AKWIRE for Maximo User Group

How to Leverage Maximo Planning and Scheduling in Outlook with AKWIRE vScheduler

by Gerry Lamarche on September 16, 2016

During a recent demo session at the Maximo Utility Working Group in Atlanta, a prospect told me: “We do all our scheduling in MS Excel. The supervisor exports the Maximo work order data and imports it in a spreadsheet, completes the scheduling and the assignments and then saves the Excel file on a server for technicians to view their schedule.”

"How can the AKWIRE vScheduler help us in our process?” she asked. 

So I explained to her some of the drawbacks to this approach:

  • Exporting and massaging the Maximo data in Excel can be time consuming.
  • Scheduling changes and assignments made in Excel do not go back to Maximo (unless you are using our vScheduler Daily Work sheet Add-on).
  • There’s a lack of visibility on the availability of the resources when assigning the work.

AKWIRE vScheduler can help you get around these limitations and also export directly to Outlook for even better distribution. Even though there are many ways to dispatch the assignments to your work force (print, mobile, Start Centers, etc.), I was glad to show the prospect how simple it was to export all the scheduling done in AKWIRE vScheduler for Maximo to MS Outlook. Much like our exclusive One-Click scheduling process, exporting to Outlook is easy to do in AKWIRE.

Since this is an often enquired about functionality, I thought I’d ask our documentation team to help out. Here are some excellent instructions from our team.

Exporting WO Information from AKWIRE vScheduler to Outlook

The Export to Outlook add-on for vScheduler lets you export schedule data directly to Outlook’s calendar so that everyone can keep track of WO dates and details. Once you’re finished scheduling a WO, you can notify your employees by sending all the details straight to their Outlook calendars. Exported WOs will appear in calendars like this:

Pic2-WOinfoexport2.png

To export WO information from vScheduler to Outlook:

  1. Open the Export to Outlook add-on by clicking the the Export to Outlook button PictureOutlookbutton.png. You’ll find it in the toolbar on the Gantt tab in vScheduler, right beside the Export to Excel button.
    Pic1-ExportToOutlook.png
    The Export to Outlook window opens.
    Pic3-WorkOrderEmailed2.png

  2. From the Select Calendar drop-down list, choose the calendar you want to export.

  3. (Optional) If you want to send the exported schedule to all the people you select in the Labor Codes field, select the Export to Laborers Calendars checkbox.

  4. (Optional) In the Send To field, enter the names of your Outlook contacts or their email addresses. The exported WO information will be sent to everyone you specify here as an attached calendar file (.vcs).

  5. From the Export Type drop-down list, choose one of the following export types:
    • All — Every WO in the schedule will be exported (respecting other export criteria).
    • Filtered — The WOs currently displayed through a filter in the Gantt will be exported (respecting other export criteria).
    • Selected — The currently selected WOs in the Gantt will be exported (respecting other export criteria).

  6. From the Assigned To drop-down list, choose one of the following assignment filters:
    • All — Every WO will be exported regardless of who it is assigned to.
    • Me — Only the WOs assigned to the current user will be exported.
    • LaborCodes – Select the checkbox beside an individual in the Labor Codes grid. WOs assigned to the selected individuals will be exported.

  7. From the Work Order Type drop-down list, choose one of the WO hierarchy level options:
    • All — Every WO will be exported, including parent WOs, child WOs, and tasks.
    • Top Level — Only top level WOs will be exported. This excludes child WOs and tasks.
    • Child — Only child WOs will be exported. This excludes top level WOs.

  8. From the Export Items drop-down list, choose one of the following to set WOs, assignments, or both to be exported:
    • All — Both WO and assignment information will be exported.
    • Workorders – Only WO information will be exported.
    • Assignments — Only assignment information will be exported.

  9. (Optional) If you’re going to use these settings again and again, you can save them as the default by clicking Save Defaults. All the fields will be populated with your saved default the next time you export.

  10. Click Submit. If the export succeeded, a confirmation message appears.

In the screenshot above, all selected WOs assigned to BALL and BONEY will be exported to Allan Ball, Joe Boney, and John Hunter, as well as to the current user.

Exported WOs and items will be sent to all the specified recipients as an attached calendar file. Just open up the calendar file in Outlook and the exported items will automatically get added to the Outlook calendar.

Check out this white paper for more ideas to improve your general planning and scheduling efficiencies.

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Gerry Lamarche

Vice-President, Co-founder, Solufy

With over 30 years of experience in Information Technology, Gerry provides invaluable customer-focused insights to Solufy’s product development team. His strong customer success orientation has played a leading role in the evolution of the popular AKWIRE Visual

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