Task Setup Fields

The fields described below have special functions. For a complete list of available fields, see the Lucity Data Dictionary.

ID Fields

Task Code**

Serves as the user-defined, unique ID for the assigned work activity.

Warning: Changes made to Task Codes or Text descriptions will only affect future Work Order records; the system will not update historical records.

Task Text*

Briefly describes the work activity.

* Required.
* Must be unique.

Task Classification Fields

Task Classification fields control when and how a particular Task record is used throughout the Work program.

Active Task	Indicates whether this activity is currently an option for users to select as a Work Task.
Main Task	Indicates whether this Task should appear as a Main Task option: on a PM/Template (PM Enable field must also be checked); and/or on a Work Order (WO Enable field must also to be checked).
Sub Task	Indicates whether this Task should appear as a Sub Task option: in the PM/Template > PM Tasks grid (PM Enable must also be checked); and/or in the Work Order > Tasks grid (WO Enable field must also be checked); and/or in the Daily Work Inspection > Task grid (Daily Wrk Enable field must also be checked).
Daily Wrk Enable	Indicates whether this Task should appear as an option in the Daily Work Inspection module.
PM Enable	Indicates whether this Task should appear as an option in the PM/Template module.
WO Enable	Indicates whether this Task should appear as an option in the Work Order module.
Timesheet Enable	Indicates whether this Task should appear as an option on a Timesheet.
Project Task	Indicates whether this Task should appear as a Project Task option in Lucity's Project Management System.
Don't Reset WO Route	Prevents the system from clearing the Routing information when a user changes a Work Order's Main Task from this Task to another option. (When a Task is selected as the Main Task on a Work Order, the system automatically applies that Task's Routing information. If a user later changes the Main Task, the system clears the Routing information. When this option is enabled, however, the Work Order retains the original Routing information.)
Required Status	Directs the system, when this Task is used as a Sub Task on a Work Order, to require the user to set the Sub Task's Status to "Complete" before closing the Work Order.
Required End Date	Directs the system, when this Task is used as a Sub Task on a Work Order, to require the user to enter an End Date for the Sub Task before closing the Work Order.

Task Default Fields

Task Default fields tell the system what information it should automatically apply to a Work Order or PM/Template when a user selects the Task as a Main Task or a Sub Task. Users may change these values on the Work Order or PM/Template form if they do not wish to apply the default value.

Crew

Specifies a default work team for this Task.

The options here come from the Work > Administration > Work Flow Setup > Crew Setup module.

When the Task is used as the:	Its default Crew becomes the:
Work Order: Main Task	Assigned Crew
Work Order: Sub Task	Task Crew
PM/Template: Main Task	Assigned Crew
PM/Template: Sub Task	Crew

Priority

Indicates the default level of importance for this Task.

When this Task is used as a Main Task on a Work Order or PM/Template, the Priority value is carried over to the Work Order or PM/Template.

Classification

Indicates which classification the Task falls under by default. For example the work order may require resources classified for electrical work.

The options here come from the Work > Administration > Work Flow Setup > Employee Classifications and Equipment Classifications modules.

When this Task is used as the Work Order Main Task, the Classification is carried over to the Work Order.

Class

Enables the user to classify the task on the subtask level. This does not use the list of values in the Classification modules.

When this Task is used as the Work Order Sub Task, the Class is carried over to the Work Order > Task.
When this Task is used as the PM/Template Sub Task, the Class is carried over to the PM/Template > Task.

Supervisor

Indicates the employee who, by default, has responsibility for overseeing the Task.

The options include employees from the Work > Administration > Work Flow Setup > Employee Setup module who have the Supervisor field marked.

When this Task is used as the Work Order Main Task, the Supervisor is carried over to the Work Order as the Work Order Supervisor.
When this Task is used as the Work Order Sub Task, the Supervisor is carried over to the Work Order as the Work Order Task Supervisor.

Lead Worker

Indicates the employee who, by default, should serve as the point person for the Task.

The options include employees from the Work > Administration > Work Flow Setup > Employee Setup module who have the Lead Worker field marked.

When this Task is used as the Work Order Main Task, the Lead Worker is carried over to the Work Order.
When this Task is used as the PM/Template Main Task, the Lead Worker is carried over to the PM/Template.

Department

Indicates the business department that, by default, is responsible for completing the Task.

When this Task is used as the Work Order Main Task, the Department is carried over to the Work Order.
When this Task is used as the PM/Template Main Task, the Department is carried over to the PM/Template.

Division

Indicates the business division that, by default, is responsible for completing the Task.

When this Task is used as the Work Order Main Task, the Division is carried over to the Work Order.
When this Task is used as the PM/Template Main Task, the Division is carried over to the PM/Template.

Sub-Division

Indicates the business subdivision that, by default, is responsible for completing the Task.

When this Task is used as the Work Order Main Task, the Sub-Division is carried over to the Work Order.
When this Task is used as the PM/Template Main Task, the Sub-Division is carried over to the PM/Template.

Area

Indicates the business area that, by default, is responsible for completing the Task.

When this Task is used as the Work Order Main Task, the Area is carried over to the Work Order.
When this Task is used as the PM/Template Main Task, the Area is carried over to the PM/Template.

Sub-Area

Indicates the business sub-area that, by default, is responsible for completing the Task.

When this Task is used as the Work Order Main Task, the Sub-Area is carried over to the Work Order.
When this Task is used as the PM/Template Main Task, the Sub-Area is carried over to the PM/Template.

Account #

Indicates the reference number of the general account to be billed for the work. The system can be configured to handle account numbers in various formats. The format dictates how users complete this field.

More information about Account Number formats

Proj No- Acct

Indicates the reference number for a specific project account to be billed for the work. The system can be configured to handle project account numbers in various formats. The format dictates how users complete this field.

More information about Project Account Number formats

Update Asset Last WO Date

Directs the system, when this Task is used as a Main Task on a Work Order, to carry the Work Order's End Date value to the Last Work Order Task Date field on any related Work Order Asset records

More information about Last Work Order Task Date updates

More information about how field defaults work

Estimate Fields

The Estimate fields are used set approximate values for labor hours and costs associated with a task. This information may be used on the work order to measure performance.

Est. Labor Hours	Indicates the estimated number of labor hours required to complete this task. When this Task is used as a Sub Task, the Labor Hours value is carried over to the Work Order or PM/Template's > Task .
Est. Labor Cost Est Equipment Cost Est. Material Cost Est. Fluid Cost Est Contractor Cost Est. Misc. Cost Est. Total Cost	Indicate the default time or cost estimates associated with elements of this task. When this Task is used as a Sub Task, the Estimated Cost values are carried over to the Work Order or PM/Template.
Est Task Duration(Hrs)	Indicates the estimated number of total work hours required to complete this task. Note: This field is used to calculate the Projected Completion Date/Time for a Work Order. Updated by the Calculate Estimates toolkits
Projected Compl Lock	Sets the Projected Completion Lock on a work order when the Task is used as the Main Task. The Projected Completion Lock stops the system from automatically calculating the work order's Projected Completion Date which allows users to set the work order's Projected Completion Date manually.

Task Unit Fields

The Task Unit fields are used to set/control how the task is measured and appraised.

Unit of Measure

Specifies the unit of measure used to measure how much work is required for this type of task. This is most often measured in the number or amount of assets touched by the work (e.g., each asset, feet of roadway, ).

Lock UOM

Indicates, when enabled, that the system should apply the specified Unit of Measure to this Work Task and prevent the user from editing the field. Thus, when a user adds a Task with a locked UOM as a Sub Task to a Work Order or PM, the system auto-fills the Unit of Measure and makes the field read-only.

Note: Enabling the Lock UOM option only locks records in the Work Order > Sub Tasks grid. It does not lock the Work Order's Unit of Measure because the Main Task's UOM might not be the same as the UoM of the Category set on the work order.

Unit Cost

Specifies the standard cost per unit of measure for this work activity.

When this Task is added as a Sub Task to a work order, the Unit Cost value is copied to the Work Order Sub Task.

Notification-Related Fields

Agencies can configure Task Setup records to trigger several types of email notifications when the Task is selected as a Main Task on a Work Order and certain conditions are in place. The following Notification fields on the Task Setup form are used to designated which Notification templates the system sends in specific scenarios.

Overdue Notif	Directs the system to send the selected Notification template to the Work Order Supervisor when a Work Order that lists this Task as the Main Task is overdue. This helps supervisors ensure that work isn't being left undone. More information about Overdue Work Order Notifications
Start Date Notif	Directs the system to send the selected Notification template to the Work Order Supervisor on the Start Date listed on a Work Order that lists this Task as the Main Task. More information about Start Date Notifications
WO Complete Notif	Directs the system to send the selected Notification template to the Work Order Supervisor when the Status of a Work Order that lists this Task as the Main Task is changed to "Completed." More information about WO Complete Notifications
Priority Changed Notif	Directs the system to send the selected Notification template to the Work Order Supervisor when a user changes the Priority of a Work Order that lists this Task as the Main Task. More information about Priority Changed Notifications
Status Changed Notif	Directs the system to send the selected Notification template to designated recipients when the Status of a Work Order that lists this Task as the Main Task is changed. More information about Status Changed Notifications

Note: Notifications are sent only when the Task is used as the Main Task on the Work Order.

Miscellaneous Fields

Life Span Increase *	Reflects the number of years added to the life span of an asset when this task is completed.
Valuation Adjustment *	Reflects the increase in value added to the asset when this task is completed.

* These are GASB34-regulated fields, which enable an agency to note the number of years added to the life span of an asset based on completing this task.

Common Fields

Custom Fields

Lucity Web includes a variety of empty fields that an agency can customize to meet its needs. The number of custom fields available varies by module. Custom fields may be any of the following types:

Pick-List	Lets users select a value (code/type) from an agency-defined list.
Alphanumeric	Enables users to enter letters or numbers in any combination.
Check-box	Used to indicate yes/no or on/off.
Numerical	Accepts numbers only.
Date	Provides a pop-up calendar to enable the user to select a date.

Last Modified Fields

Last Modified By	The login ID of the last Lucity user to change the record.
Last Modified Date	The date that the record was last updated.
Last Modified Time	The time of day at which the record was last updated.