Background

A technician needs work orders to include the location and asset, so the technician knows where to go and what equipment needs attention. The objective of the work order includes the alarm details and provides that information, but customers may also choose to map the work order directly to a CMMS asset for more accurate tracking of the corrective maintenance required for an asset. When creating a work ticket from an alarm in Virtual Facility, the solution will prepopulate values for the work ticket as shown in the flowchart below. Preference is given first to alarm mappings, then asset mappings, and finally building mappings. For manual dispatch, this saves time and improves accuracy. For automated dispatch mappings are essential for providing the specific details useful for reporting.

Create Work CMMS Asset and Location Mapping Flowchart

Users perform the blue steps and the solution performs the yellow steps. When multiple fields are used in the integration, they are evaluated independently when pre-populating the work ticket fields. 

Viewing and Editing CMMS Mappings

For both assets and alarms, CMMS Mappings are visible in both the lens table view and the CMMS Config tab of the item's slideout. CMMS asset and location values are editable from the CMMS Config tab as shown in the screenshots below. The article for Inventory Upload explains how asset mappings can be uploaded in bulk.

When determining which values the solution will use for an automation or work order, the alarm's CMMS Config values are the most specific and get first priority as outlined in the workflow above. That does not mean values must be entered for every alarm. If the alarm values are not entered, then asset values will be used.

Finally, note that the alarm's CMMS Config pages show the value that will be used when a work ticket is created. A green checkbox next to the field name denotes that a value had been "human entered" and saved explicitly for that item as shown below for an asset.

Saving CMMS Fields on Work Create

CMMS Fields can be saved to the asset or alarm upon creation of work. This allows for an organization to capture the linkage between assets in the BAS and CMMS over time instead of trying to do capture and import it all at once. For the asset or location field to be saved the following must be true:

• Your solution must be set to allow "Save CMMS Config on Create Work". Contact your CSM or Onboarding Consultant for assistance with this setting.
• Within Settings > CMMS Config, individual fields must have "Save on Create Work" set to true.

Once the above are configured, the solution will save the information to the alarm or asset using the following rules:

• Information is only saved when the work ticket has a single alarm.
• If the asset does not have a human entered mapping, then the solution saves the value to the asset.
• If the asset does have a human entered mapping, then the solution saves the value to the alarm.

If a user intends the overwrite and existing asset value, the user must go to the asset's CMMS config page.