Update the long-term maintenance plan when the planned work, cost estimate, timing or devices included in the plan change. Plan lines and yearly amounts are saved together. Comments added to explain a change are saved separately and immediately.

Open the plan and check permissions

In the browser navigation, open Assets and content → Assets, devices, tools → Long-term maintenance plans. Click the plan name in the list to open the Edit plan form. You can search for the plan using the search field in the Name column header. The plan editing, history and comment features described in these instructions are available in the browser interface; the Android and iOS apps do not have an equivalent plan view.

A Manager needs plan Read and Edit permissions through their roles, as well as access to at least one Spot included in the plan. Element lines and yearly amounts being edited or deleted, as well as Spots being added, must belong to Spots the user can access. Access to every Spot in the plan is not required to edit it.

The plan's line table shows only accessible Spots and their element lines. Hidden Spots and lines remain in the plan when you save changes to the visible portion. However, changing the plan's shared basic information can affect the entire plan: for example, the start year also applies to hidden lines.

If you can open the plan but cannot save changes, ask an administrator to check both your roles' plan permissions and your access to Spots. In the role settings, the permissions for individual actions are on the Long-term maintenance plans row. See also setting a Manager user's permissions.

Change basic information and years

On the form's Plan tab, open the Basic information section, which is initially collapsed in the edit form. You can change the Name, Forecast start year, Owner and Description fields. The name and start year are required; enter a whole year of at least 1900. Owner is a text field: changing it does not grant access permissions.

The plan has ten year slots. The first column corresponds to the start year and the last to the year nine years after it. Changing the start year moves all planned amounts to new calendar years: the amounts stay in the same year slots. For example, if the start year changes from 2026 to 2027, an amount of 1,000 entered in the first column moves from the 2026 plan to 2027. Therefore, check all year headings and move amounts between columns as needed.

Actual costs remain in their original calendar years. Changing the start year changes the years shown in the comparison, but does not change the dates of cost entries. For more detailed comparison instructions, see comparing planned and actual maintenance costs.

Edit element lines and yearly amounts

Element lines appear under each Spot in the table in the Selected Spots section of the Plan tab. If the lines are hidden, expand the branch using the arrow on the Spot's row. Click an editable cell on an element line and enter a new value. The Spot's header row cannot be edited in these cells.

  • Element describes the planned work. Every element line must have a description.
  • Cycle (years) is an optional positive whole number. It describes the work cycle, but does not automatically fill in yearly amounts or create recurring tasks.
  • Condition is an optional rating from 1 to 5, where 1 is the worst and 5 is the best. The condition rating does not change yearly amounts.
  • Enter planned cost amounts in the year columns, not quantities of work or operating hours. Amounts can be zero or positive. Enter monetary amounts with no more than two decimal places; saved amounts have two decimal places.

Clearing a yearly amount removes the saved amount for that year. Zero, on the other hand, is a value that can be entered and saved. If you move work to another year, clear the old year's cell and fill in the new year's cell so that the same cost estimate does not remain in both.

Add an element line using the plus icon at the right edge of the Spot's row, and fill in at least Element. The new line's cycle, condition and yearly amounts are initially empty. To add similar lines to several Spots, use Add lines to spots above the table; select the plan's Spots and the lines to add there. For instructions on adding a new plan and lines, see creating a maintenance plan.

Delete an individual element line using the trash can icon at its right edge. All yearly amounts on the line are also deleted when you save. A Spot can remain in the plan without element lines.

The Planned summary at the bottom of the table adds up the element line amounts for each year. It also updates as you make unsaved changes to lines. Cycle and condition do not affect the calculation, and no automatic increase is added to the total. The summaries cover Spots accessible to the user, so totals may differ between users. When the plan is reopened, a planned total of zero appears blank: check the individual cell to distinguish an entered zero from an empty amount.

Add or remove Spots

Open Choose spots above the table. Select the Spots to add or clear the selections for Spots to remove, and confirm with Select Spots. You can also remove a Spot using the trash can icon on its own header row. If removal also removes element lines, the form asks for confirmation; no confirmation is requested when removing a Spot without element lines. At least one Spot must remain selected in the form.

Removing a Spot from the plan also removes its element lines and their yearly amounts from the plan when you save. If you add the same Spot again later, the old lines will not be restored. The device itself, the Spot, remains in Spotilla. Its cost entries are not deleted, but the removed Spot's costs are no longer included in this plan's actuals summary.

Save and verify the result

Select Save at the bottom of the form. Changes to basic information, Spot selections, line additions and deletions, and yearly amounts are saved together. Removing a line from the table or confirming a Spot's removal does not yet save the deletion. Cancel closes the form without saving these changes.

A successful save displays the message Plan updated and closes the form. If you receive an error, correct the indicated information or resolve the missing permission and save again; an update that ends in an error does not save some of the line changes.

Reopen the plan by clicking its name. Check the basic information, included Spots, element lines, year headings and saved amounts. Compare the Planned and Actual summaries at the bottom and check the save event on the History tab. Saving the plan does not itself create a task to perform or mark work as done.

Record the reason for a change in a comment

Open the Comments tab on the same form. Enter the reason in the Write a new comment text field and select Add comment next to it. For example, the reason for rescheduling maintenance helps the next planner understand the new schedule. An empty comment cannot be added.

A comment is saved separately and immediately and appears in the comment list with its author and creation time. It remains even if you close the plan form without saving other changes. A comment does not save changes to plan lines, so distinguish a planned change from one already made when explaining the reason.

Edit a comment using the pencil icon on its row and select Save in the Edit comment form that opens. Delete a comment using the trash can icon on its row and confirm with Delete. These changes are also saved separately and immediately.

Adding a comment requires permission to edit the plan. A Manager can edit only their own comments if their roles include plan Edit permission. Deleting their own comment also requires plan Delete permission. An administrator can also edit and delete other users' comments. A visible icon alone does not guarantee that the required role permission is present.

Review saved changes in history

Open the History tab. The table shows recorded changes to the plan's basic information, Spot associations, element lines and yearly amounts, along with who made them and when. Comments are viewed on the separate Comments tab.

The default time filter above the history is 1 Kuukausi, meaning the last month up to the present. For older changes, select 3 kuukautta, 6 kuukautta or Ei aikarajauksia, hae kaikki. With Hae aikaväliltä, you can select a start and end date from the adjacent date field; both dates are included in the search.

Expand the save event using the arrow in the Event column, then expand the item below it using the arrow in the Event target column. The change details show the Changed field, Old value and New value columns. Changes from the same save are grouped together, so expand the relevant subrows to see individual lines and yearly amounts as well.

For a yearly amount in history, Year means the year slot from 1 to 10, not the calendar year. Determine its calendar year from the start year in effect at the time of the event. A change to the start year can therefore move an amount to a different calendar year without a separate yearly amount edit event. History helps you review changes, but deleted element lines cannot be restored from history or by selecting the Spot again.