WebTMA has developed an AI Work Order Assistant (OTTO) to answer questions about your data. On the Landing Page, you can use OTTO to ask different types of questions relevant to a Work Order and search attached documents. If you are not yet using the Landing Page, go here for the easy instructions to make it visible.
On the Browse Query window you can see any query in list form or graphically. OTTO is also accessible from WebTMA mobile. Examples of the types of prompts you can give OTTO are here.
Access
Two icons for using OTTO are available from the Landing Page / Active Tasks Tab. See Login and Landing Page Access if you have not enable use of the Landing Page yet.
On the Browse Queries window (Reports > Browse Queries), select a Form and select a Query. When appropriate, you can choose the graph icon to see the data as a graphic.
Path: Reports > Browse Queries
OTTO on the Landing Page
When you click the icon on a Work Order line, a query popup window opens with a few sample questions that you can click to start the chat or enter your own.
Select any of the suggested questions or type your own.
For more general questions, click the icon at the lower right of the window.
Searchable Data Points
OTTO is used with Work Order data; therefore, your questions need to concern Work Order attributes rather than other related records. Here are some examples:
Effective. “Have any Technician Comments mentioned a leak in the past 30 days?” This question is likely to return results because Tech Comments are associated with the Work Order.
Ineffective. “What PM Schedules are associated with this piece of Equipment?” PM Schedules are associated with the Equipment item rather than the Work Order; however, an effective question would be, “When was the last Preventive Maintenance Work Order done on this piece of Equipment?”
OTTO will also search attached documents, such as manuals. If a Technician has a question about a specific error code, he can ask OTTO “What is the meaning of error code X?”
The following are some examples of Work Order attributes data points you can use as part of your questions. Note that this list is not exhaustive.
- Work Order items (Areas, Buildings, Floors, Equipment etc.)
- Work Order Types
- Priorities
- Descriptions/Action Requested
- Task Codes/Descriptions
- Trades
- Technician Comments
- Work Order Costs
- Parts Used
- Statuses
- Departments
- Requestors
Best Practices
Use specific time ranges for History Searches, such as “this year”, “in the past 30 days”, or “last month.”
Specific criteria in questions gives better results. Rather than asking “How many HVAC Work Orders are open in this Building?”, try “How many Work Orders with a Trade of HVAC are open in the Administration Building?” The second question is more likely to yield applicable results.
Ask clarifying questions and request more details based on initial answers. By design, OTTO’s responses are concise, but you can continue to ask for more details.
Be mindful of the source. Your question should be specific to WebTMA data. For example, “What are the most common failures of Air Handler Units?” will bring results from the Internet, but that isn’t the same as the most common failures of Air Handler Units at your facility.
Example Prompts for OTTO
For tips on the best types of questions to ask, please read the previous topic, Best Practices.
For individual Work Orders:
- Show me the work order history for this item for the past year.
- When was the last PM work order done?
- Did the technician leave any comments on that work order?
- What parts have been used on this item?
- Given the work order history, what would you recommend for future maintenance?
- How many hours have been posted to this Work Order?
- Break down the Labor on this Work Order by Task and Date.
For Work Orders in general:
- How much have we spent on this asset during its lifetime?
- Give me a detailed breakdown of those asset work orders.
- At what point should we consider replacing this asset instead of repairing it?
- Reopen Work Order number X.
- How many Work Orders have been issued for Type X? Include January, February, and March 2026.
- How many Work Orders have a status of “Reopen”?
- How many open Work Orders are for the Biomed Repair Center?
- How many open Work Orders are for parking garages?
Have OTTO post to a Work order:
- Post 2 hours labor on Work Order X.
- Add the following tech comments to Work Order number X, “I did repair work on this item, and all is working well.”