This screen allows users to manage the tasks they are assigned without the need to grant them contract security for every job they may work on.
Only tasks with the following statuses are shown in the My Tasks workbench:
In Process
Rework
Ready for Review
Resolved (if the issue is not closed)
Pending tasks and resolved tasks where the corresponding issue is closed are not shown.
For information on task processing, see Task Workbench.
Issue Workbench
The Issue Workbench contains a grid listing every issue linked to the contract(s) you have selected in the company and contract picker at the top of the screen. This includes issues created in the Issue Management mobile app and web module, as well as from the Checklists app. On this screen, you can create, view, edit and process issues.
Creating an Issue
Click the + Create Issue button to open the Create Issue window.
Complete the General Info fields as follows. The mandatory fields are marked with an asterisk.
Contract | Select the contract which is affected by this issue. Note that only the contracts you have selected in the company and contract picker are available to choose from in this field. |
Template | If issue templates exist for this contract, you can select one if you wish. Selecting an issue template will automatically fill most other fields in the General Info and Impacts sections with the values from the template. |
Plot/WBS Code | Select the plot in which the issue was found or the relevant WBS code. The label for this field changes dynamically based on whether the selected contract is a house building contract. |
Status | Select Open to make this an active issue as soon as it is saved or select Draft if you wish to save this as a draft initially. |
Subject | Enter a short description of the issue. |
Type | Select which issue type best describes the issue. |
Private | Click Yes if you wish to mark this issue as private. Private issues are visible only to the issue owner, the reporter of the issue and anyone assigned to a task linked to the issue. |
Priority | Select a priority to indicate how urgent the resolution of the issue is. |
Due Date | Enter the due date for the resolution of the issue. |
Reported by | This is the person reporting the issue. It is auto filled with your name, but if you are reporting the issue on behalf of someone else you can select them from the list. |
Issue Owner | Select which user will be the issue owner. This is the person who will be responsible for reviewing tasks related to the issue and eventually closing the issue. |
Distribution | Select which distribution lists, if any, you would like to attach to this issue. If you attach a distribution list, everyone on that list will receive email updates whenever the status of the issue changes. |
Cause | Select the cause of the issue from the list. |
Location | Select the location in which the issue has occurred. |
Description | Enter a more detailed description of the issue if necessary. |
Complete the Impacts fields as follows. The mandatory fields are marked with an asterisk.
Critical Path Impact | Click Yes to mark this issue as Critical Path Impact if the issue will prevent further work being done on the plot until it is resolved. |
Schedule Impact | Select the most applicable option from the drop-down list, then enter the number of days (if any) by which this issue will delay the overall build schedule. |
Cost Impact | Select the most applicable option from the drop-down list, then enter the cost of fixing the issue (if any). |
For information concerning the Tasks fields, see Creating a Task under the Task Workbench topic.
To add an attachment to the issue, drag and drop the image or file from File Explorer onto the Create Issue window. Alternatively, click browse from your computer to open File Explorer and select the image or file you wish to attach.
You can add multiple attachments if you wish. The file names will appear on the right side of the window. To remove an attachment, click the red X next to the file name.
Click 
to save the issue.
Viewing an Issue
To view an issue, right-click the issue on the Issue Workbench, or left-click the issue and click the menu icon 
, then click View. This opens the issue in a read-only window.
Editing an Issue
Issues can be edited if they are still open or in draft.
If you are already viewing an issue, to begin editing the issue click the Edit Issue button in the bottom-left of the window. To begin editing an issue from the Issue Workbench, right-click the issue you wish to edit, or left-click the issue and click the menu icon
, then click Edit.Edit the fields as necessary. Other than the contract, all fields are editable. You can also add and remove attachments.
Click
to save your changes.
Processing an Issue
To close an issue, open it in View mode, then tap 
. Any “Pending” tasks linked to the issue will automatically be marked as “Resolved” when you close the issue. Note that if the issue has any linked tasks with the status “In Process”, the button will be greyed-out and the issue cannot be closed until the tasks are resolved.
To reopen a closed issue, open it in View mode, then tap 
.
Task Workbench
The Task Workbench contains a grid listing every task assigned to an issue linked to the contract(s) you have selected in the company and contract picker at the top of the screen. On this screen, you can view, edit and process tasks.
Creating a Task
Tasks must be linked to an issue and can therefore only be created from within the Create/Edit Issue window.
To begin adding a task to an issue you are creating, scroll down to the Tasks section of the Create Issue window (the fields for “Issue Task #1” will already be visible by default).
To begin adding a task to an existing issue:
Open the issue in Edit mode.
Scroll down to the Tasks section of the Edit Issue window and click the Add Task button in the bottom-left to open the fields for a new task.
Complete the fields as follows. The mandatory fields are marked with a red asterisk.
Task Subject | Enter a short description of the task. |
Trade | Select the trade of the person who will be assigned to this task. |
Due Date | Enter the due date for the completion of the task. |
Company | Select the company of the person who will be assigned to this task. |
Assignee | Select a person to assign to the task. |
Cost Code | Select a cost code to link to this task. |
Instructions | Enter instructions for how to complete the task if necessary. |
If you are adding the task to an issue you are creating, the task will be saved when you click 
. If you are adding the task to an existing issue, click 
to save the task.
Viewing a Task
To view a task, right-click the task on the Task Workbench, or left-click the task and click the menu icon 
, then click View. This opens the task in a read-only window.
Editing a Task
Tasks can be edited up until they are resolved.
If you are already viewing a task, to begin editing the task click the Edit Task button in the bottom-left of the window. To begin editing a task from the Task Workbench, right-click the task you wish to edit, or left-click the task and click the menu icon
, then click Edit.Edit the fields as necessary.
Click
to save your changes.
Processing a Task
Issue Owner:
When work is ready to commence on a task, it must be released. To release a task, open it in View mode, then click 
. The task status will update to “In Process” and the assignee will receive an email notification. If the issue it is linked to was in “Draft” status, it will automatically be updated to “Open” when you release the task.
To send a reminder email to the task assignee after you have released the task, open the task in View mode then click
. Alternatively, right-click the task in the Task Workbench, or left-click the task and click the menu icon 
, then click Send Reminder.
To recall a task after you have released it, open it in View mode, then click 
. The task status will revert to “Pending” and the assignee will receive an email notification.
Task Assignee:
Before you send a task review, you may wish or need to add a task resolution and add an attachment to the task. You can do this by tapping the Edit button on the task and scrolling down to the bottom two fields. One or both fields may be mandatory depending on your contract configuration.
To add a resolution, open the task in Edit mode and fill the Task Resolution field. To add an attachment, drag and drop the image or file from File Explorer onto the Edit Task window. Alternatively, click browse from your computer to open File Explorer and select the image or file you wish to attach. You can add multiple attachments if you wish. The file names will appear on the right side of the window. To remove an attachment, click the red X next to the file name. Remember to click 
to save your changes.
Once you have completed work on the task, you must send it for review. To send the task for review, open it in View mode, then click 
. The task status will update to “Ready for Review”.
Issue Owner:
Once a task has been sent for review, you can either send it back for rework if you believe it has not been properly completed or resolve the task. To do this, open the task in View mode, then click either 
or 
.
If you send the task for rework, the task status will update to “Rework” and the assignee will receive an email notification.
If you resolve the task, the task status will update to “Resolved”. If there are no other pending or in process tasks linked to the issue, you will be asked whether you would also like to close the related issue.
To reopen a previously resolved task, open it in View mode, then click 
. The task status will revert to “Pending” and if the issue it is linked to was closed, the issue status will revert to “Open”.
Filtering
Click Filtering from the Admin section of the Issue Management side menu to open the High Volume Filter: Issue Management window. In this window, you can apply filters to the list of available cost codes a user can select from when creating or editing a task.
When setting filter criteria, you can use asterisks to include multiple records at once. In the below examples, the letter A can be replaced with any string of characters:
A* includes all records beginning with an A, with any number of characters after it.
*A includes all records ending with an A, with any number of characters before it.
*A* includes all records containing an A, with any number of characters either side of it.
You can set multiple criteria in the same field by separating them with a comma.
The numbers on the right side of the window show the number of contracts that have a certain range of cost codes available under the current filter criteria. For example, in the image above, 1091 contracts have 1-99 cost codes available, 42 contracts have 100-199 cost codes available, and so on.
The “per contract” field changes colour depending on the maximum number of cost codes per contract under the current filter criteria: less than 1000 for a green number, between 1000 and 3000 for a yellow number and over 3000 for a red number.
In addition to the global filter, you can set company-specific filters. To do this, click the
button in the bottom-right of the window and select a company from the drop-down menu. A new set of fields will then appear below the global fields, under the title of the company you selected.
Photographic Evidence Report
The photographic evidence report function can be used to generate a PDF report detailing the issues which have been recorded at a certain plot. The report contains the issue type, trade and description of each issue, as well as all photo attachments. It also includes the task instructions and task resolution of each linked task, as well as any photos attached to the tasks.
To generate a photo evidence report:
Click Issue Photographic Evidence Report under the Reports section of the Issue Management side menu.
Select the contract which covers the plot you are interested in. Note that only the contracts you have selected from the company and contract picker at the top of the screen are available to select from here.
Select the plot you wish to generate the report for.
Select which issue type or types you wish to include in the report. Multiple selections are allowed, or you can select “All” to include all issue types.
Click
to generate the report. You will receive an in-app notification when the report is ready.
Click the link in the notification to view the report.