PM Tasks is a feature that can save you an enormous amount of time when creating PMs for your assets. Normally, you would enter a PM's description each time, which can be a daunting task when you're creating several PMs. A PM task allows you to create, very descriptive, maintenance procedures and then associate that PM task to your PM schedule(s).
Another benefit of using PM tasks is the ability to make any changes to a task then Publish the changes to all the PMs (PM schedules) that are linked to the task.
TIP: Each eMaint X3 account comes pre-loaded with a PM Library which lists common Preventive Maintenance tasks on common equipment. You can use this list to help you build your own PM Task list.
NOTE: FOR MORE IN DEPTH INFORMATION ABOUT THIS FEATURE LOOK FOR DOCUMENT TITLED “PMTASKS & PMTASKPROCEDURES”.
1 - PMTasksListView
In the Navigation tab, click the PMTasks link to display the Tasks File Listing. Another way to access PM tasks is by going to the PMCenter tab and clicking the TaskLibrary button on the left.
The PM tasks are displayed in rows with column headers at the top of each row. Note that the “TaskNo” for each PM task in the list is a hyperlink. Clicking the Task No. will show you the PM task record in detail. To the left of each row are two icons: The magnifyingglass icon will open the detail record of the PM task; and The pencilicon will open the PM task record in edit mode.
From this screen you have the option to add a new record to the list by clicking AddNewRecord in the upper right corner. If any changes were made to a PM task while this window was open, click Refresh to reload the page. The LearnMorelink provides a brief description of the list view and how to navigate around it. To close the window and return to the main menu, click the CloseWindowlink in the upper right corner.
1.1 - SearchingyourPMTasks
You can expand your search further by applying sorts and/or filters.
1.2 - Sortingthelist
Click on one of the column headings and the list will sort in ascending order. Once sorted, a small arrow icon (pointing up) will appear to the right of the column name. This indicates that the list is sorted in ascending order. Click the arrow icon and the list will sort again, this time in descending order.
1.3 - ApplyingFilterstotheList
Filters are used to search the whole list and display the matching results. For example, if you wanted to see only the tasks with a Task No. that begins with the letter S, you would type the letterS in the filter for the Task No. column and then click the red 'Set' link to the left of the filter row. Besides displaying the results, the number of records that matched the filter expression will display in the upper left of the screen. You can apply single or multiple filters at one time if needed.
To remove the filters, click the red Clear link and click Set again. The full list will display.
TIP: The system remembers the filters and sorts that you apply and will display it the next time you navigate to that list.
2 - PMTasksDetailView
The PM Task detail screen has a Task Number field to use for creating a unique alphanumeric ID for the task. The Brief Description field is for defining the task. The Detailed Description is an unlimited text field that can contain as much information as you wish.
The PM Group field is used for defining or assigning a group identifier to a PM task in order to manage a group of PMs and to adjust the schedule of PMs as a group rather than adjusting the schedules individually. The PM Group can either be assigned at the PM Task level on this screen or at the PM Schedule level when establishing a new PM schedule for a piece of equipment.
2.1 - Theadditionaloptionsavailableforthetaskdetailinclude:
Add – Opens a blank record for entering a new task.
Copy/Add – Opens a new record in Add mode and populates the form with the previous record's values.
Edit – Opens the record in Edit mode for changing a PM task's information.
Delete – Marks the record for deletion and removes it from the list view.
List – Returns to the list view. Previous – Displays the detail of the previous record (ordered by ID).
<< – Displays the detail of the
previous record (ordered by ID).
>> – Displays the detail of the next record (ordered by ID).
GoTo – Opens a window that allows you to navigate directly to a record by entering the Contact ID.
Actions – Allows you to choose from the different actions you can perform.
Publish – Applies any changes made to this PM task to all PM schedules that are associated with this task.
Keychange - Allows you to change the Unique ID of the task (Task No). The change will be applied throughout the system.
Options – Options can include LearnMore, ChangeForm, CustomizeForm, and ManageRelatedTables.
3 - EstablishingPreventiveMaintenance (PM) Tasks
You can add new PM tasks from either the list or detail view. From the list view, the AddNewRecord link is directly above the field headers and will open a new window in add mode. From the detail view, theAdd choice is the first in the main menu bar and will change the current window to add mode. The Copy/Add option also changes the current window to add mode, except it will populate the form with the previous record's values for fast record entry.
The key field for PM tasks is TaskNo. and must be entered before SaveNewRecord is pressed.
IMPORTANTNOTE:
BEFORE START BUILDING YOUR TASK LIBRARY YOU NEED TO UNDERSTAND THE 2 DIFFERENT METHODS THAT YOU WILL HAVE AVAILABLE TO CHOOSE FROM. ONCE YOU UNDERSTAND THE BENEFITS OF BOTH OPTIONS, YOU SHOULD DECIDE WHAT METHOD TO GO WITH (LOOK FOR DOCUMENT TITLED “PMTASKS & PMTASKPROCEDURES” FOR MORE DETAILS). BELOW THERE’S A BRIEF EXPLANATION OF EACH METHOD:
METHOD 1 - Create a Task Procedure and write (or paste) all the procedures into a single field in the Task form (Detailed Description).
METHOD 2 - Create the Task then add the procedures separately in the “Task Procedures” related table. Below the task information there’s a related table called TaskProcedures. These are the procedures that you would attach to a PM when you want to store each procedure as an individual record.
4 - EditingPMTasks
The form for editing PM task information can also be accessed from either the list or detail views. From the list, click the pencil icon. From the detail view, click the Edit link in the menu bar. Both links will open the edit form in the existing window.
The Edit form is similar to the Add form, except that the key field cannot be edited.
Click SaveChanges to save the changes or CancelChanges to discard them. The form will return to the detail view of the PM task.
4.1 - EditingInPlace
If EditInPlace is enabled, you can make changes to most fields without the need for entering edit mode. Enter the record's detail screen by clicking on the Magnifying Glass icon or the Task No. link on the list view. Place your mouse cursor 
over the field you wish to edit. If the field is able to be edited, the cursor will change to a 
. Double-click your left mouse button and the field will open in edit mode. Make your changes then click the save 
icon to save your changes or click the cancel icon 
to return without saving.
If a field cannot be edited with Edit In Place, the cursor will change to a no symbol 
. If editable, these fields require you to enter 'Edit' mode to make any adjustments.
5 - DeletingPMTasks
Deleting records is a two step process. The first step is to mark the record for deletion by clicking the Delete link. This removes the record from the list view but still allows you to locate it by using the GoTo link (if you know the record's ID) or using the Nextand 'Previous' links to page through the records. At this point, you can still un-delete the record by clicking the Undelete link.
The second step of the deletion process is to completely remove the records from the system. Go to the “Removed Deleted Records” link located under the Administration section in the Navigation screen. This list displays the various tables that can hold records marked for deletion. Click the magnifying glass icon to preview items that will be deleted. Click the trash can icon to permanently remove all the records for that section.
NOTE:TheRemoveDeletedItemsoptionpermanentlyremovesrecords. Thereisnowaytobringthemback. Usethisfeatureatyourownrisk.
6 - PublishingPMTasks
If you have made any changes to a PM task, the Publish link applies the changes to all PMs that the task is assigned to.
After making changes to the PM task, click the Publish link. A confirmation screen will appear with the changes you made to it.
Confirm your changes and click “Update”. A window will appear with a list of assets that were updated. Click “Return To Task” to return to the PM task detail.
