How to Create and Edit Procedures

Procedures in LLumin CMMS+ help standardize maintenance tasks, improve consistency, and ensure work is completed correctly every time. You can create a procedure to outline work instructions, track completion, and link it to assets or work orders.

This guide will show you how to create and manage procedures in LLumin CMMS+.

Create a Procedure

Follow these steps to create a new procedure:

  1. Navigate to the Recurring Work tab on the menu bar.
  2. Select Create Procedure.

  3. When the page loads, you will see the screen shown below.

  4. In the Description field enter a clear and descriptive name for the procedure (Required).

  5. Select the Craft related to the procedure (Optional).NOTE: The selected craft determines which teams or technicians will complete the procedure.
  6. In the Estimated Hours field, enter the expected time to complete the procedure (Optional).
  7. Under the Procedure Type, select one of the following:
    • Planned – Regularly scheduled maintenance or work.
    • Unplanned – Tasks performed in response to a failure or unexpected issue.
  8. Procedure details can be entered in one or both of the following ways:
    • Details field – Type or paste the steps directly into the details field.
    • Attach File or Attach Existing File – Upload a file (e.g., report, drawing, or manual) that outlines the steps.
  9. When finished, click Create.
  10. A confirmation message will appear. To make further edits, click Edit in the confirmation window.

Edit a Procedure

After creating a procedure, you can edit it at any time:

  1. Navigate to Recurring Work > View Procedure.

  2. Select a procedure and click View.

  3. View current information for the procedure and change fields like Description, Type, Craft, and Estimated Hours.

Update Procedure Details

  1. In the Details tab, you can enter or update text descriptions, add images, or attach files.

Manage Data Collection Steps

In the Data Collection Steps tab, you can create a step-by-step checklist for task completion.

Add Steps Manually

  1. In the Data Collection Steps tab, click Add Step Group.
  2. Enter a name for the group (e.g., “Daily Safety Check”).
  3. Click Add Step to add a new checklist item.
  4. Enter a Step Description (e.g., "Inspect belt for wear and tear").
  5. Select a Data Type (e.g., checkbox, dropdown, text field).NOTE: After selecting a Data Type, additional options will appear based on the type selected.
  6. Depending on the field type you choose, you can enable the following options:
Save to Asset Field Links the technician's response to a specific asset field (e.g., “Condition”). Allows data to update the asset record directly.
Default Value Sets a pre-filled response for the step. This value can be changed by the technician during entry.
Trigger Additional Actions

Allows you to automate follow-up behavior based on the technician’s input. You can:

  • Trigger an Additional Step.
  • Display a Message (e.g., warning or confirmation).
  • Create a Work Order.
  • Notify someone by email when a value is entered.

 

Repeat to add additional steps as needed.

Copy Existing Steps

  1. In the Data Collection Steps tab, click Copy Steps.

  2. In the Copy Steps window, enter a procedure number or click the magnifying glass icon to bring up the Procedure Finder.

  3. Click Select to copy the steps into the new procedure.

  4. Edit the copied steps as needed.

Available In Tab

In the Available In tab, select where the procedure should be available by checking the boxes for the applicable plants or facilities.

Where Used Tab

In the Where Used tab, you can see where the procedure is applied, including:

  • Assets
  • Recurring Tasks
  • Work Definitions

Click an item to view more details.

Review Activity Log

The Activity Log tab displays all logged activities related to the procedure, including who made changes and when.

Save Changes

  1. To save changes, click Save at the bottom of the screen.
  2. To discard changes, click Cancel.