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Accessing the System

After installation and configuration, you can access Energy CMMS through two main interfaces:

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Admin Interface

The Django Admin interface provides full system administration: 
http://your-domain.com/admin/
Login with the superuser credentials you created during installation.

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Main Portal

The main application portal for end users: 
http://your-domain.com/portal/
All users must have valid Django user accounts to access the system. Create users through the Admin interface.

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Initial Setup

1

Create User Accounts

Navigate to Admin → Authentication and Authorization → Users
  1. Click Add User
  2. Enter username and password
  3. Click Save and continue editing
  4. Fill in additional details:
    • First name and Last name
    • Email address
    • Staff status (for admin access)
    • Active status
  5. Assign user to groups for permissions
  6. Click Save
2

Configure User Groups

Set up permission groups for role-based access:
  1. Go to Admin → Authentication and Authorization → Groups
  2. Create groups such as:
    • Maintenance Technicians: View and create work orders
    • Warehouse Staff: Manage inventory and materials
    • Budget Managers: Handle requisitions and budget
    • Administrators: Full system access
  3. Assign appropriate permissions to each group
  4. Add users to their respective groups
3

Set Up Basic Master Data

Configure the fundamental data your organization needs:

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Assets (Activos)

  • Navigate to Activos → Activo
  • Add your organization’s assets (equipment, machinery, facilities)
  • Include: name, location, serial number, installation date

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Locations

  • Go to Activos → Ubicación
  • Create hierarchical location structure
  • Example: Site → Building → Floor → Room

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Categories

  • Navigate to Mantenimiento → Categoría
  • Define asset and maintenance categories
  • Example: HVAC, Electrical, Plumbing, Mechanical
4

Configure Maintenance Settings

Set up maintenance management foundations:

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Work Positions (Puestos de Trabajo)

  • Go to Mantenimiento → Puesto Trabajo
  • Create job roles: Electrician, Mechanic, HVAC Technician, etc.
  • Assign technicians to positions

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Maintenance Frequencies

  • Navigate to Mantenimiento → Frecuencia
  • Define maintenance intervals: Daily, Weekly, Monthly, Quarterly, Annually

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Failure Types

  • Go to Mantenimiento → Falla
  • Create common failure categories for reporting
5

Set Up Inventory

Configure warehouse and inventory management:

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Material Categories

  • Navigate to Inventarios → Categoría Material
  • Create categories: Spare Parts, Consumables, Tools, PPE, etc.

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Add Materials

  • Go to Inventarios → Material
  • Add materials with:
    • Name and description
    • Category
    • Unit of measure
    • Minimum stock level
    • Storage location

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Create Initial Stock

  • Navigate to Inventarios → Lote
  • Add initial inventory batches with quantities

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Core Features Overview

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Asset Management

Manage your organization’s physical assets:
  • Asset Registry: Complete inventory of equipment and facilities
  • Hierarchical Structure: Organize assets by location and parent-child relationships
  • Asset Details: Technical specifications, warranty info, documentation
  • QR Code Generation: Generate QR codes for easy asset identification
  • Import/Export: Bulk import assets from Excel/CSV files
Quick Access:
  • View assets: Admin → Activos → Activo
  • Import dashboard: Admin → Activos → Dashboard Importaciones

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Maintenance Management

Comprehensive maintenance workflows:

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Work Orders (Órdenes de Trabajo)

Create and track maintenance work:
  1. Navigate to Mantenimiento → Orden Trabajo
  2. Click Add Orden Trabajo
  3. Fill in details:
    • Asset
    • Work type (Corrective, Preventive, Predictive)
    • Priority
    • Assigned technician
    • Description
  4. Save and track progress
  5. Close work order when complete

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Maintenance Notices (Avisos)

Report issues and create work requests:
  1. Go to Mantenimiento → Aviso
  2. Create notice with:
    • Asset affected
    • Failure type
    • Description and severity
    • Photos (optional)
  3. System can auto-generate work orders from notices

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Preventive Maintenance

Schedule recurring maintenance:
  1. Create Procedures:
    • Navigate to Mantenimiento → Procedimiento
    • Define step-by-step maintenance tasks
    • Assign required skills/positions
  2. Set Up Routines:
    • Go to Mantenimiento → Rutina
    • Link procedure to asset
    • Set frequency (e.g., every 3 months)
  3. Configure Schedules:
    • Navigate to Mantenimiento → Horario
    • Define when maintenance should occur
    • Set days and time windows
  4. Monthly Planning:
    • Access Mantenimiento → Planificación Mensual
    • System auto-generates planned work orders
The system automatically creates work orders based on maintenance schedules and calendar restrictions.

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Inventory Management

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Request Materials

  1. Navigate to Inventarios → Solicitud Material
  2. Click Add Solicitud Material
  3. Select materials and quantities needed
  4. Submit for approval
  5. Warehouse staff processes request

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Track Stock Movements

  • View Inventarios → Movimiento Inventario for transaction history
  • Monitor stock levels in Inventarios → Stock Record
  • Set reorder points to trigger low stock alerts

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Material Compatibility

Link materials to compatible assets:
  1. Go to Inventarios → Compatibilidad Material
  2. Associate materials with specific asset models
  3. Quick lookup when creating work orders

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Budget & Requisitions

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Create Purchase Requisitions

  1. Navigate to Presupuestos → Requisición
  2. Click Add Requisición
  3. Fill in:
    • Budget line item
    • Description and justification
    • Add articles/items with quantities and unit prices
  4. Attach supporting documents
  5. Submit for approval workflow

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Track Budget Execution

  • Budget Items: Presupuestos → Partida Presupuestaria
  • Commitments: Presupuestos → Compromiso
  • Executed Expenses: Presupuestos → Gasto Ejecutado
  • Dashboard: Access Admin → Dashboard Requisiciones

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Document Management

AI-powered document repository:

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Upload Documents

  1. Navigate to Documentos → Documento
  2. Click Add Documento or use Carga Masiva (bulk upload)
  3. Upload file (PDF, Word, Excel, images)
  4. Add metadata:
    • Title and description
    • Category and tags
    • Related project/asset
  5. System automatically extracts text and generates embeddings

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Search Documents

  • Traditional Search: Use admin filters and search bar
  • Semantic Search: AI-powered search by meaning (requires Gemini API)
  • Chat with Documents: Ask questions about document content
Document AI features (semantic search, chat) require the GEMINI_API_KEY to be configured.

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Project Management

Track projects and activities:
  1. Navigate to Proyectos → Proyecto
  2. Create project with scope, timeline, and budget
  3. Add activities and milestones
  4. Link related documents, assets, and work orders
  5. Monitor progress and deliverables

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Safety Management

Comprehensive safety program:

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Incident Reporting

  1. Go to Seguridad → Incidente
  2. Document incident details:
    • Type and severity
    • Date, time, and location
    • People involved
    • Description and root cause
    • Corrective actions

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Safety Inspections

  1. Create inspection templates: Seguridad → Tipo Inspección
  2. Define checklist items: Seguridad → Item Inspección
  3. Conduct inspections: Seguridad → Inspección
  4. Record results and findings

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Work Permits

  1. Set up permit types: Seguridad → Tipo Permiso
  2. Define requirements: Seguridad → Requisito Permiso
  3. Issue permits: Seguridad → Permiso Trabajo
  4. Verify compliance before work begins

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Using the Jazzmin Admin Interface

  • Sidebar: Expandable/collapsible app navigation
  • Top Menu: Quick access to dashboards and common tasks
  • Search: Global search in the top right (keyboard shortcut: /)
  • AI Assistant: Accessible from “Asistente AI” in top menu

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Quick Actions

Top menu shortcuts:
  • Menu Principal: Main portal dashboard
  • Dashboard Requisiciones: Budget requisition overview
  • Dashboard Importaciones: Asset import status
  • Sincronizar SIG: Sync with external ticketing system
  • Dashboard Mantenimiento: Maintenance metrics and work orders
  • Dashboard Inventarios: Inventory levels and movements

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Import/Export Data

Many models support bulk operations:
  1. Navigate to the model list view (e.g., Activos → Activo)
  2. Use the Import button to upload Excel/CSV files
  3. Map columns to fields
  4. Preview and confirm import
  5. Use Export to download data in various formats
Imports use UTF-8 encoding. Excel files with BOM are automatically detected and handled.

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Background Tasks & Automation

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Celery Worker Status

Monitor background task processing: 
# Check worker is running
celery -A energia inspect ping

# View active tasks
celery -A energia inspect active

# View scheduled tasks
celery -A energia inspect scheduled

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Automated Tasks

The system automatically:
  • Document Processing: Extracts text from PDFs and generates embeddings (every 60 seconds)
  • n8n Webhooks: Triggers external workflows for document processing
  • Email Notifications: Sends maintenance reminders and alerts
  • Monthly Planning: Generates preventive maintenance work orders

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View Task Results

Check background job status:
  1. Navigate to Django Celery Results → Task Result
  2. View task status: SUCCESS, PENDING, FAILURE
  3. Check task output or error messages
  4. Filter by date range or task name

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Integration Features

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QR Code Scanning

Generate and scan QR codes for assets:
  1. Asset detail page shows QR code automatically
  2. Print QR code labels
  3. Scan with mobile device to quickly access asset info
  4. Link to asset maintenance history

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Dynamics 365 Integration

If configured with Microsoft Dynamics 365:
  • Sync customer data
  • Create service cases from tickets
  • Bidirectional data exchange

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n8n Workflow Automation

Automated document workflows:
  • New Document Upload: Triggers n8n workflow for processing
  • PDF Text Extraction: Automated OCR and text extraction
  • Metadata Sync: Updates document metadata from external sources
  • Material Requests: Automated approval notifications

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Tips & Best Practices

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Performance

  • Use filters and search to narrow results in large datasets
  • Import data in batches of 1,000 records or less
  • Archive old work orders and documents periodically

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Data Quality

  • Use consistent naming conventions for assets and locations
  • Complete all required fields to enable proper reporting
  • Regular review and cleanup of duplicate entries
  • Add detailed descriptions to improve searchability

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Maintenance Workflow

  • Create notices first, then convert to work orders
  • Always close work orders with completion notes
  • Attach photos to document conditions
  • Link materials used to work orders for cost tracking

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Security

  • Use groups to manage permissions, not individual user permissions
  • Regularly review user access and deactivate unused accounts
  • Enable audit logging for sensitive operations
  • Backup database regularly

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Getting Help

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System Documentation

  • Inline help text in forms
  • Model documentation in admin interface
  • API documentation (if enabled)

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Support Resources

  • Check application logs for errors
  • Review Celery task results for failed background jobs
  • Contact system administrator for access issues

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Troubleshooting

Common issues:
  • Can’t upload files: Check FILE_UPLOAD_MAX_MEMORY_SIZE setting
  • No search results: Verify data exists and permissions are correct
  • Slow performance: Check database indexes and query optimization
  • Email not sending: Verify EMAIL_BACKEND configuration
  • Background tasks stuck: Restart Celery worker

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Next Steps

Asset Management

Learn advanced asset management features

Maintenance

Master the maintenance module

API Integration

Integrate with external systems

Reporting

Generate reports and analytics

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