--- title: "Cleaning operations" slug: "cleaning-operations" description: "Manage cleaning operations in D365 with automated scheduling, compliance tracking, and resource availability for efficient inventory control." updated: 2026-06-29T05:35:51Z published: 2026-06-29T05:35:51Z canonical: "docs.staedean.com/cleaning-operations" --- > ## Documentation Index > Fetch the complete documentation index at: https://docs.staedean.com/llms.txt > Use this file to discover all available pages before exploring further. # Cleaning operations Cleaning operations created by the system or by an authorized user are available in the Cleaning operations form in **Inventory management > Inquiries and reports > Cleaning > Cleaning operations** and **Organization administration > Resources > Resources > Life Sciences Weighing and Dispensing** tab > **Cleaning operations**. The **Scheduling** of a cleaning operation is set to: - **Manual** – When manually created either in D365 F&SCM or in the Life Sciences Weighing and Dispensing Client. - **Automatic** – When automatically created by D365 F&SCM. This means, after weighing material, after changing resource availability status, or based on scheduling. ## Cleaning operation based on material type A cleaning operation is created based on the item and/or material type of the item that has been weighed: - At the end of a weighing operation. This means, operation in a dispensing request or operation in a campaign. - After the last weighing operation of a dispensing request. This means, production picking list or dispensing order. - At the end of a dispensing campaign. The **Cleaning status** of the room is automatically set to **Not clean** as soon as the cleaning operation is generated. ## Cleaning operation due to the change in resource availability The **Resource availability** field of a dispensing room identifies whether the room is available for use or it is under maintenance. The management of the room status prevents users from executing operations in a non-compliant environment. The status of the room can be as follows: - **In use** – If weighing operations are being executed in the dispensing room. - **Not usable** – If the dispensing room is under maintenance. - **Available** – No weighing operation has been started yet since the last maintenance or scheduled cleaning operation. In case of maintenance, the **Resource availability** can be manually changed to **Not usable** by clicking the **Change status** button in the **Life Sciences Weighing and Dispensing** tab. The same button can be used to set the field to **Available** once the maintenance operations are successfully completed. Once the status is changed to **Available**, the system creates a cleaning operation whose type is determined according to the **Default cleaning type** field, and the room is not usable in the Life Sciences Weighing and Dispensing Client. Additional information is available to capture the status of the room: - **Last cleaning** – Type of last cleaning operation executed in the room. - **Cleaning status** – Possible value **Clean** or **Not clean** depending on the result of the cleaning operation. - **Date and time of the last cleaning** – It defines when the last cleaning operation has been executed. ## Cleaning operation based on scheduling A cleaning operation based on schedule is displayed in the Life Sciences Weighing and Dispensing Client whenever the application is started, based on the applied frequency. The **Cleaning status** of the room is automatically set to **Not clean** as soon as the cleaning operation is generated. The user can postpone the cleaning execution but will not be able to start any weighing operation until the cleaning operation is completed and the **Cleaning status** of the room is **Clean**. The system automatically creates a daily or monthly cleaning operation based on the following: - The cleaning rules set up. - The calendar setup for the resource. The system generates and releases a daily cleaning operation for each working day and a monthly cleaning operation for the first working day of each month. If a monthly cleaning is scheduled for a specific date, the daily cleaning operation for the same date is not created since the monthly cleaning is higher than the daily cleaning in the cleaning type hierarchy. Additionally, any existing operation based on scheduling not executed yet but expired is canceled by the system, and a new daily or monthly cleaning operation is created. To avoid the automatic creation of cleaning operations when a room has not been used for any weighing operation, the Life Sciences Weighing and Dispensing module allows users to set the validity period (in days) of the last cleaning operation executed in the dispensing room in the **Shelf life period** field. Based on this value, the system determines if a cleaning operation is required since the last executed cleaning. The shelf-life period is applicable only if the room status is set to **Available** after the execution of daily or monthly cleaning. That measn, only for cleaning operations based on schedule. ## Cleaning outcome Regardless of the cleaning operation rule, after the execution of the cleaning and verification of the status of the room, an authorized user must record the status of the cleaning in the Life Sciences Weighing and Dispensing Client by selecting the cleaning operation and clicking **Next**. A form is opened, where the user can indicate if the room status is **Compliant** or **Not compliant** with the expected outcome. A [second person verification](/life-sciences/docs/weighing-and-dispensing-compliance-with-21-cfr-part-11) may be required if configured for the cleaning type or if the outcome is not compliant with the expectation. In case the outcome is **Not compliant**, the **Cleaning status** field of the resource is set to **Not clean**. The room is not available until a new cleaning operation, at least of the same position in the hierarchy, is created and executed. If an open cleaning operation, that is not executed yet, exists for the room: - The user is not able to create another cleaning operation manually. - The system creates and releases a daily or monthly cleaning anyway. - In case the user changes the **Resource availability** from **Not usable** to **Available**, the system compares the position of the existing cleaning operation in the [hierarchy](/life-sciences/docs/cleaning) to the type of the one being created. If the new operation is of equal or lower position, the system does not create any new operation. If the new operation is higher, the system cancels the existing one and creates and releases the new operation. **Example:** *The status room is* ***Not usable****, and the* ***Default cleaning type*** *field for the room is set to* ***Partial****. An open full cleaning exists for the room. The authorized operator changes the status of the room to* ***Usable****. Since the system should create a partial cleaning operation according to the* ***Default cleaning type*** *field, but an open full cleaning operation exists, no partial cleaning operation is created.* The information for the dispensing room in the **Resources** form and the cleaning operation in the **Cleaning operations** form is automatically updated via the web service interface. The **Cleaning operations** form includes the following information: - **Overview** tab: - **Cleaning operation** – Cleaning operation number assigned by the system. - **Scheduling** – Scheduling type of the cleaning operation (**Manual** or **Automatic**). - **Scheduled execution date** – Scheduled date for the execution of the cleaning operation, automatically set to the date of cleaning operation creation. - **Resource** – Dispensing room to be clean. - **Cleaning type** – Type of cleaning operation to be executed. - **Cleaning status** – Current cleaning status of the room. - **Executed by** – User executing the cleaning operation. - **Date and time of execution** – Date and time of cleaning operation execution. - **Verified by** – User verifying the cleaning operation. - **Date and time of verification** – Date and time of cleaning operation verification. - **Status** – Status of the cleaning operation. - **Comments** tab: - Comments entered in the Life Sciences Weighing and Dispensing Client are visible from this tab. ## **Cleaning operation change approval** Life Sciences Weighing and Dispensing enables users to manage the cleaning operation change approval workflows, thus allowing a review of cleaning operation changes before they are applied in the system. Users can enable the workflow by setting the **Enable cleaning operation change approval** parameter to **Yes** in the **Inventory and warehouse management parameters** form (**Inventory management > Setup >Inventory and warehouse management parameters > Proposed changes** tab > **Cleaning operation change approval** FastTab). In the list of fields, users can select the **Enable** checkbox for every field that must be approved before the changes can be made. The following field is available: | **Field** | **Form** | | --- | --- | | **Status** | Cleaning operations | When users click the **Delete** button in the **Cleaning operations** form, the operation is not deleted anymore, but its **Status** is changed to **Canceled**. Change approval for cleaning operation **Status** field is enabled only when the status is manually changed to **Canceled** via the **Delete** button. When the status is updated because of a webservice operation, the change is directly effective and does not require approval. The workflow name is **Proposed cleaning operation changes workflow**. The workflow template can be setup in the **Inventory management workflows** form (**Inventory management > Setup >Inventory management workflows**). STAEDEAN Life Sciences workflow templates leverages D365 F&SCM workflow engines and standards. Please refer to the Microsoft Dynamics 365 Finance & Supply Chain Management training material for information on how to configure a workflow instance. Users can set up the workflow according to the required approval process. The **Workflow approval for proposed cleaning operation change** workflow approval element applies the changes to the cleaning operation. When a field that is enabled for the workflow is changed: - The **Proposed changes** page appears, showing the original and new values of the field. - The changed field is reverted to its original value. - A status message informs that the changes have been logged but have not yet been submitted to the workflow. All changed fields (unless they are not enabled for the workflow) are added to the list on the **Proposed changes** page. To discard the proposed value for a field, use the **Discard** button next to the field in the list. To discard all changes, use the [**Discard all changes**](/life-sciences/docs/change-approval-workflows-setup) button, if enabled, at the bottom of the page. Select **OK** to close the page. When there is at least one proposed change, two additional buttons are displayed in the Action Pane: - The **Proposed changes** button opens the **Proposed changes** page, thus allowing the user to review the changes. - The **Workflow > Submit** button allows to submit the changes to workflow. The **Workflow status of proposed change** field is changed from **Changes not submitted** to **Changes pending approval**. The workflow follows the standard workflow process. The approver is directed to the **Released product details** page, where they can review the changes on the **Proposed changes** page and then select **Workflow > Approve** to approve or **Workflow > Reject** to reject them. A [reason code](/life-sciences/docs/change-approval-workflows-setup) and a comment must be entered. After all approvals are completed, the fields are updated with the proposed values. ## Related - [Cleaning setups](/cleaning-setups.md) - [Cleaning](/cleaning.md) - [Weighing and Dispensing compliance with 21 CFR Part 11](/weighing-and-dispensing-compliance-with-21-cfr-part-11.md) - [Change approval workflows setup](/change-approval-workflows-setup.md) - [Life Sciences Weighing and Dispensing](/life-sciences-weighing-and-dispensing.md)