iMaint Help - Process Tab

Process Tab

Information within the Process tab is used to create a Work Order. All data within any of the lookup fields, such as Asset ID, or Asset Locations, must be valid on the Process tab. You will also notice a few fields, directly related to a work order, are also included on the Process tab. Some may only display after the request has been processed into a work order. Using this tab, the request is converted to a work order, marked as resolved or rejected. If multiple end users have put in a request for the same problem, you may choose to mark duplicates as resolved, with a note that this issue has been reported and turned into a work order already.

End users may often enter invalid data onto the request form. If you try to process the request with invalid data, an error message will display to alert you which piece of information needs to be corrected.

You may still edit the request from the Process tab before taking any actions, but note to save these changes back to the original request you must click on the Save icon before processing the request. If you don't save before processing the request, changes will only apply to the work order. For example, if the end user selected a Problem Type of Mechanical, and you change it to Electrical, you must click on Save to have both the request and the work order display Problem Type of Electrical. However, if you don't click on save the original request will retain the Problem Type of Mechanical and when processed the work order will have a Electrical as the Problem Type. .

To process the request, use the buttons on the toolbar to Create Work Order, mark the request Resolved without creating a Work Order, or Reject the request outright.

Field	Description
Problem/Work Order Description	The first 255 characters of the email subject (if any), the first 255 characters of the email body, the text entered on the original request or it is blank. Eventually, it becomes the description on a work order. Changes are not stored for the request - it only effects the created work order. When on the Request this is the Problem field, but when on the Process tab it becomes the Work Order Description. Description of the work request problem for the current work request defaults. You can change the description here before the work order is created.
Problem Type	The Problem Type ID represents the kind of problem, such as electrical, mechanical or plumbing. This 25 character ID is a validated field defined within the Problem Type table.
Requested By	The name of the person who requested the work order (the requester). The Requested By Name field is alphanumeric and up to 40 characters long.
Requester Phone	The requester's phone number and optionally the extension.
Problem Level	This field transfers to the work order. The numeric field is only one character in length and is represented with a 1, 2, or 3. 1 = Safety Hazard, 2 = Impacts Production/Facility Operation or 3 = Routine Request. You can enter new text directly into this field or you can use the Standard Lookup icon to search for a Problem Level already existing in the iMaint system.
Emergency	A check box indicating if a work request is an emergency.
Work Authorizer	This is the person who gets an email when a work request is entered into the system. The Work Authorizer is assigned on the Problem Type record and will default if applicable.
Date Needed	The date (and optional time) the requester entered as the suggested need date. Although the requester may enter a date only, the reviewer may change this and optionally add a time. It transfers to the work order as the date needed, unless over-ridden by the request reviewer.
Asset ID	A unique identifier for the asset to be worked on. When converting the work request to a work order, if the asset is not valid then an error will occur. Asset ID is an alphanumeric field up to 40 characters in length. ID and description are displayed. The description may be blank if the Asset ID does not exist. This field is read-only.
Location ID	The Asset Location ID of the asset or general location where the work needs to be performed. The Location ID and a second column for description are displayed. The description may be blank if the Location ID does not exist. This field accepts letters and numbers (alphanumeric), up to 25 characters.
Building ID	Use this field to define the building where the asset resides and the work will be performed.
Procedure ID	A unique identifier for the procedure associated with a work order.
Status ID	The system generated status of the request. It is updated as the request is processed. Valid Status are 'Outstanding Request' (no action taken on it yet), 'Work Order Created', 'Work Order Duplicate' and 'Not Approved'. This field is read-only.
Work Order Status ID	A Standard Lookup which allows you to select the status to which the work order will have when created.
Work Type ID	A Standard Lookup which allows you to select a work type.
Reply Email Address	The reply address provided in the email message, and if not present, by the email server based on the email header information. For Web page requests this may be the email address of the Web server, not the email address of the user who entered the information into the Web server. It is an alphanumeric field, up to 100 characters in length.
Notification Level	Select the desired level of notification. At each stage selected the system will send an email notification to the above email address.
Send Date	The send date (and optional time) of the email message included in the message body or the date/time the row was added to this table. This field is read-only.
Processed Date	The date and time the row was converted to a work order or was not approved. If blank, the request is still active and awaiting processing. This field is read-only.
Received Date	The receipt date and time on the email notification from the application server, or the date and time this record was added to the table.
User ID	This will be the ID of the user who processed the request and will only be visible once the request is processed.
Schedule Date	This is a full date lookup field. It defaults to date needed. If date needed is blank, then it defaults to today's date and time.
Date Needed	Date the requester entered as the suggested need date. Although only requesters are authorized to add a new date, the reviewer may change this and optionally add a time. It transfers to the work order as the date needed, unless over-ridden by the request reviewer. This field is read-only.
Calculated Priority	If you are using the RIME Priority method iMaint will calculate this field based on the priority assigned to the asset and procedure.
Priority ID	The Priority ID can be used if you are not using RIME. Define these priorities and assign them to the work order and the asset/procedure line item. This field accepts numbers and letters (alphanumeric) up to 25 characters.
Show Work Order	This defaults to unchecked. If you check it and press the Create Work Order button, the Work Order window opens and displays the work order created from the current request.
Perform While Asset Running	Check the box if the work needs or can be done while the asset is running.
Perform While Asset Shutdown	Check the box if the work needs to be done while the asset is shutdown.
Additional Reply Text	Use this box to key in any additional reply when the person requesting the work has asked for a reply. This field will only show up if the requestor has set up notifications.
Print on WO	Check to print the reply text on the Work Orders print formats.
Print on Reports	Check to print the reply text on Reports regarding the WO.
Work Order ID	The system generated work order number assigned when the work request has been processed. This number will only be visible once the request has been turned into a work order.
Comments	The comment entered by the user when creating the request (changeable by the iMaint user) or the body of the email message (if not a formatted email message). Copied to any work order created from this request as the work order comment.