Before starting work, check the task for the correct device, or Spot, the work description and the due date. The same task name may appear on several devices. Finding or opening a task does not start processing it.
You need permission to view a task. Filters only narrow down the tasks visible to you; they do not give you permission to perform or edit them.
Open the correct task list in the mobile app
On Android, open Tasks from the main menu. On iOS, open the Todo tab and select Tasks. Check which status tab has opened: it may not be Open.
- Open: tasks with an open status.
- Late: tasks with a late status.
- In progress (Android) / In Progress (iOS): tasks that have been taken into processing.
- Completed: tasks marked as completed.
Open the filters for the selected tab using the filter icon at the top right of the view. On Android, the icon is funnel-shaped; on iOS, it is in the top bar.
Filter by your own tasks or tasks assigned to roles
In the Android filter form, open Filter by responsible. On iOS, the corresponding option is Filter by roles. In the selection that opens, select your own name in the Show my own tasks section. On Android, confirm the responsibility selection with its Save button, then save the entire filter form.
The filter for your own tasks means tasks where you are the only person assigned to perform the work. If a task is assigned to you and another person, it is excluded by this filter. The filter is based on the people assigned to the task, not on who has taken it into processing.
Select tasks assigned to roles separately in the Show tasks for these roles section. You can select the roles that belong to your user account. The role filter finds tasks assigned to the selected role and tasks where the people assigned to perform the work are determined by that role. If you select both your own name and roles, the results include tasks matching either responsibility condition.
If you select neither your own name nor any roles, responsibility is not filtered: the list may also show other people's tasks within the limits of your permissions. To find a task assigned to several people, it is therefore best to leave responsibility unfiltered and filter by name or Spot, for example.
Combine other search criteria in the mobile app
In the filter form, you can filter by task name, Spot name, folder, priority and category. The name and Spot searches also match part of a name, regardless of letter case. The folder search looks for text in the Spot's full folder path, so the name of a parent folder can also find tasks in subfolders.
Different search criteria apply at the same time. For example, your own name, a specific Spot and high priority show only tasks that meet all these conditions and belong to the selected status tab. Within a single selection, multiple priorities or categories act as alternatives: matching one selected value is enough. The category filter applies to the task's categories.
Select Save at the bottom of the filter form and check the results on the correct status tab. Instead of saving empty search criteria, use Return default settings.
The counts of open, late and in-progress tasks represent all tasks with that status that your permissions allow you to see. They do not follow the name, responsibility or other filters, so they do not indicate the number of your own filtered tasks.
Keep or reset filters in the mobile app
Use these filters on all tabs in the filter form applies the same search criteria to the Open, Late, In progress (In Progress on iOS) and Completed lists. Each list still shows only tasks with its own status.
Android's Apply these Settings by default? and iOS's Always use these settings retain the filters for later use. Without this option, the filters are temporary. The settings are saved in the app; browser view selections are separate.
Android: if you do not apply the filters to all tabs, saving changes only the current tab's filters. If you save a temporary filter, any filters previously saved permanently for that tab are removed. Saving for all tabs replaces the filters for all four lists.
iOS: if you do not apply the filters to all tabs, saving clears the temporary filters for the other status lists. Filters saved for continual use on the other lists are retained. Saving for all tabs replaces the filters for all four lists.
Reset the filters with the Return default settings button in the filter form. If Use these filters on all tabs is selected, the reset applies to all four lists; otherwise, it applies to the current list. On Android, also keep Apply these Settings by default? selected when you want to remove the current list's permanently saved filters. Without it, resetting the current list removes only the temporary filters.
Resetting does not delete tasks or change their responsibility or status. After resetting, check both the search criteria and the results list.
Find a task in the browser
Open Tasks in the left sidebar menu. On the page, select Datatables and then Default view under it.
The filters are below the table's column headings. In the Responsible user/role column filter, select your own name or the role you want. The browser's responsibility filter finds a task when any one of the people assigned to it matches the selection. It therefore also finds tasks assigned jointly to you and other people.
Also check the selections in the Status column. If no view has been restored or saved, the default filter includes open, late and in-progress tasks. If needed, filter using the Name, Spot or Due date column. The due date filter applies to the due date; filtering by creation time uses a separate piece of information. Filters in different columns narrow down the same set of results.
Open the task using its name link in the Name column. If you cannot find the task, remove unnecessary column filters and check which saved view is in use. For more information about views, see Task list, kanban and saved views.
Check the work details before starting
In the task you have opened, check the Spot, work description, responsibilities, due date and current status. Review the attachments and task form. Also check the contents of any maintenance route and the entries required by the task, such as working time, a machine-hour reading or signatures. Not every task requires all of these.
If the task is already in progress, also check who is processing it before continuing the work. The responsibilities assigned to a task and the person who has taken it into processing are separate pieces of information.
In the browser, there are two actions for starting work at the bottom of the form for an open or late task:
- Start to process saves the currently logged-in user as the person processing the task. For a task that was previously in progress and has been returned to open status, the button may be named Continue processing.
- Responsible starts to process saves the task's sole assigned person as the person processing it. If responsibility is assigned to a role or several people are assigned to the task, the Select the user for the task form opens. Select the person who will do the work: for a task assigned to people, the selection is based on those assigned people; for a task assigned to a role, it is based on the people in that role.
Starting saves the task's status as In progress, along with the person processing it and the start time. The form for selecting the responsible person may also ask Start recording working hours? If you answer yes, an ongoing worktime entry is created for the selected person. The task's start time and the worktime entry are separate pieces of information.
Wait for the save to succeed, then check the task's status, the person processing it and the start time. If you no longer see the task in the previous list, check the In progress status and the list's filters. If the action is missing or saving is blocked, check the task's status and, if necessary, ask your organisation's administrator to investigate your permissions.
If you cannot find the task
First check that you are on the correct status tab and review the active search criteria. In particular, remove the filter for your own responsibility if the task may have several people assigned to it. Also check whether you have applied the same filters to all tabs.
Tasks that are in review or on hold are absent from these mobile task lists and their filtered searches. In the browser, the status for tasks on hold is named On hold. To find such a task, use the browser's task table and select the corresponding status. If you cannot find the task even without filters, ask your administrator to check its status, responsibilities and visibility permissions.
When the work is finished, fill in the task's required information. Marking a task as completed and the progression of a task that requires review are covered in Marking a task as completed in the mobile app.