# Machine documentation and maintenance | Explicio https://www.explicio.com/en/cases/professional-and-technical-services-production-maintenance/ Last updated: 2026-11-02 > When knowledge about special parameters and machine-specific settings is provided via the usual channel, the assistant asks for clarification if relationships are unclear. Every response cites the source, ensuring that succession is based on secured knowledge. WZ M CASE STUDY · PROFESSIONAL AND TECHNICAL SERVICES # Who knows the special parameters of the plant when the foreman is on holiday? Production & maintenance The shift supervisor stands in front of the injection moulding machine. The previous shift adjusted a parameter for Material X that is not part of the standard programme. The successor does not know this value as it is not in the manual. Without this information, the machine runs at the wrong temperature, leading to scrap. When knowledge about special parameters and machine-specific settings is provided via the usual channel, the assistant asks for clarification if relationships are unclear. Every response cites the source, ensuring that succession is based on secured knowledge. [Request trial access](https://explicio.cloud/registrieren?weg=test) [What would it cost us?](https://www.explicio.com/en/pricing/#rechner) - MACHINE DOCUMENTATION - MAINTENANCE MANAGEMENT - MAINTENANCE DOCUMENTATION - TECHNICAL DOCUMENT MANAGEMENT WHAT THE LOSS COSTS Downtime and rework cost time and materials. Onboarding time for new employees is extended because tacit knowledge was not transferred. HOW EXPLICIO SOLVES THE PROBLEM AS THE FIRST LAYER ## Capture. Connect. Find. - CAPTURE 01 People The shift supervisor records a voice message or takes a photo of the display settings via the channel the team uses anyway. The assistant checks the input and asks for clarification if the link to the machine type is unclear. - CONNECT 02 Connectors & measurement data Existing maintenance logs and email reports from maintenance are imported as .eml or .mbox files. These documents are understood and linked with the new voice messages, without needing to be re-typed. - GRAPH & OUTPUT 03 Colleagues & systems The successor asks in the chat for the correct value for Material X. They receive an answer based on the previous day’s voice message. The response includes the source, allowing the origin to be checked immediately. SAMPLE DIALOGUE WITH THE EXPLICIO ASSISTANT ## What it sounds like day to day. A typical question from this situation, the assistant's follow-up and the answer with its reference — an example, not a transcript. TEAM MEMBER What temperature should I set on the S-04 injection moulding machine for the new polyamide? FOLLOW-UP · PAIR4 ON THE CPU Are you referring to the setting from 15 March 2024 for Mould 12? TEAM MEMBER Yes, exactly that one. EXPLICIO ASSISTANT For Mould 12 with polyamide, a nozzle setting of 265 degrees Celsius is required. This value was documented as a special parameter on 15 March 2024, as the material became brittle at standard values. Reference: Voice message, Shift Supervisor, 15 March 2024, 07:15, Channel 'Shift Handover' Self-check — loads when visible. ASKED ## What businesses in this industry ask. How can I conduct maintenance management without losing knowledge during staff changes? + − Knowledge is captured via around 20 channels, including voice messages and photos. The assistant asks for clarification if a link is unclear, thereby securing tacit knowledge for succession. What should be considered in machine documentation to avoid scrap? + − Special parameters and empirical data must be documented. The assistant links these with machine data and cites the source in every response to avoid errors caused by incorrect assumptions. How does technical document management work for old PDFs and emails? + − Email inboxes can be imported as .eml or .mbox files. Documents, photos, and videos are understood and not just stored, allowing them to be retrieved in context. How secure is maintenance documentation if it remains within the company? + − The processing location is configurable. On the Explicio Box within your own premises, the knowledge base stays in the building – which supports data sovereignty and compliance. WHAT EXPLICIO DOES NOT DO HERE ## Limits that apply — even when nobody asks. - ✕ Explicio does not release work on the machine — that stays with the qualified person. - ✕ Explicio does not control any machine and writes to no controller. - ✕ Explicio does not assess who caused a fault. [What Explicio does not evaluate — for works councils and data protection →](https://www.explicio.com/en/works-council/) MORE IN THIS CONTEXT ## The same question from two directions. MORE FROM PROFESSIONAL AND TECHNICAL SERVICES - [Losing track of current standards and liability risks in dynamic projects?](https://www.explicio.com/en/cases/professional-and-technical-services-compliance-qm/) - [Where is the knowledge when the email flood grows?](https://www.explicio.com/en/cases/professional-and-technical-services-it-engineering-projects/) [To the industry page →](https://www.explicio.com/en/solutions/professional-and-technical-services/) SAME SITUATION: PRODUCTION & MAINTENANCE - [Is knowledge of the old machine's settings lost when staff retire?](https://www.explicio.com/en/cases/manufacturing-production-maintenance/) - [Is knowledge of the special parameters of your older machines being lost as your experts retire?](https://www.explicio.com/en/cases/trade-and-vehicle-repair-production-maintenance/) - [When the setup expert goes on holiday: Who knows the undocumented parameters?](https://www.explicio.com/en/cases/energy-supply-production-maintenance/) [Everything on this area →](https://www.explicio.com/en/areas/production-maintenance/) TRY IT DIRECTLY · DEMO WITHOUT A CALL ## Does this exact knowledge island exist in your business too? Test this scenario now for 30 days free of charge – one voice message is enough. [Request a quote](https://explicio.cloud/registrieren?weg=angebot) [What would it cost us?](https://www.explicio.com/en/pricing/#rechner) - **Term**: 30 days from your first knowledge - **Cost**: 0 € - **Licence**: none — we bill the knowledge, not the seat