# MaintainIt Help MaintainIt by [IMAGINiT Technologies](https://www.imaginit.com/services/consulting-professional/facilities-management) is a companion app to the Corrective and Preventive Maintenance applications in Archibus Web Central. It is aimed at maintenance staff, particularly technicians and supervisors. It is meant to put access to critical functions into the hands of staff as they work in the field.

### Jump right in


Getting Started	A Quick Overview	icon_get_started_color_236x132.png	Quick Start
Maintenance Requests	Manage corrective and preventive maintenance requests.	icon_maintenance_color_236x132.png	View Work Requests
Assets and Equipment	Add and update your Asset Inventory	icon_equipment_color_236x132.png	Manage Equipment

### See a Demo **Want to See MaintainIt in Action?** [Contact Us](https://www.imaginit.com/contact-us/Type/Info?Referer=FM+Solutions) to Request a Demo. We're happy to answer any additional questions might have. # Quick Start Just the highlights so you can get going right away. MaintainIt is a flexible web-based app that can run in any modern browser on your phone, tablet, or desktop computer. Just go to the your companies link, log in, and you're ready to go. The link for your organization will look something like the following. Talk to your facilities manager for the details. * * ## Manage Your Work Once you log in, you'll see your assigned work. Supervisors will see all their team's work. Work Requests are grouped by status by default, but you can change that with the Group By drop down selection. Select a section to see all the requests for that status or other grouping.

The Home Screen for Technicans and Supervisors

Select a work request to view and edit it. Tabs across the bottom give you access to other data.

See the [Manage a Work Request](/maintenance/manage) section for more details. ## Equipment and Assets MaintainIt allows you to easily add and update asset data in the field. Select Equipment from the main menu to search your inventory. Type or tap the QR icon to scan and search using your device camera. MaintainIt support scanning text via barcode, QR Code, and Archibus Workplace URL QR Codes.

Search for Equipment by Typing or Scanning

See [Manage Equipment](/equipment/manage) for more details. # App Installation Install MaintainIt as a Progressive Web App (PWA) MaintainIt does not currently have a native app available from the Apple App Store or Google Play. However, you can use the Progressive Web App support on mobile browsers to install it with it's own icon on your phone or tablet's home screen. ### Installation #### Google Chrome logo

Google Chrome 1. Open MaintainIt in Google Chrome on your phone or tablet. 2. Tap the menu button (). 3. Tap "Add to Home Screen" 4. Optionally, you can change the label text. 5. Tap "Add". 6. Tap "Add" again to save automatically to the first open spot or long-press and drag the icon to place it in a specific spot. #### Apple Safari logo

Apple Safari 1. Open MaintainIt in Safari on your iPhone or iPad. 2. Tap the Share button (

). 3. Scroll down and click "Add to Home Screen" 4. Optionally, you can change the label text. 5. Tap "Add". 6. The icon will save automatically to the first open spot. #### Microsoft Edge logo

Microsoft Edge 1. Open MaintainIt in Edge on your phone or tablet. 2. Tap the menu button (

). It is usually in the bottom-right corner on the toolbar. 3. The bottom half of the screen will show the menu. You usually have to swipe to the left to see the next page of icons. 4. Tap "Add to Phone" (

). 5. Tap the "Install" option. 6. Tap "Install" again on the confirmation popup. 7. Tap "Add" to save automatically to the first open spot or long-press and drag the icon to place it in a specific spot. # User Settings Settings that can be adjusted per user and device. To adjust settings for this device, tap the hamburger menu at the top, right corner and then tap Settings.

## User Interface Settings ### Dark Mode MaintainIt supports a dark theme for reducing eyestrain. Slide the slider to immediately enable Dark Mode. This setting will be saved locally on the device.

### Font Size You can change the global font size for your user. This will scale all text and icons. This setting will be saved locally on the device.

### Default Work Request Grouping You can set the default "Group By" value used on the technician's summary page. This setting will be saved locally on the device and override the global default set by the system administrator. ## Barcode/QR Code Scanning Settings ### Live Code Tracking Type The scanner can be set to track barcode and QR codes that come into the camera's range live on the screen. By default, a green outline is used. The options are detailed below. | Option | Description | | ---------------- | ------------------------------------------------------- | | Green Outline | Green box shows around the code. | | Yellow Outline | Yellow box shows around the code. | | Red Outline | Red box shows around the code. | | Code Value Label | A label with the code's text value shows over the code. | | No Tracker | Turns off live tracking. | ### Play Sound on Scan You can turn on a beep sound that will play when the scanner successfully scans a barcode or QR Code. It is off by default. ## Actions ### Clear App Cache and Reload This action clears the browser cache and reloads the app. This is useful when a new version has been deployed and the browser is retaining the old version in its cache. ### Delete Checklist Photo Cache This action allows you to delete any cached (saved) photo data from the device. For increased performance, photos are sometimes saved to the server so they don't have to be downloaded and displayed each time. This can make it difficult to update or change an existing photo. This "Delete" button allows you to clear the saved photo cache to correct this issue. # App Comparison Feature comparison for Archibus mobile apps

Maintenance Feature	Archibus Mobile Client	Archibus OnSite	MaintainIt
Craftsperson Manage Assigned Work	true	true	true
Supervisor Manage Team Work	true	false	true
Forward Requests	true	false	true
Approve Requests	true	false	true
Dispatch Requests	false	false	true
Labor Hour Logging	true	true	true
Estimates	true	false	false
Schedule Labor	true	false	true
Parts	true	false	true
Tools	true	false	true
My Submitted Requests	true	false	true
Link New/Related Requests	true	false	true
Checklists	true	true	true
Self-Assign	true	true	true
Timer	true	true	true
Unlimited Documents	false	true	true
Activity Feed	false	true	true
View Floor Plans	true	true	false
Bar/QR Code Scanning	true	true	true
Call/Message/Email Requestor	false	true	true

Asset Feature	Archibus Mobile Client	Archibus OnSite	MaintainIt
Add/Register New Equipment	true	false	true
Search Equipment Inventory	false	false	true
View Equipment Details	false	true	true
Edit/Update Equipment	false	false	true
View Maintenance History	false	true	true

App Feature	Archibus Mobile Client	Archibus OnSite	MaintainIt
Runs in Browser	false	false	true
Runs as Dedicated App	true	true	false
Runs as Progressive Web App	false	false	true
Phone Support	true	true	true
Tablet Support	true	true	true
Desktop Support	false	false	true
Offline Support	true	true	false
Live Connection	false	true	true
Track User Logins	true	false	true
Push Notifications	false	true	false
In Active Development	false	true	true
Android Support	true	true	true
iOS Support	true	true	true
Windows Mobile Support	false	false	true
SAML SSO Supported	true	true	true
No Additional Servers Required	true	false	true
No Username Requirements	true	false	true

{% hint style="info" %} Features are accurate for the current versions listed apps as of 8/25/2025. This includes Archibus Mobile Client 4.0 (Maintenance and Asset Registration apps), OnSite V6, and MaintainIt 1.7. Features for Eptura developed apps are also available [here](https://knowledge.eptura.com/Archibus/Archibus_OnSite/0018_OnSite_Overivew/1020-Compare_OnSite_and_the_Maintenance_Mobile_App). {% endhint %} # Revision History MaintainIt Revision History ## Version 2.8 *Unreleased* 1. Floorplan Support 1. Allows selecting a room from a floorplan on some forms. 2. Maintenance 1. View the location of the active work request on a floorplan to help find it to perform work. 2. View the work request locations of all work requests in a the current list on a floorplan. ## Version 2.7 *Unreleased* 1. Inspections module 1. Supports the following: 1. Asset and Equipment Surveys 2. Condition Assessment Projects 2. Module can be disable globally. 1. If enabled, a security group controls whether users can see the link in the menu. ## Version 2.6 *Unreleased* 1. Batch work request actions for craftspersons/technicians 1. Allow performing actions on multiple work requests from any work request list. 2. Tap the card icon to enabled selecting. 3. Shared actions for the selected work requests will show in an action bar at the top of the list. 4. Supported batch actions: 1. Dispatch 2. Change Status (Cancel, Issue, On Hold, Stop, Complete, Close) 3. Forward (supervisor only) 4. Self-Assign 5. Assign Craftsperson (supervisor or planner only) ## Version 2.5 *Released: 8/14/2026* 1. New Setting for Map Search URL. 1. Allows administrator to set what map site/application to use for Building Address links. 2. Asset Attributes 1. Added support for viewing, adding, and editing Asset Attributes for equipment. 3. Allow re-issuing On Hold work requests. 1. The "Issue" action shows in the menu on the update screen for On Hold work requests. 4. Add security group to control add button for non-Craftsperson users. ## Version 2.4 *Released: 3/31/2026* 1. Equipment 1. Update starting page of console with icon to make it clearer that a search is needed. 2. Add "Last Meter Reading" and "Meter Units" fields to equipment forms. 3. Support promoted and user-defined fields for equipment. 1. Promoted fields will show in the View, Add, and Edit Equipment screens. 2. Work Timers 1. Corrected some saving inconsistencies. 2. Added a timer icon on the work request cards with active timers in work request lists. 3. Added a Notifications link on the main menu that lists active timers and allows you to tap them as a shortcut to the work request. ## Version 2.3 *Released: 3/11/2026* 1. Fix issue with scrolling on value prompts when in desktop size. ## Version 2.2 *Released: 3/5/2026* 1. New Settings 1. Allow assigning labor to craftspersons outside of the user's assigned work team(s). 2. Allow hiding Parts, Tools, and Other Costs tabs in MaintainIt work request details while leaving them showing in the Maintenance Console. 2. Work Request Lists 1. Show the "Equipment Code" and "PM Procedure Code" on the cards for PM work requests. 2. Add "Building Name" as a searchable field in the search box. ## Version 2.1 *Released: 1/29/2026* 1. Correct issues with dispatching for different SLA options. ## Version 2.0 *Released: 1/8/2026* 1. Update to React 19 and MUI 7. 2. Display/style fixes 1. Dark mode improvements. 2. Fix scrollbar issues in Microsoft Edge. 3. Version Checking 1. App will check for a new version and hard reload if one is detected. 2. This helps avoid caching issues after an app update. 4. Updated User Settings page. 1. Added action to clear cache and reload the app. 2. New barcode scanning options. 3. Updated look with collapsible sections for clarity. 5. Login screen 1. Updated to the newest Archibus logo from Eptura on the login screen. 6. Add support for assigning a work request to a work order. 7. Corrected issues with self-assigning a work request for SLAs that have workflow steps. 8. Work Request List Fixes/Improvements 1. Exclude completed work from the "My Assigned Work" section. 2. Allow seeing assigned work even if it is not on your work team. 3. Show the work request status in lists that are not grouped by status. 4. Added a Status filter for lists not already grouped by Status. 9. Work Request Editing 1. Improve performance of status change dialog. 2. Add confirmation to avoid losing changes on the details tab when you switch to another tab without saving. 3. Added button to view equipment details next to the Equipment Code in the details tab. 10. Improve loading indicator on Equipment page. 11. Improved barcode/QR code scanner 1. Improved display and fixed display bugs at certain screen sizes. 2. Zoom and light options show as icons next to the scan window. 1. Icons only shown if supported by the selected camera. 3. New Feature: Beep sound upon successful scan. 1. Sound is off by default. 2. The sound can be turned on in User Settings. 4. New Feature: Live on-screen barcode and QR code tracking. 1. Default is a green outline to highlight barcodes/QR codes. 2. The tracker type can be changed or turned off in User Settings. 3. Options include: 1. Green, Yellow, or Red outline 2. Text value label 3. No Tracker (off) ## Version 1.8 *Released: 11/3/2025* 1. Fix data restriction on "My Assigned Work" list. 2. Add Building Code or Name (depending on setting) to the Work Request list cards. 3. Add paging to Work Request and Equipment lists. 1. Page controls show at bottom. 2. New administrator setting for list page size. 4. Equipment search shows total results instead of the page total. 5. Show record count after title in Work Request lists. 6. Update style for empty list messages. 7. Add "Assigned To" as a Group By option for work requests. This groups by the assigned craftsperson/technician. 8. Add "Default Work Request Grouping" on the Settings page that can override the global setting per user. ## Version 1.7 *Released: 8/21/2025* 1. Updated to the new "Archibus by Eptura" logo on the login screen. 2. Improved display of currency fields. 3. Added Font Size option under User Settings. 4. Added Account Code and Cost fields to the Work Request update screen. 5. Fixed some display issues in Dark Mode. 6. Usage Tracking 1. New Setting to record app logins. 2. New report to view usage statistics in Web Central. ## Version 1.6 *Released: 5/20/2025* 1. First production release. 2. Added Timer function to capture work time and create Work Log entries. 3. Added Meter Reading field to Work Request update screen. ## Version 1.2 *Released: 8/22/2024* * First Beta release. # View Work Requests View and organize your work to find what you need.

The Home Screen for Technicians and Supervisors

When you log into MaintainIt, you will be presented with a list of grouped work. By default work requests are grouped by Status, but can also be grouped by Site, Building, Problem Type, Priority, Date, and more. Clicking a grouping lets you view all the work requests for that group. The "Other Actions" section has some additional buttons to quickly view the work you want: 1. **My Submitted Requests** - All the work requests you personally submitted. 2. **My Assigned Work** - Only work requests you are assigned to as a craftsperson/technician. 3. **View All Requests** - See the whole list of everything you are allowed to see based on your user and role settings. ## Search and Filtering Select a group or Other Action to view the associated Work Request list. You will see the list of requests for the selection you made. At the top are search, sort, and filter options. If there are enough records, they will be split into pages. Use the page controls at the bottom to navigate the pages.

### Search Tap the search box and begin typing to start searching the Work Requests in the current list. Alternately, you can tap the QR Code icon to scan a barcode or QR code with your device camera and search from the scanned value. The search box will perform a fuzzy search (matching parts of words) for the following fields: 1. Work Request Code 2. Work Description 3. Problem Type 4. Building Code 5. Requestor 6. Equipment Code ### Filter In addition to the search box to filter the list, there is a quick filter menu. Click the filter icon to the far right of the search box. This lets you quickly filter to only Corrective or only PM (Preventive) work requests. By default, All work requests are shown. For lists that are not grouped by Status, a "Status" option will show in the filter menu. Select a Status from the list to only show records in that Status.

### Sort By default, the newest Work Request are shown first. If you would prefer to see the oldest first, tap the sort icon to the immediate right of the search box and select that option.

# Enter a Work Request How to submit a new work order. Technicians, Supervisors, and End Users can enter new Work Requests in MaintainIt. Click the big + button at the bottom, right corner from the home page or work request list to enter a new work request.

Maintenance Home Page — Technician/Supervisor Home Page

Fill in the required fields and click the Save button to submit. Afterwards you'll receive the Work Request Code for reference. The Equipment section and Problem Type field can be hidden based on system and user settings.

The "Assign and Issue to Myself" slider only shows for technicians and supervisors and can be disabled by a system administrator. Slide it on to have the work request automatically assigned to yourself and issued so it can be worked on immediately. This is great for issues you notice as you walk through a facility. # Manage a Work Request Update information or change the status of a Work Request.

After selecting a Work Request from a list, you can manage that work request if you are the Supervisor or assigned Craftsperson/Technician for that request. You will start on the details tab where you can update work request information. ### Update Work Request Information Based on your user permissions and the status of the request, you can update many of the work request fields as needed to clarify information or correct mistakes. You can also enter Craftsperson/Technician Notes. For Corrective Maintenance requests, you click the phone number of the Requestor to launch the phone app on devices that support it. Similarly, clicking the Building Address will launch the Google Maps app or website on the device. ### Work Request Details Across the bottom of the screen are addition icon buttons where you can add or update additional information for this request, such as adding labor hours, parts, or documents and pictures. Some tabs will show a number in the top, right corner to indicate the number of things already assigned. The currently selected tab will be highlighted in a gold colored circle. For smaller phones, you can tap and drag to slide the icons left and right to see any icons that may be off-screen. The icons and their labels are below. See the subsections for more details on each tab.

# Update the Status Update a Work Request's Status Select a Work Request from a list to [manage it](/maintenance/manage). You will start on the first tab, which is the Work Request details tab. The 3 vertical dot menu in the top, right corner has a list of possible actions. These actions vary based on the current status of the request. This allows you to change the status of the request or perform actions such as Forwarding the work to another team or supervisor and creating a new linked request. Click the new status you which to change to (Issued, Hold, Complete, etc.). Based on your organizations settings you may or may not be required to enter comments before completing the status change.

# Assign Labor Assign a Work Requests to a Technican and Log Labor Hours Select a Work Request from a list to [manage it](/maintenance/manage). Then select the Labor tab (people icon). From the Labor section, you can assign new personnel to work on the request and log time to the request. Existing Assignments and Work Logs will show. Tap an assignment or work log to update it. If you do not have permissions to update, this won't do anything. Supervisors can edit any record. Craftspersons/Technicians can only update their own Work Logs.

## Assigning Work to a Technician If you are a supervisor or a technician that is marked as a Planner, you can assign other people to your work requests. Click the + button and select "Assign Craftsperson" from the pop up menu. Regular craftspersons/technicans that are not Planners will be taken directly to the Work Log screen and won't see the menu pop up.

Select the Craftsperson from the list. You may optionally fill out the other fields. If you do not select a Date and Time Scheduled, the current date and time will be used. Click the Save button to save the assignment. If the work request is already Issued, the assignee will be notified immediately, otherwise they will be notified at the time the work request is issued. {% hint style="info" %} In order for the craftsperson to receive email, the "Notify Craftsperson" option must be checked in the [Service Level Agreement](https://help.archibus.com/user_en/archibus.htm#../Subsystems/webc/Content/fim/managing_wc/update_user/sec_group_to_roles.htm) (SLA) in Web Central. {% endhint %} ## Log Work Hours Technicans and Supervisors can log their labor hours for work requests. Click the + button and select "Work Log" from the pop up menu. Regular craftspersons/technicans that are not marked as Planners will be taken directly to the Work Log screen and won't see the menu pop up.

By default, your Craftsperson Code will be filled in. Supervisors can change this to enter hours for other team members. For accurate timekeeping, it's helpful to fill in the Date Started field to make sure the hours are logged to the correct day. Otherwise, the only timestamp available is the date and time the hours were entered. Fill in one or more of the Hours fields. The different fields (Regular, Overtime, and Doubletime) correspond to the matching hourly rates that can be set for each craftsperson for calculating labor costs. Click the Save button to save the log. # Using the Work Timer Track Work Time with the Built-In Timer In addition to manually entering your hours in a [Work Log](/maintenance/manage/labor#log-work-hours), you can start and stop the app's built-in timer to to automatically calculate and save the elapsed time to a Work Log.

To use the time, do the following: 1. Open a Work Request you have permissions to edit as a craftsperson. 2. Tap the green "Start Timer" icon at the bottom, left of the Work Request Form tab. 1. The icon will turn red to indicate the timer is now running. 2. A new Work Log with the Start Date and Time is saved. 3. You can move to other tabs or sections of the app while it runs. 3. Once you've finished, tap the red "Stop Timer" icon to stop the timer. 1. The the End Date and Time and elapsed hours will save to the Work Log. > **Note:** This feature can be globally enabled or disabled by the System Administrator. When disabled, the timer icon will not show at all. See the [MaintainIt Settings](/system-administration/settings) section for more information. # Assign Parts Add parts to a Work Request. Select a Work Request from a list to [manage it](/maintenance/manage). Then select the Parts tab (bolt and nut icon). The Parts tab shows any assigned parts used on this Work Request. Part costs are calculated automatically and saved to the request. Tab a part to update it.

## Add a Part Click the + button to add a new part to the current Work Request.

Click the Part Code field to select a part from inventory. The location where the part is stored and the quantity available are shown under each part description. Use the search field to narrow down the results. Selecting a part will fill in the Part Code and Storage Location Code. If you want to track estimates, fill in the Quantity Estimated. Enter the Quantity Used to accurately track usage and costs. Additional Comments are available to leave notes. # Assign Tools Reserve Tools for Use on a Work Request Select a Work Request from a list to [manage it](/maintenance/manage). Then select the Tools tab (hammer and wrench icon). On the Tools tab you can reserve tools and work equipment and track hours of use. Tool costs (if applicable) are calculated automatically and saved to the request. Tap a tool to update it.

## Add a Tool Click the + button to add a new tool to the current Work Request.

Click the Tool Code field to select a tool from inventory. The tool type and location where the tool is stored are shown under each Tool Code. Use the search field to narrow down the results. Tap a tool to select it and fill in the Tool Code on the form. You can enter a Date and Time Started and Date and Time Finished to reserve the tool for a specific time frame. Enter the hours used if your organization would like to track that information. Additional Comments are available to leave notes. # Assign Costs Assign other costs to a Work Request Select a Work Request from a list to [manage it](/maintenance/manage). Then select the Costs tab ($ icon). On the Costs tab you can enter any additional costs necessary. This can be used to track estimates and invoices or enter ad-hoc parts orders and many other things. Tap a cost to update it.

## Add a Cost Click the + button to add a new cost to the current Work Request.

Click the Other Resource Type field to select a category for this cost. The "Date Used" will default to the current day, but can be updated. Enter the "Quantity Used" if applicable. Enter the Total amount for this cost in the "Actual Cost" field. Note that the "Actual Cost" will not be multiplied by the "Quantity Used". Additional Comments are available to leave notes. # Checklists Fill out checklists for maintenance tasks. Select a Work Request from a list to [manage it](/maintenance/manage). Then select the Checklists tab (checklist icon). Preventive maintenance requests can have one or more [checklists](https://help.archibus.com/user_en/archibus.htm#../Subsystems/webc/Content/web_user/on_demand/checklist/define_checklst.htm) assigned. This allows Technicians and Supervisors to fill out simple or detailed questionnaires to document the Work Request. This can be especially useful for tasks related to mandatory compliance tasks. These checklists match the ones available in the [Maintenance Console](https://help.archibus.com/user_en/archibus.htm#../Subsystems/webc/Content/web_user/on_demand/console/complete_checklist_cf.htm).

All assigned checklists for the current Work Request will be listed on the Checklists tab. In some cases, checklists are dependent on each other. This means you have to complete the first checklist before the next one is shown. Each checklist card shows the percent complete and the status. If no checklists are assigned, the checklist icon/tab will not show at all. Tap a checklist to edit it.

Checklists can include many different types of questions, including multiple choice with a single answer, multiple choice with multiple answers, freeform text fields, documents, measurements, and more. It is also possible to set up follow-up questions based on the answer to a question. Answers are saved as you select them. Once all required questions are answered, the icon to complete the checklist will show at the top, right corner. All assigned checklists must be complete before the Work Request can be completed. {% hint style="info" %} Once you complete a checklist, it can no longer be edited. {% endhint %} # Add Documents and Pictures Add documents or pictures to a Work Request Select a Work Request from a list to [manage it](/maintenance/manage). Then select the Documents tab (paper icon). On the Documents tab you can capture pictures from your device camera or upload documents to the Work Request. The top section holds 4 document or pictures. The bottom section allows you to upload an unlimited number of other documents and pictures, or link to online documents.

## Upload Photos or Documents The top section has 4 places to upload documents. These correspond to the Document 1 through 4 fields in the Maintenance Console. If a photo is uploaded already the box will show a thumbnail preview image. If a document is uploaded it will show an icon indicating what type of file it is. Empty document spots will show a **+** button in the center. Click or tap the **+** in the box. On a desktop computer that will open the system dialog to select a document or picture for upload. On a phone or tablet that will open the device camera to capture a photo. Depending on the mobile device's operating system, you may also be able to upload a document or photo from your device gallery. ## Upload Additional Documents The bottom section allows you to upload an unlimited number of additional documents and photos as well as link to online resources. Click the **+** button in the bottom, right to go to the Add Document page. ### Upload Document

Enter a Document Name. Click the + in the document box to upload or capture your document or picture. You can optionally add a description. Switching on the "Lock Document?" option prevents other users from updating or replacing this document. Click the "Save" button to save the document. ### Link to a URL

To reference an external online document or image, switch on the "Link Document?" option. The document box will hide and the Document URL field will show. Enter the URL and tap "Save". ## Delete a Photo or Document To delete a photo or document from the top section, click the X button at the bottom, center of the document box. To delete a document or link from the bottom Additional Documents section, tap the pencil icon on the right side of the document card. Then click the trash can icon at the top, right to delete the record. # Reference Documents View Reference Documents for the Work Request Select a Work Request from a list to [manage it](/maintenance/manage). Then select the References tab (paperclip icon). On the References tab you can view any reference documents associated with the current request. Documents or links get associated based on the parameters of the request, such as PM Procedure, Equipment Standard, Building, etc. Click a card to view the document.

See the [Archibus help](https://help.archibus.com/user_en/archibus.htm#../Subsystems/webc/Content/background_gen/ref_docs_manage.htm) about how to set up Reference Documents. # Work Request History View the history of a Work Request Select a Work Request from a list to [manage it](/maintenance/manage). Then select the History tab (clock icon). The history of a work request is tracked by the system and available to view in MaintainIt. This includes all status changes and forwarding a request. The history shows the date and time each action occurred and who performed it.

{% hint style="info" %} The history will show SYSTEM as the user for any action automatically performed by Archibus based on the [SLA](https://help.archibus.com/user_en/archibus.htm#../Subsystems/webc/Content/web_user/service_desk/sd_manager/sla_concept.htm). {% endhint %} # Comments Add comments to a Work Request Select a Work Request from a list to [manage it](/maintenance/manage). Then select the Comments tab (speech bubble icon). Technicians and Supervisors can add comments to a Work Request. These comments can help keep the relevant parties updated on progress. These comments match the comments available in the [Maintenance Console](https://help.archibus.com/user_en/archibus.htm#../Subsystems/webc/Content/web_user/on_demand/console/activity_and_doc_tab.htm).

# Manage Equipment MaintainIt allows you to manage your asset inventory in the field. Update information about existing assets or add new ones to inventory. Search by typing text or by scanning a barcode or QR code.

Open the menu to access the Equipment section.

### Manage Equipment Click the menu icon in the top, right corner and tap "Equipment". Type or tap the QR icon to scan and search using your device camera. MaintainIt support scanning text via barcode, QR Code, and Archibus Workplace URL QR Codes. If there are enough records, they will be split into pages. Use the page controls at the bottom to navigate the pages. The search bar searches the following data fields: 1. Equipment Code 2. Asset ID 3. Equipment Standard 4. Manufacturer 5. Model Number 6. Serial Number 7. Comments 8. Equipment Description

Select a piece Equipment to edit it the record. Click the "+" button to add a new asset to the inventory.

Edit Existing Equipment Records (tablet view)

# User Permissions Set who is allowed to add or edit equipment in MaintainIt. ## Control Feature Access System Administrators can determine who is allowed to add or edit equipment assets within MaintainIt. Access to these features is controlled by Archibus Security Groups. Security Groups are typically managed at the role level, but can be applied directly to individual users as well. The ability to add and edit equipment are controlled by separate security groups. By default, those groups are EQ-ADD and EQ-EDIT respectively. There are settings to change which security group to use for controlling add and edit permissions. Those settings are *MaintainIt\_EquipmentAddSecurityGroup* and *MaintainIt\_EquipmentEditSecurityGroup*. See the [Settings ](/system-administration/settings)section for more information on how to change those.

If a user does not have the edit Security Group, they can search and view equipment records in read-only format. Users without the add Security Group will not see the + button to add new equipment records. ## Assigning Security Groups Security Groups are typically assigned at the role level. To do that, navigate to System > Archibus Administrator - User and Security > Assign Security Groups to Roles. See also: [Archibus Help Article](https://knowledge.eptura.com/Archibus/Administration/3576-Archibus_Administrator_-_User_and_Security/3578_Security_Groups_and_Roles/4583-Assign_Security_Groups_to_Roles) Security Groups can be assigned directly to users via one of the 10 Security Group fields in the user record. This typically requires using Archibus Smart Client application to directly edit the User (afm\_users table) record. # System Requirements System Requirements for MaintainIt MaintainIt is a flexible web-based app that can run in any modern browser on your phone, tablet, or desktop computer. Just go to the your companies link, log in, and you're ready to go. ## Supported Browsers The MaintainIt app can run on any modern browser and device. * Google Chrome * Mozilla Firefox * Microsoft Edge * Apple Safari ## Supported Archibus Versions MaintainIt runs within an existing Archibus installation. MaintainIt requires an on-premise or cloud hosted implementation of Archibus. The Archibus SaaS platforms (Commercial and Government) are not currently supported due to limitations for deployment. **MaintainIt runs in Archibus version 2023.01 or higher.** {% hint style="info" %} In order for the device camera functions to work, such as scanning barcodes and QR Codes or taking and attaching a picture, the Archibus installation must have SSL enabled (the site URL will start with https). {% endhint %} ## Supported Authentication MaintainIt supports the same authentication as Archibus Web Central. This includes: * Single Sign-On (SSO) via SAML * LDAP authentication * Archibus Authentication # User Setup How to set up users for MaintainIt ## User Types There are 3 types of users supported by MaintainIt. Each has different default privileges for viewing and interacting with work requests. 1. **Craftsperson/Technician** 1. Can see and manage work requests directly assigned to them. 2. Can see work requests available for self-assigning. 3. Can see and manage work requests where they are assigned as a substitute. 4. Can see work requests they entered as read-only unless they have also been assigned as a craftsperson. 2. **Supervisor/Manager** 1. Can see and manage all work requests in every assigned work team. 2. Can see and manage work requests where they are assigned as a substitute. 3. Can see work requests they entered as read-only unless they have also been assigned as a craftsperson or the request is assigned to one of their work teams. 3. **Requestor/Customer/End User** 1. Can submit new work requests. 2. Can view their submitted work requests. ## Managing Work To manage work requests, the user must have a Craftsperson record set up where the User email matches the Craftsperson email. The Craftsperson record is the most import record to determine the level of access a user has in MaintainIt, just like the Maintenance Console in Web Central. If the "Is Supervisor?" field in the Craftsperson record is set to "Yes", they are considered a supervisor and have the abilities described above. If "Is Planner?" is set to "Yes" for a regular craftsperson ("Is Supervisor?" = "No"), that craftsperson can also assign additional technicians to their assigned work requests. See the [Archibus help topic](https://knowledge.eptura.com/Archibus/Archibus_Applications_and_Modules/2254-Maintenance/2300-Develop_Background_Data/2312-Define_Craftsperson_Daily_Schedules/3314-Define_Trades%2C_Work_Teams%2C_Craftspersons%2C_and_Supervisors) for more information about setting up these records. {% hint style="info" %} If your user has a Craftsperson record, but still isn't seeing work requests as expected, make sure the email address matches *exactly* between the User record and Craftsperson record. Using the "Link" button on Define Craftspersons in Web Central can help with this. {% endhint %} If no Craftsperson record exists, the user will default to being a Requestor/Customer/End User. # MaintainIt Settings Update global settings for the MaintainIt app MaintainIt has many settings that allow you to dial in the user experience and business requirements to best serve your organization. Administrators can access the MaintainIt Settings by going to System > Mobile Apps Manager > MaintainIt Settings.

MaintainIt recognizes some Archibus settings that also apply to the Maintenance Console in Web Central, such as the *ShowPartsInWrDetails* and *ShowProblemTypesOnReportProblem* parameters. The MaintainIt Settings view lets you update these all in one place. Settings specific only to MaintainIt will have Setting IDs that start with "MaintainIt\_". Select a setting on the left. You will see a description of what the setting does along with what values are valid (if applicable). Most settings use the number "1" to indicate Yes/On/Enabled and the number "0" to indicate No/Off/Disabled. Click the "Save" button to save your setting change and automatically reload the settings for immediate use. {% hint style="info" %} Note that any actively logged in users will need to refresh to see the effects of the updated setting. {% endhint %}