Managing Work Order Tasks
Civic Platform supports a lower level of detail on the work order form, referred to as a work order task. A work order task is a step in completing a work order activity. These tasks have little to do with the flow of a work order, but instead are a checklist or set of instructions for the individual or crew performing the work. For this reason, they are adjustable per work order. For example, you need maintenance completed on a vehicle. The technician would create a single work order but put multiple tasks on the work order, such as changing the oil and inspecting the brakes.
Civic Platform supports the administration of Work Order Tasks by providing a new tab on the work order form entitled Work Order Task. If the administrator enables the feature and enters the tasks, work order tasks are attached to work order templates and specify the exact data to be completed. The user is then able to edit the Estimate and Standard Operating Procedure, as well as record Actual, enter a Completed Date, and update the Comments for each task. The work order also provides a cost column. Depending on user permissions, users either see asterisks (****) in the cost column or the actual numerical values of the work order cost by tasks.
Topics
Viewing Work Order Tasks
You can quickly access a list of the work order tasks attached to the work order that you are currently responsible for. The tasks display in a portlet underneath the work order in a tab called Work Order Tasks.
To view work order tasks
Go to the Work Orders portlet. If you are using the default settings, this appears on your Home or Work Orders main link.
Civic Platform displays a list of all work orders currently assigned to you.
Locate the work order you want to view and click the link.
Civic Platform displays the work order details on the Record tab.
Click the Work Order Task tab.
Civic Platform displays a list of all work order tasks associated with the work order.
To update the work order task, see Updating a Work Order Task. For a complete list of the fields that display, see Work Order Task Fields.
Creating a Work Order Task
Civic Platform has a form for creating a new work order task within a work order. In this form, you can enter a description of the task to be completed. The basic data that is populated for the task include: Task Code, Description, and Default Standard Operating Procedures.
To create a work order task
Go to the Work Orders portlet. If you are using the default settings, this appears on your Home or Work Orders main link.
Civic Platform displays a list of work orders.
Click the work order that you want to view.
Click the Work Order Task tab.
Civic Platform displays a list of work order tasks.
Click New.
Civic Platform displays the Work Order Task form.
Enter the Task Code, Task Description, and Standard Operating Procedures. For a complete list of the fields that display, see Work Order Task Fields.
Click an Effective date, Expire date, and Default Estimate Duration from the drop-down menu.
Click Submit.
Civic Platform adds the new work order task to the work order.
Looking Up and Adding a Work Order Task
You can add a work order task by looking up and selecting a task that already exists in Civic Platform. If you have permission, you can update information about a work order task once you find it.
To look up and add a work order task
Go to the Work Orders portlet. If you are using the default settings, this displays on your Home or Work Orders main link.
Civic Platform displays a list of work orders.
Click the work order that you want to view.
Click the Work Order Task tab.
Civic Platform displays a list of all attached work order tasks.
Click Look Up.
Civic Platform displays a search form.
Complete any of the fields that display. See Work Order Task Fields.
After you enter all the desired search parameters, click Submit.
Civic Platform returns a list of work orders matching your search parameters.
Select the work order task(s) that you want to add to the work order.
Click Select.
Civic Platform adds the selected task(s) to the work order.
Updating a Work Order Task
Users can update some of the information in the work order task. For example, when a task is completed, the user can enter the Completed Date. Fields available for changes are: Comments, Actual time needed to complete the task, and Completed Date.
Depending on your agency’s business practices and depending on your permissions, you may have access to update the Estimate number, SOP, and Comments. Civic Platform records and displays the name of the user who enters the updates, and the date that the user saves the updates.
To update a work order task
Go to the Work Orders portlet. If you are using the default settings, this appears on your Home or Work Orders main link.
Civic Platform displays a list of work orders.
Click the work order that you want to view.
Click the Work Order Task tab.
Civic Platform displays a list of all attached work order tasks.
Update the desired fields on the work order task that you want to edit.
Note:If the work order task is assigned to a workflow task, the workflow task must be marked as currently Active or Complete before you can mark the work order task as complete. When a work order task is marked complete, the task displays in green.
Click Submit.
Deleting a Work Order Task
There may be reason to remove a work order task, whether it has been entered by mistake or is no longer used. When a task is deleted from the work order, the association between the task and the work order is removed. The task remain in the work order task definition list and can be used to associate with other work orders and work order templates.
To delete a work order task
Go to the Work Orders portlet. If you are using the default settings, this appears on your Home or Work Orders main link.
Civic Platform displays a list of work orders.
Click the work order that you want to view.
Click the Work Order Task tab.
Civic Platform displays a list of all attached work order tasks.
Select the work order task you want to delete.
Click Delete.
Civic Platform asks you to confirm the deletion.
Select OK.
Civic Platform deletes the work order task.