# Maintenance and EHS refusals (/docs/maintenance-ehs/refusals)

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](/docs/get-started/signatures-and-refusals).

## Maintenance [#maintenance]

For [Maintain machines and moulds](/docs/maintenance-ehs/maintenance).

### PM plans [#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 [#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 [#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 [#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 [#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 [#ehs]

For [Safety and environment (EHS)](/docs/maintenance-ehs/ehs).

### Incidents [#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 [#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 [#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 [#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. |

<NextSteps>

<NextStep href="/docs/maintenance-ehs/maintenance" title="Maintain machines and moulds" description="Back to the maintenance task." />

<NextStep href="/docs/maintenance-ehs/ehs" title="Safety and environment (EHS)" description="Back to the EHS task." />

<NextStep href="/docs/get-started/signatures-and-refusals" title="Signatures and refusals" description="Messages shared by every flow." />

</NextSteps>