How to create & manage Service Tasks?

How to create & manage Service Tasks?

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.

                                                                                             

a. How to Create Master Service Tasks?


Navigation:  Settings --> Configuration Settings --> Service Tasks

The master service tasks help you pre-define the child jobs according to the sequence. 

Here you can define the settings to create, edit or delete the service tasks. (Inspection form can be linked - Optional).


1. Select the “Settings” module from the left navigation menu, and under the “Configuration Settings,” select “Service Tasks.”




2. From the top right corner, click the “+ New Task" button. 



3.  A “Create New Service Task” pop-up appears.

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)- Checkmark to select the inspection form. 

Inspection Form (Optional)– The drop-down box will appear to choose the inspection form from the list. (This option is visible only if you select the “Has Inspection Form” option).


  
Select the “Create” button to create the new service task.

4. The new master service task is created successfully.

  

5. The following are the actions performed from the Service Tasks settings list page.

Edit – To modify the service tasks.

Deactivate / Activate – You need to deactivate the tasks first, then you can delete the task.

The deactivated tasks can be reactivated again.
Delete – The delete action will permanently delete the service tasks.

The delete action will be available only if the service task is deactivated first.

   

After creating the Master Services Tasks, link service tasks to the Job Category. 

b. How to Link Service Tasks with the Job Category?


Navigation:  Settings --> Configuration Settings --> Job Settings --> Service Tasks

The job categories should be linked to the created master service tasks. 

1. Select the “Settings” module from the left navigation menu, and under the “Configuration Settings,” select the “Job Settings.”

   


2. Under the “Configurations,” select the “Job Category” for which you want to map the service task.





3. Select the “+Add Task” to map the service task. 

  

  
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. Select the “Reorder” option to change the order of the service tasks.

 


7. A “Reorder Service Task” pop-up will appear. Drag up and down to reorder the tasks and select the “Reorder” button.

  
8. The service tasks are reordered successfully

  
9.  Select the delete icon to remove the tasks.


  
10. Select the "Remove" button and the service tasks are removed from the job categories successfully.





 Linking the Job category with the service category helps you while creating the jobs to allocate the easily tasks for the actual job. 

C. How to create a new job and link the Service Tasks?


Navigation:  Jobs --> Create a New Job --> Service Task Section --> Add Service Tasks

While 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.


1. Select the Jobs module from the left navigation menu and click “+ New Job.”
A new job creation page appears. 

  
Mobile:
 


2. Select the "Job Category" under the "Primary Details" section. Based on the selected category, the “Service Tasks” will be auto-filled, if added. 

 

3. You can also assign a user to complete the service task. To do so, click the “+ Add New” option under Assign Users.



Mobile:
  

4. Type the User name and press enter to search for the user.



  
Mobile:
Choose the user and click the “Update” button.

  
5. Select the “Save” button once the user is assigned.

  
7.  Select the “Reorder” option to change the sequence of the tasks.

  

Mobile:

Under the “Tasks” section, select the “Settings” icon to reorder the tasks.  

  
8. A “Reorder Service Task” pop-up will appear, drag and drop; up and down to reorder the tasks and select the “Reorder” button.

  

Mobile:
a. Use the “Ellipsis” icon to reorder the tasks
b. Use the “Kebab”  for the “Move as Sequential” option. 
c. The reorder of tasks is successful.
          

9. Use the “Link Asset” option to add the assets to the service tasks. 



Mobile:
Use the “Kebab”    icon to view the task actions. Choose the “Link asset” option.   
    

10. A “Pick an Asset” pop-up will appear. Choose the Asset to link and select the “Choose Asset” button.

      You can choose existing assets or you can choose from the currently assigned assets. 





Mobile:

Select the Asset and click the “Update” button. 

 

11. The significant actions can be performed on the Job details page as follows:

a.    Edit Asset – This option helps to modify the asset details.

b.    Delete Asset – This option allows delete the asset details.

c.    Clone Task - This option helps to modify the service task details.

d.    Edit Task - This option helps to modify the service task details.

e.    Remove Task - This option removes the service task details from the job. 




Mobile:
  
12. Click the “Create Job” button to create a new job. 


Mobile:


  The new job is created successfully.

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:

  1. Incomplete
  2. Completed
  3. 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.

d. Job Details and Custom Service Tasks

Navigation:  Jobs -->  Job  -->Job Details  --> Service Task Section --> Add Service Tasks

After the new job creation, you can create new custom service tasks from the Job details page. You can update the field technician details as well as the task statuses. 

1. Select the “Jobs” module from the left navigation menu and choose the job for which you want to perform the service tasks.

 
Mobile:
   
2. Select the “Edit” icon next to the “Job Category.” 


  

3. Modify the job category and select the “Update” button.

   

Under the Job details tab, scroll down to view the Service Tasks section.



 3. You can view the “Inspection Form” and “Linked Assets.”

  

Mobile:
   
4. Under the status, select the “Edit” icon to modify the task’s status.




    


5. An “Update Service Task Status” pop-up will appear, Select the status from the drop-down list and click the “Update Status” button. Enter additional remarks if required. 




Mobile:

   

6. 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."

Note: You can add "Additional Remarks" when updating the "Service Task" status. 
This is applicable for On Hold, Incomplete, and Cancelled in Mobile. 


7.     The service task status is successfully updated.

  
8.  Select the “Clock” icon to view the Service Task History.




10.  Under the "Actions" header, click the ellipsisicon and select the “Edit Icon” to modify the service task details.

  
Mobile:
Select the “Edit” option to modify the service task.

  

11. Modify the required details and select the “Update Task” button, and the service task is updated successfully. 

  

Mobile:
   

12. Under the "Actions" header, click the ellipsisicon and choose “Remove Task” to remove the service task from the job.





Mobile:
 

14. The service task is removed from the job. 



15.  Click the "+Add" button and choose the “Custom Task" option. 


16. From the top right corner, select “+Add Custom Task.” 
Choose the “Add Task” button to create a custom task. 

  
17. An “Add Custom Service Task” pop-up appears.

Title (Mandatory)– Enter the service task‘s title.

Description – Enter the description of the service task.

Estimated Duration (Mandatory) – Enter the estimated time frame to complete the task.

Has Inspection Form (Optional)- Mark a check on the tiny “Square box” to select the inspection form. 

Inspection Form (Optional)– The drop-down box will appear to choose the inspection form from the list. (This option is visible only if you select the “Has Inspection Form” option). 


      If the job has one or multiple assets during the job, the Field Technician can choose the asset form and fill in the information for each Asset.
      

Asset Inspection forms can be configured under:

      Settings --> Custom Fields and Checklist Settings --> Asset Inspection Form



 
Select the “Create” button to add a new custom service task.  

Mobile:

  
Select the “Add” button to add a new custom service task.

18. Select the “Reorder” option to change the order of the service tasks.



19. A “Reorder Service Task” pop-up will appear. Drag up and down to reorder the tasks and select the “Reorder” button.

  
Mobile:
a. Use the “Ellipsis” icon to reorder the tasks
b. Use the “Kebab”  for the “Move as Sequential” option. 
c. The reorder of tasks is successful.
         

20. The job service tasks are reordered successfully

  

With this new feature, businesses can create jobs and add multiple service tasks for each child's job. For the job with more child jobs, now you can create various service tasks and view the linked inspection forms or checklists from the job itself. 





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