Preventive User Guide

Adding Procedures

Click the Preventive module and navigate to the Procedures tab.

To add a procedure, click the blue Add Procedure button in the top right corner of the page.

Enter the name of the new procedure as well as the Category.

You can enter a Procedure ID, estimated labor time in hours, Notes and any parts or materials needed for the task. These are all optional.
Click Simple Steps to enter one list of steps to perform the procedure OR Click Individual Steps to add each step to the procedure with the ability to check them off as you complete. Within Individual Steps you can create sections with their own steps

Click the "Properties" tab next to "Steps" to toggle on the relevant properties for the procedure.
To add a file to the procedure, click the Files tab next to Properties then click Add File to upload a file from your device

8. When all fields are complete, you can simply save the procedure without activating it or linking the equipment by clicking the white Save Procedure button at the bottom of the page OR you can save and activate the procedure by clicking the blue Activate Procedure button.

Editing Procedures

To edit a procedure navigate to the Actions tab in the Procedures grid and click on the Procedure ID

2. View current information for the procedure and change fields like Name, Category, Property etc. On the right of the page, the editing history can be viewed.

3. Edit Individual Steps and Sections by clicking into the box or Add steps and sections by clicking the respective Add buttons within the steps tab. To edit Simple steps, click into the box and enter new information.

Click the blue Save procedure at the bottom of the page after making any changes.

Filtering the Procedure Grid

Click the Preventative tab and navigate to the Procedures feature.
Filter the Procedures grid using the drop downs at the top of the page. Or click "Show Filters" to see more options.
View all available filters on the right of the page. Click "Save Layout" at the bottom to save the filtered fields for easy access next time.

4. View which filters have been applied to the procedures grid in blue under the filters. Click the x to clear the filter. If multiple filters have been applied, click the x on each to clear a single filter or click Reset All Filters.

Adding and Editing Schedules

Creating a Schedule

Click the Preventive module and navigate to the Schedules tab
To add a schedule, click the blue AddSchedule button in the top right corner of the page.

Enter a name for the schedule and select a procedure from the procedure library, or create a new list of steps. Click "Continue to Properties" on the bottom right to continue.

In the next step, toggle the relevant properties for this PM Schedule. Then, you can assign a user to be the assignee per property and/or set a "Default Assignee" which will be the user the PM task defaults to if an assignee is not specified for that property. Click "Continue to Equipment" to move forward.

In the next step, select the equipment you want this preventative maintenance to trigger for. If you choose "Asset Type" you can select an asset type and asset category that you would like the schedule to trigger for. This will select all equipment listed in that asset type and category.

Alternatively, you can select "Choose" which will allow you to manually toggle on the specific equipment you want associated to this schedule.

6. On the last step, you can set up the schedule.

7. To Exclude Weekends or Holidays, click the grey toggle. If the scheduled date falls on a weekend, it will be moved to the following Monday. If the scheduled date falls on a Holiday, it will move it to the next day.

8. You can override the schedule for a specific piece of equipment by typing the name of the Override Group in the "Override Group" field. If different PM Schedules are placed in the same Override group, it will only trigger one task if they fall on the same date. For example, let's say you have a Monthly Cooler Maintenance schedule and an Annual Cooler Maintenance schedule and they're both set to fire off on January 1st. If you put these two schedules in the same override group, and the fire date falls on the same date, it will only fire the least frequent schedule that day. In this case, it will only fire for the Annual Cooler Maintenance. This allows you to prevent repetitive tasks from creating.

When finished, click Preview Schedule at the bottom of the page to preview the schedule OR click Save for Later to save the schedule as a draft.

If the schedule looks good on preview, you can click "Start Schedule" at the bottom right to activate.

12. Once activated, you can either Pause the schedule, Clone the schedule, or Fire now.

Firing now will allow you to manually create a task without waiting for the next task to fire from the schedule. This will not affect the schedule you created.

Editing a Schedule

You can edit an existing schedule by clicking the Schedule ID on the grid.

Make any changes to the fields by clicking "Edit" next to the relevant area.

If you click "Actions" on the top right, you can Deactivate the schedule.

If you would like to update/edit multiple schedules at once, you can do so by selecting them in the grid and choosing from the options that populate. You can bulk update the status, assignee, start date, Override Group, or enable notifications.

Bulk Importing Procedures

Format Information for Bulk Import

Before you can upload a spreadsheet of your users to Prism, it must be formatted based on the guidelines below. You'll also need to download the Preventive Maintenance Procedures Bulk Import Template CSV file available via the modal when selecting Equipment.

Acceptable formats include CSV and XLS.

Navigate to Preventative > Procedures > Actions > Import. Then you can click "Download PM Prcoedures Template" to download an empty template for importing PM Procedures.

Guidelines for Bulk Import

Field Name	Explanation	What’s Allowed	Example
Name (Required)	The name of the of procedure	No character limit.	Door, Manual Overhead: Annual
Category (Required)	The category the equipment belongs to.	Must match an existing category Building Equipment Electrical Elevators & Lifts Fire & Life Safety Furniture Health & Wellness HVAC Kitchen Equipment Plumbing Security Other	Building Equipment
Steps (Required)¹	Document the steps needed to perform the procedure	Free form text. No character limit. The import will honor line breaks.	Inspect cables for frayed or broken strands or excessive rusting.
Properties (Required)	The properties the procedure belongs to	You must specify your property name as it appears in Prism.	123 Prism St
Notes	Provide any notes on the procedure.	Free form text. No character limit. The import will honor line breaks.	If the door is equipped with intrusion alarms, notify the appropriate person before operating.
Parts	Reference any associated parts, materials or tools needed to perform the procedure.	Free form text. No character limit. The import will honor line breaks.	Ladder constructed according to OSHA/ANSI standards.


UID	The specific location the piece of equipment may be in.	No character limit. The import will honor line breaks.	Across the hallway. 3rd door on the left.
Estimated Labor	Enter in the estimated hours of labor	Expected as hours, numerical value only. Do not specify “hours” in the field.	3.5

Known Issues or Limitations

Issue or Limitation	Comment
Do not save your spreadsheet as a CSV file if it contains lots of UTF-8 characters, such as the accented é in resumé. (Other examples of these "extended" characters include ñ, ü, superscripts, fractions, and currency symbols other than the U.S. dollar, such as the euro symbol €.) Instead, save your file as an XLS.	N/A
¹Steps via bulk import only support free form or simple steps. Individual steps are not supported at this time.	N/A

Exporting Procedures

Click the Preventive tab and navigate to the Procedure Library feature.
Click the Actions tab in the right corner of the page then click Export from the drop down to export the procedures grid.

Bulk Importing Schedules

Format Information for Bulk Import

Before you can upload a spreadsheet of your users to Prism, it must be formatted based on the guidelines below. You'll also need to download the Preventive Maintenance Schedules Bulk Import Template CSV file available via the modal when selecting Equipment.

Acceptable formats include CSV and XLS.

Navigate to Preventative > Schedules > Import Schedules and click Download PM Programs Template to download a blank template.

Guidelines for Bulk Import

Field Name	Explanation	What’s Allowed	Example
Name (Required)	The name of the of PM schedule	No character limit.	Filter Replacement
Property (Required)	The property the PM schedule is being created for.	You must specify an existing property name as it appears in Prism.	1 Post Office Sq
Equipment Category (Required)	The category the equipment belongs to.	Must match an existing category Building Equipment Electrical Elevators & Lifts Fire & Life Safety Furniture Health & Wellness HVAC Kitchen Equipment Plumbing Security Other	Building Equipment
Equipment Asset Type (Required)	Sub category that the equipment belongs to.	You can select an existing Asset Type already entered into Prism or create a new one by defining it here.	Inspect cables for frayed or broken strands or excessive rusting.
External Key	This field can be set with an ID of your choosing. Use it in subsequent imports to update existing records. If the ID is empty then a new record will be created.	100 character limit, no spaces.	123456abcd
Internal ID	Unique Building Engines ID assigned to the piece of equipment. Use it in subsequent imports to update existing records.	The ID is available on equipment exports.	123456abcd
Team Assignee¹	Select an existing Team to be the assignee.	Specify an existing Team from Prism	Team One
Organization Assignee¹	Select an existing Organization assignee.	Specify an existing Organization Assignee from Prism	Elaine Benes
Assignee	Select a default assignee to be assigned the scheduled tasks	Specify an existing user within Prism	Elaine Benes
Start Date (Required)	Set the date the schedule should start scheduling tasks on.	Enter the format as MM/DD/YYYY	01/01/2021
Frequency²	Specify the frequency the schedule should run for	Specify one of the following values daily weekdays weekly monthly quarterly semi-annual annual NOTE: Custom option is not supported via the import	monthly

Known Issues or Limitations

Issue or Limitation	Comment
Do not save your spreadsheet as a CSV file if it contains lots of UTF-8 characters, such as the accented é in resumé. (Other examples of these "extended" characters include ñ, ü, superscripts, fractions, and currency symbols other than the U.S. dollar, such as the euro symbol €.) Instead, save your file as an XLS.	N/A
¹Org and Team Assignee should be removed, Assignee should only be used to specify.	N/A
² Currently the import is case sensitive, specify the frequency in lowercase.	N/A

Exporting Schedules

Click the Preventive tab and navigate to the Schedules feature.
Click the Actions tab in the right corner of the page then click Export Schedule Details from the drop down to export the schedules grid.

Bulk Importing PM Tasks

Click the Preventative Module and the "Tasks" tab. Then click "Actions" to see the Import PM Tasks option.

2. Click "Download PM Tasks Template" to download an empty template

Upload the complete template from your device then click the Import PM Tasks button at the bottom of the page.

Exporting PM Tasks

Click the Preventive tab and navigate to the Tasks feature.
Click the Actions tab in the right corner of the page then click Export All Columns or Export Visible Columns from the drop down to export the tasks grid.

Filtering the Schedules Grid

Click the Preventative tab and navigate to the Schedules feature.
Filter the PM Schedules grid using the drop downs at the top of the page. Or click "Show Filters" to see more options.
View all available filters on the right of the page. Click "Save Layout" at the bottom to save the filtered fields for easy access next time.

4. View which filters have been applied to the schedules grid in blue under the filters. Click the x to clear the filter. If multiple filters have been applied, click the x on each to clear a single filter or click Reset All Filters.