Work Order Tasks are specific activities that must be completed as part of the process of completing the Work Order. These activities are often called Subtasks. A Task might be something as simple as replacing an AC filter or taking a meter reading, or as complex as repairing a water main break or installing a stretch of fiber optic cable.
The Task options found on the Work Order form correlate to records the agency established in Lucity's Work > Administration > Work Flow Setup > Task Setup module to reflect the scope of its work. Only Task Setup records marked as Subtask are available to use as a subtask.
Relationships
Tasks share important relationships with the other major elements of a Work Order:
Task > Resources - Users add the items required to complete the work (i.e., Employees, Materials, Fluids, Equipment, Contractors, Material Kits) to each Task as Resources. This data relationship allows Lucity to control inventory and/or availability of these items and calculate the cost of completing each Task.
Work Order > Tasks - The Resource Costs and Units quantities from all Tasks are rolled up and tallied in the Work Order's Costs fields, allowing an agency to determine the true cost of each Task and the cost of the entire Work Order.
Tasks > Assets - Tasks and assets are related so that Lucity can divide the Task costs among the Assets on the Work Order to determine the cost of the work on each Asset. More information about the Asset/Task relationship
Work Order Tasks grid
A Work Order record's Tasks grid lists all of the activities required to complete the work. These activities are often called subtasks.
Tasks can be added to a Work Order two ways: 1) Users can add them manually; or 2) the system may apply them automatically based on the Work Order's Main Task.
- If there are Resource records (Employees, Equipment, Contractors, Materials, Fluids, Material Kits) attached to a Task and the "Prevent Task Deletion if Resource Attached" option is enabled in Work Options, the Task record cannot be deleted.
In the Work Orders module, click the to expand the desired Work Order record.
In the Tasks grid, select one or more Task records.
Click the Toolkit and select Populate Dates | Selected Record(s). The following pop-up opens:
Enter the Task Start Date and Task End Date (required).
Enter a Task Start Time and/or Task End Time, if you want to track the exact amounts of time it took to complete the task.
Click OK. The system populates the Task Start Date/Time and Task End Date/Time fields on the selected Task records and any Resource records associated with those Tasks.
In the Work Orders module, click the to expand the desired Work Order record.
In the Tasks grid, select the Task record to which you want to link assets. (This toolkit is available only when 1) a single Task is selected, and 2) there is at least one Asset on the Work Order.)
Click the button in the Tasks grid and select the Link Assets to Tasks | Selected Record tool. The pop-up appears with a list of the work order's assets.
Select one or more Assets.
Click Select. The toolkit adds the Task to the Associated Tasks grid(s) of the selected Asset(s).
Indicates that one or more Task Resources have a currently running Work Clock.
Task Grid Record Fields
Task*
Serves as the user-defined, unique ID for the assigned activity.
An agency establishes its list of Tasks in the Work > Administration > Work Flow Setup > Task Setup module.
By default, this picklist displays the Tasks associated with the Work Order's Category. You may, however, opt to Show All records.
If you have the Ability to Associate permission, a prompt appears when you close the record asking if you would like to associate the selected Task with the Work OrderCategory.
Seq No
States the order in which the tasks should be completed.
Task Crew
Identifies a group of employees assigned to work on the task.
The list of Supervisors represents records in the Work > Administration > Work Flow Setup > Employee Setup module that have the Supervisor field marked.
By default, the list only shows employees associated with the Work Order's Category.
If the Account # field is left empty and the Populate Empty WO Acct# w/Main# option is enabled, the system populates this field with the Account # on the Work Order.
The system automatically applies the Task's Account # values to related Resource records if the Resource's Account # field is left empty and the Populate empty WO Resource Acct# w/Task option is enabled.
Proj No - Acct
Indicates the reference number for a specific project account that should be billed for the work task.
An agency can configure Lucity to handle project numbers in various formats. The configuration determines how users complete this field.
If the Project No - Acct field is left empty and the Populate empty WO Acct# w/Main# option is enabled, the system populates this field with the Project Number Account # on the Work Order.
The system automatically applies the Task's Proj No - Acct value to related Resource records if the Resource's Project Number Account # field is left empty and the Populate empty WO Resource Acct# w/Task option is enabled.
- If there are Resource records (Employees, Equipment, Contractors, Materials, Fluids, Material Kits) attached to a Task and the "Prevent Task Deletion if Resource Attached" option is enabled in Work Options, the Task record cannot be deleted. 
Using Grids >> 
Grid Tools>> 
Editable Grids>> 
Using Forms >>
How to add a Task to a Work Order
button to save the record. The new Task now appears in the grid.
button and select Add Main Task. The toolkit runs and adds the Main Task on the Work Order to the Tasks grid.
