> For the complete documentation index, see [llms.txt](https://docs.skadii.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.skadii.com/documentation/docs-en/tools-and-functions/maintenance-overview/user-guide.md). # User Guide Step-by-step instructions for setting up and using the maintenance tool in the skadii Workspace. ## Open Maintenance Overview #### **Show the icon in the menu bar** If the icon of the **Maintenance Overview** is not visible: * Click the four dots at the bottom left (“All applications”). * Select Maintenance Overview from the list.

Then the icon will appear in the sidebar—for quick access.

#### **Open Maintenance Overview** * Click in the sidebar on the icon for the **Maintenance Overview**to open the tool.

## **Maintenance overview and status** #### **Status colors** In Maintenance Overview, the status of the maintenance groups and maintenance steps is shown in different colors: * **Red:** Overdue. The maintenance step was not completed in time. * **Orange:** Open. The maintenance step is still pending or in progress. * **Green:** Done. The maintenance step was completed successfully.

On this page, you can also:

#### **Maintenance Overview — menu items** Use the menu items in the top area to switch between the following categories: * **Maintenance** * **Checks** - [General questions](/documentation/docs-en/tools-and-functions/maintenance-overview/general-questions.md#was-ist-ein-check-und-wozu-benotige-ich-diesen) * **Faults** - [General questions](/documentation/docs-en/tools-and-functions/maintenance-overview/general-questions.md#was-ist-eine-storung-und-wozu-benotige-ich-diese) * **Settings** (maintenance plan and spare parts management)

## View and edit maintenance #### **Open the detailed view of a maintenance item.** * Click the desired maintenance item. * The associated maintenance steps open. * Click a maintenance step to open the more detailed view. * Check or add the displayed information.

In the detailed view of a maintenance step, you can also: * view information about the maintenance step * add or update details * add spare parts * edit, schedule, and complete the maintenance step

{% hint style="info" %} **Note:** Click “Complete” only when the maintenance step is completely finished. Your entries are saved automatically after you enter them. {% endhint %} #### **Add spare parts to a maintenance step** * Open the detailed view of the desired maintenance step. * Click on **“+ Add spare parts”**. * As soon as you click “**+ Add spare part”**, **the entire list of existing or already created spare parts opens.** You can also add new spare parts. * Select an existing spare part from the spare parts list. * Add the selected spare part to the maintenance step.

In the inventory list (or spare parts list), you can: * select an existing spare part * create a new spare part * import spare parts from a file

After you add a spare part, it is displayed in the inventory list in the detailed view of the maintenance step. ## Settings Open the section “**Settings”**for creating, viewing, and editing **maintenance plans and spare parts** . In Settings, you will find the following areas: * Plan editor * Spare parts

**Plan editor:**\ In the plan editor, you can **maintenance plans** create, view, and edit. **Spare parts:**\ In the section **Spare parts** you can view existing spare parts, create new spare parts, and import spare parts via an Excel file. {% hint style="info" %} **Note on plan types** — there are three types of maintenance plans: * **Standard**: a maintenance plan provided by the manufacturer. * **Modified**: an existing maintenance plan that has been adapted or changed. * **Custom**: a completely new maintenance plan created without a template. {% endhint %} ## Manage spare parts #### **Search and manage spare parts** * Open **Settings → Spare Parts** *(Spare Parts).*

Here, you can: * **Search:** Find spare parts by details such as name, category, or manufacturer. * **Create:** Create a new spare part manually or via an Excel file. * **Edit:** Adjust the information for an existing spare part. * **Delete:** Remove spare parts that are no longer needed. #### **Create new spare part** * Click in the top right on **“+ Create spare part”**.

* Enter the information for the new spare part. * Fill in all required fields. Required fields are marked with an asterisk `*` . * Save the new spare part.

After creating it, the spare part is displayed in the inventory list. You can then assign it to a maintenance step. #### **Edit spare parts using an Excel file** **1. Download Excel file** * Open **Settings → Spare Parts**. * Click in the top right on “**Import / Export**” . * Click on **“Export spare parts”**, to download the Excel file.

**If there are no spare parts yet**, the Excel file does not contain any spare part data. \ **If spare parts already exist**, they are shown in the file. Use the downloaded file to: * add new spare parts; * edit existing spare parts; * or remove existing spare parts. Fill in all fields marked with an asterisk `*` and make sure the data is formatted correctly.

**2. Upload Excel file** * Save the edited Excel file on your computer. * Go back to **skadii → Settings → Plan editor** . * Click on **“Import / Export”**. * Select **“Import spare parts”** . * Upload the edited Excel file. * Then check the spare parts list.

All successfully imported spare parts are automatically displayed in the spare parts list and are available immediately.

In the detailed view of a maintenance step, you can also:

{% hint style="info" %} **Note:** Click “Complete” only when the maintenance step is completely finished. Your entries are saved automatically after you enter them. {% endhint %} ## Manage maintenance plans ### Plan types There are three types of maintenance plans: * **Standard:** A maintenance plan provided by the manufacturer. * **Modified:** An existing maintenance plan that has been adapted or expanded. * **Custom:** A new maintenance plan created without a template. ### Create new maintenance plan You can create a maintenance plan in different ways: * with an Excel template, * based on an existing maintenance plan, * completely new and without a template. #### **1. Create a maintenance plan using an Excel file** **Download Excel file** * Open **Settings → Plan editor**. * Click in the top right on **“Create new plan”**

. * Click on **“Import / Export”**.

* Select **“Download Excel template”** . * Open the downloaded file in Excel. * Follow the instructions at the top of the table. * Fill in the table.

* Save the completed Excel file on your computer. **Upload Excel file** * Open **Settings → Plan editor**. * Click in the top right on **“Create new plan”**

. * Click on **“Import / Export”**.

* Select **“Upload Excel template”** . * Upload the edited Excel file. * Then check the maintenance plan. #### **2. Create a maintenance plan without a template** * Open **Settings → Plan editor**. * Click in the top right on **“Create new plan”**

. * Fill in all fields marked with an asterisk `*` required fields marked with an asterisk. * Select **“Use template?”** the option **“None”** . * Do not upload **any** Excel file. * Click on **“Continue”**. * Create a new group for the maintenance plan. * Then add the desired maintenance steps to the group. {% hint style="info" %} **Note:** A group serves as a parent title for maintenance steps that belong together in terms of content. Use a name that clearly describes the group's content, {% endhint %} ### **+++ SCREENSHOT PLEASE ASK JOHANNES FOR HELP** #### **3. Use an existing maintenance plan as a template** * Open **Settings → Plan editor**. * Click in the top right on **“Create new plan”**

. * Select the desired existing maintenance plan as a template. * Click on **“Continue”**. * Adjust the imported maintenance plan. ### Edit maintenance plan * Open **Settings → Plan editor**. * Select the desired maintenance plan. * Click the three dots on the right in the detailed view. * Select **“Edit maintenance”** .

* Make the desired changes. * Click on **“Save”**, to apply the changes. Also, you can: * copy, move, or delete the maintenance step, * add a measured value, * add a tag, * and add a file or a link.

### Edit maintenance plan using Excel * Open **Settings → Plan editor**. * Select the desired maintenance plan. * Click on **“Import / Export”**.

* Select **“Download maintenance table”** . * Open the downloaded file in Excel. * Follow the instructions at the top of the table.

* Edit the desired data. * Save the file on your computer. * Then upload the edited Excel file again via the "**Import / Export**" button in skadii. ### Description of the Excel fields

	Description
ID	The ID is generated automatically. Do not enter any data in this column.
Description	Enter a clear and concise description of the task to be performed.
Type	Specify whether it is a maintenance task or an inspection task.
Group level	Enter the name of the main group to which the task should be assigned.
Group level	Enter the name of the Subgroup at the second level.
Group level	Enter the name of the Subgroup at the third level.
Repeat	Define the regular repetition interval for the maintenance task. Use this field if the maintenance task should be repeated at specific time or counter intervals.
First time	Define a one-time maintenance task to be performed before the regular repetition begins.
Second time	Define another one-time maintenance task to be performed after the first task and before the regular repetition begins.
Third time	Define another one-time maintenance task to be performed after the first and second tasks and before the regular repetition begins.
Time value	Enter the time-based value at which the maintenance task is triggered .
Time unit	Select the unit for the time value, for example: hours, days, or months
Counter value	Enter the target counter value at which the maintenance task should be performed.
Counter unit	Enter the unit for the asset’s counter value, for example: kilometers, cycles, or operating hours
Event	Select the event that should trigger the task. Values that are set before or after use create an inspection task, not a maintenance task.

### Upload Excel file for a maintenance plan After you have filled in and saved the Excel file, go back to **skadii → Settings → Plan editor** . * Click on **“Create new plan”**, if you want to create a new maintenance plan.\ Alternatively, open the desired maintenance plan if you want to update an existing plan. * Click on **“Import / Export”**.

* Select **“Upload maintenance plan”** or **“Upload file”** . * Upload the edited Excel file. * Check whether all data has been transferred completely and correctly. * Save the new or updated maintenance plan. ### Still have questions? Check the general questions about Maintenance Overview or learn more about user roles.

General questions User roles

If you have any further questions or need support, our skadii support team will be happy to help.

skadii support

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