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How do I create an Operator maintenance workflow?

This article explains how to create an Operator maintenance workflow. It is intended for system administrators or configuration managers who want to organize maintenance tasks performed by production operators. By creating a dedicated job category, a selection group, and a structured set of selections, you can ensure that Operator maintenance jobs are clearly separated, easy for operators to find, and properly tracked from new and planned work to ongoing and completed tasks, including recurring Operator maintenance activities.

 

When to use this

Use this setup when you want production operators to manage and perform certain maintenance tasks in Maintmaster, often called Operator maintenance or autonomous maintenance.

This workflow helps you:

  • Separate Operator maintenance from other maintenance jobs

  • Provide operators with a clear job list

  • Track job progress from new to completed

  • Manage recurring Operator maintenance tasks

Before you start

Verify the following prerequisites:

  • A suitable job category exists (for example: Operator maintenance).

  • Any properties required for Operator maintenance jobs are available.

  • The responsible group exists (for example: Operators).

  • Users belong to the correct role (for example: Production operator) so they can view and manage the jobs.

Tip
If the required group or role does not exist, create them first. See the related articles in the knowledge base:

 

Create the Operator maintenance job category

  1. Open "System Settings".

    1. Navigate to Jobs → Categories.

    2. Click Add new category.

    3. Enter the following information:

      • Name: Operator maintenance

      • Description: Maintenance tasks owned and performed by production personnel.

    (Optional) Add properties

    If Operator maintenance jobs require specific properties:

    1. Open the "Properties" tab.

    2. Select existing properties or create new ones.

    Configure behavior

    1. Open the "Behavior" tab.

    2. Set the "Priority" To Normal, if required.

    3. Click "OK" to save the category.

    Example configuration:

    • Operator maintenance jobs are always treated as Normal priority.

    • Users will not be able to change the priority when submitting jobs via the order or report guide.

     

    Create a selection group for Operator maintenance

    A selection group helps organize all workflow selections in the menu.

    1. Open "System Settings".

    2. Navigate to Selection Groups.

    3. Click "Add new".

    4. Enter:

      • Name: Operator maintenance

      • Description: Selections for Operator maintenance

    Save the group.

     

    Create a base selection for Operator maintenance jobs

    A Base Selection ensures that all related selections share the same columns and core conditions.

    Create the base selection

    1. Go to System Settings → Selections.

    2. Create a new job selection.

    Enter the following:

    • Name: Base Selection – All OM jobs next 365 days

    • Description: This selection shows all jobs with category Operator maintenance regardless of status.

    • Sorting order: 1

    Visibility

    Make the selection visible to the roles:

    • Production operator

    • Maintenance management

    Add the selection to the group Operator maintenance.

     

    Configure columns

    Use the same column order used in existing job selections to maintain consistency:

    1. Category

    2. Priority

    3. Number

    4. Caption

    5. Site object

    6. Responsible

    7. Status

    8. Last change

    9. Start date

     

    Configure base conditions

    Add the following conditions:

    • Job category = Operator maintenance

    • Start date = Coming 365 days

    Enable:

    • Include earlier records

    This ensures delayed jobs are also visible.

    Save the selection.

     

    Create sub-selections for the workflow

    Sub-selections inherit columns and base conditions from the base selection.

    Sub-selection: New OM jobs

    1. Right-click the Base Selection.

    2. Select "New sub selection."

    Enter:

    • Name: New OM jobs

    • Description: Unprocessed, unplanned work orders for Operator maintenance.

    • Sorting order: 1

    Add condition:

    • Job status = Unprocessed, Preparation

    Save.

     

    Sub-selection: Planned OM jobs (next 90 days)

    1. Right-click the Base Selection.

    2. Select "New sub selection."

    Enter:

    • Name: Planned OM jobs next 90 days

    • Description: Planned Operator maintenance jobs scheduled within the next 90 days, including overdue jobs.

    • Sorting order: 2

    Add conditions:

    • Job status = Planned

    • Start date = Coming 90 days

    Enable:

    • Include earlier records

    This ensures overdue planned jobs are also displayed.

    Tip
    Recurring job instances will automatically appear in this selection when they are generated.

     

    Sub-selection: Ongoing OM jobs

    1. Right-click the Base Selection.

    2. Select "New sub selection."

    Enter:

    • Name: Ongoing OM jobs

    • Description: All active Operator maintenance jobs excluding unprocessed, preparation, planned, and completed jobs.

    • Sorting order: 3

    Add condition:

    • Job status ≠ Unprocessed, Preparation, Planned, Completed
      (Status → Exclude specific records)

    Tip
    Using a “not equal to” condition helps ensure new statuses or properties added in the future do not break the workflow.

     

    Create a selection for completed Operator maintenance jobs

    Because the base selection includes a start date condition, a completed job selection cannot be created as a sub-selection. Instead, create a copy.

    Create the selection

    1. Right-click the Base Selection.

    2. Select "Edit".

    3. Click "Save as new".

    Configure the copied selection

    1. Right-click the copied selection and select "Edit".

    2. Update:

    • Name: All completed OM jobs last 365 days

    • Description: All completed Operator maintenance jobs during the last 365 days.

    • Sorting order: 2

    Modify conditions

    Remove the Start date condition.

    Add:

    • Job status = Completed

    • Completed date = Last 365 days

    Save the selection.

     

    Create a selection for recurring Operator maintenance jobs

    Finally, create a selection showing the recurring job templates for Operator maintenance.

    1. Go to "System Settings → Selections".

    2. Create a new selection based on Recurring jobs.

    Enter:

    • Name: All recurring OM jobs

    • Description: All active templates (original jobs) for recurring Operator maintenance job series. Use the site object filter to narrow the selection.

    • Sorting order: 3

    Add condition:

    • Job category = Operator maintenance

    Save the selection.

     

    Troubleshooting

    Operators cannot see their jobs

    Check the following:

    • Users belong to the Operators group.

    • The group is assigned the correct role (for example Production operator).

    • The selections are visible to the appropriate role.

    Jobs do not appear in selections

    Verify:

    • The job category is set to Operator maintenance.

    • The start date matches the selection conditions.

    • Include earlier records is enabled if overdue jobs should appear.

    Recurring jobs are missing

    Make sure:

    • The job template has category = Operator maintenance.

    • The selection is based on Recurring jobs, not standard jobs.