Manage the maintenance statuses

Maintenance work recorded in the diary takes its state from a status list (Not started · In progress · Done · Carried over). You can fit that list to your organization. The most important setting is not the name but which status closes the work:

“The diary’s Maintenance work element picks from these. A ‘closed’ status closes the work — it does not carry over to the next diary.”

Before you start

• Permission: the diary-structure right — layout:manage or full admin.
• Where to find it: Master data → Diary elements → expand the Maintenance works element → the Maintenance statuses box. (Not a separate tab: it lives where the element itself lives.)

The “Closed” tick drives the carry-over

An open maintenance work carries over from shift to shift until it gets a closing status. If no status has Closed (no carry-over) ticked, works are never closed and the diaries keep growing. Tick it on the wrong status, however, and the work disappears too early from the next shift’s view.

Steps

One row per status. Done has Closed ticked — that is the status which takes the work out of the carry-over.

1. Open Master data → Diary elements and expand the Maintenance works element.
2. Open the Maintenance statuses box (its header shows how many statuses there are).
3. Rename any status your site words differently — edit the name and press Save on that row.
4. Mark the closing status with the Closed (no carry-over) tick. More than one may close (e.g. Done and Cancelled), but there should be at least one.
5. Order: use the up/down arrows to set the order the diary offers them in.
6. New status: at the bottom of the box type the name, decide whether it closes, and press Add status.
7. A status you no longer use: the Close button on the row archives it. Re-enable brings it back from the Archived statuses list.

Archiving does not erase the past

An archived status cannot be picked for new work, but earlier works keep it — in the diary, in the PDF and in the report. An archived closing status stays closing: works closed with it do not come back to life.

If it worked

In the diary’s Maintenance works element the status picker appears in your order, with your names. A work carries over into the following diaries (its shift counter growing) until it gets a closing status — after that it leaves the carry-over, but you still find it in the maintenance report, with its full history.

Common problems

What you see	Why	What to do
No “Diary elements” tab	You do not have layout:manage (or full admin).	Ask your admin.
I cannot find the status editor	It is embedded in the Maintenance works element’s editor — there is no separate tab.	Expand the element; the box is there.
Works never disappear from the diary	No status has Closed ticked.	Tick it on the status that really closes (e.g. Done) and save.
A work vanished too early	It got a status that has Closed ticked (e.g. In progress by mistake).	Untick it on that status; find the work again in the report.
An archived status still shows on old works	Correct: historical data is not rewritten.	Nothing to do.

Worth knowing

• The status set is company-level — not per site. What is site/plant specific is the work itself.
• The “Close” button on a row means archive, not closing the work — the two words unfortunately look alike in the UI. Work is closed by the STATUS marked with the Closed tick, not by that button.
• The report shows the chain. A long-running work forms a chain across diaries; the maintenance report lists the chain’s head with its current state, and expands to the full history (status changes, notes).
• You also control the visible columns — in the same element’s editor, “Visible columns (in the Maintenance works table)” decides which fields appear in the diary.

Related

Log maintenance work in the diaryThe operator side: logging, carry-over, history.

Maintenance work reportFinding closed and running works again.

Edit the diary elementsThe Maintenance works element this editor is embedded in.