A task is an activity which is linked to an asset or item, for example equipment maintenance or inspections.
Some tasks must be conducted on a recurring basis—whether daily, weekly, monthly, quarterly or annually. You can easily schedule an task to repeat at regular intervals, eliminating the need to create a new task each time. This approach significantly reduces the risk of missing a scheduled task.
To set up a recurring task, please follow the instructions outlined below.
Select the “Tasks” tab to navigate to the Tasks dashboard.
Click on the "Add New Task" button.
In the "Add New Task" section, provide the "Task Name" and "Description" information.
Choose the appropriate "Category" and its “Subcategory”.
Specify the "Location," including sub-location levels such as State, Site, and Area.
Add the relevant "Asset/Item".
Select a "Responsible" person by typing their name from the dropdown list.
For "Additional Information," click the black "Arrow icon" to expand the form and enter more details.
Adjust the "Start Date" and "End Date" as necessary. If no end date is provided, the task will be set to repeat indefinitely.
If "Automatic Close" is needed, toggle the setting to "ON" and specify the number of days.
Toggle the “Repeat” setting to “ON” and in the “Recurrence” window, select the “Repeat Frequency”, set the relevant options and click “Save”. The “Fixed Interval Schedule” toggle setting will also appear.
By default, reminders are set to notify you one day before the task is due. To change this, adjust the “Reminder Before” setting to the desired number of days. As an option, an additional reminder can be sent (via Email or SMS) for another person by entering their email address or mobile number.
Change the “Actions Auto-Approve”, “Actions Auto-Close”, settings to “ON” if required.
Use the “From File Manager” or “Select files” buttons to “Attach Document(s)” relevant to the task.
To select “Audit Form(s)”, click the “Attach Audit Form” button.
Click the appropriate “Attach” button to select an Task Form from the Task Library. You can repeat this process to add more Task Forms if needed. Click “X” to exit.
Add “Comments” if required.
To save the task, click “Add New”.
The new master task will then be displayed on the dashboard. To view the scheduled sub-tasks, click the black "Arrow icon" to expand the master task.