Work Request Duplicate Check

As of HxGN EAM version 12.2.1, EAM is capable of detecting whether a work request being entered matches any of the existing open work requests or work orders. If EAM finds at least one, the user will receive a popup notification which will prompt them to acknowledge the potential duplicate request. They may then choose to proceed with creating the request or cancel it.

In this Tech Tip, we’ll review how to configure this new functionality and what you can expect to see while using it!

Configuration

Administration > Organizations > Options tab

WRDUPL 

• Enable duplicate check for new work requests.

• Open work requests and work orders will be potential duplicates if they have a matching Organization, Equipment, Equipment Org., and Type fields at a minimum. There are 7 additional settings that require a match on additional fields.

• Settings:  

  • Set to D to disable the duplicate check. This is the default setting. 

  • Set to E to enable duplicate check using only Organization, Equipment, Equipment Org., and Type.  

  • Set to EP to include Problem Code.  

  • Set to EF to include Failure Mode.  

  • Set to ES to include Symptom.  

  • Set to EPF to include Problem Code and Failure Mode.  

  • Set to EPS to include Problem Code and Symptom.  

  • Set to EFS to include Failure Mode and Symptom.  

  • Set to EPFS to include Problem Code, Failure Mode, and Symptom.   

• Additional Criteria (these apply regardless of the setting): 

  • Event Type = JOB (i.e. PM’s and maintenance patterns are not considered) 

  • System Status = Work Request (Q)or Released (R) 

  • System WO Type = *, BR, or CAL 

  • If department security is enabled, the user must have the work request/work order department in their department security list. 

WRDUPLEQ

• This option is only used if WRDUPL is enabled.  

• When checking for potential duplicate work requests and work orders, specify if an exact equipment match is necessary or if matches on a parent/child equipment should be included.  

  • Set to OFF to only match the exact equipment. This is the default setting. 

  • Set to ON to include matches on the 1st level parent/child equipment of the work request equipment.

Functionality In-Use

Work > Work Requests

• When the user attempts to save a new work request AND the duplicate check is enabled AND at least 1 potential duplicate is found, the system will display a new popup to show the list of potential duplicates. The popup will be a list-only screen.  

• The user will have 2 options: 

  • Create New Request – The user will click this button to save the new request. This would normally be done if the user determines that it is not a duplicate of an existing record displayed in the list. The popup will be closed, and the new request will be automatically saved. 

  • Cancel – The user will click this button to cancel the creation of the new request. This would normally be done if the user determines that it is a duplicate of an existing record displayed in the list. The popup will be closed, and the new request will remain in insert mode. The user will simply clear the record.

Additional Information

• The duplicate check is only performed on insert of a new work request. It is NOT performed when updating work requests. 

• Empty field values will never be matched. The field must have a value to be considered a match. 

• If the user clicks Cancel in the potential duplicates popup, indicating a duplicate may already exist, the system will NOT keep this information in any way. 

• PM work orders, completed work orders, and MEC work orders will NOT be considered in the duplicate check process.

Why Use Work Request Duplicate Check 

• Reduce Work Request Clutter for Reviewers: Save time in your EAM work request review process by reducing the number of work requests that are submitted for issues that are already reported, or even already in-planning. 

• Improved User Experience for Requestors: The new duplicate check functionality gives requestors instant feedback when EAM detects a match.

Do you want to take this functionality further?

With our expertise, we can tailor the Work Request Duplicate Check configuration to your company’s specific needs and ensure you successfully implement this new functionality. Please contact us to see how we can help take your EAM workflow to the next level!