The Importance of Setting Maintenance Work Request Notifications in Plex ERP Systems

In today's fast-paced industrial environment, effective communication and timely responses are crucial for maintaining operational efficiency. One of the key features of the Plex ERP system is its Maintenance module, which includes integrated notification capabilities. 

Setting up maintenance work request notifications not only streamlines communication but also enhances the overall maintenance process. In this blog post, we will explore the importance of these notifications and provide a flowchart to illustrate the steps to resolution.

Why Set Up Maintenance Work Request Notifications?

Improved Response Times: Notifications ensure that relevant personnel are immediately informed of new work requests, overdue preventive maintenance (PM) tasks, and completed work requests. This leads to quicker response times and minimizes downtime.

Enhanced Accountability: By notifying the "Requested by" user upon completion of a work request, accountability is reinforced. Users can track the status of their requests and follow up as necessary.

Customizable Filters: The ability to filter notifications based on various criteria (e.g., Equipment ID, Work Request Type) allows for tailored communication. This ensures that the right people receive the right information at the right time.

Integration with SMS: The option to add SMS phone numbers in the email field allows for immediate alerts, ensuring that critical notifications are not missed, even when users are away from their desks.

Streamlined Processes: Automating notifications reduces the manual effort required to communicate work requests, allowing maintenance teams to focus on their core responsibilities. 

Detailed Steps:

Configure "Send Mail to Group": 

Ensure that the customer setting “Send Mail to Group” in the “Work_Request” setting group is configured correctly. If this setting is "off," check the Equipment Type screen for any assigned groups.







Work Request Creation Notifications:

Enable the "Email on New Request" setting.

Depending on the "Email Source," configure recipients accordingly (either from the equipment record or the specified Email Group).

PM Overdue Notifications:

  • Set "Email Assigned Upon Past Due" to "PM Only."
  • Ensure the "Email Group" setting is configured to receive notifications.
Work Request Completed Notifications:
  • Set “Email Requested By Upon Completion” to notify the user upon completion.
Automatic Email Notification Module:
  • Enable “Use Notification System For Work Requests.”
  • Add notifications to the active list and configure filters based on user preferences.
Utilize Tokens: 

For the "Work Request Creation" notification, leverage tokens for personalized email content.

Conclusion

Setting up maintenance work request notifications in the Plex ERP system is essential for enhancing communication, accountability, and efficiency within maintenance operations. By following the outlined steps and utilizing the integrated features, organizations can ensure that their maintenance teams are well-informed and responsive to the needs of the business. Embracing these capabilities not only streamlines processes but also contributes to a more proactive maintenance culture.

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