Sub-Tasks

Certain work assignments may consist of a required set of tasks. To facilitate this type of workflow, Lucity's Task Setup module enables agencies to define default Sub-Tasks for a Task. Then, any time a user selects that Task as a Main Task, Lucity automatically adds the Sub Tasks to the Work Order or PM's Tasks grid. This feature significantly simplifies the process of creating Work Orders or PMs. More information about Tasks and Sub-Tasks on Work Orders

Say, for example, that the Street Department staff is responsible for identifying and repairing potholes each spring. The job requires that a team: 1) review the list of citizen-reported potholes; 2) perform a city-wide street inspection; and 3) repair streets where potholes are present. It's important to the department to track the equipment/material costs and the labor hours spent on each of these three tasks, as well as on the project as a whole.

Once you have created these relationships, Lucity will carry over the Sub-Task records to any Work Order that uses the parent Task as its Main Task.

If you want to track time and costs against the Main Task of a Work Order, that Task must also appear in the Work Order's Sub-Tasks grid. While you can run the Add Main Task toolkit to copy the Task to the Sub-Tasks grid after you've created a Work Order, you may find it easier to add the Task as its own Sub-Task in the Work Task Setup module. This method ensures that the Task always appears as a Sub-Task on a Work Order in which it is used as a Main Task.

A Task Setup record's Sub-Tasks grid displays all child Tasks that should be added to a Work Order's Tasks grid by default when the parent Task is selected as the Work Order's Main Task.

In the Work > Administration > Work Flow Setup> Task Setup module, click the button. The Setup Task form appears.
Enter a Task code and Task Text to uniquely identify the work activity (required).
Indicate whether this Task is currently an Active Task.
Use the check boxes to indicate whether this Task should be available as an option on:
- Work Orders and/or PMs.
- the Timesheet.
- the Daily Work Inspection module.
If the Work Order Enabled or PM Enabled boxes are checked mark whether the task can be used as a Main Task and/or Sub Task.
Fill out other fields as necessary.
Click the button to save the record. The new Task Setup record now appears in the grid.

If you have not already, create the primary Task record, and repeat the same process to create the secondary Tasks.
1. In the Work > Administration > Work Flow Setup> Task Setup module, click the button. The Setup Task form appears.
2. Enter a Task code and Task Text to uniquely identify the work activity (required).
3. Indicate whether this Task is currently an Active Task.
4. Use the check boxes to indicate whether this Task should be available as an option on:
  - Work Orders and/or PMs.
  - the Timesheet.
  - the Daily Work Inspection module.
5. If the Work Order Enabled or PM Enabled boxes are checked mark whether the task can be used as a Main Task and/or Sub Task.
6. Fill out other fields as necessary.
7. Click the button to save the record. The new Task Setup record now appears in the grid.
In the Task Setup module, click the to expand the Task you want to serve as the parent (primary) Task Setup record.
In the Sub Tasks grid, click the Add button. The Sub-Tasks form appears.
Select the work activity you want to serve as a sub-task from the Task pop-up menu. (This should be one of the secondary Tasks you created in the Task Setup module as part of step 1.)
Click OK.
Complete the other form fields as desired. These default values will be carried over to any Work Order that lists this Sub-Task's parent Task as the Work Order's Main Task.
1. Add values to the Task Default Fields, if desired.
2. Enter time and cost values in the Estimate Fields, if desired.
Save and close the record. The new record now appears in the parent Task's Sub-Tasks grid.
Repeat steps 2-7 for any other work activities that you want to apply as default Sub-Tasks for the parent Task.

If you have not already, create the primary Task Setup record.
1. In the Work > Administration > Work Flow Setup> Task Setup module, click the button. The Setup Task form appears.
2. Enter a Task code and Task Text to uniquely identify the work activity (required).
3. Indicate whether this Task is currently an Active Task.
4. Use the check boxes to indicate whether this Task should be available as an option on:
  - Work Orders and/or PMs.
  - the Timesheet.
  - the Daily Work Inspection module.
5. If the Work Order Enabled or PM Enabled boxes are checked mark whether the task can be used as a Main Task and/or Sub Task.
6. Fill out other fields as necessary.
7. Click the button to save the record. The new Task Setup record now appears in the grid.
Click the to expand the that Task Setup record.
In the Sub Tasks grid, click the Add button. The Sub-Tasks form appears.
Select the same Task from the pop-up menu.
Click OK.
Complete the other form fields as desired. These default values will be carried over to any Work Order that lists this Task as the Work Order's Main Task.
1. Add values to the Task Default Fields, if desired.
2. Enter time and cost values in the Estimate Fields, if desired.
Save and close the record. The Task now appears in its own Sub-Tasks grid.