Creating Tasks & Task Templates
Create tasks and task templates to fit the needs of your company. This customization can be found under Tasks in the App Builder.
Under the Task Types tab you will see 2 default columns, select Task Types and Task Type Details.
Start building a new task/job type by clicking the New Type button. In the next column, enter the task Name, Priority, Min/Max/Avg Hours, Task Template, and Icon to make identifying jobs quick and easy.
The Task Skills column is where any user skills you have added are available to tag to tasks/jobs. For example, in the task HazMat Clean up you might associate skills such as Sanitation, Chemical Use, or Hazardous Clean Up. This way you can match tasks/jobs with team members who have the skills to get the job done.
The Allowed Documents column is where supervisors can choose which documents can be attached. The permission options are: Allow All Documents, Allow None, and Filter. This makes it easy to set up tasks that include additional information without infringing on security.
The tab labeled Custom Fields is where you can define Task Templates. Task Templates let you determine what fields will be displayed on the field user’s job page. Supervisors can organize custom fields into templates that have the ability to be reused across different task/job types. This is useful for companies that have a lot of different job types that require the same custom fields.
For example, we have set up a Hazardous Cleanup task template. In it we've defined what a user will have to complete upon reaching the job site. We've added fields for truck number, bar code scan, before & after photos, and a details section. For all the fields added, we have chosen to make them required – however, you can choose which fields you want to be required/optional. Once saved you will have the option to utilize Task Templates for different Task Types.
Supervisors can check boxes to turn on/off default form fields in the selected task. Default fields include: (1) on-site contact information, (2) address, (3) contacts, (4) due dates, and more!
To log job status changes, supervisors can enable the Event Log custom field which allows them to include Notes, GPS, Barcode Scan, QR Codes, and more. Supervisors can track the status of all users’ jobs from start to finish and assign colors to different job statuses for quick visual recognition. Backlogged jobs can be picked up and assigned to users in real-time.
When a supervisor creates a task that has Sharing Enabled, all documents attached to tasks against an asset are visible by the user. You can also link additional jobs to an asset, which can be sorted by date of job. If a user is assigned a job with assets he/she does not have permission to see, Field Squared has a way to monitor this and the user will be prompted to download the asset on demand, contingent on Wi-Fi status.
Task Status allows you to define colors for various stages of a task such as Not Started, Driving, On Site, Complete, or any other custom status. On the right of the dashboard is a column named Task Automation. Task Automation lets you assign tasks based on status. For example you can set the “Assign Task On” field to trigger when a status changes to from one status to another. The current automation options are: Assign Task On, Unassign Task On, Schedule Task On, Un-schedule Task On, Set Start Time On, Set End Time On. Each one of these options can be set to trigger based on status.
This tab gives you control to add edit or remove client backlog sort configurations. You can sort them any way you want by entering a Key, Label, and Sort Option (Ascending vs. Descending) based on Strings, Numbers or Date.
This tab is where you can create or augment a priority status. In this example we have Mandatory, Critical, and High priority statuses. You can add as many different priority statuses as you see fit.