The control schema is the automatically generated list of compliance activities for a location. This article explains how structures, areas, assets, systems, control regimes and frequencies affect the activities and jobs that appear.
How the control schema is generated
There is no manual generate step. When you create or edit a structure, area, asset or system, the rules engine evaluates the configured compliance and risk rules and adds the resulting activities to the location's Control Schema.
- Creating, moving, updating or deleting an asset or system can add or remove activities for that entity.
- Creating or deleting a structure or area, or changing its control regime, can rebuild the mandatory activities for that entity.
- Approving a technical recommendation on an asset, system or area can add its suggested activities.
- Changes are merged automatically and do not require acknowledgement.
Generation is queued and runs in batches. After a bulk change, reload the Control Schema tab before deciding that activities were not generated.
How control regimes determine activities
Mandatory activities come from the control regime that applies to an entity. A structure uses its own regime. An area inherits the regime from its parent area or structure unless an override is set on the area.
An asset resolves its regime through its area. A system uses the regime of its structure directly. Nothing is inherited from the location itself. If no regime is resolved, the rules engine creates no activities for that entity. Rule-generated activities can be removed from the scheme in this situation, but activities added from accepted recommendations are kept.
If a structure matches no rule for the location, it uses your organisation's default control regime. If no active default exists, no regime is assigned and the Control Schema tab shows No activity types found.
How assets and systems affect activity generation
Compliance rules define the activity type, frequency, target entity and conditions under which the activity is required. The configured asset and system information determines which rules apply.
- Open the asset and select Linked Systems.
- Select Link system.
- In Select systems to link, select one or more systems at the same location.
- Confirm the selection. The button shows how many systems are selected.
An asset can be linked to several systems. The link also appears in Linked Assets on the system record. Linking or unlinking does not change the asset's activities immediately. It flags the location for the next nightly Plan health check, and dependent activities are applied at the asset's next rule evaluation or when a visit is scheduled.
If a compliance rule is scoped to a system type, its rotation option can also select which points are sampled. Rotation is configured on the compliance rule and reviewed in the location's Rotation plan tab.
View the generated activities
- Open the location.
- Select Control Schema.
- Group activities by Activity category or Activity type.
- Sort them by Frequency, Activity name or Status.
- Select an activity type to view its activities.
Each activity type shows a completed and total count, together with a Mandatory, Custom or Mixed badge. Individual activities can show To do, In progress, Done, Overdue, Skipped or Closed. Select Load more to view additional activities.
Use the filter drawer to narrow activity types by Frequency, Status and Source. Only Source filters the individual activities.
An activity with Activity enabled switched off remains in the list but is greyed out, has no status badge and generates no jobs. Activity status is calculated from its jobs and cannot be set manually.
How frequency creates recurring work
The frequency determines when an activity becomes due. The planner recalculates due work for the date range on screen instead of keeping a fixed queue. A recurring activity appears again on its next due date.
In Scheduler, switch on To plan to display the work the planner recommends. Select a recommendation card to open New Visit, then schedule the visit as usual.
- A completed, in-progress or booked job in the same frequency period can cover the activity, even when the visit is after the end of the displayed date range.
- A cancelled visit leaves its activities due, so they return under To plan after the planner refreshes.
- A skipped visit does not make the work appear again for the same visit template or set of activities. That work must be planned manually.
- Rotation patterns such as Per room, Representative and Random determine which points are proposed for the next visit.
Adjust or add activities
Change an activity frequency
- Open the location's Control Schema.
- Select an activity type and then the activity.
- Choose a frequency from the Frequency picker.
- Save the change.
The picker includes frequencies from Two times per day through Every week, Monthly, Yearly and 10 yearly. Changing the frequency of a rule-created activity makes it custom. Select Restore rule frequency to return it to the rule's frequency.
A less frequent setting can be saved even when it does not meet the rule's required frequency. The form warns about this, but does not block the save. A duplicate frequency for another activity of the same type on the same object is rejected.
Add a custom activity
- In Control Schema, select Add activity.
- Select an Activity type.
- Under Applies to, select Select locations or assets.
- In Choose location, select the required structures, areas, systems or assets, then confirm with the tick button.
- Choose a Frequency.
- Select Save.
With Assets enabled under Selection level, selecting a building or floor also selects every asset below it. Each selected entity receives its own activity. A saved custom activity starts as To do.
A custom activity can be deleted. A rule-created activity cannot be deleted; switch off Activity enabled to stop new jobs, or use Restore rule frequency when a frequency override exists.