Smarter Week

How to automate it

How to automate “look up manuals, drawings and past fixes when a machine breaks”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

30 min
typically, every day
50%
of the time can be automated
Some setup
to set up

Fix 1 of 2

AIBest fix

Ask an AI assistant loaded with your manuals and past work orders

Some CMMS tools now have an AI assistant that answers from your manuals and history. If yours does not, a company-approved AI project with the manuals uploaded can point you to the right page fast.

Typically saves about 40% of the time1 h to set up
  1. 1Check if your CMMS has an AI assistant (MaintainX and others now do).
  2. 2If not, ask IT for an approved AI project and upload the manuals for your key machines.
  3. 3Ask with the prompt below, including the fault and what you have tried.
  4. 4Always confirm against the manual and follow lockout and safety rules.
Prompt to copy
Machine: [MAKE AND MODEL]. Fault: [ALARM CODE OR SYMPTOM]. Already checked: [WHAT YOU TRIED]. Using the uploaded manuals and past work orders, list the most likely causes in order, what to check next, and the manual section and page for each. Say clearly if the manuals do not cover it.

Tools: MaintainX CoPilot · Claude Projects, ChatGPT Projects, Gemini Gems or Copilot agents

Fix 2 of 2

Software feature

Open, update and close work orders on your phone

A mobile CMMS lets you see the job, the machine history, the manual and the PM checklist on your phone, and close it with a photo and a voice note. No paper tickets to type in later.

Typically saves about 45% of the time2 h to set up
  1. 1Get the mobile app for your CMMS (MaintainX, UpKeep, Fiix, Limble or your ERP's maintenance module).
  2. 2Attach manuals and drawings to each machine record.
  3. 3Close every job on the phone with parts used, a photo and a short note.
  4. 4Move PM checklists into the app so sign-off is a tap.

Tools: MaintainX, UpKeep, Fiix or Limble · SAP PM or IBM Maximo mobile

Quick wins

Have you tried…

Do you open and close maintenance work orders on your phone?
Maintenance apps like MaintainX, UpKeep or Fiix show the job, machine history and manual on your phone. You close the job with a photo and a quick note.

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Maintenance technician

HourLeak · the 8-minute work audit

How many hours does this cost you?

The free 8-minute check works out where your week goes and gives you your top fixes. The team scan does the same for everyone and adds it up, so you know which leaks to fix first.

Take the free check Scan my team, $49

Answers are anonymous. Leaders only see team totals.

Other common tasks for Maintenance technicians