Assigning Tasks and Tasks Lists to Records

Adding tasks to a quote, service call, or maintenance contract is a way to assign tasks to equipment in addition to what is already assigned to the equipment itself. For example, say a monthly oil change is assigned to an equipment record. During this month's visit, the technician notes the air filter may need replacement the following month. An air filter replacement task could then be assigned to a specific service call for that equipment. This task will then be completed along with the routine tasks attached to the equipment.
You can add tasks and task lists to records from their respective Task Maintenance windows.

• Quote Task Maintenance window
  You must own the Maintenance Contract Quote Module to access this window. Select Cards > Service Management > Service Manager. Select the customer and select Quote. Select the quote and select Coverage. In the Quote Coverage window, select Tasks. The Quote Task Maintenance window opens. Use the task code lookup to select tasks from the database and Insert them into the list. Close the window and Save changes in the Contract Quote window.

• Contract Task Maintenance window
  Select Cards > Service Management > Service Manager. Select the customer and select Contract. Select the contract and select Coverage. In the Contract Coverage window, select Tasks. The Contract Task Maintenance window opens. Use the task code lookup to select tasks from the database and Insert them into the list. Close the window and Save changes in the Maintenance Contract window.

• Service Call Task Codes window
  Select Cards > Service Management > Service Manager. Select the customer. Select History and select an existing service call, or select New Call to create a new service call. In the Service Call window, select Tasks. In the Service Call Tasks window, enter a task code in the Task Code field, or use the Task button to open the Service Call Task Codes window. Use the task code lookup to select tasks from the database and Insert them into the list. Close the window and Save changes in the Service Call Tasks window. Because service calls do not require an Equipment ID, tasks can also be added directly to the service call. See the following section, Assigning tasks to a service call, for more detailed information.

Assigning Tasks to a Service Call

Because service calls are not always foreseeable or routine visits, you may need to schedule tasks for equipment aside from what tasks are automatically assigned to the equipment or its maintenance contract. Also, because an equipment ID is not required to set up a service call, you may need to add tasks to a service call directly. For instance, a customer may experience a problem with equipment that is not currently covered by a maintenance contract, or they may be unsure which piece of equipment is causing the problem.
You may have added a task to the service call using the Task Code field in the Service Call window. You can add additional tasks to the call using the Tasks button in the Service Call window. The Task Code field is disabled and blank if more than one task has been entered for a service call.
You can assign a task list to a service call by creating a service call task list or by copying an existing task list.

1. Open the Service Call Tasks window. The Equipment ID defaults from the Service Call window. Only one equipment record can be assigned to each task. If you have multiple equipment on the service call, you must create separate tasks for each record. If you select or enter a new Equipment ID on this window, and the equipment is inactive or retired, you receive a warning message: This equipment is inactive/retired. Do you want to continue? Select Yes to continue adding the task with the selected equipment, or select No to select a different record.

2. Select a task by doing one of the following in the Task Code field:Use the browse buttons to scroll through the task codes that have already been assigned to the service call. If the task code has subtasks, you can view them using the browse buttons in the Subtask Code field. Likewise, if the task code belongs to a task list, the list name will appear in the Task List ID fieldUse the lookup button to open the Service Call Tasks – List window.

Editing Existing Task Codes

1. Zoom on the Task Code field to open the Task Code Setup window.

2. Use the tree view button to open the Service Call Tasks – Tree window. Tree windows help to manage tasks assigned to the call. You can remove all tasks and subtasks attached to sublocations, equipment records, and task lists. Deleting a task deletes its subtasks. Likewise, deleting a task list deletes all its tasks and subtasks. Tasks are sorted in order of sublocation, equipment, task list, and task code. Changes made here will be unique to the service call and will not affect the task codes, task lists, or equipment records throughout the system.

Adding a New Task to a Service Call

1. In the Service Call Tasks window, select Task. Use the task code lookup in the Service Call Task Codes window to select an existing task code. Insert it and close the Service Call Tasks Codes window. The task, its subtasks, and any attached information will populate the Service Call Tasks window.

2. Complete the information in the Service Call Tasks window for each new task.HoursThe total estimated labor hours entered for the task in the Task Codes window display. If you edit this amount, only the total estimated labor hours are affected, not the estimated labor hours in labor categories 1 through 5.Skill LevelThe skill level entered for the task in the Task Code Setup window displays. You can enter a new skill level or use the lookup to select one.Equipment IDEnter the piece of equipment being serviced by the task. One piece of equipment can be assigned to a task. If a task is to be performed on more than one piece of equipment, the task must be entered once for each piece of equipment. You can zoom on the Equipment ID field to open the Equipment lookup window.Sublocation IDEnter the location within the building where the task is to be completed. A location can be selected using the lookup if you marked the option Use Validation for Sublocations in the Service Options window. The lookup is disabled if the option is not marked.Trouble Code, Resolution CodeEnter a trouble code and resolution code. Trouble codes provide another way of tracking types of service problems. Code numbers track what the problem was and how it was corrected. Tracking trouble codes can help determine how often you service a customer for the same problem, perhaps indicating the need for a maintenance contract agreement.Task StatusThe status selected for the Default Task Status in the Service Options window will default here. If you did not select a default task status, you receive a message instructing you to do so when you attempt to open the Service Call Tasks window. Override the default by choosing a different status from the lookup window. For more information, see Setting up the Default Task Status. You can use the Complete All button to change the status of all tasks to Complete.Completion DateThe task's completion date will be set to the current system date and can be changed.CommentEnter a note up to 120-characters long.Originating Task ResponseIf the service call was automatically created from a Repair task response, the task responses detail from the original call display in this field. For example, if there is a two-foot tear in the upper left side of the trailer that needs to be repaired and billed to the customer, this field may display "2.2.1, Description: Left Side Damage Detail, Repair: Yes, Bill: Yes, Damage Type: Tear, Repair Method: Patch, Position: Upper/Left, Length: 2.00, Reference: 1, More: Yes."  For information on creating a Repair task response, see Assigning Responses and Response Types to a Task.Task ResponseTask responses will usually be entered after the appointment to track detailed results for each task on a service call. To enter responses for each task, use the browse buttons to browse through each record in the scrolling window.

3. When you have finished adding tasks, Save the window. The service call appointment can now be scheduled. For more information, see Creating service calls using tasks.