How to create & manage service tasks in the Zuper web app?
Our Zuper’s new feature, Service Tasks, helps the field executives complete each service task mapped to the jobs.
Service tasks are used to create process steps, or checklists, for the field technician to follow when completing a work order and can be added manually or by associating service tasks with each job category.
The user needs to create the master service tasks from the settings. Service task helps to associate inspection forms to the child jobs for the field executives or an admin to view.
Create master service tasks
Navigation: Settings --> Configuration Settings --> Service Tasks 1. Select the “Settings” module from the left navigation menu, and under the “Configuration Settings,” click “Service Tasks.”
The service tasks listing page appears.
2. Click the “+ New Task" button at the top right corner to create a new service task.
3. Fill in the following fields and click the “Create” button on the new service task creation page:
- Title (Mandatory) – Enter the service task‘s title.
- Description (Optional)– Enter the description of the service task.
- Estimated Duration (Mandatory) – Enter the estimated time frame to complete the task.
- Has Inspection Form (Optional)- Check the box if you want to include an inspection form for the service task.
- Inspection Form (Optional)– Choose the inspection form from the list. (This option is visible only if you select the “Has Inspection Form” option).
4. The new master service task is created successfully.
5. After creating the service task, you can view and manage them from the listing page. This includes editing, deleting and deactivating/reactivating the service tasks.
Note: To delete a task, you first need to deactivate it.
Link service tasks with job category
After creating the master services tasks, you can link them to the job category. Heres how:
Navigation: Settings --> Configuration Settings --> Job Settings --> Service Tasks1. Select the “Settings” module from the left navigation menu, and under the “Configuration Settings,” select the “Job Settings.”
2. In the job configurations page, select "Service Tasks" and then choose the "Job Category" for which you want to map the service task.
3. Click the “+Add Task” button.
4. Select the tasks that are to be mapped to the job category and click the “Add” button.
5. The service tasks are mapped successfully to the Job category.
6. After mapping the service tasks to the job category, you can reorder them, if needed. To do so, click the “Reorder” button.
7. A “Reorder Service Task” pop-up will appear. Drag up and down to reorder the tasks and click the “Reorder” button.
8. The service tasks are reordered successfully.
9. To remove any of the service tasks linked to the job category, click the "delete" icon next to it. A confirmation pop-up appears.
10. Click the "Remove" button to confirm and the service tasks are removed from the job category successfully.
Create a new job and link the service tasks
Navigation: Jobs --> Create a New Job --> Service Task Section --> Add Service TasksWhen creating a new job, you can add various service tasks. You can assign the technician to perform the service task, add a custom service task and reorder the service tasks list. Here's how:
1. Select the "Jobs" module from the left navigation menu and click “+ New Job.”
A new job creation page appears.
2. Select the "Job Category" under the "Primary Details" section. Based on the selected category, the service tasks will be automatically populated under the "Service Tasks" section.
If no service tasks are linked to the selected job category, none will be listed. You then need to add service tasks manually, as needed using the "+ Add" button in the service tasks section.
3. You can also assign a user to complete the service task. To do so, click the “+ Assign user” icon under Assign Users.
4. Type the user name and press enter to search and select the user.
5. Click the “Save” button to assign the user to the service task.
6. Click the “Reorder” option in the service tasks section to change the sequence of the tasks.
7. Click the “Link Asset” hyperlink under "Asset" to add asset(s) to the service tasks.
8. After adding the service tasks and associating the assets, you can perform the following actions using the "ellipsis" icon under "Actions."
- Clone Task - This option helps to copy the existing service task details from this job to another job.
- Edit Task - This option helps to modify the service task details.
- Remove Task - This option allows you to remove the service task from the job.
You can also edit or delete an asset next to the service task, as needed.
9. Click the “Create Job” button to create a new job with the service tasks.
Service task - Terminal status
The following are considered the terminal statuses in service task. The Job cannot be completed/closed if there is even one service task which has a status that is not present in the following list:
- Incomplete
- Completed
- Cancelled
The task status must be changed to any one of the terminal statuses – Incomplete, Closed, cancelled before completing or closing (Job Status Type) the job.
Update service tasks status
After creating a new job with service tasks, you can update the service task status from the job details page. Here's how:
1. Select the “Jobs” module from the left navigation menu and choose the job for which you want to update the status. You'll land on the selected job details page.
2. Scroll down to view the service tasks section in the Job details page.
3. Click the “Edit” icon under status.
4. An “Update Service Task Status” pop-up will appear. Select the status from the drop-down list and click the “Update” button.
Service Task Statuses:
Status | Description |
Open | The task has been created and is awaiting action. It indicates that the task has not yet been started. |
In Progress | The task has been assigned to someone and is currently being worked on. |
On Hold | The task is temporarily paused or delayed due to certain circumstances. |
Canceled | The task has been terminated or abandoned before completion. |
In Complete | The task has been started but has not been fully finished or accomplished. |
Complete | The task has been completed, and all necessary actions or objectives have been achieved. If there is any inspection form, then it must have been completed before setting the task to "Complete." |
5. The service task status is successfully updated.
6. After updating the status, select the “Clock” icon under "Actions" to view the Service Task History.
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