Organization Options – Others

Chris Winston, Projetech
October 31, 2023

As part of Maximo’s capabilities to be configured and tailored to different business processes, there are options in the Organizations application. This is all part of the Maximo Data Structure, allowing certain data to be separated as well as allowing different sets of rules to be applied to different data. We will finish this series with literally ‘other’ options and cover several that are commonly utilized and call out the level at which they are applied.

  • Ownership Assignment – Site Level
  • Preventive Maintenance (PM) – Site Level
  • Labor – Organization Level
  • System – Organization Level
  • Autonumber – Many Levels (System, Set, Organization or Site)

Ownership Assignment

Work Order / Service Request applications received greater functionality when Ownership was introduced. Ownership status with a date stamp  is now tracked and available with the status dialog for review.

Additionally, Ownership can be assigned / re-assigned to a group of records from the list tab.

This option lives at site level, so scroll to and select the appropriate site before you review / edit.

The ‘Check Person Availability’ controls whether all people are displayed for assignment / re-assignment, or only those based on person availability. If you don’t use calendars for persons as an example, ‘do not check person availability’ would be the recommended choice.

Ownership Assignment Options in Maximo

Preventive Maintenance (PM)

PM options are at Site level, so scroll to and select the appropriate site before you review / edit. Within this option are setting for generating Preventive Maintenance Work Orders as well as Condition Monitoring Work Orders that their respective cron tasks will use.

In each case (PM or Condition Monitoring) you will be able to enter an email address for notification, which will send the log indicating success as well as failure and reasons why. You should always use this and review each log.

PM Options in Maximo


The most critical options here are on the automatic approval of labor transactions (inside and outside are separate). The typical setting for inside is to default to automatic approval, which is why they become read-only upon save. Outside labor transactions default to unapproved on save, to allow for revision and then approval in the Labor Reporting application, against a labor contract, so keep these in mind when choosing your settings.

Future Labor Transaction Tolerance limits how many hours into the future you can enter actual labor. Standard setting is 0, and usually is adequate, but here is an example of when you may need to temporarily have a larger number of hours.

Labor Options in Maximo


System settings are not miscellaneous, but in reality, a large grouping of individual settings that affect many different applications, but only a few settings or perhaps one, per application.

GL Configuration – indicates what character to use for unspecified components.

Classification Catalog – delimiter to use in asset description if you generate the description from the classification attribute data.

Job Plan – Turn on if you wish to use revision controls and job plan versioning.

System Settings in Maximo


Autonumbering lives at System, Set, Organization and Site levels so you will need to choose the level first to get to the setting. Each have the same options – the autonumber ‘seed’ and a prefix. The seeds are required, but the prefixes are optional.

Typical utilizations are prefixes that indicate the year in Probably the most common is the utilization of an autonumber for task work orders that is different from the autonumber for the main work order. Just manipulating the autonumber in the Organizations application is not quite enough for this, so for full details on setting task number seed start here:

For general instruction on enabling autonumbering for attributes, start here:

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Chris Winston, Projetech
October 31, 2023
IBM Maximo Tips & Tricks

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