The process of converting your recurring tasks is incredibly simple and straightforward.
Step 1: Identify which recurring tasks you want to convert
The first thing you'll want to do is determine which recurring tasks you want to convert to PM schedules. In my case, I want to convert these two: Annual Elevator Inspection and Annual Sprinkler System Inspection.
Step 2: Save the task as a template
Next, you'll want to click into the task and save it as a template via the ellipsis menu dropdown. (As a refresher, templates are standardized task frameworks that ensure consistency. Think of them as a detailed overview of the work that has to get done.)
When doing this, you'll be given the opportunity to confirm all the details about the task are accurate, including its and name and description, as well as its category, checklists, and attachments. We highly suggest doing this.
Step 3: Create a PM schedule using the template
After creating the template, you'll want to create a PM schedule that uses the template. (Think of PM schedules as the cadence at which you want to complete work.) You'll do this this by navigating to the Template Editor page via the upper-right menu dropdown, clicking on the the template you just created, then "Create PM Schedule."
Step 4: Fill in important details about the PM schedule
This is where you'll provide all sorts of detail about the PM schedule, such as:
- Name (ex: Annual Elevator Inspection)
- Assignee (ex: Phil Dunphy)
- Priority (ex: High)
- Group: (ex: Preventive Maintenance)
- Related To (ex: Lobby Elevator)
- Schedule (ex: Yearly on October 1st)
- Start Date (ex: Today)
- End Date (ex: None)
- Days (how many days in advance of the due date you want the WOs to generate, ex: 10)
With this new PM schedule in place, PM work orders, comprised of the details included in the corresponding template you just created, will begin generating and assigning in the Work Manager at your defined cadence.
Pretty easy, right?
Bonus Step: Check out the PM schedule's page
If you ever want to see information about a PM schedule, just navigate to the "PM Schedules" page in the sidebar and click on the schedule. From there, you can see all its information, make any desired edits, deactivate it, and see a running history of both completed and active work orders.
And for a full overview of this process, check out our YouTube video here: