Procedure FAQ

If you enter a free-form task and then select the Track Task option in the task record, the task will be added to the Tasks module.

Linking a task to multiple assets allows a single work order to reflect work to be performed on different assets. With the correct configuration, the completion of these tasks can result in updates to all affected assets.

There are several ways to link tasks to multiple assets:

• Link Asset Directly: You can designate a specific asset for a task. This ties the task to a different asset than the one specified on the work order and can be used to create tasks for as many assets as needed. This allows you to create a procedure for one asset that includes tasks for inspecting or maintaining related assets.

• Link Assets by Class: You can associate a task with an classification. When a work order is created and assigned to a specific asset, the task will be created for all assets matching the designated asset classification that are children of this asset. Separate tasks appear on the Work Order Tasks page for each asset assigned the task.

  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.

  If numerous tasks are linked by class, this could result in a large number of tasks created on a 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 (six tasks for each of five assets). If you prefer to see the tasks and assets listed only once, you can create a dummy task that would be linked by class. This would ensure that each asset is listed on the work order task list but the individual tasks would not be linked by class, to ensure they only appear once.

• Link to All Assets: You can link tasks to all assets below a designated node of the asset tree. When the work order is created and assigned to a specific node on the asset tree, the task will be created for all assets that are below this node. Separate tasks appear on the Work Order Tasks page for each asset assigned the task.

For meter reading tasks, the meter reading for all designated assets will be updated on the Asset Meter page when the tasks are modified on the Work Order Tasks page. For specification tasks, the specification records for designated assets will be updated on the Asset Related Info page when the tasks are modified on the Work Order Tasks page. If no specification record exists in the asset record, it will be created. Similarly, work order history is populated for all affected assets.

If you add an individual employee or contractor as estimated labor, an assignment record for this individual is automatically made on any associated work orders, each with an assignment date corresponding to the work order target date. The assignment record will be shown on the Work Order Assignments and Details page. If you add a craft as estimated labor, no automatic assignment is made. However, in New Assignment mode, this craft will be listed under estimated labor to support assignment of the correct individual.

If you define a task as being a tracked task, records are created for the associated asset to maintain a historical record of all tasks that are completed. This allows you to keep track of specific task activity since work order history only identifies the procedure that was completed.

For example, you could define oil changes on a vehicle as a tracked task. Since an oil change is likely to be a defined task on multiple procedures (15,000 service, 30,000 service) the work order history would only show the history of the service, not the oil change specifically. But defining the oil change as a tracked task would allow the oil changes to be tracked individually on the vehicle on the Asset Tracked Tasks sub-tab.