BROWSER WORKFLOW · WORKSPACE UI 36

Record maintenance work

Find, perform and review maintenance work without confusing saved results, local drafts and cycle changes

Maintenance has its own routine library and work-order history. A routine is a reusable instruction; a work order records one occasion on which that instruction is carried out. The application does not supply equipment procedures or approve an item for return to service.

Find the work order

Open Maintenance in the main sidebar. Search work orders matches reference, equipment, title, instructions, cycle description or named assignee. Open work is the starting view. Use Overdue, Due within 7 days, Follow-up review, Completed, Cancelled or All orders. On a phone these choices are in Show orders. Due filters use this device's current time and the recorded UTC due timestamp; they do not change a schedule. Due within 7 days excludes already-overdue orders, and orders with no due date are not invented into either view. Follow-up review shows completed orders whose next cycle order is blocked and needs a management decision.

Routine, people & sort contains the routine filter, assignment and sort choices. Assigned to me means explicit named assignment; it does not list every order a manager may perform. No named assignees means work available to permitted maintenance workers, not anonymous access. Sort by due date, recent update or reference; absent due dates appear last. Status counts cover accessible saved orders before these search/filter choices. Clear filters returns to Open work.

Inspect the summary, then open the work

Select a title or View summary to inspect the saved order beside the list. This is a read-only selection: it does not create, complete, cancel or record a step. On a phone the summary replaces the list; Back to work orders restores the list context. Open work order fetches the current order and opens its working screen.

Returning from that order uses Back to maintenance search, Back to filtered work orders or Back to work orders, according to the catalogue you opened it from. Search, filters and selection stay in memory for the same authorised session. A direct external entry uses All work orders. This is not a universal trail between all modules. A filtered-out selection clears with a notice; a failed refresh removes the old detail before Retry. Unsent forms remain in their existing saved-form store.

Separate work steps from review

The opened order has Work steps, Review & cycle, Instructions and Linked tasks. Order tools groups History, Export report and Help. Read Instructions and the frozen routine before performing work. Reference pictures are not completion evidence. Linked tasks are limited by the Task's own access controls; completing a Task does not complete the maintenance order.

Search steps, Section and Show narrow the saved steps. Needs attention includes unfinished results or outstanding required approval. Item approvals selects Complete/N/A results waiting for approval or review. Recorded includes Complete/N/A even when approval remains outstanding. Search includes step number, wording, section/stage label, saved note and recorded values. Filtering never removes a step from completion requirements.

Find next unfinished clears narrow choices, shows Needs attention across the order and focuses the first matching saved step in routine order. It does not mark Complete, open a submitting form or save anything. A zero attention count is not a reading/photo validity check or permission to complete the order. Review & cycle keeps the existing Complete work order, Cancel work order and cycle actions separate from ordinary browsing.

Saved totals separate Complete and N/A. Local forms are not added to those totals. Saved forms and Review saved forms open the existing account-scoped local form review. An uncertain submission must be resolved before a different save. An open editor blocks new navigation controls from replacing its target. View choices are temporary; local fieldwork forms keep the existing storage format, conflict handling and explicit save rules.

Create a work order on one page

Choose Maintenance → New work order. Select a published routine deliberately; none is preselected. Enter the work-order title, equipment description and any reference or instructions. The summary identifies the selected routine revision and defined step count; it is not the full procedure.

People allowed to record work expands the optional named selection. The summary remains visible when collapsed. With no named selection, any user with Maintenance work permission may record work; maintenance managers retain access. Assignment does not make the order private. Missing retained assignees are identified when resuming.

The UTC due date is optional. Repeat schedule (optional) starts as one-off. Enabling it reveals the interval, unit and scheduling basis. Fixed scheduled dates need a due date; completion-based schedules use the actual saved completion event. No time or recurrence is invented.

Choose Create work order directly. There is no extra review page, routine reason or confirmation checkbox. The server rechecks the routine and permitted people, then creates one open order with empty results. A text equipment description is not an inventory link; start from Asset details for an exact link.

Record readings, notes and photos together

Open a work order and choose Work steps → Record / update step. The result, readings, work notes and photographs are on one scrolling page. Last saved result expands the status, author, time, result revision, readings, notes, photograph count and approval state held when the form opened. It is not a fresh read.

Choose Pending, Complete, Issue, For later or Not applicable. Required readings still block Complete; numeric limits still apply. Issue requires a description and Not applicable requires an explanation. These are meaningful result notes, not generic reasons for pressing Save. For later does not schedule a reminder.

Your own unapproved saved result can be updated without a reason. Correcting approved work or another person's result still requires a short explanation. Existing permissions govern who can edit; adding a reason never grants permission. Previously typed reasons in resumed local drafts are retained as optional change notes on ordinary own-work saves.

Use the existing Take photo or Choose photos controls where evidence is enabled. Required photographs still apply before Complete or N/A. Reference pictures do not count as work evidence. Enter captions where useful; selecting a file prepares it locally, not in a separate server upload.

Choose Save step & close. No routine review wizard or checkbox is needed. The service records the actual account, time, revision and before/after values; it does not invent a user explanation. Saving does not approve the result, close the order, release quarantine or authorise equipment use. A changed result loses any previous approval and requires fresh review where configured.

Keep unfinished forms and retry safely

Keep draft & close retains the existing account-scoped maintenance form. Resuming opens the editable page with its retained values and photographic selections; it does not automatically submit them. Discard draft retains its explicit warning. These are the existing local form controls, not a new background submission or storage format.

Photo preparation and a current save must finish before another save. A lost response can mean the server already committed the result; keep the same request for retry. Do not change an uncertain request merely to try again. Conflicting saved revisions remain refused and local wording is retained. Preserve unsent work and do not clear browser storage.

A local input warning clears after its fields have been corrected. Server, conflict and uncertain-save errors are not silently cleared by that input handling. An unavailable or failed save remains a retained form, not a completed order.

Review completion or cancellation

In an open work order, choose Review & cycle → Complete work order or Cancel work order. These use Saved work & note → Confirm completion or Confirm cancellation. Their names describe different recorded outcomes, not interchangeable ways to remove work.

The first page identifies the exact order, equipment, saved status and reviewed revision. Complete, Not applicable, unfinished and outstanding-approval counts are separate. Review saved steps expands the saved result summaries. Local maintenance drafts are not included in these counts. Inspect actual readings and photographs through Work steps before deciding that the work is complete; counts are not evidence verification.

Enter the completion note or cancellation reason, then review the status change, saved cycle and stated effect. Confirm explicitly and use Complete work order or Cancel work order. Completion is still refused by the server when steps, readings, photographs, required approvals or saved versions are invalid. A complete-looking summary does not certify eligibility or authorise equipment use.

Completing a recurring order uses the existing cycle service: it may create one successor with empty results, or retain a blocked follow-up for manager review. Completed evidence is not copied. A one-off completion creates no successor. Cancellation retains unfinished results and history, does not mark them completed and does not create a next order. Cancellation is not temporary postponement.

Review a cycle change

Choose Review & cycle → Cycle settings. The guide follows Schedule → Change reason → Review cycle. The current saved due time and cycle are separate from the proposed values. One-off hides inactive interval fields while retaining their draft values. Enabling a repeat uses the existing interval, unit and scheduling basis. Fixed scheduled dates require a due time; completion-based dates use the actual saved completion event. No future due date is invented by the preview.

Supply a reason, compare Saved schedule with Proposed schedule, confirm and select Save cycle settings. Saving an enabled cycle starts a fresh schedule anchor at this open order. One-off stops future repeats without cancelling the current order. Existing server interval/date limits still apply. Changing a schedule does not create a successor or automatic reminder immediately.

Stop a blocked pending follow-up

For a blocked follow-up, Review & cycle → Stop pending follow-up opens Pending follow-up & reason → Confirm stop. Review the saved pending date and reason, enter your reason, confirm and select Stop pending follow-up. This stops only the pending next order; completed work and its evidence are retained. The separate Review pending follow-up release guide is described below.

Management forms and unfinished work

The closing, cycle, stop and follow-up release guides keep the established Keep draft & close, Discard draft, saved-version checks and unchanged-request retry rules. Back and draft resumption retain entered values but reset acceptance. A restored form retains its original reviewed revision; it can conflict or, for a changed follow-up routine, save a continuing block rather than create a next order. Inspect the resulting saved state before changing or retrying a retained request. A local recovery copy is not a tested off-host project backup. Approval decisions are separate: their notes are not kept as local drafts and are never automatically submitted.

UI15 adds the exact-item linked-order guide and read-only saved-evidence viewer described below. UI14 approval and follow-up reviews, UI13 Home and earlier workspaces remain included. Native Help, the all-in-one reference and the master PDF remain unchanged by this browser update; the full Help review is still incomplete.

Review a saved maintenance step

In Work steps, an eligible reviewer uses Review approval. The guide follows Saved result & evidence → Decision & note → Confirm review. It re-reads the current saved result and shows the exact work order, equipment, step, result revision, recorder and saved UTC time. Local step drafts are not submitted or approved. Inspect the saved readings and every supporting photo. Unavailable photos block progression; reconnect and reopen the review rather than approve without them.

No decision is preselected. Choose Approve or Request changes. Request changes requires a review note; notes are limited to 2,000 characters. Review the final decision and note, confirm explicitly, then use Save review decision. Back or an edited decision/note resets confirmation. The server rechecks permission, saved result version and evidence. A concurrent step change conflicts rather than being overwritten.

Approval is a separate review of that saved result, not work-order completion, quarantine release or permission to operate. The assigned reviewer may review their own check and both actions remain recorded. Maintenance manage permission alone does not assign a step reviewer. The review note is not retained as a local draft, and approval is never queued or submitted automatically. A failed response is not proof that nothing saved: reopen the current saved result before deciding what to do next.

Release a pending follow-up deliberately

For a blocked follow-up, a maintenance manager chooses Review & cycle → Review pending follow-up. The guide follows Pending date & routine → People & review note → Confirm next order. Review the saved pending UTC date, why the follow-up is blocked and the current published procedure. Merely opening or reviewing the form does not create an order or skip an overdue date.

Choose the people who may record the next order and enter the required review note, up to 1,000 characters. The selections replace the old assignments; unavailable people are not retained. An empty selection permits any user with Maintenance work permission, not nobody, and does not make the order private. The review displays that consequence explicitly. Compare the equipment, pending date, routine revision, people and note before confirming and selecting Create reviewed follow-up.

The service rechecks the work-order version, procedure, assignees and linked asset. A reviewed save may create one open successor with empty readings, photos and approvals, or save a continuing block when requirements still cannot be met. A saved response alone does not mean a next order exists. Inspect Maintenance cycle afterwards: a created successor has its existing Next order link; an unresolved case still says Follow-up needs review. Previous completed evidence remains locked and is not copied or erased.

Keep draft & close retains the existing local release form, not an approved action. Resuming starts at the first page and clears acceptance. Original saved versions are retained; a newer published routine is not silently adopted. Delayed preparation or evidence responses cannot replace a different route, account, token, current work view or newly opened form. These guards add no new permissions, automatic retries or device synchronisation.

Create a work order for an exact inventory item

Use Asset details → Maintenance → New linked maintenance. The item and Maintenance directory are retrieved before opening the single-page form. Its fixed item name, serial number and asset reference are visible. Item identity & recorded location expands the exact inventory ID, model and saved location. No name matching or editable equipment description changes that link.

Choose a published routine, enter the title and any instructions/reference, then optionally select people, a due date or a repeat schedule. Select Create linked work order directly. There is no additional confirmation wizard. The saved work-order detail opens after the shared save flow confirms success and cleans up its local draft.

Retained forms re-read the currently available item, people and routines. They do not freeze a local copy of the previously offered routine revision. Review current choices and the explicit missing-assignee warning. Preserve an uncertain request before changing it; a lost response is not proof of failure. Existing same-request and exact-asset checks remain.

Creation saves one open order with the fixed inventory link and empty results. It does not record work, change quantities or custody, verify physical location, release quarantine or authorise operation. Current permissions, active-asset, routine and assignment checks remain in force.

Read saved evidence without editing it

In a work order's Work steps, select Saved readings & evidence. The read-only viewer re-reads that saved step rather than using the earlier work-order screen's snapshot. Its tabs are Readings & notes, Photographs and Approval. The header identifies the work order, equipment, saved result revision, recorder, saved UTC time and retrieval time. Arrow keys, Home and End move between tabs. This is a snapshot, not a live monitor; unsent browser drafts and historical revisions are not included.

Refresh saved step retrieves the current saved result. A failed refresh removes the old displayed readings and offers a retry rather than labelling stale information as current. An unrecorded result is stated explicitly. Expand the saved identity details to inspect the work-order ID and its saved asset link; these are not a fresh inventory-location or readiness check.

Opening Photographs loads the photographs attached to this saved result with the currently authorised session, not the shared gallery cache. Captions, submitting identity, hub-received time and the stored SHA-256 are shown when returned. Received times are not verified camera capture times. Enlarge a photograph without replacing the underlying viewer. Missing or invalid image content is marked unavailable, separately from no submitted photos; other available images can still load. Refresh retries them. A count or stored hash does not prove content was reviewed.

The Approval tab displays the state and decision already saved for that result, including the reviewer, note and same-person record when present. Viewing, refreshing and enlarging make no approval, completion or other mutation request. The separate Review approval action still requires its existing permissions and confirmation. The new viewer adds no edit, upload, deletion or automatic submission controls.

Existing routine and completion rules

1. In the browser, an administrator creates and publishes the reviewed routine through Administration → Templates & routines, choosing Maintenance routines. The catalogue also links there under Routines, permissions & work rules. Native Windows Admin has its separate routine authoring tools.
2. Open Maintenance → New work order, select the published routine, enter the title and equipment description, and optionally add a reference, UTC due time and work instructions.
3. Choose the people who may record the work. Leaving the selection empty permits any user with Maintenance work permission. Maintenance managers may record work on any order.
4. Open the work order and read Instructions → Introduction, routine details & reference pictures. In Work steps, record the result on the single page described above, then choose Save step & close. Hosted users save to the online service; a local vessel project needs its own local hub.
5. Where approval is configured, the eligible named person or department reviewer reviews the saved result and evidence. Checking and approval are separate actions. The assigned reviewer may approve their own check; both actions are recorded.
6. A maintenance manager reviews and completes the order only when all steps are complete or justified N/A and all required readings, photographs and approvals are present. A cancelled order keeps its unfinished results.

Assigned users restrict who may record steps; Maintenance view remains project-wide for users granted that permission. A maintenance order is not a private verification task. Administrators publish routines; users with Maintenance manage may create and close work orders but do not automatically become step approvers.

A saved work order retains its original routine revision, introductions, reference pictures and source links. Later routine publication does not rewrite it. Updating your own unapproved step does not need a reason. Correcting an approved result or another person’s work still needs an explanation. Changed results require any configured approval again. Finalised orders are locked.

Use Saved readings & evidence to inspect current submitted photos. Reference pictures explain the procedure and never count as completion evidence. Photo selection is limited to the same supported JPEG/PNG formats and item limits used for checklists. Hub receipt time is not verified camera capture time.

To link a new order to an inventory asset in the browser, open Asset details → Maintenance → New linked maintenance. The asset page and Calendar open that exact job. Earlier free-text equipment descriptions are not guessed into inventory links.

The Projects → Export — choose contents… and Complete project workflow described in older guidance belongs to native Windows Admin, not a new universal browser backup button. For the hosted demonstration, use only an operator recovery process accepted for the actual deployed overlay. The original pristine-source recovery helper is not approved for this UI overlay: do not bypass its source checks. Preserve local forms separately. Project exports may include accounts and private history and are not recipient-filtered shares.

For a linked in-transit inventory asset, the existing service blocks recording maintenance steps, approving them and completing the order. Record the actual receipt through Fleet first. Quarantine release remains a separate authorised action; categorising, viewing or completing maintenance does not release equipment.