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Manage task templates

Task templates hold the procedure for repeating tasks. Automated preventative maintenance triggers require a nominated task template.

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Written by Eve
Updated over 2 months ago

Create a task template

A Task Templates are pre-defined set of task data (like task procedure and estimated work hours) that can then be used on a repetitive basis. They are used in conjunction with automations to once-off as well as recurring preventive maintenance.

Data entered in a task template will be included whenever a task is triggered using the task template.

To create a task template:

  1. Navigate to Tasks > Task Templates

  2. Click New template;

  3. Define the Title of the task template that will distinguish it from other tasks (eg. "Annual bearings check", "Quarterly clean", "5,000 mile preventive maintenance", etc.);

    TIP: It's recommended to add enough detail to the title of each task template to suitably identify it from other task templates. The more specific the task template is to use with specific assets, the more specific the title can be.

  4. Describe or list the Procedure for performing this task (optional). This procedure will always be inserted as the first comment in the task activity whenever a task for this template is generated, including any text, lists, photos and/or pdf's if more complicated forms or checklists are required;

  5. Click Save;

    NOTE: The Checklist, Materials and Files tabs will now be enlivened.

    screenshot of preventative maintenance settings | Maintainly

  6. Click the Checklist tab to (optionally) add a pre-defined list, standard operating procedure or inspection to be performed whenever the task template is used.

    1. Type the first checklist item and click Return (the Enter key) to add it to the list. Repeat this process for all list items.

    2. If the ordering of the items in the checklist needs to be modified, click the three-line reorder icon located to the left of the checklist item and then drag it to the desired position in the list. Release the click to drop it in place.

  7. Click the Materials tab to (optionally) add a material kit to the schedule;

    NOTE: See material kit help content for more detail.

    1. Filter for and then click the material that is to be added to the material kit;

    2. Nominate the Quantity that will usually be consumed when performing the task (this can be modified on the task if more or less were used when performing the work);

    3. Click Confirm.

  8. Click the Files tab to (optionally) add files to the task template;

    1. Click Add files;

    2. Select the file to be uploaded;

    3. Click Open;

    4. Click Confirm.

Add a checklist to a task template

Checklists added to task templates will only appear in future tasks generated using the task template after the modifications are made; they will not appear in previously generated tasks that used the task template.

To add a checklist to an existing task template:

  1. Navigate to Tasks;

  2. Click Task Templates;

  3. Filter for and then click the title of the task template that requires a checklist;

  4. Click the Checklist tab;

  5. Add the first checklist item and click return (enter);

  6. Repeat the process to add additional checklist items;

  7. If the ordering of the items in the checklist needs to be modified, click the three-line reorder icon located to the left of the checklist item and then drag it to the desired position in the list. Release the click to drop it in place;

  8. Click Save.

Modify a task template

Task templates can be modified or added to at any stage as the requirements change, like a change in procedure, changes to the estimated work time or the required material kit.

Modifications to a task template will only impact tasks that are generated using the task template after the modifications are made; they will not modify previously generated tasks that used the task template.

To modify a task template:

  1. Navigate to Tasks;

  2. Click Task Templates;

  3. Filter for and then click the title of the task template that is to be modified;

  4. Make the necessary changes;

  5. Click Save.

Delete or archive a task template

Task templates can only be deleted up until the point at which they have triggered a task. Therefore, after being used at least once when generating a task, task templates can only be archived.

To delete a task template:

  1. Navigate to Tasks;

  2. Click Task Templates;

  3. Filter for and then click the title of the task template that is to be deleted;

  4. Click Delete;

  5. Click Confirm.

To archive a task template:

  1. Navigate to Tasks;

  2. Click Task Templates;

  3. Filter for and then click the title of the task template that is to be deleted;

  4. Click Archive;

  5. Click Confirm.

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