Team Board Management – Redlist Support

The Team Board modules are where built recurring Work Orders, reactive Work Orders, and Tasks are completed and recorded. To learn more about how to create recurring Work Orders and set up this module to perform these tasks. Please review Administrative Team Boards (Maintenance, HSE, and Operation) Setup. Additionally, please review Work Order Calendar Management to learn more about scheduling Work Orders. Lastly, please review iOS Mobile App and Android Mobile App for more information on the field user's experience.

Basics of Team Boards
How to Create Reactive Work Orders
How to Create Reactive Tasks
How to Complete Work Orders and their Tasks

Basics of Team Boards

Definitions

Team: A Team represents a department of a company. These include Health Safety and Environmental (HSE), Maintenance, Operations, or any other Team department. The Team group's Boards are where you complete Work Orders and the tasks within them.
Board: A Board is a distinct area where you complete Work Orders and Tasks. Additional Boards are optionally added to a Team to separate Work Orders and Tasks by employees, locations, and/or special process steps (such as a shutdown event for a mill or plant).
Work Order aka Routes: A Work Order is a group of tasks. When sequenced they are commonly called routes.
Task: A task is a piece of work within a Work Order to be completed. Optionally assign assets, parts, forms, documents, and employees to them.

Understanding Current, Pending, and Completed Tabs

These tabs each represent distinct stages of tasks within the typical board workflow.

The Current tab represents where employees adjust tasks and work orders through the status process, ultimately to completion.
The Pending tab represents a list of tasks generated off of form submissions. They may also represent one-off created tasks. This Tab facilitates tasks before they are deleted or moved onto the Current tab where an employee will complete them. To view tasks in the Chart and List view on the current tab they must be added to a Work Order. Do so by selecting the ellipsis on the tasks and then selecting Move Task. After selecting this option create a new Work Order or move it to an existing one.
The Completed Tab represents the history of the specific board selected. You may also view the history of the tasks and work orders completed on an Asset by navigating to the Asset Profile. See Asset Management for more information on the Asset Profile.

Understanding List, Chart, and Task Views

The provided image represents in order the List, Chart, and All Task Views. Each of these represents different views on which Tasks and Work Orders are displayed on the selected board.

List View: This view compacts Work Orders into line items. Review details of Tasks by selecting the left arrow on the Work Order line item. Click the name of the Work Order to view details of the Work Order. Statuses are adjusted within the status column for tasks. Optionally select the right ellipsis on the Work Order Line item to complete the entire Work Order.
Chart View: The view expands visually Work Order line items and their tasks. Review details of Tasks by selecting the left arrow on the Work Order line item. Once selected a chart of tasks is displayed within status sections. Drag and drop these tasks within the status sections to change them. Optionally select the right ellipsis on the Work Order Line item to complete the entire Work Order.
List View: This view displays a list of tasks that may or may not be applied to a Work Order. Tasks that are created within a PM Program but not assigned to a Work Order Template also recur within this view after they are marked completed. Additionally, form submissions that generate tasks will fall within both the Pending tab as well as in the List View. Utilize this view when your processes skip the Pending tab.

How to Create Reactive Work Orders

To create a reactive single occurrence Work Order and Tasks. Navigate to a Team Board (Maintenance, HSE, or Operations) > Maintenance, HSE, or Operations > Click + Work Order on the top right of the Work Order table. Fill in the available information.

Name*: This is the name of the Work Order. Commonly these are named after the frequency and asset type applied.
Due Date: Set the due date for this Work Order.
Board*: This is the assigned board. Once generated Work Orders will be found on this board.
Location: This location represents the Asset location assigned to the Work Order.
Role: This is the employee role. This will not limit employees who can be assigned to a Work Order. Rather this field assists in filtering boards.
Region: This region field assist in filtering on the assigned board. This will not limit users who are assigned to a different region.
Priority: Set this priority in order to filter out Work Orders on their assigned Boards.
Asset: Assign an asset to this Work Order Template. This may be skipped if assets are assigned on that task level.
Notes: These notes will populate every time a work order is generated off of this Work Order Template.

From here you many now add tasks. Review How to Create Reactive Tasks for more information.

How to Create Reactive Tasks

Within Navigate to a Team Board (Maintenance, HSE, or Operations) > Maintenance, HSE, or Operations there are a few areas where to create a reactive task. These include the following options

All Task View > Select "+Task"
Select or Create a Work Order > Task Tab > + New Task
Chart view > Select the left arrow on a Work Order Line Item > + Add Task (This is commonly utilized when only the most basic information is required for a task)

The following fields are available when creating a task excluding the last option listed above.

Task Details

Description*: Describe the Task
Board*: This is the assigned board. Once generated Work Orders will be found on this board.
Work Order: This is the assigned Work Order.
Est. Duration*: This is the estimated duration of how long this task will take to perform.
Due Date*: Set the due date for this task. Unless working out of the All Task View these dates are overridden by the Work Order due date.
Criticality: This field is a tag with which you may filter on the assigned Board.
Special Instructions: These instructions assist and display additional information for techs to use on their mobile device.
Asset: Assign an asset to this task. This is required to view the task within the All Tasks View.
Asset Section: These represent a group of components and a specific section of an asset.
Component: This represents a component of the associated assets with which this task will be performed on.
Lead: Assigning a lead will allow them to access the Work Order on the mobile App.
Assignees: An assignee will be notified once this task comes due and is completed. This is typically not recommended on the template task, but rather on the task once generated.
Add Inspection: Adding an inspection will assign a blank form to a task for field users complete and fill out. Commonly these are inspection checklists.
Add Form: Adding a form to a task will record the form submission on it. These will also include inspection submissions.
Add File or Photo: This field adds a photo or file to review every time this task is generated on a Work Order. Typically these are visual instructions or manuals.

Parts & Costs

Cost Code: Cost Codes are specific categories of parts. To find these tables navigate to Settings > Inventory > Cost Codes/Cost Categories. This dropdown allows you to optionally filter parts within the Inventory table while adding a part.
Add Part: This button allows you to add a Part to the task, its quantity, and the cost per unit. Optionally add a unit on the fly or select it from inventory with the dropdown. The dropdown options are found within Resources > Inventory. Completing these tasks with parts attached with update their quantities within Inventory.

Additional

Tags: These tags will allow you to filter Work Orders to find this task.
Does this affect production?: This setting commonly displays on reports built for dispatchers.
Comments: Comments allow users to add additional details on the task. Optionally utilize an @"employee" function to directly email that employee. The employee's contact information is stored within the Admin > Employees table.

* Required

Once all the desired fields are filled in for a task select Save or Complete Task. To learn more about completing Work Orders and Tasks please review How to Complete Work Orders and their Tasks.

How to Complete Work Orders and Their Tasks

Work Orders and Tasks may be generated throughout various areas within the platform. To learn more about how they are generated, please review Administrative Team Boards (Maintenance, HSE, and Operation) Setup. This section will only discuss how to complete these Work Orders and Tasks and what additional functions may be required when completing them. To learn more about how to complete Work Orders and Tasks on the mobile apps please review iOS Mobile App and Android Mobile App

Work Orders may be completed on any view Understanding List, Chart, and Task Views.

List View: On the List View identify the Work Order Line item you would like to complete. Complete each task individually by selecting the left arrow of the Work Order Line Item and changing the task status to Complete for each task. Optionally Select the Ellipsis on the Work Order Line Item just right of the "+" > then select Complete All Tasks to complete the entire Work Order.
Chart View: On the Chart View identify the Work Order Line item you would like to complete. Complete each task individually by selecting the left arrow of the Work Order Line Item and changing the task status to Complete for each task. You do this by dragging and dropping the Task Cards. Optionally Select the Ellipsis on the Work Order Line Item just right of the "+" > then select Complete All Tasks to complete the entire Work Order.
All Task View: On the All, Task View identify the Tasks you would like to complete. Multi-select the checkboxes of the tasks and then click Complete. Optionally adjust the status from To-Do to complete in the Status Column.

How to Submit a Form on a Task

In the List View, when a form icon is displayed on the Task line item to the left of the checkboxes, select it to fill out the form. Once filled out the form icon will update with a paperclip icon. Additionally, you may double-click the task line item and add a form through the Attach Form button.
In the Chart View, when a form icon is displayed on a Task Card, select it to fill out the form. Once filled out the form icon will update with a green checkmark. Additionally, you may double-click the Task Card and add a form through the Attach Form button.
In the All Task View, when a form icon is displayed on the Task line item to the left of the checkboxes, select it to fill out the form. Once filled out the form icon will update with a paperclip icon. Additionally, you may double-click the task line item and add a form through the Attach Form button.

How to Add a Timer to a Task

In the List View, double-click the Task line item. Next, select the Timers tab > Add Timer. Fill in the Employee, Work type, and Time worked.
In the Chart View, on a Task Card, a time clock icon is displayed. Select it to start a count of time. When the task is completed, select the stop icon and record the Work Type. This is the timer that will then be recorded on the task. To edit this timer or optionally add it another way, double-click the Task line item. Next, select the Timers tab > Add Timer. Fill in the Employee, Work type, and Time worked.
In the All Task View, double-click the Task line item. Next, select the Timers tab > Add Timer. Fill in the Employee, Work type, and Time worked.

Table of Contents