Procedures

Use Procedures when the same kind of maintenance should be performed the same way each time. A good procedure gives technicians a repeatable checklist, reduces missed steps, and keeps recurring work more consistent across people and locations.

Procedure or document?

Use a procedure for repeatable steps someone performs. Use the document library for reference material such as manuals, diagrams, warranties, and specifications.

Create a procedure

1. Open Library and choose Procedures.
2. Select + New procedure.
3. Give the procedure a specific name.
4. Enter the steps in the order they should be performed.
5. Review the sequence, then select Save procedure.

Write steps technicians can act on

Too vague	Better step
Inspect unit	Inspect belt condition and tension
Check filter	Inspect filter condition and replace if dirty
Test equipment	Run unit and verify normal operation after service

Write each step so someone familiar with the trade can understand exactly what should be checked or completed.

Draft with AI

Select ✦ Draft with AI when you want a starting point. Describe the maintenance task and let MaintenanceOps create a draft name and checklist.

Review AI-generated procedures

Treat AI output as a draft, not as equipment-specific safety or service instructions. Adjust the steps for the actual equipment, manufacturer requirements, site procedures, and applicable safety practices before saving.

AI can also help draft checklists while creating a work order or PM schedule. See Creating a work order and Creating a PM schedule.

Use procedures with preventive maintenance

Procedures are especially useful for recurring PM. When you attach a procedure to a PM schedule, its steps become the checklist used for that schedule’s work.

The PM keeps a snapshot of the procedure steps. If you later edit the Library procedure, existing schedules are not silently rewritten. That protects a schedule that may already have been reviewed or adjusted for a specific asset.

Important procedure changes

If you make a meaningful change to a standard procedure, review the PM schedules that use it and update those schedules intentionally where appropriate.

A practical procedure standard

Before saving a recurring procedure, check that it has:

• a clear name,
• steps in the right order,
• specific inspection or service actions,
• any required verification step,
• and no site-specific assumption that would make it unsafe or confusing on another asset.

For document storage and linking, see The document library. For putting a procedure into recurring work, continue with Creating a PM schedule.