Overview
Tasks generated from forms can now inherit default values from a task template, including but not limited to duration, assignee, board, asset, and required follow-up forms. This feature allows you to standardize follow-up work and reduce manual data entry when form submissions trigger task creation.
Prerequisites
Before setting up task generation, ensure you have:
• Administrator or appropriate permissions to create and modify task templates
• Administrator or appropriate permissions to edit form templates
• At least one existing form template that will be used for task generation
• Understanding of your task workflow and board structure
How to Create a Task Template with Required Forms
Task templates provide the default values that will be applied to generated tasks. When a task template includes a required form, that form becomes a mandatory follow-up action on any task created from that template.
Navigate to Routes > Route Setup/Templates > Task Templates
Click the "Create Task Template" button
Fill out task template information
Enter a descriptive name in the Description field
Set the Estimated Duration (e.g., 30 minutes)
Click the "Forms" tab
Click on the Form Name dropdown
Select the form you want to require as follow-up
Ensure the "Required" checkbox is checked
Click "Create" to save the task template
How to Configure Form Questions for Task Generation
Task generation is configured at the individual question level within a form template. Each question can be set up to trigger task creation based on specific answer selections.
Navigate to Forms > Form Templates
Click on the form template you want to configure
Locate the question that should trigger task generation
Click the "Edit" button on that question (if applicable)
In the question editor right panel, click the "Task" button (briefcase icon)
In the "Generate Task" dialog, configure the following:
When: Select "When" (task created when condition is met) or "Always"
Required Fields:
Question: The question that determines whether a task should be created
Selected Answer: Click the response from your associated question that should trigger the task (e.g., "FAIL")
Select Board: Choose the board where tasks should be created (required)
Task Template: Select the task template to use (required for this feature)
Optional: Configure "Days Until Due", "Directly Responsible Individual", "Lead", etc.
Click "Done" to save the task generation configuration
Click "Save and Publish" to publish the form with task generation enabled
Optional: Auto-Grouping Tasks to Work Orders
By default, generated tasks appear in the Pending Tasks section. However, you can configure forms to automatically group generated tasks into work orders, bypassing the pending queue and streamlining your workflow.
Navigate to Forms > Form Templates
Click on the form template you want to configure
Click the "Form Settings" button
In the Form Settings dialog, locate the "Work Order" section
Check the "Auto-group tasks on work order" checkbox
Select the Board where work orders should be created from the dropdown
Click "Save" to save the work order settings
Continue with task generation configuration on individual questions (as described in the previous section)
Click "Save and Publish" to publish the form
When this option is enabled, generated tasks will automatically be assigned to work orders on the Routes page instead of appearing in Pending Tasks.
How to View and Access Generated Tasks
Note: This section applies when work order auto-grouping is NOT enabled. If you have configured auto-grouping (see previous section), generated tasks will appear in work orders on the Routes page instead.
Generated tasks appear in the Pending Tasks section where you can view complete details about the form submission that triggered the task.
1. Navigate to Routes > Pending Tasks
2. Use filters to find generated tasks (filter by board, due date, etc.)
3. Double-click on a task to open the task details dialog
4. In the task details, scroll down to view:
• Task description (includes form section, question, and custom description)
• Board and due date (from configuration)
• Estimated duration (from task template)
• Required form (from task template)
5. Scroll further to see the "Generated From" section showing:
• Form name that triggered the task
• Specific question that triggered the task
• Answer selected (e.g., FAIL)
• Task description entered during form submission
• Who submitted the form
[ADD SCREENSHOT 4: Task details showing generated task information]
How to Access Form Submission Details from Generated Tasks
One of the most valuable features is the ability to view the complete original form submission directly from the generated task, including all photos and details.
1. In the task details dialog, scroll down to the Attachments section
2. Locate the form submission document (shows form name and completion date)
3. Click on the PDF/document icon (not the text) to open the form submission viewer
4. The PDF viewer displays:
• Complete form submission with all answers
• Photos and images attached during form completion
• Comments and notes from the form
• Form header with company and submission details
5. Use the download or print buttons to save or print the form submission
This provides complete traceability from task back to the original form submission.
[ADD SCREENSHOT 5: PDF viewer showing complete form submission with all details]
Best Practices
• Use descriptive task template names that indicate their purpose
• Set realistic estimated durations in task templates
• Choose questions with clear pass/fail criteria for task generation
• Always require a task description so technicians provide context
• Review generated tasks regularly to ensure configuration is appropriate
• Use the required form feature to ensure proper follow-up documentation
Troubleshooting
Problem: Task generation configuration not saving
Solution: Ensure you selected an answer trigger and a task template, then click "Done" before exiting
Problem: Tasks not being created when form is submitted
Solution: Verify the form was published after configuration and that the trigger answer was selected during submission
Problem: Cannot find task template in dropdown
Solution: Ensure the task template exists and has appropriate permissions
Problem: Task generated but missing expected defaults
Solution: Verify the task template has the required form attached and all fields configured properly
Problem: Generated tasks not appearing in Pending Tasks
Solution: If you enabled work order auto-grouping in Form Settings, tasks are automatically assigned to work orders on the Routes page instead of appearing in Pending Tasks. Navigate to Routes and check the appropriate board for the work order.
Problem: Cannot find generated work order on Routes page
Solution: Verify that work order auto-grouping is enabled in Form Settings and that you selected the correct board. Check the Routes page and ensure you're viewing the board you specified in the configuration. Work orders may also be filtered by due date or status.
Summary
Task generation from forms with required forms streamlines maintenance workflows by automatically creating follow-up tasks when specific conditions are detected. Generated tasks inherit all default values from the task template, ensuring consistency and reducing manual data entry. The complete form submission with photos and details remains accessible from the task, providing full traceability for compliance and troubleshooting purposes.