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Work order assistant

Risk factor: Abnormal configuration

How common is this problem?

Abnormal configuration was reported in 20% of work orders flagged by the work order insights report.

Why did this happen?

The most common reasons a work order may have been set up differently than normal include:

  • A task count that is too low or too high: This may be because task groups are not being used consistently across work orders. Tasks may also be too general. Extra tasks may have been added to the work order during maintenance if an additional problem was discovered. The technician may have run out of time to complete all tasks.
  • Too many or too few technicians: More technicians or fewer technicians than normal were assigned to this work order. This may be because the work order was not assigned to the right user group. It can also be connected to a higher task count. More tasks sometimes require more technicians.
  • An asset count that is too low or too high: This often happens when a work order meant for one asset is assigned to multiple of the same asset because of an incorrect or missing event trigger.

How worried should I be?

If you’re seeing this risk associated with the same work order or consistently across your organization for several weeks, it is a serious problem. This alert generally means that there’s a problem in your processes, either in assigning or creating work orders, and, ultimately, that it’ll be difficult to achieve your scheduled maintenance goals.

How can I fix it?

These are some common strategies you can use to reduce the risk associated with this work order and others like it:

Standardize task groups: Create standard task groups that are automatically added to work orders associated with specific asset categories or maintenance types.

Learn how to create task groups in Fiix

Associate user groups with asset categories or maintenance types: Link user groups with certain assets or maintenance types so the right people are added to work orders.

Learn how to create user groups in Fiix

Standardize work triggers: Associate event triggers with asset groups or maintenance types. Make sure the appropriate users are notified and that clear follow-up tasks are outlined.

Learn how to set up scheduled maintenance in Fiix

Review permissions and train planners: Build SOPs and templates for creating work orders and train anyone with permissions on these SOPs.

Learn how to add and adjust permissions in Fiix

How have Fiix customers solved this issue?


A Fiix customer working in the consumer packaged goods industry experienced systemic asset failures on several of the same machines at the same site every month with no apparent cause.


The work order insights report uncovered an issue in the company’s preventive maintenance work. The work order task lists were too large, leading to missed steps and progressive asset deterioration.


The company identified and modified the problematic PMs so they could be done in phases, ensuring total completion. The systemic downtime was eliminated after these changes.

Pro tip

Task groups are your friend. Take the time to learn the different kinds of tasks you can create in Fiix and teach others. Make sure you’re not just using the default task category for labor tasks.

You can also look at your scheduled maintenance and make sure the number of tasks can be realistically completed in the time allotted. If your work order has 50 tasks and all other work orders have 10 tasks, reevaluate that work order with 50 tasks.

Additional resources

Interested in learning more about building world-class work orders? Check out these additional resources or give us a shout: