How to Add/Edit Maintenance for Equipment? (v6.0+) - LabCollector

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Are you tired of keeping track of all the maintenance records for your lab equipment manually? Look no further! LabCollector has got you covered.

LabCollector offers a convenient option to add maintenance records for any lab equipment. With this feature, you can easily keep track of all the maintenance activities done for each equipment. No more worrying about missing a crucial maintenance task or struggling to find records from months ago.

The maintenance tab is easy to use and provides a comprehensive view of all maintenance activities performed. You can schedule maintenance tasks, set reminders, and view the history of all maintenance activities.

 For v5.4 & below, please check this KB.

  • It also helps you to abide by the ISO 17025 standard.
  • To do so, you need to first add maintenance categories and define access to the maintenance, in order to use them during creating maintenance for equipment.
  • Depending on your maintenance, the Lab users/technicians will be able to edit the maintenance.

You have several options to add or edit the maintenance of the equipment:
1. Adding equipment maintenance category & options
2. Adding maintenance to equipment
3. Editing equipment maintenance
4. Adding maintenance for multiple equipment

1. Adding equipment maintenance category & options

To add categories to Maintenance, go to Preferences -> Equipment options -> Maintenance categories.

Here, you can add the category near the   and the time interval that you require. If the time interval is less than a month you can add  0.5 or 0.1 months.
Once you add the category, click on “Update & save”. Now, these categories will appear in the maintenance tab in the equipment module.

You also have to define fields that you would be able to use to create control charts. Once you finish do  “Update & Save”.

You need to give access as to who can add and see calibrations and maintenance. This will define User-level permissions to access equipment maintenance. (Click the link to see more about user access)

Once you have saved all these settings, you can now add maintenance to the equipment.

2. Adding maintenance to equipment

Go to equipment module , click on .

The below page will pop -up wherein you can add the maintenance details.

1. You can choose the type of alert if the equipment is out of service or if it’s unavailable or needs maintenance.
Note:  The equipment whose maintenance is pending or is out of service or unavailable cannot be used in tests in LSM add-on.
When you select either “Activate reminder” or “ ” or “”  the equipment records will show different color dots.

2. You can insert the name of the equipment.

3. The maintenance type will allow you to generate categories of maintenance. For example, if it is general maintenance or calibration, etc. You can also add the interval of maintenance checks in months. This way you can create several types of maintenance for any equipment.
For example, if its a -80 refrigerator or liquid nitrogen tank then you can add maintenance to defrost the refrigerator every 6 months or refill the liquid nitrogen every month.

4. You can choose a maintenance date to schedule an alert.

5. You can add any comments related to the equipment, even the image of the equipment or a part of the equipment to be checked, in the comments section.

6. Any person in charge of handling the equipment maintenance can also be added.

7. You can add the date of when the test is performed. * You won’t see this field in the newly configured LabCollector. This is an extra field that you can create by going to Admin->Data->Custom Fields->Equipment->Maintenance tab (see point 9)

8. The report or results of the tests performed on the equipment can also be uploaded. * You won’t see this field in the newly configured LabCollector. This is an extra field that you can create by going to Admin->Data->Custom Fields->Equipment->Maintenance tab (see point 9)

9.  You can add any custom field that you require by going to Admin -> Data -> Custom fields -> Equipment -> Maintenance tab. Check our KB to see how to add a custom field.

You can also check out KB so see how to add custom fields to create a control chart for maintenance.

10. Once you have added all the necessary information you can click on the save icon.

Maintenance Filter

  • You can filter your equipment records with the help of under the search bar.
  • When you click on the expand search options you will find the maintenance filter, like below.
  • When you click on the maintenance filter the below tab will open where you will be able to filter according to the type of equipment maintenance, alert type, date of maintenance, operator of maintenance, and other options.
  • You can add another filter in this tab while creating the custom field and choosing the field type to appear in the search filter. (click the link to see the KB)

For example, on the 07/03/2023, an operator from Olympus came to calibrate the microscope as he does each month. So, you create a new alert for this microscope, choosing the 07/03/2023 as maintenance date then you activate the alert. An alert will be activated for the 07/04/2023 in the tab alert.

During this time (30 days in this example), you can upload the maintenance report of the operator. With this icon , which will open up a window to upload the document. When the maintenance is closed, you can’t upload a new document, but with the same icon, you can download the report.

“On 08/03/2023, you upload the maintenance report of the Olympus operator”

Once the operator comes back after the interval, you can close the maintenance with the padlock directly or edit the maintenance and tick the box Close Maintenance record. If an alert is set for the next maintenance event, this will also trigger an alert and send it to the Event Calendar.

“On 07/04/2023, the operator from Olympus came back. So, you close the active maintenance (from the maintenance added on the 07/03/2023) and you create a new one on the 07/04/2023”

    3. Editing equipment maintenance

    • Once you have saved the maintenance go to the record of the equipment you made the maintenance for and click on the maintenance icon shown in the below image.

      4. Adding maintenance to multiple equipment

      LabCollector allows you to add maintenance together for various equipment. For example, if you have many types of PCR machines you will usually have similar maintenance for them. So instead of adding the maintenance individually, you can add maintenance for all of them together.

      1. To do this you need to click on the memorize icon on the equipment record.
      2. When you click the on the right-hand side in the equipment module. the below page will show where you will that you are adding maintenance for various equipment together.
      3. You can also click on manage memorized items and edit them. Check our Kb to see how to manage memorized items.

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