Create and maintain tasks
Activity Flow

Create a task with the type Service to manage maintenance, repair, or inspection activities.

These tasks appear only on the service plan board. Transport-type tasks appear on the transport plan board.

You can also use service task types for transport planning when required.

Create a task with a transport type to manage logistics activities on the transport plan board.

Transport task types include:

• Delivery: Deliver items to the customer or vendor address.
• Internal delivery: Pick up items from a depot.
• Load: Pick up items from the customer or vendor location.
• Internal load: Deliver items to a depot.

Tasks with type Service appear only on the service plan board.

You can configure the posting status tab on a task to automate document posting when a task reaches a specific status.

For example, when a rental delivery task is marked as completed on the transport plan board, a packing slip is posted automatically if Auto-post is enabled. If completed through the MobileApp, the same rule applies.

If Auto-post is disabled, a manual Post packing slip window opens to complete the process.

Use the rental transaction tab on a task to link work order line statuses to rental sub-statuses. This is an optional setup.

For example, when a work order line is updated to “Created”, the related rental order status can automatically change to “Ordered”.

This setup is essential for updating rental asset availability during maintenance and repair tasks, which are usually not tied to rental orders. To enable updates, define rental sub-statuses on work order line sub-statuses and set up asset availability triggers for the task.

You can add required items to a task. These items are needed to complete the task and are often called service kits or packs.

The items are added to the work order line when you create the work order with the linked task.

Each line in the item requirements must include the item, the required quantity, and the unit.

When you add item requirements to a task, you can choose between two item setup options:

• Item requirement: The item is added to the work order. You must pick the item and post a packing slip to deduct it from inventory.
• Item journal: The item journal is added to the work order. You must post the journal to deduct the item from inventory.

Note: Items used for item requirements must be of type Inventory.

You can access and maintain item requirements from a work order line. Based on the status group setup on the Registration tab, you can also create new item requirements from the work order line.

You can set up a checklist for each specific task. Each line includes a group ID and sub task ID to identify the type of check.

Include a short description for each check. Examples include: check damages repaired, ensure object is working, refill fuel, and verify safety standards.

You can add checklists line by line or as sub task groups. Multiple groups can be added to the same work order task checklist.

Sub task groups are explained in the related activity: Create sub tasks group.

On the work order line, you can access the checklist, maintain existing checks, and create new ones.

You can mark each checklist item as passed or failed from the work order line or in the MobileApp.

You can define task requirements by attaching capabilities that a resource must have to complete a specific task. These requirements are used in the service or transport plan board.

For example, a task might require a mechanic capability. Any resource assigned must have this capability.

On a work order line, you can view, maintain, or create new task requirements linked to the work order.

You can configure several fields in the task setup under the Setup tab. Select a task category:

• Standard: General task setup with full configuration.
• Maintenance task: Shows related work order lines in the maintenance history of the business object.
• Internal task: Used for internal work. Only allows resource planning. Posting status and rental transaction setup are not available. Task type must be Service.

Additional setup options:

• Task group: Identifier used when creating a task.
• Business object availability status setup: Updates the business object status based on the linked work order line status. For example, if the work order status is Released, the object becomes unavailable.
• Auto schedule linked resources: Automatically schedules resources when a business object is linked to a rental or work order.
• Synchronize quantity: Keeps order quantity and resource quantity in sync.
• Auto generate hour journal: Automatically creates hour journal lines when planning tasks.
• Resource required: Requires at least one assigned resource when the work order line status changes to Planned.

You can assign a work order line to a resource in the following ways:

• Use the service or transport plan board.
• Go to the work order line and select Work order line > Resource planning.

Define a status group when you create a task. The status group controls which statuses are available and in which sequence they are used.

Use the Status setup tab to define valid transitions between statuses. This setup helps control system behavior and status changes.

Use the Registration tab to define which processes can be registered on the work order line for each status. Examples include:

• Item requirement registration
• Purchase order registration
• Sales order registration

For example, you can allow sales order registration only when the work order has status Created.