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Completing & editing tasks (work orders)
Completing & editing tasks (work orders)

The process for completing both preventative & reactive tasks.

Steven Quayle avatar
Written by Steven Quayle
Updated over 3 months ago

Complete an individual task

Each task is divided into a series of tabs representing the various types of data to be collected when performing work.

When a task is fully completed, click the Save & Close button. The Save & Close button will change to Save & Open. For non-administrator users to make changes to a task, the task must first be re-opened.

If the task approval feature is in use, non-administrators cannot re-open a task. In order to re-open the tasks after approval, administrator users would first need to remove the task approval.

NOTE: Actual tabs will depend on which options are active or in use in your organisation.

Activity

The Activity tab represents any tracked task changes as well as any user comments during the creation, evolution and final completion of a task. By design, it's a conversation between users who are involved with the creation, planning and execution of a task.

The first comment will generally be a description of the work that is required to be performed, as nominated by the user who created the task. Or, if the task was generated by an Automation (eg. a preventative maintenance task), then the first comment from Maintainly bot will represent the data from the Procedure field of the task temlate .

Photos and documents that are pertinent to the work to be performed, or the work that was performed (like before & after photos) can be added via Activity, using either the web app or the mobile app.

Comments can be edited or deleted by the user that created the comment, by clicking the three-dot menu located to the right of the comment field.

Technicians (or People on mobile app)

From the Technicians tab, users can be assigned to tasks and subsequently have work time added.

Time entered for users via a task will automatically populate the user's individual timesheet, if the timesheet module has been enabled.

To assign users to a task:

  1. From within a task, navigate to the Technicians tab;

  2. Click Assign;

  3. Filter to and then select the user to be assigned, or check the box next to multiple users that are to be assigned;

  4. Click Confirm;

Each user will be sent an email and mobile push notification advising that they have been assigned to the task.

NOTE: Users can also be assigned to a task via the task list page. This is particularly helpful for assigning several different tasks at the same time.

To log work time to user:

  1. From within a task, navigate to the Technicians tab;

  2. Click Add time;

  3. In the Technicians dropdown, select one or multiple (if they have worked exactly the same date & time) users;

  4. Nominate the Date;

  5. Nominate the Start and End times;

    (TIP: if there was more than one work time slot, complete this process before adding another work time slot)

  6. Nominate the total break time taken (per user);

  7. Nominate the total driving/travel time taken (per user);

    NOTE: Both the break time and the driving time will be deducted from the total work time, for reporting purposes;

  8. Click Confirm.

NOTE: Users must first have been assigned to the task before work time can be added

TIP: Work time can be added by one assigned user to any other assigned users.

To modify existing user time:

  1. From within a task, navigate to the Technicians tab;

  2. Click the three-dot menu to the right of the user time entry;

  3. Click Edit;

  4. Modify the time entry, as required.

  5. Click Confirm.

To change the date of any user time entry:

  1. From within a task, navigate to the Technicians tab;

  2. Click remove technician;

  3. Click Confirm;

  4. Add the time entry again, using the correct date.

Downtime

Downtime is often used by certain industries to track lost output or production time. It represents the cumulative time that the asset was not in service, or unavailable as a consequence of work performed in a specific task. It may be made up of the cumulative time of multiple time slots.

Example

  • 'Asset K' is having a major preventative maintenance task performed on it;

  • The asset will be stopped in the morning and restarted in the evening over multiple days until the scheduled maintenance has concluded;

  • In this instance, multiple downtime slots will be added to the task to accurately report on the asset's availability rate;

To add downtime:

  1. From within a task, navigate to the Downtime tab;

  2. Click Add downtime;

  3. Nominate the Stop date and time;

  4. Nominate the Start date and time;

  5. If multiple downtime slots are required, repeat the process.

Materials

Materials added to a task can either be spare parts & consumables (those things that already exist in the material list) or an asset model (if performing an asset movement).

The two types vary in how consumption is tracked.

To add spare parts & consumables to a task:

  1. From within a task, navigate to the Materials tab;

  2. Click into the filter and begin typing the name or identifying reference of the material to be consumed (or use the material lookup tool to the right of the filter field);

  3. A list of possible matches will appear beneath the search field. Click on the appropriate material in the list;

  4. Select the Store dropdown from where the materials are being consumed;

  5. Nominate the Quantity, paying particular attention to the unit of measure;

  6. If more than one unit was used, and the units were sourced from different locations, click add store and then repeat steps 2 through 4.

NOTE: So long as the task is still in an open status, the quantity of consumed materials can be modified.

To modify the quantity of materials consumed:

  1. From within a task, navigate to the Materials tab;

  2. Click the three-dot menu to the right of the material entry;

  3. Click Edit;

  4. Modify the quantity, as required.

  5. Click Confirm.

To replace an asset via a task:

See asset replacement help content.

Metrics

On the Metrics tab, metrics that have previously been established on the asset will be visible.

Click the three-dot menu to the right of the applicable metric to enter a new meter reading.

Toggle to the latest view to view previously entered meter readings.

Events

If any specific events occurred as the precursor to the task being created (eg. one or more alarms occurred on the asset), then events can be logged within the task.

NOTE: A list of events must first exist and that list of events must be linked to an asset via the asset's settings before being selectable on a task. The Events tab will not appear if no events are linked to the asset.

To log events:

  1. From within a task, navigate to the Events tab;

  2. Click Add events;

  3. Filter for, and then select one or more events that occurred;

  4. Click Confirm.

To remove events from a task:

  1. From within a task, navigate to the Events tab;

  2. Check the box next to the event that is to be removed;

  3. Click Remove.

  4. Click Confirm.

Files

On the Files tab, files that were previously added to the asset, the asset model or the task template (if the task was generated by an Automation), will appear.

Additional files cannot be added on the Files tab; they must be added via the Activity tab.

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