Improve management of Saved Queries in Maximo

Saved Queries are widely used within Maximo to support day-to-day operational activities, reporting, and Start Centre functionality. Within the Work Order application alone, our organisation currently has approximately 2,500 saved queries, making it increasingly difficult for users to quickly locate and access the queries they require.

As the number of saved queries continues to grow, improvements to query organisation, visibility, and security would significantly enhance the user experience and improve efficiency.

Proposed Enhancements

1. Query Folder Structure

Introduce the ability to create folders or categories within the Saved Query menu.

This would allow queries to be logically grouped and managed, for example:

• Operational Queries
• Planning Queries
• Reporting Queries
• Start Centre Queries
• Regional or Functional Team Queries

Benefits:

• Faster navigation and query selection.
• Reduced risk of users selecting incorrect queries.
• Improved organisation and governance of saved queries.
• Better scalability as query volumes increase.

2. Hide System or Start Centre Queries

Many saved queries are created solely to support Start Centre result sets, KPI monitoring, or other system functions and are not intended for direct user interaction.

Introduce an option to designate a query as:

• Visible in Saved Query List and choose category/folder
• Hidden from Saved Query List (System Use Only)

Benefits:

• Reduces clutter within the Saved Query menu.
• Improves usability by displaying only relevant user-facing queries.
• Provides a cleaner and more intuitive user experience.

3. Enhanced Query Visibility and Security Controls

Currently, a saved query can typically be configured as either:

• Private (visible only to the creator)
• Public (visible to all users)

Introduce additional security options that allow query visibility to be restricted to specific:

• Security Groups
• Person Groups
• Organisational Units (optional)
• Sites or Regions (optional)

Benefits:

• Ensures users only see queries relevant to their role.
• Supports better data governance and segregation of responsibilities.
• Reduces the number of irrelevant public queries presented to users.
• Enables teams to maintain and share queries within their own functional areas.

Expected Outcomes

Implementing these enhancements would provide a more scalable and user-friendly approach to Saved Query management within Maximo. The proposed functionality would:

• Improve query discoverability and accessibility.
• Reduce administrative overhead associated with managing large numbers of queries.
• Enhance user productivity.
• Improve governance and security of shared queries.
• Support future growth in the number and complexity of saved queries across the organisation.

Business Case

With approximately 2,500 saved queries currently stored in the Work Order application, users can spend considerable time searching for the correct query. Introducing folder structures, hidden system queries, and granular visibility controls would significantly improve usability while supporting stronger governance and more efficient use of Maximo across the organisation.