Maintenance Permissions, Notifications, and Configurations Overview

The Maintenance Permissions, Notifications, and Configurations are settings that must be set up properly so that the Maintenance feature flows efficiently and effortlessly for your organization. The following will review all available Maintenance permissions, notifications, and configurations, as well as best practices for setting them up for your company.

For step by step instructions on how to set up Permission Codes and assign them to Permission Groups, view:

Permission Requirements:

  • Power Users may access and edit all permissions, notifications and configurations.
  • Users with the “Permissions” permission enabled may configure Maintenance permissions and notifications.
  • Users with the “Configurations” permission enabled may edit Maintenance Configurations.

💥 Maintenance is a premium product and requires a separate license. Please contact your Account Manager for more information on premium product licenses or reach out to Customer Support at [email protected] or call 888.836.6269.

In this article:

Maintenance Permissions Overview

The following permissions are available for Maintenance:

Permission Allows User To
Create Maintenance Requests Create new maintenance requests
View Maintenance Requests View maintenance requests grid and maintenance request details page
Edit Maintenance Requests
  • Edit, bulk assign, acknowledge, resolve, or decline maintenance requests
  • Allocate part to existing Maintenance Request
Delete Maintenance Requests Delete maintenance requests
Create Maintenance Entries Create, edit and delete maintenance entries
View Maintenance Entries View maintenance entries
Create Work Orders
  • Create new work orders
  • Edit Work Orders (that they have created)
  • Assign Cost Codes to Work Orders
View Work Orders
  • View work orders
  • Allocate part to existing Work Order
Edit Work Orders
  • Edit all work orders (even if you did not create it)
  • Allocate part to existing Work Order
View Preventative Maintenance
  • Access to the Preventative Maintenance tab in the Maintenance Feature
  • View, trigger, reschedule, or cancel upcoming Preventative Maintenance
  • View default Cost Codes at the Service level
Maintenance Settings
  • Access Settings > Maintenance Tab
  • Create, view, edit, delete Services and Preventative Maintenance Packages
  • View, trigger, reschedule, or cancel upcoming Preventative Maintenance
  • Modify or clear default Cost Code at the Service level  

Other suggested permissions needed for Maintenance:

Permission Allows User To
Settings > Configurations

This is necessary to edit the Maintenance Configurations:

  • Tenna Work Order Title Number
  • Maintenance Types
  • Default Values
Manage Inspections Assign inspections to Maintenance Requests
Manage Part Request Allocate parts to a Work Order or Maintenance Request

Approvers and Mechanics are roles that are chosen when a Maintenance Request or Work Order is created. These roles serve a purpose in the Maintenance workflow and require the following permissions:

Tenna Maintenance Role Tenna Maintenance Tasks Typical Company Roles / Titles Permissions Needed*

Approver

Approve Work Orders

Shop Manager

Equipment Manager
  • Create Work Order
  • View Work Order
  • Edit Work Order

Mechanic



 Ability to be scheduled and complete the work on a Maintenance Request or Work Order.

Mechanic

Shop Manager
  • Edit Work Order
  • View Work Order
  • Create Maintenance Request
  • Edit Maintenance Request
  • View Maintenance Request

*Note: The above permissions must be enabled for a user to show as an option in the Approver or Mechanic fields.

Maintenance Notifications Overview

Notifications can be configured to be sent to Only Relevant Users or Everybody.

Important! The below notifications must be enabled, in addition to the recommended permissions above, so that the appropriate users receive real time updates.

For example, if a mechanic has all of the necessary permissions to be assigned as a mechanic on a work order, but the “Maintenance Request Assigned to Mechanic” notification is disabled, the mechanic will not be notified when assigned.

Message / Notification Contents Relevant User(s)
Maintenance Request Assigned to Mechanic Notifies the mechanic that they have been assigned to a Maintenance Request. Maintenance Request Assigned Mechanic
Maintenance Request Removed from Work Order A Maintenance Request was removed from a Work Order
  • Work Order Creator
  • Work Order Approver
Maintenance Request Status A Maintenance Request’s status has changed. Maintenance Request Creator
Maintenance Request Updated A Maintenance Request has been updated.
  • Maintenance Request Creator
  • Maintenance Request Assigned Mechanics
Mechanic removed from Work Order A mechanic has been removed from a Work Order.
  • Work Order Approver
  • Work Order Assigned Mechanics that is removed
New Maintenance Entry A new maintenance entry was created.
  • Superintendent(s) and Project/Yard/Office Manager(s) of the asset’s Current Site
  • Users with “Create Work Order” permission
New Maintenance Request A new maintenance request was submitted.
  • Maintenance Request Creator
  • All Mechanics assigned to the asset’s Current Site

Note: This is useful for instances where the Maintenance Request has not been assigned to any mechanics. It notifies all mechanics assigned to the asset’s Site, instead.
New Preventative Maintenance Triggered A preventative maintenance service was triggered. Superintendent(s) and Project/Yard/Office Manager(s) of the asset’s Current Site
New Upcoming Preventative Maintenance Reminder that an asset is due for preventative maintenance.

User(s) chosen as reminder recipients when Service was created.

Note: Any user can be chosen as a reminder recipient. No permissions are needed.
Work Order Approved A work order was approved.
  • Work Order Creator
  • Work Order Mechanics
Work Order Created A work order was created.
  • Work Order Creator
  • Work Order Mechanics
  • Work Order Approver
Work Order Denied A work order was denied.
  • Work Order Creator
  • Work Order Mechanics
Work Order Not Started A Work Order hasn’t been started for so many days.
  • Work Order Creator
  • Work Order Approver
Work Order Overdue A Work Order has been overdue for so many days.
  • Work Order Creator
  • Work Order Approver
Work Order Pending Approval A work order is pending approval.
  • Work Order Creator
  • Work Order Approver

Maintenance Configurations Overview

There are various configurations in the account Settings that can further customize the Maintenance workflow for your organization.

To access these configurations:

1

Click Settings in the top global navigation menu.

2

Select the Configurations tab.

3

Select the Maintenance tab.

4

Modify each configuration based on your organization's preference.

Tenna Work Order Title Number

The automatically generated identifier within the Work Order Title ensures uniqueness and easy differentiation. It increments by one for each new Work Order and remains independent of the user-definable Work Order Number.

Note: Changing this field after the creation of a work order will impact the subsequent numbering sequence assigned to the work order title.

Maintenance Types

Users may assign a Maintenance Type to Maintenance Requests and Work Orders. Maintenance Types can be one of the Tenna default types or a custom type that users configure. Below are details on how to manage Maintenance Types.

View How to Configure Maintenance Types for more information.

Default Values

Set default percentage values for Cost G&A, Billing Markup, and/or Billing Tax. These values will be pre-populated for all users when creating a Work Order. Users will have the option to edit the pre-populated field, if needed.

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