Path: Organization > Task > Records / Identity Tab
These field definitions are organized by the Section where they are found on the Task / Identity Tab and are useful in understanding how to set up your Task Library.
General Information Section Fields
Apply Multiplier
A mark in this check box indicates that Rate Multipliers such as Shift Differential and Time Type will be applied to the value found in the Hourly Rate field.
Auto-Track Description Tasks designated with one of these nine special purposes have additional functionality for Area-related Tasks. When Area-related Work Orders use Tasks with an Auto-Track Description, WebTMA updates the date fields on the Area record that correspond to the Auto-Track Task. See Auto-Track Field selections below for more information.
Available for Request Forms This check box applies to the Service Request Form module. When a Service Request Form has the Task Code or Task Description in the Layout, you can limit selections in the drop-down for Tasks by marking this check box. The field has no effect when a regular User logs in and opens the Request Log window in the main application.
Average Time (hrs) WebTMA is hard wired to calculate the Task Average Time every night and insert this calculation in the Average Time field. The calculation uses a batch job that calculates an average of the number of hours recorded on Closed Work Orders with labor totals for each Task. The Batch Jobs service must be set up and running for these recalculations to occur.
The averages may not always match the desired value due to changes in labor hours that have already been calculated. You can choose the Time Types that are included in the calculation and manually reset the averages for all Tasks of that Type at one time if you mark the Include in Task Time Averages check box for the Time Types you want to include. To recalculate the averages for all Tasks of the marked Types, go to Admin > Client Info, and select Recalculate Task Time Average on the Action Menu. This flags calculations to be made during the next update. Changes are visible the next day.
Code A unique identifier that can be alpha, numeric, or a combination of both with a maximum length of 30 characters. WebTMA suggests that all Task Codes be the same length and format for consistency.
Default Priority The Priority most often required with the Task. When a Work Order is created from the Request > Batch Validation window, this Default Priority overrides any other entry in the field on the Batch Validation window. After a Work Order is created from Batch Validation, the Priority can be changed on the new Work Order if needed.
Description A description of the Task. Keep the description brief to identify the Task. Note for MedTester Users: If the text exceeds 16 characters, the MedTester Task check box is disabled. If the MedTester Task check box is marked first, the field is limited to 16 characters, and a description entered for a medTester Task will cause an error message if it is identical to an existing MedTester Task description.
Estimated Cost A field provided to record the estimated cost to perform the Task. The field is for information only.
General Inspection Form Select a General Inspection Form used as a Base Form to automatically set up a General Inspection for an Equipment Make/Model PM schedule. A Form can only be applied to one Task. Once you select a Form for a Task record, it is not available on the drop-down list unless deleted from the existing Task record. Other General Inspection Forms can be selected for other Tasks.
Hourly Rate The base hourly rate for labor that your organization charges for the Task. If the Apply Multiplier check box is marked, then multipliers are applied to this rate. If added to the Task, this is the Hourly Rate used throughout the application. If the field is blank, the system uses the Task Type rate. If the Task Type rate is also blank, the Repair Center rate is used. If not found, then the Technician rate is used.
Labor Standard Record the established standard time in hours it takes to complete the Task. It is used as a comparison against the running average time to complete the Task, which is available in the Average Time (hrs) field.
Require Action Requested If this check box is marked, the text in the Task Description field automatically populates the Request field on the Work Order / Identity Tab.
Require Failure Code to Close Check this box if you want to assure that the Work Order has a Failure Code selected before it can be closed. Used primarily with Smart Building Integration (SBI), it assures that failure information is sent to the BACNet system for analysis.
Subtype Select from the list of Task Subtypes established in Organization > Lookups. Note: Subtypes are not required, and overuse of Subtypes can hinder efficient operation of your system.
Trade The Trade that usually performs this Task. When the Task is selected from the Request > Batch Validation window, the default Trade populates the Trade Description field on the Request Validation (Convert to WO) flyout.
Type Description Select the general Task Type from the list established in Organization > Lookups.
Zone Related This check box is only available if you have the optional Auto Attendant module. Zone-related Tasks cannot be assigned to individual Technicians on the Auto Schedule Rule window. Assignment of Zone-related Tasks is limited to Technicians for the selected Zone.
Auto-Track Field Selections
When an Area-related Work Order uses a Task with an Auto-Track description selected, WebTMA automatically adds the most current date to the appropriate fields on the Area record that correspond to the Auto-Track Task. For example, when drapes are cleaned, the date is added to the Curtain or Drapes Last Cleaned field in the Organization > Areas > Records / Misc–Windows Section. The field is also used to determine Tasks used for Calibration of maintenance-worthy items.
The nine selections in the Auto-Track Description field relate to the following fields on the Organization > Areas > Records / Misc Tab.
Clean Carpet, Tile or Flooring Revises the date in the Cleaned field in the HVAC Section, Flooring Information Subsection.
Clean Drapes or Curtains Revises the Curtain or Drapes Last Cleaned date in the Windows Section.
Inspect Fire Extinguisher(s) Revises the Fire Ext. Checked date on the HVAC Section, Life Safety Information Subsection.
Inspect Smoke Detectors Revises the Detector Checked date in the HVAC Section, Life Safety Subsection.
Paint Unit Revises the Last Painted date in the Paint & Light Section, Paint Information Subsection.
Replace Bulbs & Fixtures Revises the Replaced date in the Paint & Light Section, Light Information Subsection.
Replace Carpet, Tile or Flooring Revises the Replaced date in the HVAC Section, Flooring Information Subsection.
Replace Drapes or Curtains Revises the Curtain or Drapes Last Replaced date in the Windows Section.
Replace Light Fixtures Revises the Replaced date in the Paint & Light Section, Light Information Subsection.
Calibration Revises calibration date fields for maintenance-worthy items that must be tracked for safety or regulatory purposes.
Option Setting Section Fields
BMP If you have a designated Building Maintenance Program, mark this check box to give a visual alert that this Task is part of the Program.
Key Adjustment Task Key Adjustment Tasks apply if you use the optional Keys module. Key Adjustment Tasks are used to generate a Work Order for accepted Requests from the Request Log windows and to generate a key-related Work Order. Once Key Adjustment Task is checked, WebTMA displays the Key Options Section with six key-related check boxes. Mark these check boxes to refine the objective of the Task. See Key Options Section for a caveat.
Master Task Mark this check box to limit modification of this Task to a few users. Master Tasks can be viewed by any user with access to the window, but special editing permission must be granted from Admin > User Management > Records / Preferences – Allow to Modify Master Task.
MedTester Task If a healthcare organization uses the medTester 5000 Model C, mark the MedTester Task check box to indicate a Task that is exclusive to the device. The medTester PM Tasks are sent to the medTester unit. If, for example, you also use mobileTMA, the PM Task would not be transferred to the mobile device. It is only sent to the medTester unit.
Shutdown Notification Mark this check box if the Task requires a Technician to turn off services that cause interruption to work or traffic. Your organization defines the notification process such as the number of hours of advance notice and method of informing affected personnel, such as e-mail, public address, etc. Your organization also trains Technicians on the process. Note: If this field is populated, the corresponding # of Sign Offs field in the Approval Requirements Section must also be populated.
Approval Requirements Section
# of Signoffs This field applies to both Legacy routing and the Approval Routing module. The number entered here equals the number of Users who are needed to approve the Task before a Work Order is fully approved. If blank, Approval Routing will not apply to this Task regardless of whether a route exists.
KB Resolution Required KB Resolutions are only available if you have the optional Knowledge Base module. If users must specify a Knowledge Base Resolution on the Work Order before it can be closed, mark this check box. The Task / Resolution Tab includes a KB Resolution Section. Use this Section to enter questions and resolutions. See Task Resolution Tab for a full discussion of resolutions.
Minimum Level This field applies to the Legacy approval process in WebTMA. Your WebTMA System Administrator assigns an approval level to a User from Admin > User Management > Records / Identity–Other Section. The Minimum Level is the lowest level allowed for a User to approve the Task.
Regulatory Agency Related If this Task is used to comply with requirements for a Regulatory agency, mark this check box.
Resolution Required Mark this check box to require the User to select a Resolution before a Work Order can be closed. The requirement applies only to Tasks with this option checked. Also, be sure to enter possible Resolutions for the Task on the Task / Resolution Tab–Simple Resolution Section. See Task Resolution Tab for a full discussion of resolutions.
Zone Related This check box is only available if you have the optional Auto Attendant module. Zone-related Tasks cannot be assigned to individual Technicians on the Auto Schedule Rule window. Assignment of zone-related Tasks is limited to Technicians for the selected Zone.
Key Options Section
Key-related Tasks can be created to assist when you create Work Orders that coordinate with the optional Key Management module. The Key Options Section displays after you mark the Key Adjustment Task check box in the Option Setting Section. The related Tasks are used to perform the checked functions: Create Key, Lose Key, Destroy Key, Find Key, Issue Key, Return Key.
CAUTION: Use caution when creating these Tasks. It is possible to mark all six of the check boxes for a single Task; however, if all are marked, the Work Order requires that all six actions be made at the same time.
Task Sheet Section
The Task Sheet Section of the Task window provides a free-form text Task Sheet field designed to store procedures associated with a Task. WebTMA software does not require Task Sheets; however, using them can provide additional information for a Work Order. This field is used to outline a process to follow that is different from the series of checks that can be entered on the Task Check List Tab.
The default text format is Plain Text; however, you can add formatting (Rich Text). If you mark the Use Rich Text check box, standard formatting tools are available to insert headings, format text as bold, italic, and strike-through, add quotation marks, use bullets and numbers for lists, add lateral lines, and insert links. The formatting is converted to plain text in mobile applications and reports.
Note the alert that displays when you check Use Rich Text that reminds you that "Saving as Rich Text could result in MarkDown characters being printed or displayed in reports."
Print on PM WO's Mark this check box to print the instructions in the Task Sheet field with a PM Work Order.
Print on non-PM WO's Mark this check box to print the instructions in the Task Sheet field with a non-PM Work Order.
Use Rich Text Mark this check box if you want to add formatting to your Task Sheet. Be sure to read the alert above the Task Sheet field when you check the box.
Task Sheet Enter the instructions that outline procedures for the Technician to follow when performing the Task.