--- sourceDocument: Australia Workflow Data Fabric sourceDocumentLink: https://www.servicenow.com/docs/r/australia/integrate-applications Release : - australia ft:locale : - en-US ft:publication_title : - Australia Workflow Data Fabric ft:clusterId : - crint bundleId : - crint workflow : - Creator --- # Scheduled maintenance days # Scheduled maintenance days in RPA Hub {#ariaid-title1} Release version: Australia Updated March 12, 2026 ![](https://www.servicenow.com/docs/portal-asset/ico-clock) 7 minutes to read Summarize ![AI sparkle icon](https://servicenow.com/docs/portal-asset/ai-sparkle-icon) Summarized using AI This content was generated using new OpenAI-powered functionality. Results are provided on an as is basis and are not guaranteed to be accurate or complete. ## Summary of Scheduled maintenance days in RPA Hub Scheduled maintenance (SM) days in RPA Hub mark periods when configuration items (CIs) like robots or bot processes are unavailable for execution due to planned changes. These days are created via Change Requests (CRs) and displayed on the robot calendar, enabling stakeholders---including RPA business users, developers, support users, release managers, and admins---to view and manage the impact on automation workflows. Show full answer Show less The SM days also apply to robots in robot pools, ensuring maintenance visibility across all deployment types. ## Key Features * **Scheduled Maintenance Tracking:** CRs in Scheduled, Implement, or Review states with specified planned start and end dates generate SM event cards on the robot calendar. * **Visibility and Roles:** Various RPA roles have access to SM days on the calendar, with RPA business users needing to be included in the Managed by Group list for visibility. * **Action on SM Event Cards:** RPA release managers and admins decide to accept or reject SM event cards, which either creates a Maintenance Request (MR) in Pending state or results in a Rejected MR. * **Lifecycle and State Changes:** Upon acceptance, if the associated CI is Published, it transitions to In Maintenance during the SM period, halting executions until the CR closes, after which the CI returns to Published state. * **One-to-One Mapping of CR and MR:** Each CR is linked to one MR; to create a new MR for the same CR, the previous MR must be canceled first. * **Automated Updates:** Rescheduling CR dates automatically cancels prior MRs and requires re-acceptance of SM event cards to create new MRs for updated dates. ## Scheduled Maintenance Behavior by CR State The behavior of scheduled maintenance days depends on the CR state and the presence of planned start and end dates: * If CR is in Scheduled, Implement, or Review state with both planned start and end dates, an MR is created and progresses from Pending to In Progress, and the CI moves to In Maintenance during the window. * If planned start date is missing, SM days do not appear on the calendar and no MR is executed. * If the planned end date is missing, the SM day applies only on the start date until 11:59 PM, with the CI remaining In Maintenance until CR closure. * If CR is On Hold or canceled, SM days do not reflect, and MRs are either not executed or must be canceled if in progress. * Upon CR closure, CIs return to Published or In Use status. ## Benefits * **Improved Capacity Planning:** Visual scheduling helps optimize robot utilization and prevents job skips due to maintenance. * **Proactive Maintenance Management:** Early visibility allows teams to take preventive actions, minimizing automation disruptions. * **Centralized Tracking:** Maintenance requests and scheduled days are consolidated on the robot calendar for easy monitoring and management. ## Practical Use for ServiceNow Customers ServiceNow customers using RPA Hub can leverage scheduled maintenance days to coordinate robot and bot process availability effectively. By managing CRs and MRs in line with the robot calendar, they can ensure smoother automation operations, reduce downtime, and align maintenance windows with business needs. Understanding CR states and their impact on SM days will help administrators and release managers maintain accurate lifecycle states and minimize execution disruptions. Track the scheduled maintenance (SM) days on the robot calendar so that the bot processes can function optimally. If an issue occurs, you can take preventive measures. For example, you can know in advance about the days when the robot or the bot process is unavailable so that you can avoid the number of skipped process jobs. ## Scheduled maintenance days overview {#sm-days-rpa__section_phx_gwv_yxb} A scheduled maintenance (SM) day is when a configuration item (CI), such as, a robot or a bot process, is unavailable for execution. When a change request for a robot or a bot process is accepted by the Robotic Process Automation (RPA) release manager or RPA admin to create a scheduled maintenance day. Then the robot or the bot process can't be executed at that time. An RPA support user, RPA developer, and RPA business user can view the scheduled maintenance days on the robot calendar. You can make sure that the RPA business user is also added to the Managed by Group list. Scheduled maintenance days also apply to the robots that are in the robot pool. ## Benefits of scheduled maintenance days {#sm-days-rpa__section_zqy_bb1_yxb} With the scheduled maintenance days on the robot calendar, you get the following benefits: * Perform robot capacity planning with better visibility and rich visual plotting in a single view. * Optimize the robot utilization and avoid any potential issues related to scheduled maintenance windows. * Enables you to take proactive measures instead of being reactive for a configuration item (robot or a bot process). {#sm-days-rpa__ul_idp_qbk_2vb} ## Workflow {#sm-days-rpa__section_xck_slq_zxb} In RPA Hub, a Change Request (CR) with details of planned start and end dates along with time is created. This CR reflects as a scheduled maintenance day on the robot calendar, only when the change request is either in Scheduled, Implement, or Review states. For more information about the CR states, see [Legacy: State model and transitions](https://www.servicenow.com/docs/access?context=c_ChangeStateModel&version=australia&pubname=australia-it-service-management&ft:locale=en-US). An associated SM event card appears on the robot calendar to display the scheduled maintenance days. See the following example for a snapshot of scheduled maintenance day event cards on the robot calendar. Figure 1. Scheduled maintenance day event cards on robot calendar RPA business users, RPA release managers, RPA support users, RPA developers, and RPA admins have visibility to the potential impacts of current or future automation executions. RPA release managers and RPA admins can take an appropriate call to action, such as, either accepting or rejecting an associated SM event card for the CI on the robot calendar. If the SM event card is accepted, a Maintenance Request (MR) is created on the robot calendar, with Pending state. See the following example for a snapshot of an accepted SM day event card on the robot calendar.Figure 2. Snapshot of an accepted scheduled maintenance day event card on the robot calendar If the associated CI is in Published state, then the associated CI moves to In Maintenance state during the planned scheduled maintenance time frame. The executions are stopped until the CR is closed. Then, the CI automatically moves to the Published state. See the following example for a snapshot of accepting the SM event card when the associated CI (bot process) is in Published state.Figure 3. Accept a scheduled maintenance event card on the robot calendar If the SM event card is rejected, it does not reflect on the robot calendar. An MR is created with Rejected state. You can view the maintenance request for tracking the state of the scheduled maintenance. For more information, see [View maintenance requests in RPA Hub](https://www.servicenow.com/docs/pfiRPJrL8q50Ayj18UAbPA#view-mr-rpa "After a scheduled maintenance event card is accepted or rejected on the robot calendar, a maintenance request is created for tracking.") and [Maintenance request form in RPA Hub](https://www.servicenow.com/docs/pfiRPJrL8q50Ayj18UAbPA#mr-form-rpa "Use the Maintenance request form to track the status of the scheduled maintenance (SM) days on the robot calendar. After a scheduled maintenance event card is accepted or rejected on the robot calendar by an RPA release manager or an admin, then a maintenance request is created for tracking."). For more information about managing scheduled maintenance days, see [Manage scheduled maintenance days in RPA Hub](https://www.servicenow.com/docs/B90IpoWdgPMTkIxslDrrPg "Track scheduled maintenance days on the Robot Calendar tab to manage your current and future automations."). ## Mapping between a change request and a maintenance request {#sm-days-rpa__section_tx2_zbw_yxb} A one-to-one mapping exists between a Change Request (CR) and a Maintenance Request (MR). If an existing MR is mapped to a CR and you want to create an MR for the same CR. Then, you must cancel the previous MR and create an MR for the same CR. For example, if CR1 is mapped to MR1 (CR1:MR1). To create MR2, you must cancel MR1 and map CR1 to MR2 (CR1:MR2). If multiple or duplicate CRs are created for the same CI, then the MRs are considered against any one CR. The RPA release manager takes the decision. ## Scheduled maintenance days behavior for various CR states {#sm-days-rpa__section_u4h_mzr_zxb} If the CR is in either Schedule, Implement, or Review states and the Planned Start Date and Planned End Date fields on the CR form are mentioned. Then, the scheduled maintenance day occurs as per these dates. The MR is updated in a sequence as follows: * An MR is created with Pending state. * The MR is then updated to In Progress state after the Planned Start Date is initiated. * The associated CI moves to In Maintenance state. {#sm-days-rpa__ul_gf4_m1z_zxb} If the CR is in either Schedule, Implement, or Review states and the Planned Start Date field on the CR form is empty. Then, the SM day doesn't reflect on the robot calendar and the existing MR isn't executed. If the CR is in either Schedule, Implement, or Review states and the Planned End Date field on the CR form is empty. For example, the Planned Start Date is January 21. Then, the SM day reflects for only one day starting from the planned start date until 11:59PM on the same day. An MR is created for January 21. The CI is in In Maintenance state till the CR is closed, even if the date passed. But the schedule maintenance does not reflect on the robot calendar after the end date passes. If the CR is in either Schedule, Implement, or Review states, the Planned Start Date and Planned End Date fields on the CR form are empty. Then the SM day doesn't reflect on the robot calendar and the existing MR isn't executed. If the CR is in either Schedule, Implement, or Review states and the Planned Start Date and Planned End Date on the CR form are rescheduled. Then, the scheduled maintenance is updated to the rescheduled date automatically. The previous MR is canceled and the RPA release manager creates an MR for the rescheduled date by accepting the SM event card. If the On Hold option on the CR form is selected, then the SM day doesn't reflect on the robot calendar and the existing MR isn't executed. If the CR of the respective CI isn't in Closed state, however the CI is functional. Then, the RPA release manager can update the life cycle stage status of the CI to Published or In Use. If the CR is closed, then the life cycle stage status of the respective CI is updated to Published or In Use. If the CR is canceled and the MR is in Pending state, the MR isn't executed. If the MR is picked for execution, then cancel the MR. For more information, see [Manage scheduled maintenance days in RPA Hub](https://www.servicenow.com/docs/B90IpoWdgPMTkIxslDrrPg "Track scheduled maintenance days on the Robot Calendar tab to manage your current and future automations."). If the CR is canceled and the MR is in In Progress state. Then, the life cycle stage status of the CI moves to Published state and the MR is updated to complete state. The following table shows the scheduled maintenance days behavior for various CR states.{#sm-days-rpa__table_nrm_w3p_byb__entry__7} | CR State | Planned Start Date | Planned End Date | Rescheduled Planned Start Date | Rescheduled Planned End Date | Applicable for Scheduled maintenance | MR State | |-|-|-|-|-|-|-| | Schedule/ Implement/Review | 21-Jan | 22-Jan | Empty | Empty | Yes. | MR is created for January 21. On January 21, it moves to In progress. The CI is updated to In Maintenance. | | Schedule/ Implement/Review | Empty | 22-Jan | Empty | Empty | SM day doesn't reflect on the robot calendar. | Not executed. | | Schedule/ Implement/Review | 21-Jan | Empty | Empty | Empty | SM day reflects on January 21, until 11:59PM. But the schedule maintenance does not reflect on the robot calendar after the end date passes. | MR is created for January 21. CI is in In Maintenance state till the CR is closed, even if the date passed. | | Schedule/ Implement/Review | Empty | Empty | Empty | Empty | SM day doesn't reflect on the robot calendar. | Not executed. | | Schedule/ Implement/Review | 21-Jan | 22-Jan | 23-Jan | 24-Jan | Scheduled maintenance is updated to the rescheduled date automatically. | The previous MR is canceled (that is due on January 21. The RPA release manager creates an MR for the rescheduled date by accepting the SM event card. | | On Hold option on the CR form is selected | 21-Jan | 22-Jan | Empty | Empty | SM day doesn't reflect on the robot calendar. | Not executed. | | Closed | 21-Jan | 22-Jan | Empty | Empty | Not applicable | The life cycle stage status of the respective CI is updated to Published or In Use | | Canceled | 21-Jan | 22-Jan | Empty | Empty | Not applicable | If the MR is in Pending state, the MR isn't executed. If the MR is picked for execution, then cancel the MR. If the MR is in In Progress state. Then, the life cycle stage status of the CI moves to Published state and the MR is updated to complete state. | [Table 1. Scheduled maintenance days behavior for various CR states] {#sm-days-rpa__table_nrm_w3p_byb} * **[Manage scheduled maintenance days in RPA Hub](https://www.servicenow.com/docs/B90IpoWdgPMTkIxslDrrPg)** Track scheduled maintenance days on the Robot Calendar tab to manage your current and future automations.