How You Manage Maintenance Work Definitions in the User Interface

The Maintenance Work Definition page allows you to manage current and future versions of maintenance work definitions. You can open the page from the Tasks pane by clicking the Manage Maintenance Work Definitions link.

By default, the page displays a list of active work definitions. Here are the actions you can perform on this page:

• Search for a work definition
• Create a new work definition
• Assign a global definition to one or more child organizations
• Edit a version of a work definition
• Create a new version of a work definition
• Delete a version of a work definition
• Deactivate a version of a work definition
• Reactivate a version of a work definition
• Export a list of all work definitions to an Excel file
• Print a work definition report for a selected work definition from the results table

Note: To use the Maintenance Work Definitions page in Redwood, set the ORA_MNT_WORK_DEFINITIONS_REDWOOD_ENABLED profile option to Yes. The profile option is available in the Manage Administrator Profiles Values task of the Setup and Maintenance work area.

Search for a Work Definition

On the Maintenance Work Definition page, you can perform a basic search for an existing maintenance work definition based on the work definition name and version. You can narrow the search result by performing an advanced search using the filters. The filters enable you to perform a search based on other attributes of the maintenance work definition such as work definition name, work definition description, work order type, work order subtype, version status, start date, operation item, operation resource, and operation work center. You can also export the search results to a spreadsheet.

You can save the frequently used search criteria, and it will be shown in the Search drop-down list. You can also run a search automatically by creating a saved search and setting it as default. When you have a default search criteria, the maintenance work definitions matching the search criteria are displayed automatically whenever the Maintenance Work Definition page is opened.

Create a Work Definition

You can create a new maintenance work definition in the Create Maintenance Work Definition dialog box. To open the dialog box, click the Add icon or select Add from the Actions menu on the Maintenance Work Definition page. You can create a new maintenance work definition by providing all the required information or by copying the information from an existing maintenance work definition. You must define at least one operation, either manually or based on a standard operation to create and edit the new work definition using the visual designer page.

Note: Global work definitions can only be defined in a master organization enabled for maintenance.

Assign a Global Definition to Child Organizations

After you create a global work definition, you are ready to replicate it to one or many child organizations. To do that, from the search results, click Assign Global Work Definition. In the drawer, you can search and select one, many or all organizations. Clicking the Assign action generates a scheduled process that you can monitor and verify no errors occur during the sync.

After the process completes successfully, go back to the drawer and click the Assigned toggle button to see the list of replicated organizations. At any time in the future, click the Unassigned toggle to select and assign additional organizations.

During replication, if any errors are encountered, you can see them in the process logs. Typically, errors occur due to missing setups in the child organizations. For example, a missing resource can cause an error. After you resolve the setup issues, click the Unassigned toggle to reselect and assign the organization for replication.

Edit a Work Definition

You can edit a maintenance work definition on the Edit Maintenance Work Definition page. To open the page, click the work definition name link in the search results table on the Maintenance Work Definition page. You can also select the work definition row in the search results table and select Edit from the Actions menu. You can then edit the work definition using the visual designer page.

For global definitions, click Sync Changes to Assigned Organizations to persist the edits to each of the child organizations. This starts a scheduled process. You can monitor and verify the process so that no errors occur during the sync.

Create a New Version of a Work Definition

You can create a new version of a maintenance work definition directly from the results table. A new version allows for greater capabilities than editing an existing version. To create a new version, click the pencil icon next to the version number in the result row, which will render Manage versions dialogue box. You can then click the + plus icon to create a new version row. Use the system incremented version number, or define your own sequential value, and enter a future start date and time. Click Save and Edit or Save and Close to save the new version.

The new version start date can be before or after another future version’s start date. If it's before, then it will be created with an end date and time that is 1 minute before the start date of the future version. If it's created after a future version, then the future version will be updated with an end date and time that is 1 minute before the start date of the new version.

For global definitions, this action is disabled for the replicated copies in the child organizations. In the global organization, creating a new version is a multi-step process. After defining the new future dated version details, save and close. This saves the new version and generates a scheduled process to replicate it to each of the child organizations. You can monitor and verify so that no errors occur during the creation of the new versions. After the process successfully ends, you can edit the new global version. After the editing is complete, select Sync Changes to Assigned Organizations to persist the edits to the new version to each of the child organizations. This generates a scheduled process, which you can monitor and verify no errors occur during sync.

Delete a Work Definition

You can delete a future version or all versions of a maintenance work definition directly from the results table. To delete a future version, click the pencil icon next to the version number in the result row, which will render Manage versions dialogue box. You can then select any future version of the work definition from the list and click the X icon to delete it. If you wish to delete all versions of a work definition, select the result row, and select Delete from the Actions menu. There isn't a warning presented, so care should be taken before performing this action.

You can't delete a maintenance work definition if it's being referenced in any maintenance work order or a maintenance program.

For global definitions, this action is disabled for the replicated copies in the child organizations. In the global organization, when you delete a version, a scheduled process is run to delete it in each of the child organizations. You can monitor and verify that no errors occur during the deletion of these versions.

Deactivate a Work Definition

You can deactivate all versions of a maintenance work definition directly from the results table. For example, you can deactivate a work definition if the maintenance process it represents is no longer valid. You can't deactivate a maintenance work definition if it's being referenced in any maintenance program.

When you deactivate a work definition, its status changes from Active to Inactive. You can't reactivate or create a new version of a deactivated work definition, but you can:

• Search and view the deactivated work definition.

• Create a new work definition by copying the deactivated work definition.

• Continue to process work orders that use the deactivated work definition

For global definitions, this action is disabled for the replicated copies in the child organizations. In the global organization, when you deactivate a version, a scheduled process is run to update it in each of the child organizations. You can monitor and verify that no errors occur during the deactivation of these versions.

Reactivate a Work Definition

You can reactivate a version that was previously deactivated directly from the results table.

For global definitions, this action is disabled for the replicated copies in the child organizations. In the global organization, when you reactivate a version, a scheduled process is run to update it in each of the child organizations. You can monitor and verify that no errors occur during the deactivation of these versions.