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Scheduled Maintenance

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Overview

Scheduled Maintenance helps you stay on top of important recurring procedures by allowing you to set up maintenance at the

 inventory model level. You can assign a specific maintenance procedure—like cleaning, inspections, or software upgrades—and define how often it should occur (e.g., every week, month, or year).

Once scheduled, Flex will automatically track when each unit is due for maintenance based on that interval. You’ll be prompted during scans when a unit has overdue maintenance, helping ensure that critical tasks aren’t missed in your workflow. Please note that Scheduled Maintenance is not available for non-serialized models as maintenance cannot be tracked for items if they are not individually labeled. 

For example, if a computer model needs a software update every 3 months, you can schedule the "Software Upgrade" procedure with a 3-month interval. When any unit of that model is scanned, Flex will alert you if it's time for the upgrade—keeping your equipment reliable and up to date.

Enabling the Scheduled Maintenance Feature

  1. On the Inventory menu, click Inventory Settings.
  2. Choose "Yes" on the Scheduled Maintenance Enabled field.

With the Scheduled Maintenance feature enabled, you will now see a new tab on inventory model pages called Scheduled Maintenance. If there are any maintenance procedures set for the model, then you will also see a Scheduled Maintenance tab on the unit page of any unit belonging to the model.

Setting up Scheduled Maintenance on an Inventory Model

  1. Open an inventory model.
  2. Click the Scheduled Maintenance tab.
  3. Click the Search icon below the grid. A search popup will show where you can search for a Maintenance Procedure to set for scheduled maintenance.
  4. Select a Maintenance Procedure.
  5. Set the Time and Frequency. These settings are auto-saved when you click out of the field.

So, for example, if you choose the Maintenance Procedure "Cleaning," then set a Time of "6" and a Frequency of "Months," each unit belonging to the model will now be scheduled for maintenance 6 months from the previous "Cleaning" procedure.

You can also click the Required checkbox to make the Maintenance Procedure required. If a Maintenance Procedure is required and you attempt to scan a unit that has past due maintenance, then Flex will not allow you to scan the unit until the maintenance has been performed.

Viewing Scheduled Maintenance Information on a Unit

  1. Open a serial unit.
  2. View the Scheduled Maintenance tab.

This tab shows you the following information:

  • The Maintenance Procedure (as set on the parent inventory model).
  • The last time the Maintenance Procedure was performed.
  • The Maintenance Due Date, which is calculated based on the Time and Frequency (as set in the parent model), added to the date the Maintenance Procedure was last performed.
  • Whether or not the Maintenance Procedure is required.

If there is no Last Performed date (meaning that unit has never had a Maintenance Log with that procedure performed), then the Maintenance Due Date will be calculated based on the Purchase Date of the unit.

If there is no Last Performed date and if a Purchase Date is not set on the unit, the Maintenance Due Date will be calculated based on the creation date of the unit.

You can view all upcoming and past due scheduled maintenance for your units on the Maintenance Due page.

Running Scheduled Maintenance Reports

There are several Scheduled Maintenance related reports that you can run from the Reports page (on the main menu):

  • Scheduled Maintenance: Overview - Shows any inventory model with scheduled maintenance set up, including the maintenance procedure, time, frequency, and whether or not it is required.
  • Scheduled Maintenance: Past Due - Shows any serial units with past due scheduled maintenance.
  • Scheduled Maintenance: Upcoming - Shows any serial units with upcoming scheduled maintenance, based on a user input date range.
  • Internal Manifest - When "Include Service Dates=YES", it will show any serial units and their required maintenance procedures. This option is used to see what serial units have required scheduled maintenance procedures that are due while the job is taking place.
Please note the Internal Manifest report does not exist within the Reports page, it will be generated in the actual Manifest.

 

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