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What Is a CMMS API? How It Works and What It Connects To
A CMMS API lets your maintenance system exchange information with other software and equipment without your team having to enter the same data twice. Here is how it works, what it can connect to, and how maintenance teams can use it.
- Are technicians entering the same information into more than one system?
- Are maintenance readings being written down and entered later?
- Are you moving work order, parts, or labor information between systems by hand?
- Would it help if information from your equipment reached the CMMS automatically?
These are the kinds of problems a CMMS API can address. API stands for Application Programming Interface. In practical terms, it gives different software systems and equipment a way to exchange information.
The eWorkOrders CMMS API lets organizations connect eWorkOrders with other software and equipment. That can include bringing readings from machine sensors into eWorkOrders or sending maintenance information from eWorkOrders to another system.
For a maintenance team, the goal is simple: get the right information into the right system without having someone manually enter it every time.
What Is an API?
API stands for application programming interface. It is a defined way for two pieces of software to exchange information. One system can request information from the other, or send information to it, without someone having to copy and paste the data.
Think of it as a set of rules for how two systems talk to each other. One system sends information in an agreed format, and the other system knows how to receive and use it.
The practical test is simple. If someone in your operation is looking at one system and typing the same information into another, that is a task an API may be able to handle automatically.
An API is not the same thing as an integration.
Integration is the result — two systems exchanging information. An API is one of the most common ways to make that connection. You can also move information between systems with methods such as spreadsheet imports, but those require someone to perform the task. An API can automate it.
How the eWorkOrders CMMS API Works
The eWorkOrders API provides a way for eWorkOrders to exchange information with other software applications and equipment. Depending on the connection, information can move into eWorkOrders, out of eWorkOrders, or in both directions.
For example, equipment information such as run hours, temperature, vibration, or pressure can be sent to eWorkOrders. Maintenance information such as work orders, asset records, labor, parts, or costs can be sent from eWorkOrders to another system.
This gives maintenance teams a way to connect eWorkOrders to the systems and equipment they already use rather than entering the same information in multiple places.
The specific connection depends on what information needs to move, where it needs to go, and how the maintenance team will use it.
Which Direction Is the Data Moving?
Before setting up an API connection, it helps to determine what information needs to move and which system needs to receive it. There are two basic directions.
Data coming into eWorkOrders
Information comes into eWorkOrders from equipment or another system without a technician having to enter it manually. That might be run hours from a machine meter, vibration or temperature readings from a condition monitoring sensor, mileage from a fleet vehicle, or asset information from another application.
Once the information reaches eWorkOrders, it can be used as part of the maintenance process. For example, a reading that reaches a defined threshold could trigger a work order for someone to inspect the equipment.
Data going out of eWorkOrders
Maintenance information can also move from eWorkOrders to another system. That might include completed work orders, labor hours, parts used, maintenance costs, asset information, or downtime history.
Instead of asking the maintenance department to prepare the same information for another department, the other system can receive the information directly from eWorkOrders.
Many organizations eventually use both directions. The best place to start is usually the connection that eliminates the most manual work or gives maintenance the information it needs sooner.
What a CMMS API Connects To
| What connects | Direction | What it can handle |
|---|---|---|
| Condition monitoring sensors vibration, temperature, pressure | In | Sends equipment readings to eWorkOrders so maintenance can respond to changing conditions. |
| Meters and counters run hours, cycles, mileage | In | Brings equipment usage information into eWorkOrders for maintenance scheduling and tracking. |
| PLCs and SCADA | In | Moves equipment or production information into eWorkOrders when it is needed for maintenance decisions. |
| ERP systems | Both | Shares information such as parts, purchasing, costs, and other data between eWorkOrders and business systems. |
| Accounting and payroll | Out | Sends labor hours, parts costs, and other maintenance information from eWorkOrders to the systems that need it. |
| Reporting and BI tools | Out | Makes eWorkOrders maintenance information available for reports, dashboards, and business analysis. |
| In-house applications | Either | Connects eWorkOrders to software developed specifically for your organization. |
How to Scope a CMMS API Connection
API connections are easier to plan when the maintenance and IT teams agree on a few basic questions before the work begins.
Which system is the source for each piece of information?
Decide which system is responsible for maintaining each type of information. If both systems can change the same information, you can end up with two different versions of it. Establish which system is the source and which system receives the information.
How often does the information need to move?
Not every connection needs to run in real time. A sensor reading that could indicate a developing equipment problem may need to reach eWorkOrders immediately. A monthly maintenance cost report may not. Match the timing to how the information will be used.
What happens when one system changes?
Software updates can affect an API connection. Before the connection is built, find out how changes to either system are handled, who is responsible for maintaining the connection, and what support is available if something stops working.
Who will set up and maintain the connection?
The work involved depends on what you are connecting. A simple data import may require very little technical work. A connection between two business systems may require someone with experience working with APIs, databases, or both. Know what the connection requires before the project starts.
The Importance of a CMMS API
For maintenance teams using eWorkOrders, an API provides a way to connect the CMMS with the other systems and equipment involved in the maintenance process. Information can move between systems without requiring someone to enter the same data twice.
For maintenance, that can mean getting equipment readings into eWorkOrders sooner, sending completed work and labor information to other systems, and keeping asset and maintenance information consistent across the organization.
The eWorkOrders CMMS API supports connections with other software and equipment, including the ability to import data from machine sensors and export maintenance information to other systems.
The goal is not to add another system for maintenance to manage. It is to make the systems you already use work together so your maintenance team has the information it needs when it needs it.
Learn more about the eWorkOrders CMMS API
For the wider subject — what system integration is, what can be connected, and the benefits of connecting maintenance systems — see
8 Reasons How System Integration & CMMS Can Improve Productivity
.
Frequently Asked Questions
What is a CMMS API?
A CMMS API is a defined way for a CMMS to exchange information with other software or equipment. The eWorkOrders CMMS API can be used to import information such as machine sensor readings and export maintenance information to other systems.
What is the difference between an API and an integration?
Integration is the result of connecting two systems so they can exchange information. An API is one of the common methods used to make that connection. Other methods, such as spreadsheet imports, can also move information between systems, but they usually require someone to perform the task manually.
What can a CMMS API connect to?
The eWorkOrders CMMS API can connect with many types of software and equipment, depending on the requirements of the connection. Common examples include condition monitoring sensors, meters, PLCs, SCADA systems, ERP platforms, accounting systems, payroll systems, reporting tools, and applications developed in-house.
Can an API create a work order automatically?
Yes, depending on how the connection is configured. For example, a sensor reading that crosses a defined threshold can be sent to eWorkOrders and used to create a work order for inspection or maintenance.
Do we need an IT team to use a CMMS API?
It depends on what you are connecting and how the connection needs to work. Some connections are relatively simple, while others require technical experience with APIs, databases, or the systems being connected. Determine the requirements before starting the project.
Does an API mean replacing our other software?
No. An API can allow eWorkOrders and your existing systems to exchange information without replacing them. This allows maintenance, accounting, purchasing, production, and other departments to continue using the systems they need while sharing the information that matters to each group.
Tell Us What You Need Connected
Tell us which systems or equipment you are using and what information you need to move. We can discuss how the eWorkOrders API can support the connection.
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