Tasks

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A “task” represents an action that is assigned and tracked to completion. Tasks can be generated from form answers or a workflow process.

Search for a task

  1. Expand “Tasks” on the sidebar navigation.
  2. Select one of the list options:
    • “My Tasks” will display the list of open tasks that are assigned to you.
    • “Open” will display the list of all open tasks assigned to anyone.
    • “Unassigned” will display the list of tasks that do not have an assignee.
    • “Search” will allow you to populate the data filter fields where applicable, or leave blank to view all task records that you are allowed to see. Select “Search Data” upon completion to view results.

Search Tips

  • Expand the “Data Filters” section to limit the results based on specific fields. 
  • Select “Refresh List” to load an updated list; alternatively, select “Reset” to clear all of the filters.
  • Select the “copy” icon to copy a search URL to your clipboard for bookmarking or later use.
  • Select column headers to sort by column, alphabetically.

Add a new task

  1. Expand the “Task” menu on the sidebar navigation. 
  2. Select “New” to add a task.
  3. Populate the fields. Data fields with an asterisk (*) are required.
    • Type*: Select the type of task.
    • Priority*: Select the priority of the task.
    • Status*: Defaulted to New. (Change the status when tasks are no longer new.)
    • Summary*: Enter the brief summary of the task.
    • Assignee*: Select the person who is the primary assignee for the task.
    • Asset: Select the asset that is associated with this task.
    • Description: Enter the detailed description of the task.
    • Due On: Select the date this task is due.
    • Associated Form Type: Select the form type associated with this task. Submitted forms of this type that are launched from the task will appear in the Associated Forms section of the task details.
    • Tags: Enter keywords to quickly describe the task. Tags are included in search results. To enter multiple tags, press the Enter key after each tag.
    • Comments: Enter your comments or notes for the task. Comments are intended for your internal use.
  4. Select “Save” upon completion.

Lock or unlock a task

A locked task allows users with appropriate access to view the task details, while users with appropriate access can both view and edit an unlocked task. 

  1. Locate the task record and select the View/Edit button for the desired task.
  2. Toggle the “Lock” or “Unlock” button in the Details section.

Add attributes

Attributes are custom fields to capture additional data points, such as weather conditions, progress updates, and maintenance details.

  1. Locate the task record and select the View/Edit button for the desired asset.
  2. Select the “Edit” button in the Attributes section.
  3. Populate the fields per the data type validations.  Data fields with an asterisk (*) are required.
  4. Select “Save” upon completion.

Attribute Tips

For asset attributes that are configured for data types of Date, Time, or DateTime, double-clicking (or double-tapping if on a phone or tablet) the calendar or clock icons to the right of the question will auto-fill the data to the current date and/or time.

Add additional assignees

Task assignees are responsible for completing, reviewing, or approving the task.

  1. Locate the task record and elect the View/Edit button for the desired task.
  2. Select the “Add” button in the Assignees section.
  3. Populate the fields. Data fields with an asterisk (*) are required.
    • Assignee*: Select the contact that is assigned to this task.
    • Role*: Select the role of this assignee for this task.
  4. Select “Save” upon completion.

Add labor

Labor items capture the role, estimated hours, and actual hours required to complete the task.

  1. Locate the task record and elect the View/Edit button for the desired task.
  2. Select the “Add” button in the Labor section.
  3. Populate the fields. Data fields with an asterisk (*) are required.
    • Role*: Select the role of the person who completed this task.
    • Estimated Hours*: The total number of estimated hours needed to complete the task for the role. If a task is generated from a work item, the labor hours by role from the work item will be pre-populated in the estimated hours for the task.
    • Actual Hours*: The total number of actual hours needed to complete the task for the role.
  4. Select “Save” upon completion.

Add parts

Captures the parts and quantities used to complete the task.

  1. Locate the task record and elect the View/Edit button for the desired task.
  2. Select the “Add” button in the Parts section.
  3. Populate the fields. Data fields with an asterisk (*) are required.
    • Part*: The part used to complete the task.
    • Estimated Quantity*: The estimated quantity of this part needed to complete the task. If a task is generated from a work item, the part and estimated quantity from the work item will be pre-populated in the estimated quantity for the task.
    • Actual Quantity*: The actual quantity of this part needed to complete the task.
  4. Select “Save” upon completion.

Add associated records

Associations allow you to link records in various combinations to capture relationships. 

  1. Locate the task record and select the View/Edit button for the desired task.
  2. Select the “Add/Associated” button in the desired Associated section.
  3. Populate the fields. Data fields with an asterisk (*) are required.
  4. Select “Save” upon completion.

Task Association Tips

  • Task associations can be created with assets, documents, and forms. Associations can be created at either record. Here are common uses of association records.
    • Associated assets capture which assets are associated with this task. Associate one task with multiple assets only when a single task will meet the task requirements for all associated assets; do not associate a task with multiple assets if there are multiple types of tasks required.
    • Associated documents capture the task-supporting information, such as permits, photos, or inspection logs.
    • Associated forms capture the forms that were generated from follow-up task activities. Submitted forms that are launched from the “Associated Form Type” button in the task details will appear here.

Add correspondence 

The correspondence provides users to capture supporting information relevant to completing a task for future reference and full documentation.

  1. Locate the task record and select the View/Edit button for the desired task.
  2. Select the “Add” button in the Correspondence section.
  3. Populate the fields. Data fields with an asterisk (*) are required.
    • Date*: Enter the date and time of the correspondence.
    • Type*: Enter the type of correspondence (e.g., Phone, Email).
    • Contact*: Select the correspondence contact.
    • Description: Enter the description of the correspondence.
  4. Select “Save” upon completion.

Close a task

  1. Locate the task record and select the View/Edit button for the desired task.
  2. Select the “Close” button in the top right corner. This will set the Closed Date to today’s date and the status to “Closed”

Re-open a closed task

  1. Locate the task record and select the View/Edit button for the desired task.
  2. Select the “Open” button in the top right corner. This will clear the closed date field and set the status to “In Progress.”

Manage tasks

  1. Locate the task record.
  2. To the right of each record, under the Actions menu, you may:
    • View detailed information or edit the task.
    • Open the form type associated with this task. This action will appear only if the task has an associated form type.
    • Open the task in the explorer view to visualize associations.
    • Delete this task and all associated data.
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