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Allocating tasks (PPM) - selecting from the 'all tasks' lists

When adding tasks you have the choice of a quick action task, a user defined task (complete with code and costs breakdown), a standard task or a task selected from the all tasks list.


This lesson steps you through adding a task/action by selecting from the 'all tasks' lists. This may not always be the most appropriate choice - you are recommended to review the lessons on adding a quick action task and adding tasks / actions by selecting from your standard tasks lists as well.

The tasks list

To add a task to an object, you must be looking at the maintenance tab for the object in question. For example, to add a task that relates to the walls in this classroom, first go to the record for the Classroom, then click the tasks tab (1). Then click the Add task button (2).

Adding tasks at higher resource levels

Usually, tasks relate to objects in areas or their components, i.e. a wall in a room, a boiler, a light fitting etc. It is possible to set up tasks at a higher resource level i.e. for a room, an entire building or even an entire site. Typically these tasks might be global cleaning regimes or security patrols etc.

You will see this confirmation dialog if you have your user preference for additional feedback set to Yes and you attempt to allocate a task at any resource level above the item or component level. If you actually do want to allocate a task at this level, simply click Yes.

NOTE: If you have your user preference for additional feedback set to No, then this dialog will not show, even if you start allocating a task at a higher level.

Adding tasks at item and component level

If you have your user preference for additional feedback set to Yes and you start to allocate a task at item or component level, you will see this confirmation dialog. Click Yes to continue.

Task selection

On the task selection form, click the all tasks tab.

The all tasks tab - Selecting from the 'all tasks' lists

The 'all tasks' tab has 2 sub-tabs - one for composite tasks and one for component element tasks. You can filter the list in a basic way by using the drop down filter (1) for general worktype. Select the general worktype and click the left filter button (2) to filter the list.

You can also use the standard filter panel for more options. Click the filters panel button (3) as usual to open the filters panel.

Tasks filters

The filters panel for tasks allows you to get a set of records filtered by work type, categorisation scheme and sub categories as well as more general criteria such as a text string or task type. Set the criteria required (you can use both the 'summary' tab and the 'category' tab criteria together if necessary) then click the Confirm button to locate and list the records that match the entered criteria.

NOTE: You can reset the filter criteria using the Reset or Reset all buttons and you can cancel the filter operation by clicking the close button on the filter dialog.

Selecting the task (or tasks) to allocate to the object

Select the tasks you want to allocate to the current object by clicking the target button (1). You can see more information about a particular task by clicking the popup info button (2)

Confirm task settings

Confirm the task setup in the popup dialog and click Confirm

Selected tasks added to the Current selection list

Each time you click the target button, the selected task will be added to the Current selection list at the bottom of the screen. On this list you can individually adjust the quantities, priority, repeat interval and durations.

You can remove a selected task by clicking the Delete button to the right of the relevant item in the list.

NOTE: When you add a task to the current selection, the quantity will be pre-filled where possible from the information attached to the target object. In this case the total area of the walls in m2 is know and has been automatically entered under quantity.

Confirm selection

To confirm your selection and allocate the selected tasks to the current object, click Confirm button at top right. Click Cancel to abort.

The selected task added to the tasks list

When the operation is completed, you will be returned to the original resource and the selected task (or tasks) will be listed along with any other tasks already set up for the resource.