Using the Tasks App

Key Features of Tasks App

With the Tasks app, you can:

• Create tasks: Add new tasks with the following details:
  • Task description
  • Task type
  • Date
  • Assigned group
  • Assignee
  • Related asset
  • Related functional location
  • Notes
• View tasks and task lists: Access task lists, including active tasks and all tasks created in the system.
• Update lifecycle state: Move tasks through their defined lifecycle stages and review or update tasks.

Viewing Created Tasks

1. Log in to the Tasks app using your assigned credentials.
2. On the Tasks home/landing page, you can see three default lists that are automatically created and displayed - All, Favorites, and Previously viewed (see screenshot 01). Note that these lists are only visible when you have the required permissions to create/manage the tasks.
   • All
     • A list of all created task entries will is displayed in this list.
   • Favorites
     • The Favorites list will display the task entries that you have marked as favorites.
     • A maximum of 50 favorite task entries can be saved in this list.
     • The list is sorted based on the task that was last marked as favorite.
     • Filtering, sorting, and reports are disabled for this type of list.
   • Previously viewed
     • The Previously viewed list will display the task entries that were last visited or opened by you.
     • A maximum of 50 last visited task entries will be saved in this list.
     • The list is sorted by last visited date.
     • Filtering, sorting, and reports are disabled for this type of list.
3. When you click on any of the lists, you are directed to a page that displays all the tasks that are part of the selected list.

01: Tasks landing page.

Tasks Listing Page

1. Log in to the Tasks app using your assigned credentials.
2. On the Tasks landing page, you can see a set of default and custom lists (if any are created).
3. You can view the tasks within a list by clicking on the corresponding list.
4. You will be directed to the tasks listing page, which displays tasks in either table view or card view (see screenshots 01 and 02).
   • On small screens (mobile)
     • By default, on small screens, the task listing view is the card view.
     • To toggle the listing view between card and table, go to the Task listing page and use the card and list icons at the top of the page.
     • When you select table view, you can choose the sort order of the displayed tasks. To do this, first switch to table view using the toggle option.
     • From the table view of the task listing, click on the parameter next to the toggle buttons. By default, the sort order is ID. To change it, click on this parameter (see screenshot 03).
     • You will see a list of other parameters (ID, Task type, Date, Asset, Functional location, Assigned group, Assignee, and Lifecycle state) that you can use to select the sort order (ascending/descending) of the task listing. Select the desired parameter and order.
   • On large screens (PC)
     • By default, on large screens, the task listing view is the table view.
     • To toggle the listing view between card and table, go to the task listing page and use the card and list icons at the top of the page.
     • In table view, you can choose the sort order of the tasks displayed. On large screens, there are two ways to do this:
     • Click on the sorting parameter (see screenshot 04) next to the toggle buttons. By default, the sort order is entry date and time. You can change the order based on the desired parameter (ID, Task type, Date, Asset, Functional location, Assigned group, Assignee, or Lifecycle state).
     • Alternatively, click on the parameter in the table header to sort the data based on that parameter and set the order (ascending/descending).
     • Select the desired order to view the listing in your preferred sort order.
     • You can view all the relevant details on the task listing page. From this page, you can navigate to the Task details page by clicking on the relevant task line.
5. Update lifecycle state
   • On the Task list page, you can update the lifecycle state of a task by clicking on the current lifecycle state label (see screenshot 05).
   • When you click the current lifecycle state, you are directed to the Select new state dialog box, where you can select from the available states for the task.
   • In the Enter your remark textbox, enter remarks if applicable and click the Apply button.
     • Note that in the last state of the defined lifecycle state (end of lifecycle state), it is mandatory to add a note.
     • Note that you can add a remark without updating the lifecycle state of the task.
     • Note that if the user tries to move the task to any final lifecycle state without completing the mandatory checklist, the user is shown an alert with this information.

Custom Lists

You can create custom search lists that will be displayed in the Tasks landing page. View the section on Create custom lists for details on how to create a new list. Note that the option to create list, edit list, delete list, view report or view analysis are only visible when you have the required permissions to manage tasks. If you do not have the permissions, you will only have the View list option.

The following actions are possible on a custom-created list (see screenshot 07):

1. Create list
   • To create a custom list, go to the Tasks landing page, click on the context menu (three dots at the top of the page), and select Create list.
   • On the Create list page, define the filter parameters to include in the custom list, and click Apply to create it.
2. Edit list
   • To edit a created custom list, from the Tasks landing page, open the custom list for which you want to edit the filters.
   • Click on the context menu (three dots at the top of the page), and select Edit list.
   • On the Edit list page make the changes as required and click on Save to update the list parameters.
3. Delete list
   • To delete a created custom list, from the Tasks landing page, open the custom list which you want to delete.
   • Click on the context menu (three dots at the top of the page), and select Delete list.
   • A Warning pop-up message will request your confirmation to delete the list.
   • Click Yes to confirm.
   • The list will be deleted.
4. Report
   • To view or download the report of a custom list page, from the Tasks landing page, open the custom list for which you want to view or download the report.
   • Click on the context menu (three dots at the top of the page), and select Report.
   • On the Task list report page set the preferences in the Options report section.
   • View the report. To download the report, click on Download pdf at the bottom of the page.
5. Analysis
   • To view or download the analysis of a custom list page, from the Tasks landing page, open the custom list for which you want to view or download the analysis.
   • Click on the context menu (three dots at the top of the page), and select Analysis.
   • The Task list analysis page will display an analysis of the variable fields in the created list. For example, it can show you how many tasks in the list are in the lifecycle state Released, or how many tasks are assigned to a specific resource, or a summary of assets to which tasks are assigned.
   • View the analysis. To download a copy of the analysis, click the Download pdf option at the bottom of the page.

01: Mobile screen view of the 'Tasks list' page, showing options to view the list in either table view or card view.

02: PC screen view of the 'Tasks list' page, showing options to view the list in either table view or card view.

03: Mobile screen view of the 'Tasks list' page, showing sort filter options.

04: PC screen view of the 'Tasks list' page, showing sort filter options.

05: Option to update the lifecycle state on the 'Task list' page.

06: 'Select new state' dialog to update the lifecycle state of a task.

07: Context menu options on the custom list page.

Create a New Task

1. You can add a new task from the Tasks app home page or the Tasks list page or the Task details page by selecting tap Create task.
2. On the Create task page (see screenshot 01), add the task details with related information. In the Information section:
   • Description: Add a brief description for the task.
3. In the Task data section:
   • Task type: Select the task type from the drop-down. This list is populated based on the task types configured in F&O.
   • Date: By default the date will be set to current date. To change the date, click on the value field to select the relevant date from the calendar.
   • Assigned groups: If there are assigned worker groups created, then a complete list of the worker groups will be displayed here. Select the assigned group.
   • Assignee: Select the assignee from the list of workers. This list will be populated based on the assigned worker groups. If you have not selected an assigned worker group, the complete list of workers will be shown.
   • Asset: Select the asset by using the lookup to select from active assets for which the maintenance task must be carried out. Note that when you select the asset, functional location will be automatically populated based on location of the asset.
   • Functional location: Select the functional location by using lookup to select from active functional locations for which the maintenance task must be carried out. When you select the functional location, the list of assets in the Select asset drop-down will refresh to show only assets in that functional location. Note that this will also clear any asset that is already selected if the selected asset is not in the selected functional location.
4. In the Notes section, you can add further details of the task. This can contain any additional information useful for the maintenance worker.
5. After adding the relevant details, click on the Save button to save the details.
6. The task is created, and you are directed to the Task details page of the created task.

01: The 'Create task' page.

Task Details Page

To view the task details page of a created task:

1. Log in to the Tasks app using your assigned credentials and navigate to the task whose details you want to view. You can do this by:
   • Clicking on the task from the Tasks list of any default list, or,
   • Searching for a task on the Tasks listing page using the ID.
2. From the Task listing page, click on the task card (in case of card view) or task line (in case of table view) to view the Task details page.
3. On the Task details page (see screenshot 01), you can see the details of the task created, including its current state and key attributes. On this page, you can perform the following actions:
   • View task details: View the details of the created task.
   • Edit task details (based on the lifecycle state of the task): The editable fields include Description, Asset, Functional location, Date, Assigned group, and Assigned to. To edit a field, click on the respective detail box. If the field is editable, a pencil icon will appear on the right (clicking the pencil icon is not required) (see screenshot 01).
4. Add Notes
   • To add notes, click on the Show notes tab.
5. Checklists
   • To view the checklists for a task, click the Checklist tab on the Task details page.
   • On the Checklist page (see screenshot 02), you can view and take action on the checklists associated with the task. The checklist types can be Header, Text, Variable, or Measurement. On this page, you can:
     • Open or close an item in the checklist: Click on the item's header. Note that by default, only the first item that is not yet complete is open.
     • Add a note: Click the note icon corresponding to the checklist line header to add a note for the specific line.
     • Handle attachments: Click the attachment icon corresponding to the checklist line header to add or manage attachments for the specific line.
     • Toggle N/A for all items in the checklist: Click the Toggle N/A for all hyperlink in the checklist header to mark all checklist items as Not Applicable.
     • Toggle N/A for a single checklist line: Click the N/A toggle at the bottom-right of the checklist line to mark that specific check as Not Applicable.
     • Complete a checklist line: To complete the checklist line, click the Tick icon at the top left of the checklist. Note that if the check requires a selectable value, a selection dialog opens. If the check requires an input value, the input field is focused.
     • To save the changes done on the checklist, click on the Save checks button.
     • Note:
       • If you try to leave the page after making changes without saving, an alert is triggered.
       • If the task cannot be modified, the checklist is read-only and cannot be edited.
6. Checklist overview
   • To view a checklist overview of multiple tasks, click the Checklist overview button on any of the task listing pages, or the equivalent button on the Tasks tab of an asset.
   • The Task checklists overview page (see screenshot 03) displays a list of all the checklists available for the tasks retrieved from the list. Each entry shows the task ID and description, the related asset and functional location, and the checklist completion status (e.g., 2/3).
   • To view a task's checklist, click on its entry to expand it (see screenshot 03). The expanded checklist behaves the same way as described in the Checklists section above.
   • Click the Save checks button to save the checklist information.
7. Update lifecycle state
   • To update the lifecycle state, click on the current state label (see screenshot 03).
   • A list of permitted states is shown with only valid transitions enabled.
   • On the Select new state dialog (see screenshot 04), select the valid target lifecycle state and click Apply. Note that if the user tries to move the task to any final lifecycle state without completing the mandatory checklist, the user is shown an alert with this information.
8. Create a copy of the task
   • You can create a copy of the existing task using the Copy task button at the top of the page (see screenshot 05).
   • By using the Copy task functionality, you can create a new task that replicates the original task with some pre-filled fields using the same values as in the original task.
     • The fields copied will be Task type, Assigned group, Assignee, Asset, Functional location, Description and Notes.
     • The Date field will default to current date.
   • Enter or edit the details as applicable and save the task to create a new task.
9. Copy task ID
   • On the Task details page, you can copy the ID by clicking on the ID next to it (see screenshot 05).
10. Add to favorites
    • On the Task details page, you can add a task to favorites by clicking on the Favorite icon (star) at the top-right corner of the page (see screenshot 05).
11. Task details report
    • You can navigate to the Task details report page by clicking on the Report button from the context menu at the right-hand corner of the Task details page (see screenshot 06).
    • On the Task details report page, from the Options report section (see screenshot 07) select the report format by selecting relevant fields to be displayed in the report and the options for the same.
    • Click Download pdf to download a copy of the report to your local system.

01: The 'Task details' page with editable fields highlighted.

02: The 'Checklists' page showing the complete checklist tick, notes icon, attachments icon, 'Toggle N/A for all' hyperlink, and individual 'N/A' toggles highlighted.

03: The 'Task checklists overview' page.

03: Lifecycle state label which displays the current lifecycle state and allows you to update the lifecycle state.

04: 'Select new state' dialog to update the lifecycle state.

05: The 'Task details' page with the 'Copy task ID', 'Copy task', and 'Favorite' icon highlighted.

06: Navigation to the 'Task details report' page.

07: 'Task details report' page with 'Options report' and 'Download pdf' options highlighted.

Create Custom Lists

1. Log in to Tasks app.
2. To create a new Tasks custom list, on the Tasks landing page, click the Context menu button (three dots in the top right corner), and select Create list (see screenshot 01).
3. Enter a name for the list and define the filter options for various properties like ID, Assignee, State, Asset, Functional location, Task type, Date and Active tasks (see screenshot 02).
4. Once created, the list is saved, and all related tasks will appear in the newly created list. This list will now be visible on the landing page of the Tasks screen.

01: Navigation to 'Create list' screen.

02: The 'Create list' screen.