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            Create Field Service Maintenance Plans

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            Create Field Service Maintenance Plans

            Create Field Service preventive maintenance plans for assets so your customers never miss a beat. With maintenance plans you define how often maintenance visits occur and generate work orders for future visits.

            Required Editions

            Available in: both Salesforce Classic (not available in all orgs) and Lightning Experience
            The Field Service core features, managed package, and mobile app are available in Enterprise, Unlimited, and Developer Editions.
            User Permissions Needed
            To create maintenance plans: Create on maintenance plans
            To view maintenance assets: Read on maintenance plans and assets
            To create, update, or delete maintenance assets: Edit on maintenance plans
            To generate work orders for a maintenance plan: Read on assets and work types AND Create on work orders and service appointments
            To edit page layouts: Customize Application
            Note
            Note The fields displayed depend on your page layout settings.
            1. From the Maintenance Plans tab or related list, click New.
            2. Enter a start date, If applicable, enter an end date, for example, where you’ve a service contract that entitles the customer to two years of maintenance visits. All work orders related to the plan must fall within this date range.
            3. Select a work type. Maintenance work rules for and maintenance assets covered by the plan inherit the same work type, though you can update them to use a different work type.
            4. Select an account and contact that represent the customer.
            5. If the maintenance plan tracks work that’s outlined in a service contract, select the service contract. You can associate assets covered by the maintenance plan with contract line items on the service contract.
            6. If the maintenance visits are at a location that’s tracked in Salesforce, such as a customer site, select the location.
            7. In the Generation Timeframe and Generation Timeframe Type fields, enter how far in advance you want work orders to be generated at one time.
              For example, to generate 3 months’ worth of work orders at a time, enter 3 and select Months.
            8. Enter the date of the first work order in the next batch, which corresponds to the work order’s Suggested Maintenance Date.
              For example, if you want the first maintenance visit to take place on May 1, enter May 1. When you generate work orders, the earliest work order shows a Suggested Maintenance Date of May 1. The dates on the later work orders are based on the Generation Timeframe, Frequency, and End Date settings. Also, batch timing is calculated at the maintenance asset level or at the work rule level. So if the maintenance plan includes assets or work rules, after each batch is run, the Suggested Maintenance Date auto-updates on:
              • if assets have no work rules, the maintenance assets
              • if assets have work rules, on the work rules.
            9. Optionally, enter the days for the maintenance window start and end. These settings impact the Earliest Start Permitted and Due Date fields on the maintenance plan’s work orders’ service appointments. If the maintenance window fields are left blank, the service appointment date fields list their work order’s suggested maintenance date.
              For example, enter 3 for both the maintenance window start and end. The Earliest Start Permitted and the Due Date will be, respectively, 3 days before and 3 days after the Suggested Maintenance Date on each work order.
            10. To create work orders automatically, select Auto-generate work orders. If this option isn’t selected, you must click Generate Work Orders on the maintenance plan to generate a new batch.
              1. To run batch generation before the maintenance plan’s Date of the first work order in the next batch, enter a Generation Horizon. For example, a generation horizon of 5 means that a new batch of work orders is generated 5 days before the maintenance plan’s date of the first work order in the next batch. If you don’t specify a generation horizon, it defaults to zero.
              2. If you don’t want a new batch of work orders to be generated until the final work order in the current batch is completed, select Generate new batch upon completion. A work order is considered completed when its status falls into one of the following status categories: Cannot Complete, Canceled, Completed, or Closed.
              A separate work order is created for each maintenance asset for each maintenance date. Therefore, batch size reflects the generation timeframe, frequency, and the number of assets covered by the plan. For example, if the plan covers two assets and has a generation timeframe of 2 months and a frequency of 1 month, four work orders are generated at a time.
            11. If more than one asset is associated with this maintenance plan, select a Work Order Generation Method: one work order for each asset or one work order line item for each asset.
            12. If work order generation method is One work order line item per asset, select a Service Appointment Generation Method: one service appointment for the parent work order or one service appointment for each work order line item.
              To learn more about work order and service appointment generation, see How Do Generation Methods Work?.
            13. Enter a title and description for the maintenance plan.
            14. Save your changes.
            15. Add assets covered by the plan in the Assets related list. Maintenance assets inherit their plan’s work type and date of the first work order in the next batch.
              Note
              Note To control which fields appear in the related list, edit the Related List on the Maintenance Assets page layout in Setup.
            16. To use advanced recurrence, add maintenance work rules in the Maintenance Work Rules related list to schedule maintenance for all of the plan’s assets. These rules act as the default for any assets without their own maintenance work rules. If not all assets are covered by the same maintenance schedule, add maintenance work rules to those assets to override the maintenance work rules on the maintenance plan.
            17. If you didn’t select the option to auto-generate work orders, click Generate Work Orders on the maintenance plan to generate a batch of work orders. Otherwise, they’re automatically generated for you.

            Generation can’t create a combined total of more than 2,600 work orders and work order line items at a time. To decrease the number of work orders and work order line items generated, make one of these changes:

            • Increase the Frequency value
            • Decrease the Generation Timeframe value
            • Remove assets from the maintenance plan

            See Also

             
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