Client-Level Maintenance Setup
Learn to customize the Maintenance Dashboard to incorporate Work Order management into your workflow.
Written by Jess Hamilton
Updated at July 27th, 2024
Table of Contents
Maintenance Dashboard
To locate and manage Maintenance and Work Orders at the client level, click the nine dots at the top left of the screen to open the global menu. Under Facility Management, click Maintenance Dashboard (Work Orders).
Not seeing it? The Maintenance Dashboard feature must be enabled and added to the global menu by a Titan Cloud engineer on the backend. Please create a Zendesk ticket or email support@titancloud.com if access should be granted.
Maintenance Setup Page
The Maintenance Setup page contains many of the building blocks necessary to begin creating work orders.
Click Maintenance Setup in the Maintenance menu to open this page and manage the following tabs.
Account Codes
Account codes are required, and need to match the account codes from the client's accounting software.
They may be added by hand by clicking “add new” or you may coordinate with Titan Cloud engineering to import a list.
Cause Codes
These codes are used to explain why the issue was occurring. Techs/Vendors can be required to select a Cause Code from a dropdown menu when closing a Work Order if configured in Account Settings.
Some default values (wear and tear, customer misuse, etc.) are pre-populated.
Problem Codes
Problem codes are required to describe the issue when creating a work order, and must correspond with an Account Code. You may also choose to associate them with Skill Sets.
*You may create an Account Code called “No Account Code” to associate with Problem Codes if needed.
Priority Codes
Configure Priority Codes to automatically sort work orders on the Maintenance Dashboard by level of urgency.
In addition to the Priority Code name and description, you may also configure the following options.
| Option | Description |
|---|---|
| Bypass DM approval | If your workflow includes the “Pending” status where a district manager's approval is required to dispatch a Work Order, selecting this option will bypass this step for WOs with this Priority Code. |
| Priority Matrix override |
Checking this box will allow this Priority Code to be selected for any Problem Code, regardless of an individual facility's Priority Matrix Setup.
Example: As an admin, you create a Priority Code called “1-EMERGENCY" and select “priority matrix override.”
Later, you create a Work Order for a Titan Mart facility and select “AC/Heating” as the Problem Code. Priority Code “3-Routine” is automatically selected due to the Priority Matrix configuration for that facility.
You are able to override the “3-Routine” Priority Code and select “1-EMERGENCY” if needed. |
| Send notification when work order is set to this priority | This will send an email to the contacts associated with the Tech/Vendor and/or Owner any time this Priority Code is assigned, whether it's a new Work Order or an update to an existing Work Order. |
| Is active | This enables the Priority Code for use. |
| Order ID | If no order is specified, Priority Codes are listed in alphanumeric order. |
| Process As Priority/Routine | If “Priority” is selected, Work Orders with this Priority Code will appear in the “Priority Work Orders” Tab on the Maintenance Dashboard. |
| Priority drives due date / Due after ___ days | If selected and configured, this setting will automatically set a due date for the Work Order when this Priority Code is selected. |
Sub Problem Codes
Optional sub-category to associate with Problem Codes.
Example: For a “Beverage Equipment” Problem Code, you may want to create Sub Problem Codes for “Coffee Machine” and “Soda Fountain.”
Skill Sets
Skill sets may be associated with Problem Codes and with individual Technicians or Vendors. This makes it easy to assign a work order to the appropriate party based on the types of problems they are qualified to resolve.
Techs & Vendors
To assign a technician or vendor to the work order, they need to be added to Titan Cloud directly from the Techs & Vendors page, not the User Setup page.
For a detailed walkthrough of adding and editing Tech and Vendor users, please review the Maintenance Dashboard Setup: Techs & Vendors article.
Inventory & Assets
To catalog inventory and assets, we recommend starting with the Inventory Locations. Click Inventory & Assets and Inventory Locations in the Maintenance menu.
Work Order Templates
Templates are used to pre-populate fields when submitting a Work Order form and/or automatically generate work orders on a set schedule. These can save significant time and effort for frequently repeated routine tasks.
Work Order Templates can currently only be managed using the Gateway menu. Click the nine-dots in the top left of the screen to open the global menu and select Gateway. Then, under FacilityCloud, click Work Order Template Setup.
Click Add New to add a new template, or click the pencil edit icon to edit an existing template.
The Work Order Template Setup editor is organized into two tabs, Details, and Scheduler.
Details Tab
The Details tab manages basic information about how the template operates, and determines which values are pre-populated into the form when the template is selected.
| Field | Description |
|---|---|
| Template Name | The name users will click when selecting this template from the dropdown menu. |
| Template Type |
Select Scheduled if the work order will be generated automatically on a set schedule. If it will be added manually as needed, select Other. |
| “Active” Checkbox | Click the checkbox to activate the template and add it to the dropdown list. |
| Facility Groups, Facility Statuses, & Facilities | Click All or select specific Groups, Statuses, or Facilities where the template may be used. |
| Countries & States | Click All or select specific Countries or States where the template may be used. |
| Additional Details |
This section contains the fields that may be pre-populated when the template is selected, including problem codes, priority, contacts, comments, and associated documents.
The Tech/Vendor and Priority fields include a checkbox to Adhere to Priority Matrix Setup. Selecting this option will populate these fields with values from the facility's Priority Matrix when the template is selected. |
| Access | Select the user roles that should have access to select the template when creating work orders. |
Scheduler Tab
The Scheduler tab manages how automatically recurring work orders are generated based on this template, and contains the scheduler history.
Scheduler Setup
To set up a recurring schedule, input a Job Name and configure the Time Zone, Scheduled Time, Type of Schedule, Start Date, and End Date at the top of the page.
To activate, check the Enable Scheduler box. Unchecking the box will disable the recurring schedule.
Tip: In order to click the Enable Scheduler checkbox, the Template Type must be set to Scheduled on the Details tab.
Scheduler History
The Scheduler History grid contains a record of each time the recurring Work Order has been generated. The grid may be filtered, customized, or exported as needed.
To open a specific Work Order from the grid, click the link in the Work Order Number column.
Additional Setup Options
Finally, we recommend reviewing the Maintenance options in Account Settings.
To locate these options, click the nine dots to open the global menu, and under Home, select Administrative Console. Then, in the Administrative Console menu, click Profile and Account Settings.
Scroll until you reach the Maintenance section. Here, you can manage specific aspects of the Maintenance and Work Order workflow including designating required fields in the Work Order form, and setting rules for automatic status assignment.
