Getting started
Support and Notifications
1.1 Support Within the platform, there is an online support tool with a team of engineers ready to assist with any questions that may arise during the use of TracOS™. To use it, simply access the "Support" tab in the upper right corner and send your question to the support team. (https://storage.crisp.chat/users/helpdSome readersAsset Registration
1.1 New Asset Through the "Assets" tab in the platform's main menu, you can import your asset hierarchy, specifying locations, assets, sub-assets, responsible parties, manufacturer information, and other important data for plant monitoring. To begin the process of registering a new asset, click on "+ Add Asset".Few readersFirst Access to TracOS Platform
An expert from Tractian or the administrator user from your company will register you on the platform. After that, you will receive a login in your email. Access: https://app.tractian.com By clicking on the link, you will be directed to the platform's home page. Access the platform usingFew readersIntegration and Platform Preparation
Before starting to use the platform, it may be necessary to integrate it with inventory management software. It is also possible to mass-prepare your platform with assets, plans, inventory, and old orders that were saved in Excel or generated on another program. If these adjustments are required, please contact our support team using the link below. They will assist you with the next steps. To learn more, simply access the following link: Integrations (https://tractian.com/en/software-managFew readersEditing time periods on a completed work order
Before starting to explain this functionality, it is important to understand what work orders are and what their statuses can be within the platform. : The status is the stage of execution of a work order. An order is always started with the status . As work is started or paused, users can move the order to "in progress" or "on hold". is the status that indicates that the work order is being carried out, inFew readersAudio & Rich Text
You can insert explanatory audios and also machine audios into work orders, requests, procedures and all comments made within the platform. Requests and Work Orders: Audio When you add a new maintenance request to the platform, you can insert an audio in the description section. Simply click on the audio icon within the description and record the desired audio. It will be saved along with the description text.Few readers
General Settings
Team Registration
1.1 Team Registration On the website, with your logged-in user, click on your name in the top right corner and go to "Settings." Then click on "Teams" and register by clicking "Add Team." Fill in the team name and its description. Also, select who will be the members and the location where that team will be.Some readersAdd users to the company
In the platform menu at the top right corner, select the "Settings" button. In the settings, in the left column of the screen, go to the icons related to "Company" and click on the "Users" button. The list of registered users in your company and their roles will be displayed. On the right side buttons of the list, you can edit the registrationFew readersBefore Deleting Information on the Platform
Before deleting information on the TracOS™ platform, it is important to always check if other information is not linked to it, especially because the platform does not allow filtering of empty fields, such as categories and assets. For this reason, we have outlined the main actions that need to be taken before deleting certain information on the platform. Asset Deletion To delete existing assets in your asset tree, makFew readersEmployee Cost Registration
1.0 Employee hourly cost registration On the platform, with your logged-in user, click on your name in the upper right corner and go to "Settings". Then, access "Time and Cost". 1.1 Standard Rate Enter a standard rate for all users and employees. (https://storage.crisp.chat/users/helpdesk/website/beb2Few readersDisable a User
To disable a user's functions and remove them, you need to be an administrator of the company (Administrator or Global Administrator profile). Click on your profile in the top right corner of the platform and then select Settings. Disable a User's Functions In the Company section, click on Users,Few readersPermission Groups
Permission Groups In the TRACTIAN platform, Administrators have the ability to change permission settings for other user profiles within the platform. This allows you to create and define access levels for each user according to the needs of the operation, preventing errors in processes and ensuring data security. To do this, you should go to the Platform Settings, and then click on Permissions. When opening this page for the first time, you will see that there are already some existing prFew readers
Plans
How to Create a Plan
Maintenance plans are automatically generated by work orders that are scheduled to occur throughout the 52 weeks of the maintenance exercise. In the main menu of the platform, select the "Plans" tab. Then, to create a maintenance plan, select "Add Plan" and fill in the necessary fields. You must fill in what needs to be done in this maintenance plan. Other fielFew readersMaintenance Plans - Schedule Next Execution
When registering a new maintenance plan, there is the possibility to schedule the next run. By clicking on the icon, two options appear: Always: Whenever the maintenance plan is executed, the scheduled work orders will be generated exactly on the programmed date set in the platform. After the Work Orders are completed: New orders will only be generatFew readers
Requests
Create a Request
Maintenance requests are used to report any problems or failures identified mainly by internal customers of the maintenance team. What used to be done via radio, phone, text message, note, or even in person can now be quickly resolved within TracOS™. To use this tool, access the platform and go to the "Requests" tab. Fill in the necessary information for a new request to reach the maintenance team. This field is very important, for example, for maFew readersReceiving Notifications for Created Requests
To be notified every time a maintenance request is created, there are two solutions: 1 - The assets and locations registered in the platform should have their responsible parties defined as planners or administrators. People registered as technicians in the platform will not be notified when the requests are opened. In this first case, all the responsible parties for the assets and locations that have been registered will be asFew readersViewing Requests
To learn more about creating requests, check this article The Requests tab on the platform displays 3 different viewings: Panel, Table, and Kanban. To access the Requests tab, select the option in the top menu of your platform. Panel To access the Panel viewing, select the option of the same name in the top menu ofFew readers
Work Orders
Work Order Views
Work orders can be used in four different ways: Panel: Table: Using the table format, users can extract data generated in work orders in bulk for exporting to Excel. They can also print reports in a compact or comprehensive format and adjust the row size of the fiSome readersComments/Chat
Within the work order, there is a comments field where the whole team can interact. The requesting team can inquire about when the service will be completed, for example, and the technician can interact and respond to them. The planner can provide guidance to the technician regarding any service execution, and the warehouse team will report the lack of any component. (https://storage.crisp.chat/users/helpdesk/website/beb29baec024a800/2023-05-31-1447Few readersHow to create a Work Order
A work order is one of the main tools for effective maintenance planning and control. To create a new work order, access the "Work Orders" tab in the main menu of the platform and select the "Add Work Order" option. You must fill in what needs to be done in the work order, which is mandatory. Other fields include: Description: Description of the task toFew readersWork Orders - Table View
To learn more about how to create work orders, access this article. Within the Work Orders tab on the platform, there are three different viewing modes: Dashboard, Table, and Calendar. The most commonly used mode is the Table mode, which allows simultaneous viewing and editing of most of the fields of the work orders, using the keyboard and/or in bulk. There are other useful tools within this viFew readersFilters
Filters In the "Work Orders" menu, you can easily search and filter information in a simple and intuitive way. To filter the information, select as many options as you want from those described in the image below to simplify the visualization of work orders. The available filters are: Created by: For work orders that originate from Metric Plans, you can filter by the creator. Assignees: Teams or users responsible for the work order. Date: Now, in the Work OFew readersExecution of a Work Order
Once the work order is ready and the technician receives the execution schedule, it is necessary to update the status of the work order according to the user's actions. Technicians can only view the orders for which they have been assigned as responsible parties. Only administrators and planners have access to all orders. Open: Work order awaiting schedulFew readersCopy Work Order to other Assets
When creating a Work Order in the platform, it is possible to replicate it to other assets instantly, without having to create them one by one. If it is a repetitive Work Order that applies to multiple machines and/or assignees, follow the steps below. In the "Work Orders" tab, create a Work Order. After selecting the Location or Asset and the Assignee, click on the "Copy Work Order to other Locations or Assets" option. (httpsFew readersConsulting a Deleted Work Order
To check deleted Work Orders in the platform, you need to go to the "Work Orders" tab. Once you access the tab, go to the filters and scroll down until you find the "Only Deleted Work Orders" filter and apply it. From there, you will be able to view the date and time the Work Order was deleted. (https://storage.crisp.chat/users/helpdeFew readersWork Orders - Timer
In your TRACTIAN mobile app, you can time the duration spent on completing a work order or request. To access the timer functionality, simply open the menu in the top left corner of your application, select Work Orders, and choose the work order to be timed. By clicking on Start Timer, the time will automatically start counting.Few readers
Inventory
Purchase Request
It is possible to add a purchase request in the platform. Simply click on "Add" and enter the following information: Quantity: Quantity requested in the purchase order Cost per unit: Unit cost of the product Batch: Location to which the item is linked Purchase date and estimated arrival date Files and notes (https://storage.crisp.chat/users/helpdFew readersMovement History
The item's movement history is saved in a graphical and tabular format, as shown in the images below: In the "Inventory" menu, like other menus in the platform, you can search and filter information in a simple and intuitive manner. To filter infFew readersNon-Consumables and Material Types
You can register your inventory items and specify whether they are consumable or non-consumable. You can also classify the type of material in the inventory. The platform comes with some pre-registered material types, but you can also create others for control. Go to the platform settings and select the material types: As you can see, the platform alreaFew readers
Reports
Calculation of Indicators
Fundamental Concepts For the calculation of automatic indicators available on the platform, the following definitions are considered: Failure: Work Order assigned to the Corrective category or any other specific category defined by the administrator beforehand, which should be included in the calculation of indicators. Report Period: The periodSome readersExtract Reports
To extract reports on the TRACTIAN platform, you need to go to the reports tab and click on the print button. A window will open for you to select which reports you want to extract and click on print. A PDF file will be generated.Few readers
Metrics
How to create metrics online or offline
Metrics are interpretations of one or more measurements that allow understanding the operation of plant assets. Within TracOS™, it is possible to track metrics to make decisions based on them. There are Online or Offline Metrics. Online metrics are brought into the platform through the reading of Tractian sensors: Smart Trac and Energy Trac. Offline metrics are manual follow-ups, usually collected during inspection routes, which are entered intoFew readersDelete Reading in Metrics
If a manual reading with an incorrect value has been recorded, you can delete it by following these steps: Access the specific metric in the Metrics tab of the platform. Click on the reading that was recorded incorrectly. Next, click on the three dots on the right side of the opened window. Finally, click onFew readers
Assets
Filters and Asset Visualization
In the assets menu, as well as in other sections of the platform, you can search for and filter information in a simple and intuitive way. To filter information in the asset tree, select as many options as you want from the ones described in the image below to simplify the visualization of locations and assets. The available filters are: Assignees: Teams or users responsible for the location/asset. Criticality: Search for assets that have been assigned the following criticalities: CatastroFew readersHow to register a location
In the main menu of the platform, select the "Assets" tab. Then, to register a location, select "Add Location" and fill in the necessary fields. This location may or may not be linked to a previous location, and after being registered, other locations or assets can be linked to it. You must fill in the name of the location, which is mandatory. Other fields inclFew readers
Permissionns by profile
Difference between profile view modes
Difference between Administrator and Planner View Mode The access permissions for planner users are almost the same. However, planners have limited profile configuration options compared to administrators. Technician View Mode Users in the executor role only have editing and execution capabilities in the requests and work orders fields. Elsewhere in the platform, they can only view the data wFew readersSpecial Administrator Features
The platform has some special features that are not available for customer viewing but will be presented during the initial training. To unlock them, please contact our support team. Allow Technicians to create Work Orders; Enable Work Orders Review: Work orders are completed by technicians. With this feature, it is possible to enable anFew readers