Tasks Created from Work Orders

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The most recent version of MainBoss is MainBoss 4.2.4.
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Once you've written up a job once, it's often useful to save the write-up as a task in case you have to do it again. For example, suppose you write up a work order to do a particular repair. Eventually, you may have to do the same kind of repair again, so it's useful to save the write-up as a task; then, when you have to do the job again, you can use New Work Order From Task to save yourself the effort of writing up the job again. You may also decide that you want to do the job on a regular basis; you can then use the task to set up a unit maintenance plan that will schedule the job automatically.

To create a task from a work order, select the work order in any Work Order table viewer, then click New Task from Work Order. This opens a window where you can choose which information from the work order should be copied into the new task. Many of the fields in this window will be already be filled in with values from the original work order; however, you can change most of these values. The window contains:

Details section: Shows basic information for the record.

from Work Order: A read-only field that tells the work order that you're using as the basis for this task.

Code: A brief code to identify this task. No two tasks may have the same code.

Description: A longer description of the task.

Subject: A subject line to be used for work orders generated from this task.

Note: The "Subject" field is not mandatory in a task record, but it is required in work orders. If you attempt to generate a work order from a task that doesn't have a "Subject", you will receive a message saying, "No value is supplied for required field SUBJECT". (A similar message is generated if the task omits some other required field.) Therefore, we recommend that all your tasks have "Subject" lines.

Containing Task: Used when this task should be a specialization of another task. If so, set the field to the name of the containing task. For more on task specializations, see Task Specializations.

Work Duration: The number of days that the task is expected to take.

This Task: For a task, this should specify the number of days that this task is expected to take. For a task specialization, this should specify the number of additional days this specialization is expected to take, over and above the task on which this specialization is based.

Basis Task: For a task, this is blank and read-only. For a task specialization, this is a read-only field giving the duration of the task on which this specialization is based.

Effective values: The total duration expected for this task, calculated by adding the values in "This Task" and "Basis Task".

Generate Lead Time: Is specified as a number of days. If you enter a number in this field, work orders using this task will be generated the given number of days earlier than they would be otherwise. For example, if the value is 7, work orders using this task will be generated a week earlier than normal. (The "Work Start Date" in the generated work order will tell when the job should actually start.)

By specifying a lead time, you create a delay between the time a work order is created and the time the job actually begins. This allows you time to make preparations. A lead time is particularly useful if you need to buy parts especially for a job. When MainBoss generates a work order, it immediately creates demands for all items required for the job; if some of these items aren't in stock, they'll show up on the Item Restocking report. In this way, you'll see ahead of time that you need to order the parts. If you set enough lead time, the parts will be in by the time you actually have to do the work.

This Task: For a task, this should specify the number of days of lead time this task needs. For a task specialization, this should specify the number of additional days of lead time this specialization needs, over and above the task on which this specialization is based.

Basis Task: For a task, this is blank and read-only. For a task specialization, this is a read-only field giving the lead time of the task on which this specialization is based.

Effective values: The total lead time expected for this task, calculated by adding the values in "This Task" and "Basis Task".

Work Category: The type of work involved in this task. For more on work categories, see Work Categories.

Access Code: An access code to be associated with work orders generated from this task. For more on access codes, see Access Codes.

Priority: A priority to be associated with work orders generated from this task. For more on such priorities, see Work Order Priorities.+

Expense Model: The expense model to be associated with work orders generated from this task. For more on expense models, see Expense Models.

Project: A project to be associated with this task (if any). For more on projects, see Projects.

Work Description: A description of the work to be done in this task. You should enter step-by-step instructions or a checklist of things to be done during this planned maintenance job. You should also enter any other information that workers might find useful, e.g. the tools that will be needed or tips on dealing with special problems.

Downtime: A default downtime—how long the unit is expected to be down during the maintenance.

Close Code: A default closing code to be assigned to work orders generated from this task. For more on closing codes, see Closing Codes.

Closing Comment: Any comments that should be filled into the Closting Comment section of generated work orders.

Comments: Comments about this task record. These comments will not appear on generated work orders.

Select for Printing: If this box is checkmarked, work orders generated from this task will be marked Select for Printing. This makes it simpler to print the work orders after they have been generated. For more on the use of Select for Printing, see Select Print Flags.

Task Resources section: May specify materials that should be reserved for the task. This section may also assign inside workers or outside contractors to the task. Note that these are default assignments to be used when work orders are generated from the task description. Such assignments may be changed on the actual generated work order. (For example, if a job is usually done by worker X but that person is on vacation, you can edit a generated work order to assign the job to someone else.)

Demand Count: A read-only field giving the total number of demands current specified for the task.

Task Item section: Specifies items to be demanded by the task. The list shows current demands; the buttons let you add new demands and temporary storage assignments.

New Task Demand Item: Reserves an item for the task. See Task Demand Item.

Edit: Opens an editor window to let you edit the selected record.

View: Opens an editor window where you can examine the selected record.

: Deletes the record that's currently selected.

: Opens a window to search for a particular record.

: Updates the list to reflect any recent changes.

Task Inside section: Specifies inside labor that should be assigned to the task.

New Task Demand Hourly Inside: Assigns inside personnel to the task, charging on an hourly basis; see Task Demand Hourly Inside.

New Task Demand Per Job Inside: Assigns inside personnel to the task, charging on a per job basis. See Task Demand Per Job Inside.

Edit: Opens an editor window to let you edit the selected record.

View: Opens an editor window where you can examine the selected record.

: Deletes the record that's currently selected.

: Opens a window to search for a particular record.

: Updates the list to reflect any recent changes.

Task Outside section: Specifies outside contractors who should be assigned to the task.

New Task Demand Hourly Outside: Assigns an outside contractor to the task, charging on an hourly basis. See Task Demand Hourly Outside.

New Task Demand Per Job Outside: Assigns an outside contractor to the task, charging on a per job basis. See Task Demand Per Job Outside.

Edit: Opens an editor window to let you edit the selected record.

View: Opens an editor window where you can examine the selected record.

: Deletes the record that's currently selected.

: Opens a window to search for a particular record.

: Updates the list to reflect any recent changes.

Task Miscellaneous Expenses section: Specifies miscellaneous costs that should be associated with the task.

New Task Demand Miscellaneous Cost: Assigns a new miscellaneous cost to the task. See Task Demand Miscellaneous Cost.

Edit: Opens an editor window to let you edit the selected record.

View: Opens an editor window where you can examine the selected record.

: Deletes the record that's currently selected.

: Opens a window to search for a particular record.

: Updates the list to reflect any recent changes.

Task Temporary Storage section: Specifies temporary storage locations and assignments for this task.

New Task Temporary Storage: Specifies a temporary storage location for this task. For more information, see Editing Task Temporary Storage Locations.

New Task Temporary Storage Assignment: Specifies a temporary storage assignment for this task. For more information, see Editing Task Temporary Storage Assignments.

: This drop-down button offers several possible actions:

Edit: Opens an editor window to let you edit the selected record.

View: Opens an editor window where you can examine the selected record.

: Deletes the record that's currently selected.

: Opens a window to search for a particular record.

: Updates the list to reflect any recent changes.

Purchase Order Templates section: Lists any purchase order templates associated with this task. If a task has an associated purchase order template, a purchase order is generated from the template any time a work order is generated from the task. For more on purchase order templates, see Purchase Order Templates.

Code: Lists purchase order templates associated with the task

Description: The description field from each template.

New Task to Purchase Order Template Linkage: Opens a window to link a new purchase order template to this task. For more information on this window, see Linking Purchase Order Templates to Tasks.

: This drop-down button offers several possible actions:

Edit: Opens an editor window to let you edit the selected record.

View: Opens an editor window where you can examine the selected record.

: Deletes the selected record.

: Opens a window to search for a particular record.

: Updates the list to reflect recent changes.

Unit Maintenance Plans section: Lists any unit maintenance plan records that use this task. A unit maintenance plan includes a task, a timing record (e.g. every three months) and a unit to be serviced according to the timing and the task. For more on unit maintenance plans, see Unit Maintenance Plans.

Unit: Lists units to receive planned maintenance using this task. For more on units, see Units.

Maintenance Timing: Lists the timing for the plan. For more on maintenance timing, see Maintenance Timings.

Current Scheduling Detail Next Available Date: The next date on which the job could possibly be performed. If there's already an open work order for this job, this will be the day after the open work order is scheduled to finish. If there isn't such an open work order, this is typically the day after the last time you generated PM work orders.

New Unit Maintenance Plan: Opens a window to set up a unit maintenance plan using this task.

New Unplanned Maintenance Work Order: Uses the selected unit maintenance plan to make a work order immediately. For example, suppose the plan specifies an oil change on a particular vehicle. Clicking this button immediately creates an oil change work order for the vehicle. For more information, see Creating an Unplanned Maintenance Work Order.

: This drop-down button offers several possible actions:

Edit: Opens an editor window to let you edit the selected record.

View: Opens an editor window where you can examine the selected record.

Restore: Restores a deleted record. This button is only active if the viewer is in All mode and if you've selected a deleted record. When you click Restore, MainBoss will open a window that lets you examine the contents of the deleted record. If you save the record and close the window, the record will be restored to the Active list.

: Deletes the record that's currently selected.

: Lets you export data from this table or import data from a file (provided that the file is in an acceptable format). For more information, see Importing and Exporting Data in Tables.

The button has an accompanying drop-down list containing the following:

Export: Exports data in XML format.

Import: Imports data from a properly formatted file.

Save XML Schema: Writes an XML schema for this table into a specified file.

Change Schedule Basis: Opens a window to let you set the schedule basis for an existing unit maintenance plan. The schedule basis is when the clock starts ticking for future planned maintenance jobs—typically the date or meter reading for the most recent such job done on the unit. For more, see Specifying a Schedule Basis.

: Lets you search through the list of records for a particular record. For more information, see Searching for a Particular Record. The button has an accompanying drop-down list containing the following:

Find Next: Uses the same search condition(s) as your most recent search and finds the next record in the table that matches the condition(s). If the search reaches the end of the table without finding a matching record, it goes to the start of the table and continues the search.

Find Previous: Same as Find Next except that it goes backward in the table. If the search reaches the start of the table without finding a matching record, it goes to the end of the table and continues the search.

: Updates the list to reflect any recent changes.

Save: Saves the current record. The editor window stays open in case you want to make more changes to the same record.

Save & Close: Saves the current record and closes the editor window.

Cancel: Closes the window without saving any changes you've made to the record since the last time you saved. When you Save the record, the Cancel button changes to Close, indicating that you can safely close the window without losing any changes.

Close: Closes the window. This button only appears after you've saved changes with Save or before you've entered any data at all. Otherwise, the button is labeled Cancel.

For more on work orders, see Work Orders. For more on task records, see Tasks. For more on viewing task records, see Viewing Tasks. For more on editors in general, see Using Editors.

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