Maintenance and EHS refusals

Every message the system gives when it refuses a maintenance or EHS step, and what to do.

When the system refuses a step, it shows the message and changes nothing. Find the message below. Placeholders such as {key} stand for the real value.

Messages shared by every flow (signature authority, missing reason, access letters, the training gate, signed-record locks) are explained in Signatures and refusals.

Maintenance

For Maintain machines and moulds.

PM plans

Message	When	What to do
`Choose the machine or the mould this PM plan covers.`	Saving a plan with neither.	Choose one.
`A PM plan counted in shots needs a mould: only a mould has a shot count. Pick the mould, or count the plan in days.`	Interval basis is `Shots` with no mould.	Pick a mould, or use `Days`.
`A PM plan counted in days needs Last done: the date of the last PM, or the date the plan starts from. Without it the plan never falls due.`	Interval basis is `Days` with no Last done.	Enter Last done.
`Mould {key} is not in the mould register. A PM plan counted in shots needs a mould that exists: pick it from the list.`	The mould code does not exist.	Pick a mould from the list.
`{key} is overdue ({when}) and holds {asset}. Complete the PM first: this change would lift the hold without the PM being done.`	Editing an overdue plan so it is no longer due.	Complete the PM job order.
`{key} is overdue ({when}). Complete the PM first: suspending the plan would lift the hold on {asset}.`	Suspend on an overdue plan.	Complete the PM first.

Job orders

Message	When	What to do
`Step 1 · Job: enter the isolation / lockout reference before saving a {type} job order.`	Saving or starting a breakdown or modification job with no Isolation / LOTO reference.	Enter the reference.
`Record the work done`	Complete work · hand back with Work done empty.	Describe the work.
`Breakdown: record the order running, the lots made since the last good check, and the QC disposition reference`	A breakdown handback with these fields blank.	Fill in the three fields.
`Handback checklist incomplete: {area clean, guards and interlocks, parameters restored, no contamination}`	A handback check is not answered Yes.	Answer all four.
`Your sign-in is not linked to an employee record, so the handback cannot be recorded`	The technician's login has no employee record.	Ask the administrator.
`The performer is recorded by the handback. It cannot be changed or cleared.`	Editing the performer of a handed-back job.	Leave it.
`Record who performed the work first, then accept the handback`	Accept handback on a job with no performer.	Hand the job back first.
`Your sign-in is not linked to an employee record, so the handback cannot be accepted`	The supervisor's login has no employee record.	Ask the administrator.
`Production accepts the handback. The technician who did the work cannot accept it`	The technician accepted their own handback.	Ask the supervisor.
`Revalidation must be signed by Quality, not the technician who made the change`	The technician signed the revalidation.	Ask Quality.
`Revalidation needs an approved process validation for {asset} dated {date} or later. Approve it in Engineering › Process validation (ISO 13485 7.5.6).`	Revalidation done · first-part check with no new validation.	Approve a process validation in Engineering.
`{mould} is {status}, not Validated.`	The mould is not Validated.	Validate it first.
`Enter the first-part result and the FAI / IPQC reference`	Record first-part check with a blank field.	Choose Pass or Fail and pick the reference.
`{reference} is not a first article report or in-process check on record`	Record first-part check with a reference that is no FAI report or IPQC record.	Pick one from the list, or record the check in Quality first.
`A mould is Validated only when its process validation is approved. Approve it in Engineering › Process validation (ISO 13485 7.5.6).`	Setting a mould to Validated by hand.	Approve the process validation.
`The validation reference is set when the process validation is approved.`	Editing the validation reference.	Leave it.

Mould shot counts

Message	When	What to do
`{key} is retired. A retired mould is locked, so its shots cannot be changed.`	Adjust shots on a retired mould.	Do not change it.
`Nothing changes: {key} already shows {n} shots.`	The new count equals the current one.	Enter a different count.
`The count of {key} moved to {n} shots after this request was filed. Maintenance files a new request from the current count.`	A decrease request is out of date.	File a new request.
`A decrease is requested by Maintenance and signed by Engineering. No request for {n} shots on {key} is waiting.`	Engineering signs with no request waiting.	Ask Maintenance to file it.
`A decrease needs a second person. You filed this request; Engineering must sign it.`	You filed and tried to sign.	Ask Engineering.

Checklists

Message	When	What to do
`{n} items not answered`	Submit with items left blank.	Answer every item.
`Add a remark for every NG item`	An NG item has no remark.	Add a remark.
`A signed checklist record cannot be edited. Close its NG findings from the record.`	Editing a signed record.	Use Close NG.
`{key} has no open NG finding to raise a job order for.`	Raise maintenance job order with no open NG.	None needed.
`{key} has no open NG finding.`	Close NG with no open NG.	None needed.
`Describe the corrective action before closing`	Close NG with no Corrective action.	Describe it.
`Close the {n} open NG findings before approving this sheet`	Approve sheet with an open NG.	Close each NG.
`No checks recorded in this period`	Approve sheet with no checks.	Record the checks.
`An approved sheet cannot be changed.`	Editing an approved sheet.	Do not edit.

Machines blocked on the floor

Message	When	What to do
`PM {plan} of {asset} is overdue ({when}). Complete the PM first.`	Setup or run on a machine or mould with an overdue PM plan.	Raise and complete the PM job order.
`Checklist {key} of {asset} has an open NG. Close it first.`	A checklist of the asset has an NG still open.	Close the NG finding.
`{job} on {asset} is {status}. Maintenance must hand it back first.`	A breakdown or modification job is not handed back.	Complete and hand back the job.
`This order has no mould, so a mould fault cannot be reported.`	Request maintenance for a mould fault on an order with no mould.	Report a machine fault.

EHS

For Safety and environment (EHS).

Incidents

Message	When	What to do
`Record the root cause and the corrective actions`	Record actions with either blank.	Fill in both.
`Link the risk assessment that was reviewed after this incident`	Record actions on an incident that is not a near miss.	Link the risk assessment.
`{type}: link a CAPA`	Medical treatment, lost time injury, dangerous occurrence, occupational illness or spill without a CAPA.	Link a CAPA.
`Authority notification is required for {type}. Enter the notification reference.`	Close incident on a notifiable incident.	Enter the reference.
`Record who reported the incident first, then close it`	Close incident with no reporter.	Record the reporter.
`Your sign-in is not linked to an employee record, so the incident cannot be closed`	The closer's login has no employee record.	Ask the administrator.
`The incident must be closed by someone other than the reporter`	The reporter tried to close it.	Ask the EHS officer.

Permits to work

Message	When	What to do
`Before approval: {isolation and lock-out applied, gas test result, fire watch assigned, PPE required}`	Approve permit with checks missing.	Complete the named checks.
`The permit must be approved by someone other than the requester`	The requester approved.	Ask another approver.
`Permit refused: {contractor} {is not on the contractor register / is {status} / has no valid insurance for {date} / has no current site induction}`	The contractor does not qualify.	Approve the contractor, update insurance or record the induction.
`Confirm the area is made safe and handed back before closing`	Close permit without the closing check.	Confirm the area is safe.

Risk, aspects and monitoring

Message	When	What to do
`Rate likelihood and severity (1–5)`	Assess or Approve controls with a blank rating.	Rate both.
`Record the controls and the highest level of control used`	Approve controls with no controls.	Record them.
`Rate the residual likelihood and severity after controls`	Approve controls without residual ratings.	Rate them.
`Residual risk is still High ({score}). Add controls before the work continues.`	Residual score is 15 or more.	Add controls.
`High risk controlled only by {administrative or ppe} measures. Use elimination, substitution or engineering controls first.`	Inherent score 15 or more with weak controls.	Use a higher level of control.
`Rate severity and frequency (1–5)`	Evaluate an aspect with a blank rating.	Rate both.
`Significant aspect: record the operational controls`	Approve controls on a significant aspect.	Record the controls.
`A legal requirement applies: link it from the legal register`	A legal aspect with no link.	Link the requirement.
`Enter the measured value and the limit`	Record reading with a blank value or limit.	Fill both.
`Record the action taken`	Close · action taken with no action.	Describe it.
`A legal or permit limit was exceeded: link a CAPA`	Closing an exceedance without a CAPA.	Link a CAPA.
`Enter the licensed contractor, licence number and licence expiry`	Schedule collection with the licence fields blank.	Enter them.
`Contractor licence expired {date}. Waste can only go to a licensed contractor.`	Scheduling with an expired licence.	Use a licensed contractor.
`Contractor licence expired {date}`	Ship · consignment note after the licence expired.	Use a licensed contractor.
`Enter the consignment note number`	Ship · consignment note with no number.	Enter it.
`Enter the disposal or recovery certificate reference`	Close · disposal confirmed without it.	Enter it.

Inspections, drills, consultation, contractors, health and legal

Message	When	What to do
`Record the findings, or write "No findings"`	Record results with nothing entered.	Enter findings.
`{n} finding(s): enter the actions and the due date`	Findings with no actions or due date.	Enter both.
`Enter the response time and the observations`	Record drill with a blank field.	Fill both.
`The drill is dated {date}, which is still ahead. Record it once it is done.`	A future-dated drill.	Record it after the drill.
`Response took {n} min against a target of {t} min: record the actions`	A slow drill with no actions.	Record the actions.
`Record the discussion or minutes`	Record · sign with no minutes.	Enter them.
`Non-managerial workers must take part in the safety committee (ISO 45001 5.4)`	A safety committee meeting without worker representation.	Include workers.
`Enter the result` / `Enter who performed it (OHD or hygienist)`	Record result with a blank field.	Fill them.
`{result}: enter the {action taken, CAPA, HIRA reviewed, next due date}`	Close health surveillance with a part missing.	Enter the named parts.
`Insurance {expired date / not recorded}. Update before approving.`	Approve contractor with invalid insurance.	Update the insurance.
`Record the competence or licence for {risk}-risk work`	Approve contractor for medium or high risk work with none recorded.	Record it.
`Enter the number of workers inducted`	Record induction with no number.	Enter it.
`Describe what applies and how General complies`	Approve a legal requirement with blank fields.	Fill both.
`Select the result and record the evidence`	Record compliance evaluation without a result or evidence.	Fill both.
`{result}: link a CAPA`	A result other than Compliant without a CAPA.	Link a CAPA.
`{capa} is not a CAPA in the register`	The CAPA number does not exist.	Choose a CAPA from the list.

Next steps

Maintain machines and mouldsBack to the maintenance task.

Maintenance and EHS refusals

MaintenanceCopy Anchor Link

PM plansCopy Anchor Link

Job ordersCopy Anchor Link

Mould shot countsCopy Anchor Link

ChecklistsCopy Anchor Link

Machines blocked on the floorCopy Anchor Link

EHSCopy Anchor Link

IncidentsCopy Anchor Link

Permits to workCopy Anchor Link

Risk, aspects and monitoringCopy Anchor Link

Inspections, drills, consultation, contractors, health and legalCopy Anchor Link