Task templates: concepts

Manual — Task templates and checklists · chapter 1 of 10

A task template is the script of a job: the checklist someone answers in the field — what to check, what to measure and within which range, where to take photos —, plus what goes with the task (description, duration, technician, periodicity). You build the template once; from it come the tasks of the tickets, the preventive maintenance of Automatic Scheduling, the commissioning tests, the audits, the equipment checklists and the APR, PT and safety inspections.

In the system, the template is called Template: the menu is Knowledge › Templates and the list is called Task Templates. In this manual, “task template” and “template” mean the same thing.

Warning

The template is not copied to the task: the task points to it and reads the items when it is answered. Changing a template in use changes the tasks — see chapter 9 before changing a template that already has executions.

Where it is

Figure 1. Knowledge › Templates, sorted by ID (newest first): at the top, the three electrical test templates that come with H2O, inherited from the root site (chapter 6); then the templates of the demo company — the one generated by the AI Assistant (and the previous one, Inactive), the seal replacement, the monthly inspection, the commissioning tests, the equipment checklist and the job audit.

1. 1The Knowledge › Templates menu.
2. 2Task Templates and the total.
3. 3Create with AI and New Template.
4. 4The Search templates… search.
5. 5The list: name, items, category, periodicity, type, site and state.
6. 6Clone — copies the template with all its items.

Where	What you do there	Chapter
Knowledge › Templates	the template list, the search, Clone, New Template and Create with AI	2, 3 and 5
template record (click a row)	the header (Edit), the items, the Preview, the Materials, the History and the PDF preview	3, 4 and 9
ticket task, audit, project equipment, APR, PT, inspection, Automatic Scheduling, Commissioning, Patrols, Maintenance Plans, PMOC	choose the template (PMOC also creates the templates of its activities)	6
task record (web) and ticket › Checklists (app)	answer the checklist and finish	7
Quality › NCR	the non-conformities generated by the checklist	8
People › Profiles › profile › Permissions, group Knowledge	the rights	1

The parts of a template

Part	What it is	Chapter
header	name, description, site, report type, category, duration, technician, periodicity and the non-conformity rules	3
items	the checklist questions, each of one of the 23 types — from Yes / No / NA to Thermography and the electrical test sheets —, with required photo, tolerance range, options and translation	4
sections	items of the Grouping type, which split the checklist into blocks with a title	4
materials	the list of what to take to do the job; with Create material requests on the work order on, each material becomes a material request on the ticket when the task is created from the template	4
history	who changed what, and when	9

The report types

The Template type says where the template is used — and, therefore, which document and which PDF it produces (chapter 6):

Template type	In the list	Becomes…
Task	Task	the checklist of a ticket task — corrective, preventive, commissioning test, patrol, FVS
Audit	Audit	a project audit
Equipment	Equipment	the mobilization, daily use or demobilization checklist of a project equipment
APR	APR	a Preliminary Risk Analysis (APR)
PT (Work Permit)	PT	a Work Permit
Safety inspection	Inspection	a safety inspection

Who does what

Role	What they do	Where
whoever builds the checklists (engineering, quality, maintenance, safety)	creates and maintains the templates: items, ranges, photos, periodicity, non-conformity; uses the AI assistant	web
planning / management	chooses the template in the tasks, in Automatic Scheduling, in the commissioning routines and in the patrols	web
whoever works in the field (technician, inspector, auditor)	answers the checklist, takes photos, comments, signs and finishes	web and app
quality	handles the NCRs generated by the non-compliant items	web

Access rights

The template uses the Task Templates row of the profile (People › Profiles › profile › Permissions tab, group Knowledge).

Figure 2. People › Profiles › Super-Admin › Permissions, group Knowledge: the Task Templates row.

1. 1The Knowledge group.
2. 2The Task Templates row — Read, Edit, Create, Trash and Delete.

To…	You need, in the Task Templates row
see Knowledge › Templates, open the record, the Preview, the Materials, the History and the PDF preview	Read
choose a template in a task, audit, APR, PT or inspection	Read (besides the right of the document itself)
New Template, Create with AI, Clone, create a category, New Item, Add Material	Create
Edit the header, edit and drag items, Link asset, change a material quantity	Edit
delete an item, remove a material	Trash

System rule

The rights apply in the template’s site: what counts is the profile you have in the site where the template was created. Each button of the record only appears with the right the server checks there. A template from a site above that your profile does not reach opens read-only (chapter 2). To create, you need Create in the header site.

System rule

Answering the checklist does not use the Task Templates row: in a ticket task it is Edit in Tickets; in the audit, the equipment and SST, the right of the document itself.

Tip

Typical profiles: whoever builds the checklists with Read, Edit, Create and Trash; planning and whoever opens tickets with Read; the technician with Read, if they choose the template of their tasks on the web themselves.

Web and app

I want to…	Web	App
create, edit, clone templates; AI assistant	yes	no
choose the template of a new task	yes	yes (only Task templates)
change the template of a task	yes (deletes the answers, with a warning)	no
answer the checklist	yes	yes, also offline
scan the label QR to add a panel, a UPS or an electrical test sheet	no	yes
see the item translation	yes, in italics	yes, in italics
task PDF	yes	yes (Report (PDF))