If you are using the Maintenance module to keep track of when repairs and other upkeep are due for your assets, you may want to be notified when a service is coming due (or arrange for someone else to be alerted, such as a lead mechanic) by email or text. True reminders aren't baked into service schedules and items, even though you set a reminder period as part of the item-creation process; rather, that "reminder" just sets the reminder period on the Maintenance Dashboard, which is indicated by the color yellow.


Note: Maintenance alerts require service schedules to be set up and assigned to your assets in order to be triggered and sent out. Make sure that you follow the entire procedure in the article The Process of Creating a Service Schedule.


If you want to receive a notification that a service is due soon, you can set up a Maintenance Due alert, as follows:


  1. Click  >> Admin >> Alerts.
     
    The Admin - Alerts screen will appear and display the Manage Alerts list.
       
  2. Click Add Alert at the bottom of the screen.
     
    The Add Alert dialog box will appear.
       
  3. Type the name to use for the alert in the Alert Name field, making sure to include "Maintenance" or "Service," such as Maintenance Due Alert.
     
    By default, the group you currently have selected in the Group Chooser will be set for the group to add the alert to.
     
  4. If you would like to place it in a different group, click the Group drop-down arrow and select the group from the list.
    Note: Only assets in the group you choose will trigger the alert when they come due for a service, plus their subgroups if you make the alert inheritable. If you want all your assets to activate the alert when they need maintenance (all assets with an assigned service schedule, that is), place the alert in your top-level group (and leave Inheritable selected).
  5. Click the Alert Type drop-down arrow and select either iOn Maintenance Due Alert (if you only want an alert sent on the day, mile, or hour the service is due) or iOn Maintenance Alert (if you want an alert sent prior to the due date — when the reminder period starts per the service item's settings — AND/OR the day, mile, or hour it is due).
     
  6. Leave the Schedule field blank (because you don't want to exclude portions of the day from triggering the alert).
     
  7. Type an explanation of what the alert is designed to inform the user about in the Description field, such as "Vehicle is due for required maintenance."
     
  8. Click the Severity drop-down arrow and select the priority level of the alert: Low, Medium, High, or Critical.
    Note: Often, Medium is used for Maintenance Due alerts.
  9. Leave the Status field at its default value of Enabled.
    Note: If the alert is set to Disabled or Suspended, it won't be reported to iOn. But this won't likely be what you want when you are adding a new alert.
  10. If you want the alert to be triggered when assets in subgroups of its assigned group come due for repairs (so the subgroups, or child groups, inherit the alert from the parent group), leave Inheritable selected.
     
    If you want the alert to be sent out only for that single group's assets, deselect Inheritable.
     
  11. Set the triggering event as follows, depending on whether you selected iOn Maintenance Due Alert or iOn Maintenance Alert:
     
    • iOn Maintenance Due Alert: Select the Next Service Due Flag check box.
        
    • iOn Maintenance Alert: Select the Next Service Reminder Flag check box to have the alert sent out when the reminder period begins; you can also select the Next Service Due Flag check box to send a second notification on the day, mile, or hour the service is due. You can ignore the Next Service Days Overdue, Next Service Odometer Overdue, and Next Service Engine Hours Overdue fields.
         
  12. Scroll down to the Alert Actions section.
      
  13. Select the Email and/or SMS check box to have the alert sent to the concerned parties (such as one of your organization's iOn administrators, a lead mechanic, or yourself) by email or text and then follow step 14 or 15, respectively.
    Note: Specifying at least one email or mobile number is required before you can save the alert.
  14. For Email, follow these steps:
     
    1. Type (or copy and paste) the first recipient's email address on the To line.
       
    2. If you want the alert to be sent to multiple people, type a comma after the first address and then enter the next recipient's email address (and so on).
       
      You can add carbon copy (CC) and blind carbon copy (BCC) recipients the same way.
       
    3. On the Subject line, type the email subject text (perhaps just the name or description of the alert).
         
  15. For SMS, type the cell phone number of the person you want to receive the text on its To line.
     
    To add multiple people, place a comma after the preceding phone number and then type the next one.
     
  16. Click Save.
       
    If the group you placed the alert in is the one you have selected in the Group Chooser, your new Maintenance Due alert will appear in the Manage Alerts list.

    Note: The only alerts you'll see on the Admin - Alerts screen are those of the one currently chosen in the Group Chooser. (The page has no Include Subgroups option.) If your new alert is assigned to a different group or subgroup, you'll need to change the Group Chooser selection to see it in the grid. (See Choosing a Group to View Globally for details.)