Maintenance Item Templates Setup
Maintenance Item Templates Setup
A Maintenance Item template is used to select the vendor for pre-approval against a particular maintenance item. When the work order is initiated, the user can dispatch the work order to the pre-approved vendor automatically based on the maintenance item.
Creating a Maintenance Item Template
Select Setup > Portfolio Management. If you are using universal navigation, click Associations > Setup > Portfolio Management.
Click the Maintenance Item Templates tab at the bottom of the Global Options screen.
On the Maintenance Item Templates screen, click New.
On the Maintenance Template screen, enter a unique Template Name. For example, “Townhouses – no pool”.
Click +Add New Category.
On the Add New Category screen, select a category from the Select Existing Category dropdown or enter a new category in the or create a New Category field. Click Save.
In the Maintenance Items section on the Maintenance Template screen, complete the following for each item. To add rows, enter the number in the More Items field and click Add. To remove lines, select the checkbox next to the item to be removed and click Remove.
Item Description: Enter a unique description for the item. For example, “Grass/Mowing”.
Responsibility: Select the party responsible for the item. Set up under System > Drop Down Options/Drop Down List: Portfolio Responsibility. If you are using universal navigation, click Settings > General > Drop Down Options.
Pre-Approved: Only enabled if Association is selected in the Responsibility field. Select the checkbox if the selected Vendor is already approved and further approvals are not required for assigning the work order. The work order is automatically dispatched to the selected vendor.
Vendor: Only enabled if Association is selected in the Responsibility field. Search for and select the vendor.
WO Type: Only enabled if Association is selected in the Responsibility field. Select the Work Order Type will populate the Work Order Creation screen for the maintenance item.
Display Note: Required if Homeowner is selected in the Responsibility field. Enter a note to display with the maintenance item. For example, “Homeowner is responsible for maintaining flower beds”.
Click Save.
Copying a Maintenance Item Template
To copy a maintenance item template to create a new maintenance item template:
Select Setup > Portfolio Management. If you are using universal navigation, click Associations > Setup > Portfolio Management.
Click the Maintenance Item Templates tab at the bottom of the Global Options screen.
On the Maintenance Item Templates screen, select the checkbox of the item to copy, click Copy, and then click Paste.
Open the newly copied template by clicking on the Created or Template hyperlinks.
On the Maintenance Template screen, edit the Template Name.
To edit the Maintenance Items, select the checkbox next to the item and make the edits as needed. To add rows, enter the number in the More Items field and click Add. To remove lines, select the checkbox next to the item to be removed and click Remove.
Click Save.
Deleting a Maintenance Item Template
Select Setup > Portfolio Management. If you are using universal navigation, click Associations > Setup > Portfolio Management.
Click the Maintenance Item Templates tab at the bottom of the Global Options screen.
On the Maintenance Item Templates screen, select the checkbox of the item to delete and click Delete. A popup will require deletion confirmation.
