A task that requires review moves to In Review when the person carrying out the work marks it as completed. The reviewer checks the work details before final completion. These instructions cover approving the review in the browser. Marking a task as completed in the Android and iOS apps is described in Completing a task on mobile.
Permissions and completion requirements
You need permission to view the task and mark that specific task as completed. A review role grants permissions for the tasks covered by that role; it does not grant general access to all tasks. Being able to see a task does not necessarily mean you have permission to complete it.
If the task has a form, all its sections must be saved as completed and all required information must be filled in. Required signatures and any required information for a maintenance route must also be in place. If the task or task template requires work hours to be logged, the logged working time must be greater than zero. Machine hours refer to the equipment's operating hour reading, not the time spent on the work. Check this reading too if the task requires it.
Completing a task from review also requires at least one saved general review comment. A task form review comment does not replace it.
Review the work details and save the review result
- In the browser menu, open Work management → Tasks → Tasks and open the task awaiting review.
- On the Basic info tab, check that the Spot and work description are correct. Also confirm who carried out the work.
- Review the information on the Task form, Completion comments, Logged work hours and Signatures tabs where applicable to the task. Check the work attachments and any required product and cost entries.
- Open the Review comments tab. Enter the review result in the Add review comment field and press the button with the same name below it.
- Make sure the comment appears in the list of saved comments. Simply typing text into the field is not enough.
For a task with a form, the same tab may also have a separate Add task form review comment action. This saves a comment related to the form separately. Using it may require broader editing permissions than adding a general review comment.
If the work or its entries are incomplete, do not approve the task as completed. Record the issue and agree on the necessary correction with the person responsible for the work.
Check the completion date
Set completion date on the Review comments tab affects the work completion date saved for the task. The field displays the previous completion date if one exists; otherwise, it displays the task's latest update date. Select the correct date before completing the task.
Leaving the field empty does not reliably change the completion date to today: a previously saved completion date is retained. If you want a specific date, select it in the field. The reviewer and the actual review time are recorded separately, so changing the completion date does not change the review time or replace the previous person who carried out the work with the reviewer.
LemonERP sales order options
If your organisation has the LemonERP feature enabled, open the LemonERP sales order section on the task's Products tab. You can change the options for a task in review when you have permission to complete it. For a completed task, the options are read-only.
Select the appropriate option in the Data sent to LemonERP field:
- Product rows is the default. The transfer includes the task's product rows with their quantities and pricing information.
- Lump sum sends one row for the integration's lump-sum product instead of the actual product rows. The row quantity is one, and the unit price is the amount you enter excluding VAT.
- Product rows at zero price + lump sum sends the task's product rows with their quantities but at zero prices, plus one lump-sum row. This prevents the prices of the actual product rows from being added on top of the lump sum.
For the lump-sum options, fill in Lump sum (EUR excluding VAT). Enter at least EUR 0.01 and less than EUR 10,000,000,000,000, in practice to the nearest cent. An existing Lump-sum product with a product code must be selected in the integration settings. Without it, the lump-sum options are unavailable.
When you switch to a lump-sum option for the first time and no amount has previously been set, the field may be prefilled with the subtotal excluding VAT from the offer linked to the task. This is not the offer's final total including VAT. Check the prefilled amount before approval.
Product row pricing primarily uses the sales unit price of the cost associated with the task's product row. If that is missing, the product's positive sales price is used, and if that is unavailable, the product's price is used. If this last price is not positive either, no pricing information is sent. The combined option overrides this pricing and sends the actual product rows at zero prices.
The VAT rate comes from the product on the row, even when the product's rate is zero. Only a missing product VAT rate is replaced by the integration's default rate; if neither is available, zero is used. The row total excluding VAT is calculated from the quantity and unit price and rounded to two decimal places. Tax is calculated from this amount and rounded in the same way. For example, a lump sum of EUR 100 and a VAT rate of 25.5% for the lump-sum product produce a row of EUR 100 excluding VAT, tax of EUR 25.50 and a final total of EUR 125.50.
Saving the selection or completing the task does not yet prove that the sales order has been transferred. The transfer requires a working connection, task sales order transfers to be enabled, a number sequence, and the customer found through the task's Spot to be linked to LemonERP. Only completed tasks that have not yet been transferred are processed; the billability setting and transfer filters may exclude the task. Check the transfer result in the integration monitoring and in LemonERP. See LemonERP connection settings.
Select saved report creation and recipients
For a task with a form, Create PDF and Send report by email appear at the bottom of the Task form tab. Check these before marking the task as completed.
Create PDF requests a report based on the task form settings and saves it to the task. If automatic report creation is enabled for the form, the option is already selected and cannot be cleared. Report creation requires PDF settings for the form. These settings determine the report's layout and content; see Task form PDF layout for more information.
Enter any additional recipients in the Send report by email field. Separate multiple addresses with a comma and a space. The recipient field alone does not trigger report creation: select Create PDF as well if needed.
Default recipients in the form's PDF settings may trigger report creation even without you selecting Create PDF. The addresses you enter are added to the default recipients, and a form setting may also add the person who carried out the task as a recipient. An empty recipient field therefore does not guarantee that the report will not be sent. Check the form's automatic sending settings before approval.
Mark as completed and verify the result
When the work, comments, completion date and any report and LemonERP options are in order, press Mark as completed at the bottom of the task details window. Wait for saving to finish.
Completion changes the task's status to Completed and records the reviewer and review time. A completed task cannot be returned to another status through a normal status change. Check the details before approval.
Completion also triggers follow-up actions according to the task settings: cost processing, stock transactions for the task's products, creation of the next occurrence of a recurring task, and a check of the completion conditions for the related service request. The service request may not be completed along with this single task if its conditions are not yet met.
Completing a task from review triggers background approval of the task's finished work hour entries that have not yet been approved. This applies to entries that are not linked to a service request. Entries still in progress are not approved by this process. If needed, check hours and costs and recurrence settings.
Reopen the task and confirm its Completed status. In the Completion Details section of the Basic info tab, check who carried out the work and the completion date. The PDF is generated in the background, so a completion notification does not yet confirm that the file can be opened. Once the report has been saved, Download PDF Report appears in the same section. Open it and check the content.
Separate PDF export in the browser
Print to PDF at the bottom of the task details window opens a separate export window. Select the information you want to include and press Print to PDF in that window. At least one content option must remain selected.
You can include, for example, basic information, products, logged work hours and completion comments in the export. For a task in review or a completed task that required review, general Review comments are a separate option. For a task with a form, Review comment of task form can also be selected separately. Some options depend on the task and the organisation's features.
This export generates a separate PDF from the browser containing the information you selected. It does not replace the task form report saved to the task or send it to the report's email recipients. Open the exported file and confirm that it includes the intended information.
If completion or the report is missing
If Mark as completed is missing, check the task's status and your permissions for that specific task. If the button is disabled, check especially that a general review comment has been saved. Address any missing information reported when saving: form sections, required fields, working time, signatures, machine hours, the maintenance route and any LemonERP lump sum.
If the report link is not visible, reopen the task after a short wait. Check that the task is completed, has a task form and the PDF settings required for report creation, and has either the report creation option selected or default recipients. If the report is still not generated, ask an administrator or support to investigate. Do not interpret a missing report as a sign that task approval failed: verify the task's status separately.