When the work is done, fill in the required information and mark the task as complete. If the task requires inspection, marking it as complete sends it for inspection before final completion.
These instructions apply to both the Android and iOS apps. You need permission to perform the task in question. Being able to see a task does not by itself give you permission to mark it as complete.
Open the task and check its instructions
Open Tasks in the mobile app and select the task from the list. You can also open the task from the tasks of the associated device, or Spot. If you cannot find the task, check the list's status selection and filters. See also finding your own tasks.
Check that you have the correct Spot, and review the task description and due date. A task may include a form, route maintenance checkpoints, work time entries, a machine hours reading or signatures. Not every task requires all of these: the requirements come from the task and task template settings.
Fill in the information before marking the task as complete
Form and checkpoints
Select Fill task form at the bottom of the task details view. Go through all sections, fill in the required information and mark the sections as complete. Simply opening the form or saving an unfinished section is not enough. Form ready indicates that the form is complete, not that the entire task has been completed. See filling in a task form.
If the task includes route maintenance, also complete its required checkpoints. Form sections and required route checkpoints are checked both when the task is sent for inspection and when it is marked as finally complete.
Time spent on the work
If your own timer for the task is running, select Stop Tracking time on Android or Stop tracking time on iOS from the time tracking control at the bottom of the task. Wait for it to save and check the task's Work hours information to make sure the time was recorded correctly. On iOS, the completion interface prevents you from proceeding while your own timer is running. Stop the timer before marking the task as complete on Android as well.
If a work time entry is required, the task must have a recorded work time greater than zero. An entry with a duration of zero is not enough, even if the mobile app shows the completion button as available. Record the missing time against the task before marking it as complete; marking it as complete does not replace a work time entry. See recording work time.
Machine hours and signatures
Fill in the Machine Hours field in the task details view when a reading is required. Enter the device's cumulative operating hours reading, not the time spent on this job. For example, a two-hour maintenance job and a device meter reading of 1,250 hours are different pieces of information: enter 1,250 as the machine hours. A required reading must not be negative; do not use zero as a substitute for a missing meter reading.
Check the requested signatures using the control at the bottom of the task: VIEW SIGNATURES on Android or SIGN on iOS. Make sure all requested signatures have been saved. See task signatures.
The final check of work hours, the required machine hours reading and signatures takes place when the task is completed. However, the mobile app may prevent the person performing the task from marking it as complete because of missing information even before it is sent for inspection. Fill in the information before marking your work as complete, including for tasks that require inspection.
Mark the task as complete
- Return to the task details when the work and required entries are complete.
- Select Complete at the bottom of the details view. Android asks for confirmation; select Yes to continue. On iOS, the button reads COMPLETE.
- If the email recipients prompt opens, follow the instructions below.
- Wait for saving to finish and reopen the task to check the result.
Marking the task as complete records the user who does so as the person who performed it, and the time of that action as the time it was performed. A task requiring inspection is sent for inspection; any other task is completed. A task awaiting inspection is not yet finally complete. The inspector's next steps are described in task inspection and the report.
Report recipients and completion
When you mark a form task as complete, the app may ask whether you want to email the PDF file. Whether this prompt appears depends on the form sections and the automatic report setting.
On Android, enter an additional recipient's email address and select Add in the prompt. Repeat as needed and select Yes to continue. Select No if you do not want to add recipients. On iOS, add each address to the recipient list using the ADD button and select YES to continue. Simply typing an address in the field does not add it to the list on iOS. To continue without additional recipients, select SKIP.
Generating the PDF and sending the email are separate steps. The PDF for a form task is generated in the background only after final completion. Skipping the additional recipients prompt does not prevent the report from being generated or automatically sent to the default recipients in the form settings, or to the person who performed the work if configured to do so.
A separate request to send the report for a task awaiting inspection does not send the report at this stage. For a completed task, sending to additional recipients is scheduled for approximately five minutes after the request, and background processing may extend the wait. Successfully marking the task as complete therefore does not yet confirm that the PDF is ready or that the email has been delivered. Check the report separately once it is available.
What does final completion change?
Completion preserves the task and its performance details, and saves the form structure as it was at the time of completion. A completed task cannot be returned to an unfinished state through a normal status change. Marking a task as complete does not delete it and is not a temporary pause in the work.
When machine hours tracking is enabled for the Spot, the reading at completion updates the reference reading for the hours-based maintenance rule associated with the task. The Spot's own reading and machine hours history are updated only if the task's reading is greater than the Spot's current reading. A lower or equal reading does not reduce the Spot's operating hours. If no reading has been entered for the task and none is required, completion may save the Spot's current reading to the task.
On final completion, the system also stops any work time entries still running for the task, including those of other users. Sending the task for inspection does not yet trigger this completion processing. Each worker should therefore stop their own timer at the actual time they finish the work.
Depending on the task details and the organization's settings, completion may generate costs, process stock withdrawals for spare parts attached to the task and send completion notifications. If the task is associated with a service request, the service request may be completed once the tasks specified by its completion setting have been done. Check work time entries and the spare parts used before marking the task as complete.
For a recurring task, the next task may be created in the background depending on the recurrence end date, the limit on the number of occurrences and any later tasks that already exist. It is a new task, with the performer, performance and report details cleared. The original task remains completed.
Check the result and resolve issues preventing completion
Reopen the task and check its status, the person who performed it and when it was performed. Distinguish a task awaiting inspection from one that is finally complete. A task disappearing from the current list does not by itself prove success: a status change may put it outside the list's filters.
The Complete button is missing or disabled: check unfinished form sections, route checkpoints, work time entries, machine hours, signatures and your own timer. A task being handled by another user or read-only access may prevent the action. A task that is already completed or awaiting inspection cannot be marked as complete again using the same performer action.
Saving fails: check your network connection and any error message. The button being available does not guarantee that all server checks will pass. Fill in the missing information indicated. Before trying again, reopen the task and check whether the completion action was already saved. If the cause is related to permissions, ask your organization's administrator to check them.