedule to never.
Generate Days Before - set the number of days before the Next Date you want the Work Order to be create
Due Date Days After - set the number of days after the Work Order is created for the work to be Due (Due Date of the Work Order)
Project Generation - select the "Organize by Project" parameter and then set whether to:
Generate New Projects based on a selected frequency (daily to never) and
Never means always generate the work to the same project.
If a Project Frequency is selected, you can select an existing Project Number to use for this template.
If set to None, a new Project Number will be generated with the first work and then used for all subsequent work.
Depending on which Community, Management Company or Maintenance Company selected for the Template Schedule, select where to Schedule Work In.
Click the Save link to add your first schedule. Use the Add and Delete links until you have defined all the schedules for the Work Order Template.
Always be sure to use the Save link before adding a new schedule.
Click the Generate Work Now link to create all work orders for the currently selected schedule and locations. Clicking this link will generate the work and move the Next Date to the next date based on the frequency selected above.
Click Finished when you have added all the necessary Schedules for this Work Order Template.
Modify Selected Private Template