Automation

Automation overview

A key performance indicator (KPI) in O&M work is the efficiency with which a single O&M manager can monitor systems and/or installed capacity. Digitalization offers a significant advantage by enabling task automation, which in turn can increase the number of systems monitored and boost revenue.

The automation feature allows you to create scheduled maintenance tasks – such as cleaning modules, mowing the lawn, and routinely checking connections –  for all your systems simultaneously. Work orders are then issued to the respective partner companies and on-site technicians at regular intervals. If you have a portfolio of several dozen installations, you can free up a lot of time for yourself and your team to concentrate on what O&M operators do best: finding faults.

Related links: CMMS, Ticket system

For CMMS users, the Automation feature replaces the Regular events portlet. 

	Item	Details
	1	Create new automation
	2	Further actions: Edit automation details Activate/deactivate automation Rename or delete automation
	3	Eye icon: automation is read-only if the user is not the creator
	4	Search using filters, e.g. system characteristics, location, device, etc.

Prerequisites and permissions

• The automation feature is included in the package for premium partners and is available as an additional paid module to partners.

• Only the admin and operations roles can visit the automation page and create an automation

• Partner admins can always see and edit all automations of that partner. 

• Only the creator of an automation can edit an automation. Exception: partner admins 

• Other admins and operations can view but not edit the automation if at least one system in their portfolio is affected. Only the systems in their portfolio will be visible in the automation overview.

Automation types

You can set automation for:

• Recurring date

Set up an automation with a recurring date

You can automatically create tasks that occur at regular intervals, such as inspections, mowing the grass, etc. 

Prerequisites

• Admin or operations role

• If you want to create a ticket with a work order: you must use CMMS and have the CMMS operations role. See CMMS

Steps 

1. Select the Portfolio administration (Gear icon) at the top of the sidebar.

2. A dialog opens. Navigate to Automation > New automation.

3. Select Recurring date > Continue.

4. Select the frequency, start date, and end date, then select Continue.
   
   

   

5. Select one of the following options, then select Continue:
   
   Ticket with work order: Automatically creates a ticket with a work order (CMMS users only).  
   Ticket: Automatically creates a ticket for recurring events, e.g. as a reminder or for reporting purposes
   
   

   

6. If you selected Ticket: Enter a title. You can also optionally add a description, priority, ticket cause, and include information from this ticket in your reports. See Ticket system for more on tickets. Select Continue.
   If you selected Ticket with work order: Give the work order a title. You can also optionally add a description, priority, ticket cause, and include information from this ticket in your reports. Configure your desired forms/templates, checklists, and contacts (see CMMS). Select Continue.
   

   

7. Select Add systems and select systems from the list. If you have selected Ticket + work order, only systems with CMMS are listed.
   
   

   

8. Add assignees from the dropdown and select Save.  You can add only users from the user list. See Users and contacts.
   
   
   

   

9. Give the automation a title and select Save.

10. The automation is now active and visible in the list. 

Further actions

Once you have created an automation, you can make changes at any time in the automation overview. Prerequisite: you are the creator of the automation. If it was created by someone else, the automation is read-only.

Activate/deactivate an automation

Automation can also be paused simply by disabling the toggle next to the automation name in the overview.

Edit an automation

Customize an existing automation to work even more efficiently. For this, select the Pencil icon. In the window that appears, select the desired entry in the overview to make changes. For example, you can select Ticket to make the desired settings there.

Delete an automation

Select the Further options icon > Delete to delete an automation.

Rename an automation

Select the Further options icon > Rename. Edit the title of the automation and select Save.

Use automation with CMMS and the O&M app

See CMMS.