Overview
Once your Planned Preventative Maintenance (PPM) Contracts are set up, the next step is to generate and manage jobs for the scheduled asset tests.
This guide explains how to create jobs under Preventative Maintenance, assign technicians, and track test completion efficiently.
This process helps turn your maintenance contracts into scheduled jobs so technicians can complete the required asset tests on time.
Before You Begin
Make sure you have already completed the setup for:
Preventative Maintenance Contract
OPTION 1: Generate Jobs per Contract
Once your contract and rules are configured, you can generate jobs from the Preventative Maintenance Contract.
How to Generate Jobs
To generate jobs:
Go to Preventative Maintenance.
Open the relevant contract.
Go to Jobs
Select the month you are trying to generate the jobs for
Click Generate Jobs from the services list.
Review the generated jobs on screen.
The jobs will then be created based on the contract setup, test frequencies, asset types, and scheduling rules.
Important Tip
Avoid filtering by division, category, or frequency when generating jobs.
Filtering during job generation may skip some tests, and the system may not notify you that those tests were excluded.
To avoid missing scheduled tests, it is recommended to generate jobs without applying unnecessary filters.
Assigning Jobs to Technicians
Technicians can be assigned automatically based on your Preventative Maintenance setup.
The system uses the following priority order when assigning technicians:
Priority | Source of Technician Assignment |
1 | Periodic Rule for the Asset Type |
2 | Frequency Rule |
3 | Default Technician set in the Job |
This means the system will first check whether a technician is assigned under the Asset Type’s Periodic Rule. If none is found, it will check the Frequency Rule. If no technician is assigned there, it will use the default technician set on the job.
OPTION 2: Generate Jobs from All Preventative Maintenance Contracts
When to Use This
Use this process when you need to:
Generate jobs across all Preventative Maintenance contracts
Prepare next month’s scheduled maintenance jobs
Generate jobs in bulk instead of contract by contract
Review and create monthly PPM jobs ahead of time
This process is commonly done month by month.
Step 1: Open Preventative Maintenance
On the left menu, go to Assets.
Click Preventative Maintenance.
You will be taken to the Preventative Maintenance page, where you can see your list of maintenance contracts.
Step 2: Open the Jobs Tab
At the top of the Preventative Maintenance page, click the Jobs tab.
This tab allows you to generate jobs across your Preventative Maintenance contracts.
Step 3: Select the Month or Start Date
Make sure the Display Period is set to Monthly.
This ensures the system generates jobs for the selected month.
Choose the start date or month you want to generate jobs for.
For example, if you are currently in June and want to generate jobs for July, select a start date in July.
It is recommended to do this process near the end of the current month, such as during the fourth week, so the next month’s jobs are ready ahead of time.
Step 4: Generate All Contract Jobs
Once the correct month and display period are selected, click:
Generate All Contract Jobs
The system will then generate jobs for all applicable Preventative Maintenance contracts for the selected month.
For example, if you selected July, the system will generate the scheduled jobs for the whole month of July.
Recommended Monthly Process
A common workflow is:
During the last week of the current month, open Assets > Preventative Maintenance.
Go to the Jobs tab.
Select the next month as the start date.
Set the display period to Monthly.
Click Generate All Contract Jobs.
Review the generated jobs.
This helps your team prepare upcoming maintenance work in advance.
Conclusion
The Generate All Contract Jobs option allows you to quickly create Preventative Maintenance jobs across all contracts for a selected month.
By running this process month by month, your team can stay ahead of scheduled maintenance work and ensure upcoming jobs are created before technicians need to complete them.