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Overview

Recommendations are actionable maintenance tasks generated from oil sample analysis, alarm investigations, or routine inspections. They provide a structured way to document required actions, assign ownership, track progress, and verify completion.
Each recommendation links to specific assets and sampling points, creating full traceability from detection to resolution.

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Recommendation Components

Every recommendation includes:
  • Title: Brief summary of the required action
  • Severity: Low, Medium, High, or Critical
  • Description: Detailed explanation of the issue and recommended action
  • Site: Location where action is needed
  • Asset: Affected equipment
  • Sampling Point: Specific location on the asset (if applicable)
  • Recommender: Person who created or identified the need
  • Status: Open, In Progress, Completed, or Overdue
  • Attachments: Supporting documents, images, or reports

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Creating a Recommendation

1

Navigate to Recommendations

From the main menu, go to Recommendations and click Add New Recommendation.
2

Enter Basic Information

In the main form area:
  • Title: Write a clear, action-oriented summary (e.g., “Replace gearbox oil due to high copper”)
  • Severity: Select Low, Medium, High, or Critical based on urgency
  • Description: Provide detailed context:
    • What was observed (e.g., “Copper concentration increased from 15 ppm to 45 ppm”)
    • Why action is needed (e.g., “Indicates bearing wear”)
    • What should be done (e.g., “Inspect bearings, replace if damaged, change oil”)
3

Link Assets Associated

In the right-hand panel, select:
  • Site: Location where the asset is installed (required)
  • Asset: The specific equipment (filtered by site)
  • Sampling Point: The exact location (filtered by asset)
  • Recommender: User who identified the issue (filtered by site)
Dropdowns cascade — selecting a site filters available assets, and selecting an asset filters sampling points.
4

Add Attachments (Optional)

Upload supporting documents:
  • Lab reports
  • Photos of equipment condition
  • OEM service bulletins
  • Previous maintenance records
5

Create Recommendation

Click Create Recommendation to save. The recommendation appears in the list with “Open” status.

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Severity Levels

Choose severity based on impact and urgency:

Low

Routine maintenance — No immediate risk. Schedule during normal service intervals.Example: Filter replacement at next service

Medium

Moderate concern — Plan action within 1-2 weeks. Monitor until completed.Example: Gradual increase in wear metals

High

Significant risk — Take action within days. Failure likely if ignored.Example: Water contamination above 1000 ppm

Critical

Immediate action required — Equipment at imminent risk of failure. Stop operation if unsafe.Example: Sudden spike in iron indicating catastrophic wear

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Recommendation Status

Recommendations progress through these states:
StatusMeaningActions
OpenNewly created, not yet startedAssign resources, schedule work
In ProgressWork is underwayUpdate progress notes, track completion
CompletedAction finished, pending verificationReview results, verify effectiveness
OverduePast target completion dateEscalate, reallocate resources
Regularly review overdue recommendations to identify resource constraints or recurring issues.

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Viewing Recommendations

The recommendations list shows:
  • Title and severity indicator
  • Site and Asset names
  • Status badge
  • Creation date
  • Quick actions (View, Edit, Delete)
Click any recommendation to see full details including description, attachments, and history.

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Editing Recommendations

  1. Click the Edit icon or open the recommendation and select Edit
  2. Modify any fields:
    • Update status as work progresses
    • Refine description based on findings
    • Change severity if situation changes
    • Add new attachments
  3. Click Update Recommendation to save
When changing status to “Completed”, document what action was taken in the description.

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Filtering and Searching

Use the filter panel to find recommendations:
  • Search: Text search in titles and descriptions
  • Severity: Low, Medium, High, or Critical
  • Status: Open, In Progress, Completed, or Overdue
  • Site: Filter by location
  • Asset: Filter by equipment
  • Date Range: Created within specific period

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Recommendation Analytics

The dashboard provides insights into recommendation trends:

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Summary Cards

  • Total Recommendations: Overall count with trend percentage
  • Open & Overdue: Recommendations past due date
  • Overdue Count: Number of delayed actions

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Trend Analysis

View monthly trends to identify:
  • Increasing Recommendations: May indicate deteriorating equipment condition
  • High Overdue Rates: Suggests resource or prioritization issues
  • Seasonal Patterns: Equipment with recurring issues at specific times
A growing backlog of overdue recommendations indicates either inadequate resources or incorrect severity assessment.

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Linking Recommendations to Alarms

Recommendations often originate from alarms:
  1. When viewing an Alarm, note the alarm ID
  2. Create a recommendation with action steps
  3. Reference the alarm ID in the description
  4. The alarm will show the linked recommendation
This creates bidirectional traceability between detection and action.

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Best Practices

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Writing Effective Recommendations

Use action verbs: “Replace”, “Inspect”, “Adjust”, “Clean”, “Repair” — not “Check” or “Look at”.
Good Example: 
Title: Replace hydraulic filter and oil
Severity: Medium
Description: Particle count increased to ISO 21/19/16 (from 18/16/13 
last month). Indicates filter saturation. Replace filter, drain 25% of 
oil, top up with ISO VG 46 hydraulic oil, resample in 1 week to verify 
cleanliness.
Poor Example: 
Title: Check hydraulic system
Severity: Low
Description: Something might be wrong. Take a look.

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Prioritization Guidelines

  1. Critical: Address within 24 hours, even if off-shift
  2. High: Schedule within 3-5 days, plan parts and resources
  3. Medium: Complete within 2 weeks during regular maintenance
  4. Low: Bundle with next scheduled service

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Documentation

  • Before: Attach photos or reports showing the issue
  • During: Document parts replaced, procedures followed
  • After: Upload verification samples, photos of repaired components

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Follow-Up

After completing a recommendation:
1

Mark as Completed

Change status to “Completed” in the recommendation.
2

Document Actions Taken

Update the description with:
  • What was done
  • Parts replaced
  • Any deviations from plan
3

Schedule Verification

If the recommendation involved oil change or component replacement, schedule a follow-up sample to confirm improvement.
4

Close Linked Alarms

If the recommendation addressed an alarm, verify the condition is resolved and close the alarm.

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Bulk Actions

For multiple recommendations:
  • Export: Download list as CSV for external analysis
  • Print: Generate printable work orders
  • Bulk Status Update: Change status for multiple items (if supported)

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Attachments

Supported attachment types:
  • PDF: Lab reports, service bulletins
  • Images: JPG, PNG photos of equipment
  • Documents: Word, Excel files
Maximum file size: Check with your administrator (typically 10-50 MB).

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Deleting Recommendations

Deleting removes the recommendation permanently. Historical data will be lost.
To delete:
  1. Click the Delete icon
  2. Confirm in the dialog
Only delete recommendations created in error. For obsolete or duplicate recommendations, mark as “Completed” with a note instead.

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