Fulfilling work tasks in the Work Task app

Service technicians can use the Work Task app on their mobile device or desktop to view or create work tasks, add parts, details, or comments, work through maintenance procedures, log time, and complete tasks. You can work offline and important changes are synchronized when you reconnect.

The Work Task app supports your full task workflow. When you log in to the app, you can view your tasks according to a status of in-progress, completed, draft, unassigned, or closed. You can still edit tasks that are completed but not closed. When you change an in-progress task it goes to draft status, and you can submit or delete drafts. Accept an unassigned task to add it to your work queue. Closed tasks are read only for historical reference.

Figure 1. My Work Tasks
The My Work Tasks page, which is described in the text

You can see all your tasks, or filter by corrective maintenance tasks (CRs), preventive maintenance tasks (PMs), or tasks that you created. You can type in the real-time search to find specific tasks.

For each task, you can view the task ID, name, priority, location, planned start date and time, status (active, hold for parts, hold for requester), type, and state (timer started or stopped). You can filter on most headings, for example Priority. Tasks are listed or displayed in cards for a better mobile experience.

Corrective maintenance

Corrective maintenance tasks are typically associated with service requests. If procedures are associated with a location or asset, procedure steps are automatically included in tasks.

If you don't see your work task assignments, make sure that your organizations have the proper service-plan and service-agreement settings for service providers, and the proper resource-assignment settings for projects and tasks.

Preventive maintenance

Preventive maintenance tasks typically involve following maintenance procedures and ensuring that they are completed regularly. If procedures are associated with maintenance tasks, procedure steps are automatically included in the tasks.

You can work your way through the procedure steps in the app, completing optional and mandatory steps. A progress bar tracks your completed steps, showing light green for optional steps and dark green for mandatory steps. When all mandatory steps are completed, you can close the task.

Logging time

You can log time for tasks, which is captured in a time log. Add a duration to a task, or click the timer icon to start and stop the task. When you modify the time for a task, a time log entry is created. You can edit time log entries to update or correct later. You can see but not edit other people's time entries.

Working on tasks

You can accept unassigned tasks from service requests. You can create a task, it is assigned to you by default unless you create it through a service request. On the New Task page, specify a priority, building, and floor, and you can choose a request class or service class from a list of options. Add a description and click submit.

Task details

When you open a task, you can view or edit the task details. You can change the priority, or add a comment or photo. The contact details listed are typically the service requester's details so you can ask follow-up questions.

Figure 2. Work task details
The Work task details page, which is described in the text
Requests
Service requests that are associated with the task.
Locations
Locations that are associated with the task. You can have two locations, a primary and a secondary location. A floor plan can be associated with locations, and you can click a button to get directions to the location using the device's mapping capabilities.
Assets
Assets that are associated with the task.
Procedures
Procedures that are associated with the task.

Maintenance managers can set up templates for work procedures. Procedure steps can be automatically generated for procedures based on the templates and included in a task.

For more information about setting up work procedures, see Procedures .

Materials
Materials that are associated with the task.
Parts
You can add parts from inventory to a work task, by searching, or scanning a bar code or QR code from your device. Part quantities are updated to maintain an accurate parts inventory and history. A new Parts section in the work task displays the parts in table format with the total inventory cost. You can remove items from the Parts section or click any part to open the inventory item record in the foundation app. You cannot add parts in offline mode.
The following bar-code types are supported: EAN, CODE 128, CODE 39, EAN 8, UPC-A, UPC-C, I2of5, 2of5, CODE 93, and CODABAR.
Note: Special characters can cause issues with bar codes. Any special characters that are used in the supported bar-code types must be tested.
Assigned people
One or more people can be assigned to a task.
Comments and Photos
You can add comments or photos to tasks.

Working offline

You can work offline and important changes are synchronized when you reconnect. You can add photos and comments, create time entries, start and stop the timer, and complete procedure steps when you are offline.

Accessing the Work Task app

  • To log in to the Work Task app from your browser, enter the following URL address: https://<workspace_id>.facilities.<mas_domain>/p/web/workTask, where <workspace_id> and <mas_domain> are the values for your Maximo® Real Estate and Facilities environment.
  • To access the Work Task app from the Work Task Services portal, select Create Task or select an existing task.

Security Groups and Access

  • Service Manager: This group has full access to the Work Task Services portal, Work Task app, Service Request app, and Locate app.
  • Service Technician: This group has full access to the Work Task Services portal, Work Task app, Service Request app, and Locate app.
  • External Service Provider (or Operations Vendor): This group has full access to the Work Task Services portal, Work Task app, Service Request app, and Locate app.

For more information, see Operations and services roles and Managing services.