Create, update, add, and remove 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.

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 Work order task tab. If the administrator enables the feature and enters the tasks, work order tasks are attached to work order templates and specify the exact information to be completed. You can then edit the Default estimate and Default standard operating procedure fields, as well as update the task's status update the Comments field for each task.

Notes:

  • Depending on user permissions, users either see asterisks (****) in the cost column or the actual numerical values of the work order cost by tasks.

  • To view a list of a work order's tasks, select that work order's Work order task tab.

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 you enter include: Task code, Description, and Default standard operating procedures.

To create a work order task

  1. From the Work orders page, find and open the work order for which you want to create a work order task.

  2. Select the Work order task tab.

  3. Select New.

  4. Enter the Task code, Description, Default standard operating procedures, and Default estimate time. For a complete list of the fields that display, see Work order task fields.

  5. Select an Effective date and Expiration date, and from the list fields.

  6. Select Submit.

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

  1. From the Work orders page, find and open the work order to which you want to add a work order task.

  2. Select the Work order task tab.

  3. Select Look up.

  4. Complete any of the field search criteria to find the work order tasks. For a complete list of the fields that display, see Work order task fields.

  5. After you enter all the desired search criteria, select Submit.

  6. Select the check box next to the work order task(s) that you want to add to the work order.

  7. Select Select.

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

  1. From the Work orders page, find and open the work order that you want to view.

  2. Select the Work order task tab.

  3. Find and open the work order task to update.

  4. Update the desired fields on the work order task. For a complete list of the fields that display, see Work order task fields.

    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 set the work order task to complete. When a work order task is marked complete, the task displays in green.

  5. Select Submit.

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 remains 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

  1. From the Work orders page, find and open the work order that you want to view.

  2. Select the Work order task tab.

  3. Select the check box next to the work order task(s) you want to delete.

  4. Select Delete.

  5. When prompted for confirmation, select OK.

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