Working with Recurring Maintenance Reminder Details

The Reminder Details page (View Recurring Maintenance Reminder) provides complete information about a maintenance reminder and tools to manage it.

Accessing Reminder Details

There are several ways to open a reminder's details:

• From List View - Click the date button on any reminder
• From Kanban View - Click a card to open its details
• From Calendar View - Click an event, then click View Details in the popup

Reminder Information

The details page displays:

If the reminder is closed, you'll also see:

• Closed By - Who marked it complete
• Date Closed - When it was closed

Changing Sub-Status

You can set or change the sub-status directly from the details page:

1. Find the Sub-Status dropdown in the reminder information section
2. Select a new sub-status from the dropdown
3. The change is saved automatically

To remove a sub-status, select -- None -- from the dropdown.

Tip: Sub-statuses help you track additional detail like "Waiting for Parts" or "Scheduled for Next Week" without changing the main status.

Updating Next Triggers

You can manually adjust when the next maintenance will be due. This is useful when:

• The automatic calculation needs correction
• You want to reschedule maintenance
• Initial trigger values were set incorrectly

To Update Triggers

1. Scroll down to the Next Recurring Trigger(s) section
2. Update any of the following fields:

Date Triggers:

• Next Date - When the next reminder should be created
• Date Interval - Days between reminders

Mileage Triggers (Vehicles):

• Next Miles - Mileage when next reminder should trigger
• Miles Interval - Miles between reminders

Hours Triggers:

• Next Hours - Hours when next reminder should trigger
• Hours Interval - Hours between reminders

3. Click Update Trigger(s) to save your changes

Note: Leave fields at 0 or empty if you don't want that trigger type active.

Creating a Work Order

If your organization uses work orders, you can create one directly from a maintenance reminder:

Create Work Order (Keep Open)

1. Click Create Work Order
2. A work order is created and linked to this reminder
3. The reminder stays open so you can track it separately

Create Work Order & Close

1. Click Create Work Order & Mark Closed
2. A work order is created
3. The reminder is automatically marked as Closed

Tip: Use "Create Work Order & Mark Closed" when the work order itself will track completion. Use "Create Work Order" if you want to close the reminder separately after verifying the work is done.

Closing a Reminder

When maintenance is complete:

1. Click Mark Closed
2. The reminder status changes to Closed
3. The system automatically records:
   • Who closed it (your username)
   • When it was closed (current date/time)

What Happens When Closed

• The reminder moves to the Closed column in Kanban view
• The reminder shows with a gray/Closed status in List view
• The next reminder will be created based on the interval settings

Re-Opening a Reminder

If a reminder was closed by mistake or needs additional work:

1. Click Mark Open
2. The reminder returns to Open status
3. The closed-by information is cleared

Viewing the Item

To go directly to the item associated with this reminder:

1. Click the Manage button
2. You'll be taken to the item's View page (e.g., View Vehicle, View Equipment, View Building)
3. The page will scroll to the Recurring Maintenance section

This is useful when you need to:

• View other details about the item
• Check current mileage or hours
• See other maintenance schedules for the same item
• Update item information

Notes Section

If available, you can add or view notes about the maintenance:

• Notes are displayed in the Notes section
• Add notes to document what was done, issues found, etc.
• Notes are visible to anyone who views the reminder

Related Articles:

• Recurring Maintenance Overview
• Recurring Maintenance Views (List, Kanban, Calendar)
• Recurring Maintenance Statuses & Sub-Statuses