Preventive maintenance work orders in UniAsset are the operational output of PM rules — when a PM rule becomes overdue, UniAsset automatically creates a work order so the service gets done without requiring anyone to remember to raise it.
How PM rules generate work orders automatically
A PM rule defines a recurring maintenance task: what to do, how often, and which assets it applies to. UniAsset evaluates PM rules in the background on a regular schedule.
When a PM rule's next due date has passed and no active work order already exists for that rule and asset, UniAsset:
- Creates a new PM work order — type set to Preventive Maintenance, status set to Open, linked to the overdue asset and PM rule.
- Notifies the Engineering Head or Owner via an in-app notification that a PM work order has been auto-generated.
- Links the work order to the PM rule — the rule is visible in the work order's details card so any manager reviewing it can see which scheduled service this relates to.
No manual step is required. The PM work order appears in the work orders list and is ready to be assigned.
What the auto-generated work order contains
| Field | Auto-populated value |
|---|---|
| Type | Preventive Maintenance (PM) |
| Priority | Routine |
| Status | Open |
| Asset | The asset the PM rule applies to |
| Title | Derived from the PM rule name and asset name |
| Linked PM rule | Visible in the work order details — links back to the rule |
| SLA deadline | Calculated from Routine priority (72 hours default) × asset criticality multiplier |
The work order description is populated from the PM rule's description field — so if your PM rules contain step-by-step service instructions, those instructions carry through into the generated work order automatically.
Priority is set to Routine for all auto-generated PM work orders. If you need to treat a specific PM service as higher priority (for example, a safety-critical inspection), create the work order manually and set the priority explicitly.
Preventing duplicate PM work orders
UniAsset checks for existing open work orders before creating a new one. If an open work order already exists for the same PM rule and asset, no new work order is created.
Why this matters: If a PM work order is open but not yet assigned or completed, and the cron check runs again, the system does not flood the work order list with duplicates. The existing open work order is preserved and the duplicate creation is skipped.
This means: if you see a PM work order that has been sitting Open for a long time without being assigned, the system is not creating new duplicates behind the scenes — but it is also not progressing the PM until the existing work order is resolved or closed.
Action if a PM work order is stuck Open: Assign it to a technician or close it if the maintenance has already been completed by other means.
Completing a PM work order
A PM work order follows the same eight-status lifecycle as any other work order. When the technician completes the service:
- The technician logs actual time, labour cost, and any materials consumed.
- The technician uploads before / during / after photos if required.
- The technician adds resolution notes describing what was done.
- The technician submits for approval — status moves to Awaiting Approval.
- A manager reviews and closes the work order — status moves to Closed.
On close, two things happen automatically:
- An AssetMaintenance record is created on the asset, recording the service date, cost, and technician. This feeds the asset's total cost of ownership.
- The PM due date recalculates. The asset's last-serviced date updates to the work order's completion date. The next PM due date is calculated as: completion date + the PM rule's interval. UniAsset will generate the next PM work order when that new due date passes.
This means the PM cycle is fully self-sustaining once the PM rule is configured. Technicians complete work orders — the system handles rescheduling.
Setting up PM rules
PM work orders are only generated if a PM rule exists for the asset. If you have not yet configured PM rules, see Preventive maintenance rules for the full setup guide — including how to define intervals, assign rules to assets, and set notification lead times.
If you need PM work orders for specific assets that are not covered by a broad PM rule, you can also create individual PM work orders manually. Set the type to Preventive Maintenance and the priority and deadline as appropriate for that specific task.
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