Creating Instructions for Planned Maintenance Tasks

Instructions are the step-by-step directions used to perform a work task (such as planned maintenance) in FMX. This guide will walk you through the process of creating comprehensive instructions.

Accessing Instructions

1. First, click on any work task module (such as Planned Maintenance) from the sidebar menu.

2. Then, click on the Instructions tab in the upper left-hand corner of the module.

3. From here, you can view, edit, create, and delete all the instructions for this module.

Creating Instructions

To create a new instruction, click “New instructions” at the top right corner of your screen.

Step 1: Enter Basic Information

The first screen you see will be where you can add basic information related to this instruction. You can also access this screen again by clicking “ Edit” on any existing instructions.

• Name: Create a descriptive title (e.g., "Chillers - Monthly PM Checklist", "30 Day Lift Inspection", "Exhaust Fan Annual PM")
• Description: Provide notes explaining the instruction's purpose and scope
• Attachments: Upload supporting documentation (diagrams, equipment photos, reference materials)

Once you are done, click “Save” to be taken to the step editor.

Step 2: Build Instruction Steps

This screen allows you to add all the steps required for an instruction. You can access this screen anytime by clicking “Edit steps” on an existing instruction.

On this screen, you will notice three tabs for organizing your instruction steps:

• Active Steps: This is where you build out your instructions by adding, configuring, and arranging all the active fields shown to users.
• Instructions Preview: This tab shows you exactly what your instructions will look like to a technician or user when they execute the task. Use it to verify the layout and flow before finalizing.
• Inactive Steps: Here, you can view any deleted or unused fields that have been removed from the active instruction. If needed, you can reinstate these fields by moving them back to the Active Steps tab.

The Active Steps tab is where you'll build and configure all the steps users need to follow when completing the task. Each step represents an action, check, or data collection point in your instruction.

Adding Step Details

To add a new step to your instructions:

1. Click the "Add step" button at the bottom of your current steps list
2. Add a Step Name (optional): A brief, clear description of what needs to be done (e.g., "Check filter condition", "Record pressure reading")
3. Add a Tooltip (optional): Additional guidance that appears when users hover over the step name. Use this for clarifications, warnings, or extra details about how to perform the step correctly.
4. Select a Step Type: Select the appropriate format for the information being collected (see field types in the table below)

Step Types Reference

Here's a comprehensive overview of each step type available in FMX instructions:

Step Type	Description	Examples
Attachments	Allows users to upload images or documents as part of completing the step	Upload before/after photos of repair, attach manufacturer documentation, submit warranty information
Checkbox	Simple yes/no verification for task completion	Confirm power is off before proceeding, verify all safety equipment is in place, check that all tools are returned to storage
Currency	Fields for entering monetary values with proper formatting (Note: costs entered here are not included in the total costs on the task itself)	Record parts cost, enter labor expenses, document budget allocation
Date	Calendar selection for recording dates	Last filter replacement date, Next scheduled maintenance, Installation date verification
Drop down list	Predefined selection options to ensure consistent data collection. Can be configured as single-select or multi-select, with optional default values and an "Other" option for custom entries.	Equipment condition (Good/Fair/Poor), severity level (Low/Medium/High), part selection from inventory
Number	Fields specifically for numerical data entry	Record temperature readings, document pressure levels, enter runtime hours
Read only	Non-editable information displayed to users. Can contain simple text or HTML for special formatting and embedding photos.	Safety warnings, Reference information, Procedural notes
Text	Open fields for entering descriptive information	Describe equipment condition, note unusual observations, provide additional context
Time	Fields for entering specific times	Record start/end times, document equipment cycling times, log maintenance duration
URL	Links to external resources or websites	Equipment manual online link, vendor support portal, training video reference
User	Field for selecting system users	Teachers in the classroom, owner of the vehicle, supplier managing the asset

Adding Step Conditions

After creating your step and configuring its basic details, you can set specific conditions controlling when and how it appears to users.

Navigate to the Conditions tab within the step editor to modify any of the following conditions.

• Request types: Limits visibility of this field to the selected request types. If empty, this field will be visible for all request types.
• Permitted user types: Limits read and write access to the selected user types. If empty, all user types have access to this field.
• Visibility formula: Create conditional logic that automatically shows or hides this field based on other fields in the instruction. By default, this is set to "Disabled".
  • Example: Show a "Repair Notes" field only when a previous "Equipment Condition" dropdown field is set to "Needs Repair" or "Damaged".
• Value formula: Set up automatic calculations for this field based on values from other fields in the instruction. By default, this is set to "Disabled".
  • Example: Automatically calculate total runtime hours by taking the difference between "Start Time" and "End Time" fields entered earlier in the instruction set.

AI-Powered Formula Creation: AI tools can simplify the creation of complex visibility and value formulas. Click the "Copy AI prompt" button beside the formula field, then paste this prompt into tools like Gemini, ChatGPT, or Microsoft Copilot along with your desired condition for assistance in generating the correct formula syntax.

After configuring your conditions, click Save to apply these settings to your instruction step.

Finalize and Preview Form

To complete your instruction set:

• Add as many steps as needed: Include all necessary actions to complete the maintenance task properly.
• Reorder steps logically: Drag and drop steps into the most efficient sequence for technicians to follow.
• Preview the form: Use the "Instructions Preview" tab to see exactly how your instructions will appear to users, checking for clarity and completeness.
• Save instructions: When you are done, click "Save instructions" to apply all new changes to the instruction.

Important: Please save your work periodically during the creation and editing to avoid losing your progress. Click the "Save" button regularly, especially after making significant changes to your instruction set.

Note: If you have many instruction sets to add, using our bulk importing feature would be more efficient. Click here for the planned maintenance/instruction sets bulk import instructions.