Work

A “work item” represents one or more activity plans that may generate tasks. Work items may be nested under other work items. Both nesting and the generation of tasks is controlled at the work item type level.

Search for a work item

1. Expand “Work” on the sidebar navigation.
2. Select one of the list options:
   • “My Work Items” will display the list of active work items that you manage.
   • “Search” will allow you to populate the data filter fields where applicable, or leave blank to view all work item 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 work item

1. Expand the “Work” menu on the sidebar navigation.
2. Select “New” to add a work item.
3. Populate the fields. Data fields with an asterisk (*) are required.
   • Parent Work Item: Select the parent work item.
   • Type*: Select the type of work item.
   • Title*: The title of the work item.
   • Description: Enter the detailed description of the work item.
   • Start Date*: The effective date when this work item applies.
   • End Date: The date when this work item no longer applies.
   • Tags: Enter keywords to quickly describe the work item. 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 work item. Comments are intended for your internal use.
4. Select “Save” upon completion.

Lock or unlock a work item

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

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

Add sub-work

Sub-work items are child work items that are nested under parent work items. This section appears only if sub-work items are allowed, which is configured at the work type level.

1. Select “New” to add a sub-work item.
2. Populate the fields. Data fields with an asterisk (*) are required.
   • Parent Work Item: Select the parent work item.
   • Type*: Select the type of sub-work item.
   • Title*: The title of the sub-work item.
   • Description: Enter the detailed description of the sub-work item.
   • Start Date*: The effective date when this sub-work item applies.
   • End Date: The date when this sub-work item no longer applies.
   • Tags: Enter keywords to quickly describe the sub-work item. 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 sub-work item. Comments are intended for your internal use.
3. Select “Save” upon completion.

Manage sub-work items

1. Locate the sub-work record.
2. To the right of each record, under the Actions menu, you may:
   • View detailed information or edit the sub-work item.
   • Copy this sub-work item as a new sub-work item.
   • Delete this sub-work item.

Task generation

Task generation is optional for each work and sub-work item.

1. Select “New” to add a task.
2. Populate the fields. Data fields with an asterisk (*) are required.
   • Generate Task: Toggle on to generate a task when the trigger criteria is met for the associated asset(s).
   • 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.
   • Description: Enter the detailed description of the task.
   • Due Date: Select the date this task is due.
   • Associated Form Type: Select the form type associated with this task.
   • 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.
3. Select “Save” upon completion.

The associated workflow that generates the tasks for this work item will be automatically created when “Generate Task” toggle is on. The workflow will be defaulted to a daily frequency upon creation. The frequency is indicated as a tag next to the Associated Workflow value.

Triggers

Triggers appear when the “Generate Task” toggle is on. Triggers are evaluated against each associated asset to determine task generation.

Add a trigger

1. Locate the work item.
2. Select the “Add” button within the Trigger section.
3. Populate the fields.  Data fields with an asterisk (*) are required.
   • Group*:  Select the group of the trigger.  Groups are used in conjunction with logical statements where the entire group evaluates to true or false.
   • Precedence*: Enter the order of this trigger in relation to the other triggers in the group.
   • Trigger Type*:  Select the type of trigger.
   • Logical*: Select the logical statement to define how this trigger relates to other triggers.
4. There may be additional fields that appear depending on the Trigger Type.
   • Aggregate: Select the aggregate function to apply to the telemetry; leave blank to use raw data.
   • Asset Attribute: Select the attribute for comparison.
   • Asset Property: Select the property field for comparison.
   • Earliest Date: Enter the earliest date for telemetry evaluation; leave blank for none.
   • Latest Date:  Enter the latest date for telemetry evaluation; leave blank for none.
   • Form Type: Select the type of form.
   • Form Question: Select the form question.
   • Operator: Select the operator used for comparison.
   • Rounding: Enter the number of decimals places to round the result
   • Telemetry Type: Select the type of telemetry for comparison.
   • Unit of Measure:  Select the unit of measure for comparison.
   • Value: Enter the value to use for comparison.
5. Select “Save” upon completion.

Manage triggers

Once triggers have been created, manage these records to maintain accurate information.

1. Locate the trigger record.
2. To the right of each record, under the Actions menu, you may:
   • Edit the trigger.
   • Delete the trigger.

Associated Assets

Associations to assets may be created manually or by using the automatic selection criteria.

To manually associate an existing asset to the work item, select the ‘Associate’ button, then select the asset.

The automatic selection criteria use trigger logic to return a list of assets. Users then determine which of the returned assets should be included in the Work.

1. Select the “Add” button in the Associated Assets section.
2. Populate the fields.  Data fields with an asterisk (*) are required.
   • Group*:  Select the group of the trigger.  Groups are used in conjunction with logical statements where the entire group evaluates to true or false.
   • Precedence*: Enter the order of this trigger in relation to the other triggers in the group.
   • Trigger Type*:  Select the type of trigger.
   • Logical*: Select the logical statement to define how this trigger relates to other triggers.
3. There may be additional fields that appear depending on the Trigger Type.
   • Aggregate: Select the aggregate function to apply to the telemetry; leave blank to use raw data.
   • Asset Attribute: Select the attribute for comparison.
   • Asset Property: Select the property field for comparison.
   • Earliest Date: Enter the earliest date for telemetry evaluation; leave blank for none.
   • Latest Date:  Enter the latest date for telemetry evaluation; leave blank for none.
   • Operator: Select the operator used for comparison.
   • Rounding: Enter the number of decimals places to round the result
   • Telemetry Type: Select the type of telemetry for comparison.
   • Unit of Measure:  Select the unit of measure for comparison.
   • Value: Enter the value to use for comparison.
4. Select “Save” upon completion.

Once triggers are set, you may:

1. Select the ‘Play’ button to evaluate the criteria and make the asset associations.
   • New matches will appear at the top with the “Not Evaluated” status. Manually indicate if the newly identified assets will be included.
   • Include this asset in the Work item.
   • Exclude this asset from the Work item.

Manage asset associations

Once associations to assets have been created, manage these records to maintain accurate information.

1. Locate the associated asset record.
2. To the right of each record, under the Actions menu, you may:
   • View the detailed information or Edit the associated asset.
   • Remove this association.

Assigned roles

Assigned roles govern who will be responsible for tracking and closing the tasks generated from the work items.

1. Locate the work item record and elect the View/Edit button for the desired work item.
2. Select the “Add” button in the Assigned Roles section.
3. Populate the fields. Data fields with an asterisk (*) are required.
   • Asset Role*: The role of this contact at the asset(s) that will be assigned the work item’s task.
   • Task Role*: Select the role of this assignee for this task.
4. Select “Save” upon completion.

Add direct assignees

Direct assignees are responsible for completing, reviewing, or approving the tasks generated from the work items.

1. Locate the work item record and elect the View/Edit button for the desired work item.
2. Select the “Associate” button in the Direct 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 estimated labor

Track labor requirements for this work item.

1. Locate the work item record and elect the View/Edit button for the desired work item.
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 will complete the work.
   • Hours*: The number of estimated hours needed for the role.
4. Select “Save” upon completion.

Add parts

Track the expected parts needed to complete this work item.

1. Locate the work item record and elect the View/Edit button for the desired work item.
2. Select the “Add” button in the Parts section.
3. Populate the fields. Data fields with an asterisk (*) are required.
   • Part*: Select the part needed to complete the work.
   • Quantity*: The quantity of this part needed to complete the work.
4. Select “Save” upon completion.

Add associated documents

Associations allow you to link documents to work items to capture relationships. Associated documents capture the work-supporting information, such as permits, photos, or inspection logs.

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

Manage work items

1. Locate the work item record.
2. To the right of each record, under the Actions menu, you may:
   • View detailed information or edit the work item.
   • Copy this work item as a new work item.
     • NOTE: The copied record will include the original record’s Sub-Work and Assigned Roles.
   • Download the work item definition for importing into another database.
   • Delete this work item.