Tasks: Procedures

The following fields are displayed in the Tasks list:

• Task #: Number associated with the task. Tasks can be reordered by editing the number of the task.

• Description: Description of the task. You can include images, tables, and more.

• Craft: Craft recommended to complete the task.

• Est Time: Estimated time to complete the task.

• Style: Style in which the task should appear on Task lists, on this page and on work orders.

• Limit Task by Class: A field to limit the display of the task to a specific asset classification. If a value is entered in this field, this task will only be displayed on work orders generated for assets of the specified classification.

• Link Asset Directly: This option allows you to designate a specific asset for a task, which can tie the task to a different asset than the one specified on the work order. This option can be used to create task rows for as many assets as needed, providing a method to display multiple assets on a single work order.

  A row appears on the Work Order Tasks page identifying each assigned asset. If the Vicinity field is populated for the asset, the vicinity is also displayed on the work order task row.

• Link Assets by Class: This option allows you to specify an asset classification to which a task should be associated, providing a method to display multiple assets on a single work order. When the work order is created and assigned to a specific node on the asset list, the task will be created for all assets matching the designated asset classification that are below this node of the tree.

  Separate task rows appear on the Work Order Tasks page identifying each assigned asset. If the Vicinity field is populated for the asset, the vicinity is also displayed on the work order task row.

  When using the Link Assets by Class option, you must also select the Link to All Assets check box. If this option is not selected, the system only links to the first asset found with the selected classification.

• Link All Assets: This option works in combination with Link by Class, allowing separate task line items to be created for each asset of the selected classification below the selected node of the asset list. If the Link by Class option is chosen without this setting, a task line will only be created for the first asset of the designated classification found, versus all the assets of the matching classification.

• Track Task: This toggle determines whether or not the task should be tracked in the Asset module. This setting ensures that the task is specifically listed in the asset’s history each time the task is performed.

  As an example, you might have a procedure for a 15,000 mile check for all vehicles that included an oil change task. When you looked at an asset that had this procedure performed, the history would only indicate that it had a 15000 mile check performed on a particular date, but would not specifically list the oil change. If, however, the oil change task was set to be tracked in the Asset module, the activity would be specifically listed on the asset’s Tracked Tasks.

  If you mark a task that was added free-form, the task will automatically be added to the Task module.

Tasks can be entered free-form or retrieved from the Tasks module. This section describes how to add a task that will be entered free form. Adding predefined tasks is described in the section that follows.

If numerous tasks are going to be linked by class, this could result in a large number of tasks created on the work order. For example, if six tasks were created and linked to a node with five assets of the designated classification, thirty tasks would be created.

If you would prefer to see the tasks and assets listed only once each, you can create a dummy task, such as Equipment list, which would be linked by class. This would ensure that each asset is listed on the work order task list. The individual tasks would not be linked by class, to ensure they are only listed once. This process would reduce the work order task list to eleven tasks; one for each of the six assets and one for each task.

Add a new task to the list:

1. Click the Add Task button.

   A new row appears at the bottom of the task list. The new row is numbered in an increment ten past the last task issued. For example, if the last task had a number of 50, the new task would be numbered 60.

2. Enter a description for the task in the Description field.

   The Enter Key will move you to the next line of the Description field. If you hold down the Shift key while pressing Enter, a new task is created.

3. Select the craft required for the task from the Craft field.

4. Enter estimated time for the task in the Est. Time field.

5. Select a style from the Style field if you want the task to appear in a specific way in task lists.

6. Select an asset classification from the Limit Task by Class field if this task is to be limited to a particular class of assets.

   If a value is entered in this field, this task will only be displayed on work orders generated for assets of the specified classification.

7. Indicate if the task should be linked to a specific asset, asset classification, or all assets under a specific node.

   These options allow you to link tasks to multiple assets, allowing a single work order to reflect work to be performed on different assets.

   • Link Asset Directly: This option allows you to designate a specific asset for a task, which can tie the task to a different asset than the one specified on the work order. This option can be used to create task rows for as many assets as needed, providing a method to display multiple assets on a single work order.

   • Link Assets by Class: This option allows you to specify an asset classification to which a task should be associated, providing a method to display multiple assets on a single work order. When the work order is created and assigned to a specific node on the asset list, the task will be created for all assets matching the designated asset classification that are below this node of the list.

     When using the Link Assets by Class option, you must also select the Link to All Assets check box. If this option is not selected, the system only links to the first asset found with the selected classification.

   • Link to All Assets: This option works in combination with Link by Class, allowing separate task line items to be created for each asset of the selected classification below the selected node of the asset list. If the Link by Class option is chosen without this setting, a task line will only be created for the first asset of the designated classification found, versus all the assets of the matching classification.

     If the defined task is for a meter reading or specification, meter readings and specifications entered on the Work Order Tasks tab will be updated on all designated / affected assets. Similarly, work order history will be updated on all assets.

8. Select the Track Task check box if this task should be tracked on an asset's Tracked Tasks.

   If you choose to track this task in the Asset module, the task will automatically be added to the Task module.

9. To move the task in the list, change the number in the Task # field.

   Click a white area outside the list and the task will move.

10. Click Save.

     

1. Click the Add Task/Specification button.

   The Tasks module lookup opens, allowing you to select one or more tasks, specifications, or meter readings.

2. Add a task:

   1. Ensure the View filter in the upper-left is set to Tasks.

   2. Locate the task you want to add.

   3. Click the task you want to add.

      The task is added to the My Selection(s) area at the bottom of the window.

3. Add a task group:

   1. Change the View filter in the upper-left to Task Groups.

   2. Locate the task group you want to add.

   3. Click the task group to select it.

      All tasks associated with the task group are added to the My Selection(s) area.

4. Select a specification to be added as a task:

   1. Change the View filter in the upper-left to Specifications.

      You can select All or for the specific asset.

   2. Locate the specification you want to add.

   3. Click the specification to select it.

      A task with the specification for a description is added to the My Selection(s) area.

      When a Specification task is completed on the Tasks tab of the Work Order module, the respective asset specification record is automatically updated to reflect the information entered. If no asset specification record exists for the asset, one will be created.

5. Select a meter reading to be added as a task:

   1. Change the View filter in the upper-left to Meter Reading.

   2. Locate the meter reading you want to add.

   3. Click the meter reading to select it.

      A task with the meter reading for a description will be added to the My Selection(s) area.

      When a Meter Reading task is completed on the Tasks tab of the Work Order module, the respective meter reading on the asset record is automatically updated.

6. To remove a record that has been added to the My Selection(s) area in error, click the blue arrow directly to the left of the row.

7. Click Apply.

   The Tasks module lookup closes, and the new tasks are added to the Tasks list.

8. Click Save.

    

1. Click the row of the task you want to modify.

   All fields in that row become editable, and the selection column on the left will change to a blue arrow.

2. Make your changes.

3. Click Save.

    

1. Click the check box to the left of the task you want to remove.

   A check mark appears, indicating the task has been selected.

2. Continue to select any additional tasks you want to remove.

3. Click Remove.

   The tasks are removed.

4. Click Save.

    

1. Click the row of the task you want to move.

   All fields in that row become editable, and the selection column on the left changes to a blue arrow.

2. Change the number in the Task # field.

   Tasks are numbered in increments of ten to allow room to move a task between two existing tasks. For example, if your task is numbered 80 and you want to place it after task 50 but before task 60, you could change the task number to 55.

   Click a white area outside the list and the task will move.

3. Click Save.