Service and maintenance
Service & maintenance is used to schedule maintenance on installed installations on a recurring basis. In Robaws this is closely linked to the installations and orders modules. In addition, using Service & maintenance in Wappy is a major added value in Robaws.
Robaws has a specific maintenance services module. In this module you find all maintenance services that have been created for an installation. You have to activate this module via the user rights.
This article runs through the various steps for using service & maintenance. Work through them step by step if you want to make use of this.
Navigate quickly to the part about:
- Creating a maintenance schedule for an installation
- Linking a maintenance service to an installation
- Creating a maintenance service
- Carrying out maintenance
- Consulting a maintenance service
- Using statuses
Creating a maintenance schedule for an installation
A maintenance schedule determines how often maintenance has to be carried out on an installation. Before we determine which installation has to be attached to which schedule, we first create the schedules themselves.
You create a template for a maintenance schedule via Settings > General > Master data > Other > Maintenance service templates.
The settings below have to be made on the maintenance schedule:
Setting | Explanation |
|---|---|
Name | Name of the template. You will have to choose this name when you select a maintenance schedule for an installation. |
Recurring period | Frequency of repetition for this maintenance. |
Sync next execution with actual completion | If you do not activate this function, the date is carried over one to one to a next execution, taking into account the frequency that has been set. If you do activate this function, the date takes into account the date of the actual execution as soon as the maintenance moves into a status with the category 'Done'. |
Combination strategy | May this maintenance service be linked to one order together with other maintenance services (never, always or only with the same template) |
Estimated duration | Estimate of the time this maintenance will take. This field is purely informative and has no further function. |
Number of days in advance to create a maintenance service | The number of days in advance that an order has to be created with a maintenance service linked to it. |
Order template | Order template that has to be used when creating an order with the maintenance service. |
You can already link items, extra info, files, tasks and forms to a template. These are also carried over to the maintenance service so that they can be registered in Wappy.
Linking a maintenance service to an installation
An installation that has been placed at a customer may require maintenance on a regular basis. To let this run automatically, it is important that you link a maintenance schedule to the installation.
This is done in the 'Maintenance schedule' window in the installation file.
Linking a maintenance schedule to the installation is done in 3 ways:
- The linked item has a type of maintenance with a corresponding template. This is carried over to the installation.
- On the installation you can select a template. (Add line > select template > add)
- On the installation you can create a custom maintenance schedule. (Add line > custom > fill in all fields)
Creating a maintenance service
Maintenance services are created for the installation on the basis of the maintenance schedule that has been set on it. These maintenance services are linked to an order.
A maintenance service can be created in 2 different ways:
- Automatically: on the basis of the 'Next execution date' that is linked to this installation, and taking into account the 'Number of days in advance' setting, an order with a maintenance service is created automatically. This synchronisation always runs overnight.
- Manually: from the overview of the settings or the maintenance services you can trigger the maintenance services manually via the Create maintenances action button (spanner). In that case the first following execution date is taken into account as well, together with the 'Number of days in advance' setting.
Carrying out the maintenance
Carrying out and filling in maintenance can be done in 2 different ways:
Consulting a maintenance service
Once the maintenance service has been filled in, you can consult it in various ways:
- Via the 'Maintenance services' module you can consult all maintenance services
- Via the 'Dayplanning' module you can click through to the maintenance for that specific planning item
- Via the 'Work orders' module you can click through to the maintenance service for that specific work order
- Via the 'Orders' module you can click through to the maintenance service for that specific order
- Via the 'Items' module you can search for the item and click through from there to the maintenance services for that item
- Via the 'Installations' module you can search for the installation and click through from there to the maintenance services for that installation
The maintenance services and reports are for internal use only and cannot be forwarded to the customer. You can, however, send forms that were filled in during a maintenance to the customer by e-mail. You do this by adding extra files to your e-mail.
Using statuses
You can link a status to a maintenance service. You can create this status yourself via Settings > Maintenance > Statuses.
The statuses are linked to a category. The categories are hard-coded and have an influence on how service & maintenance works further on.
The following categories are available:
- Active
- To do
- Done
- Not done
Maintenance services with a status in the category 'Done' deserve extra attention in particular:
- The linked items that were added to the template will appear on the work order (when sending from Wappy). With other statuses this is not the case
- The date of the next execution is determined on the basis of the actual execution date (with the correct setting) for maintenance services with a status in the category 'Done'.
Updated on: 04/09/2026
Thank you!