Frequently asked questions about the Preventive Maintenance (PM) work order feature of the Property & Facility App.

1. Can I upload/import all PM information into WorkSpace without having to manually add each item one-by-one?

Yes. WorkSpace has an import template in Excel format, in which you can list the PM Equipment, Task, and Schedule data, and we can then upload that into your property's WorkSpace. If you are interested in importing PMs, please submit a support ticket and we will send you our most current PM import template, along with a link to instructions on completing it.

• Note: We are able to import PM data only one time per property. We can import PM Equipment only, whereby the property staff would then manually create Tasks and Schedules within WorkSpace, or we can import all PM data: Equipment, Tasks, and Schedules. Generally, we recommend importing all PM data if there are a large number of PMs for the property, as it can be less time consuming to edit the data on the Excel spreadsheet, than doing so one-by-one within the system.

2. If uploading/importing PM data, do I need to create the equipment spaces in WorkSpace ahead of time?

No. When PM data is uploaded, the system automatically creates equipment spaces based on the floor and space information on the import template. Please do not manually enter equipment spaces ahead of time if you plan on having the PMs imported. You should only enter equipment spaces manually if you plan on entering all PM information manually as well (see Adding an Equipment Area).

3. Can I auto assign a PM to a member of my team?

Yes, WorkSpace provides the ability to setup each PM Schedule to be automatically assigned to a specific engineer. For details, see Assigning a Preventive Maintenance (PM) Schedule.

4. Can I assign a PM Schedule or PM work order to a work pool, like I do with Service Requests?

Yes, WorkSpace now offers the ability to create work pools specifically for PM Schedules and PM work orders (see Setting Up and Managing Preventive Maintenance (PM) Work Pools). Created PM work pools will appear within the Assigned To field of a PM Schedule or PM work order underneath the list of individual users (see Assigning a Preventive Maintenance (PM) Schedule and Assigning a Preventive Maintenance (PM) Work Order). When a pool is assigned to a PM Schedule or PM work order, any staff users included in the pool will receive a notification when a PM work order is generated. Then once a staff user accepts the work order, it is removed from the pool and automatically assigned to the user that accepted it.

5. Are there notifications sent for PM work orders, and if so, who exactly receives them?

Yes, PM work orders are included in the daily "#Item(s) require your attention" email. PM work order notifications are sent out on the day that the PM is issued as well as daily after the due date designated on the PM Schedule to the user assigned to the PM. For more details, see Notifications: FAQs.

6. Are PMs escalated if they are not completed on time?

Yes, within each PM Schedule, there is a Due Days field in which you can set the number of days for it to be completed (see Setting the Due Date for a Preventive Maintenance (PM) Schedule). For PM work orders generated by a PM Schedule, once a work order is 24 hours past the Due Date, a PM escalation notification will be sent via email to any staff users who have the notification PM escalation selected within their user profiles, along with the Assignee. For more details, see Notifications: FAQs.

7. How do I delete PM Equipment, Tasks, or Schedules?

PM Equipment, Tasks, and Schedules cannot be deleted because they may be attached to open work orders. However, you can disable them so that they no longer trigger. Additionally, you are able to modify all PM Equipment, Tasks, and Schedules. For details, see Disabling a Piece of (PM) Equipment, Disabling a Preventive Maintenance (PM) Task, and Disabling a Preventive Maintenance (PM) Schedule.

8. I see PM work orders in both the Open and Scheduled tabs of the Preventive Maintenance feature. What is the difference between the two tabs? 

The Scheduled tab of PMs is like the on-deck circle in baseball. It shows you which work orders are upcoming within the next month in the queue. The PM work orders will begin to populate in the Scheduled tab 30 days prior to the date for which they are scheduled (issue date), and they will then move to the Open tab on the issue date.

9. I have reassigned a PM Schedule to a different user, but the work orders in the Open and Scheduled tabs are still assigned to the previous user. Why won't it reassign these work orders?

When you edit a PM Schedule, the changes made will affect only those work orders dated for the future, but will not affect any that are within 30 days before the Issue Date. The PM Schedule will trigger work orders to populate the Scheduled tab of the Preventive Maintenance feature 30 days prior to the Issue Date. So any work orders that have already been pushed to the Preventive Maintenance feature will be unaffected and you will need to assign those work orders separately. See Assigning a Preventive Maintenance (PM) Work Order for instructions. See the Bulk Reassign Work Orders Feature article if there are a larger number of work orders to be reassigned.

10. I am trying to enter a new piece of Equipment for PMs but in the drop-down for Space in the Add New Equipment modal window, it just says "Choose" but there are no spaces to choose from.

Prior to manually adding PM Equipment, the space housing the equipment must first be added to the appropriate building on the property. See Adding an Equipment Area for more details.

• Note: Equipment spaces must be added first only when manually adding PM equipment. Do not create equipment spaces if your PMs are being uploaded, as the importer automatically creates new equipment spaces as part of the upload process. Please contact WorkSpace Support if you have further questions on the PM upload process.

11. When setting up Subtasks, is there a certain way they have to be structured?

Yes. Within a PM Schedule, Tasks should always be set up in order by frequency. The most frequent Task must be the Primary Task, then the next most frequent Task is Subtask #1, and so on. For example, if you have annual, quarterly, and monthly Tasks to be performed on a piece of Equipment, the monthly Task will be the Primary Task, the quarterly Task will be Subtask #1, and the annual Task will be Subtask #2. For instructions on adding Subtasks, see Adding a Subtask to a Preventive Maintenance (PM) Schedule.