Automatic Work Order Generation

Overview

While ARMOR tracks when maintenance is due, many organizations use dedicated work order or CMMS systems to manage the actual execution of maintenance tasks. This guide explains integration strategies for automatically creating work orders from ARMOR maintenance alerts.

Integration Approaches

Option 1: Email-to-Work-Order (Simplest)

How It Works:

1. ARMOR sends maintenance alert email when threshold reached
2. CMMS system has dedicated email address for work order creation
3. Email parser extracts: asset ID, maintenance type, due date
4. CMMS automatically creates work order from extracted data
5. Technician receives work order notification

Setup Requirements:

• CMMS with email-to-work-order capability
• ARMOR alert emails configured with structured format
• Email parsing rules in CMMS to extract data

CMMS Systems Supporting Email-to-Work-Order:

• Fiix - Native email work order creation
• UpKeep - Email integration with parsing
• Maintenance Connection - Email triggers
• ServiceNow - Inbound email actions
• Most modern CMMS platforms have this capability

Option 2: API Integration (Most Powerful)

How It Works:

1. Custom middleware script queries ARMOR API for active maintenance alerts
2. For each new alert: Extract asset data, maintenance type, threshold info
3. Script calls CMMS API to create work order with full details
4. Bi-directional: When work order completed in CMMS, script calls ARMOR API to mark maintenance complete
5. Both systems stay in perfect sync

Setup Requirements:

• Development resources (programmer to build integration)
• ARMOR API access (contact support for API documentation)
• CMMS with REST API
• Server to host middleware script (can run on schedule, e.g., every hour)

Benefits:

• Fully automated - no manual steps
• Bi-directional sync keeps systems consistent
• Can enrich work orders with additional data (parts lists, procedures)
• Real-time or near-real-time updates

Example Workflow:

Option 3: Zapier/Make Integration (No-Code Solution)

How It Works:

1. ARMOR sends maintenance alert email
2. Zapier/Make monitors email inbox, triggers on ARMOR alert
3. Automation parses email content
4. Automation creates work order in CMMS via Zapier/Make CMMS integration

Setup Requirements:

• Zapier or Make.com account
• CMMS with Zapier/Make integration (most popular systems supported)
• Email parsing logic in automation

Benefits:

• No programming required
• Visual workflow builder
• Can add conditional logic (e.g., high-priority maintenance goes to specific team)
• Works with hundreds of CMMS platforms

Option 4: Manual Process with Alerts Dashboard

How It Works:

1. Maintenance supervisor checks ARMOR alerts dashboard daily
2. Manually creates work orders in CMMS based on alerts
3. After work completion, marks maintenance complete in ARMOR

Pros: No integration setup required, works immediately

Cons: Manual effort, potential for errors or delays

Implementation Guide: Email-to-Work-Order

Step 1: Configure ARMOR Alert Emails

1. Navigate to Administration → Notifications or Alerts
2. Ensure maintenance alerts send emails
3. Configure email content to include:
   • Asset ID or name
   • Maintenance type
   • Current counter value
   • Threshold
   • Site/location
4. Set recipient to CMMS work order email address

Step 2: Set Up CMMS Email Parsing

In Fiix:

1. Go to Settings → Email Settings
2. Enable "Email to Work Order"
3. Configure parsing rules:
   • Subject line pattern: [ARMOR]*
   • Extract asset from: Asset: (.*)
   • Extract maintenance type from: Maintenance: (.*)
4. Map fields to work order properties
5. Test with sample email

In UpKeep:

1. Go to Settings → Integrations → Email
2. Add new email trigger
3. Configure email address and parsing template
4. Map email fields to work order fields

Step 3: Test Integration

1. Create test maintenance rule in ARMOR (low threshold to trigger quickly)
2. Wait for alert to trigger and email to send
3. Verify work order created in CMMS
4. Check all fields populated correctly
5. If issues: Adjust email format or parsing rules and retest

Step 4: Monitor and Refine

• Check daily for failed work order creations
• Review work orders - are they actionable?
• Gather feedback from technicians
• Refine email format or parsing rules as needed

Work Order Content Best Practices

Essential Information to Include

Work Order Title:

• Format: [Maintenance Type] - [Asset Name/ID]
• Example: Oil Change - Kaivac 17CC (KV-042)

Work Order Description:

• Current counter value and threshold
• Last maintenance date (if available)
• Suggested due date
• Link back to ARMOR asset page
• Any special notes or instructions

Work Order Fields to Populate:

• Asset/Equipment ID
• Location/Site
• Work Order Type: Preventive Maintenance
• Priority: Normal (unless critical asset)
• Assigned Team/Technician
• Estimated Duration (if known)

Linking Procedures to Work Orders

Enhance automation by including maintenance procedures:

• Store procedures in CMMS procedure library
• Link procedure to work order by maintenance type
• Example: All "Oil Change" work orders auto-link to "Oil Change Procedure" document
• Technicians have step-by-step guide directly in work order

Closing the Loop: Updating ARMOR After Completion

Manual Approach

1. Technician completes work, closes work order in CMMS
2. Technician also logs into ARMOR
3. Navigates to asset, marks maintenance complete
4. Counter resets in ARMOR

Pro: Simple, no additional setup
Con: Extra step for technicians, can be forgotten

API-Based Sync (Recommended for Large Fleets)

1. CMMS work order completed and closed
2. Webhook or scheduled script detects completion
3. Script calls ARMOR API to mark maintenance complete
4. Counter automatically resets
5. No manual ARMOR login required

Pro: Fully automated, no chance of forgetting
Con: Requires development work

Email Confirmation (Hybrid Approach)

1. CMMS sends completion email when work order closed
2. Maintenance supervisor reviews completions daily
3. Supervisor marks maintenance complete in ARMOR in batch

Example Implementation: Fiix + ARMOR

Troubleshooting

Work Orders Not Being Created

Possible Causes:

• Email not reaching CMMS inbox (check spam/junk)
• Email format doesn't match parsing rules
• CMMS email-to-work-order feature not enabled

Solutions:

• Verify CMMS email address is correct
• Test with manual email matching expected format
• Check CMMS logs for email processing errors
• Adjust parsing rules to match actual email format

Work Orders Created But Missing Information

Cause: Email parsing not extracting all fields

Solution:

• Review email content - is data present?
• Adjust parsing rules to capture additional fields
• Ensure ARMOR alert emails include all needed info

Duplicate Work Orders

Cause: Multiple alert emails sent for same maintenance event

Solutions:

• Configure CMMS to check for duplicates before creating work order
• Use unique identifier in email (asset ID + maintenance type)
• Implement deduplication logic in middleware script

What's Next?

• Creating Task Lists for Technicians - Detailed procedures for work orders
• Viewing & Completing Maintenance Events - Marking maintenance complete in ARMOR
• Linking Maintenance to Goals - Combining preventive and performance tracking

Getting Help

For assistance setting up work order integration, contact the ARMOR Support Team with your CMMS platform and integration goals. We can provide API documentation and best practices.