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Tasks can be assigned to a piece of equipment, which is in turn attached to a quote, contract, or service call. Assigning tasks to equipment is especially helpful because maintenance appointments can be scheduled automatically based on the task schedule. For more information, see the section About MCC Calls.

Adding tasks to equipment

  1. Select Cards > Service Management > Service Manager. In the Service Manager window, select a customer. Select Additional, and then select Equipment.
  2. In the Equipment Lookup window, highlight the piece of equipment you wish to add tasks to. Select Edit.
  3. Select Maintenance Tasks in the lower right corner of the window. If there is more than one maintenance contract for this equipment, select the one you wish to edit in the Equipment Contract List window and select Select. The Maintenance Tasks window opens. 
  4. In the Maintenance Task window, complete the following fields:
    • Task Code: If there are task codes already assigned to this equipment, they can be viewed using the arrows on either side of the Task Code field. If the task code you are viewing is part of a task list, the task list ID for that task will be displayed in the space below the Task Code. The arrows will scroll through all individual tasks for all task lists assigned to the equipment.
    Selecting the Subtasks or Estimate tabs will display the subtasks or estimated time and cost for the individual
    • Contract Task List ID
    • Skill Level
    • Standard Frequency
    • Schedule
  5. In the scrolling window below, view or complete the following fields:
    • Required
    • Schedule Date
    • Estimated Hours:
    • Service Call ID
    • Day of Week
    • Week of Month
    • Note
  6. Select the Subtasks tab to display the subtasks for the individual task. Subtask materials can be added in from the Subtask tab.
  7. Select the Estimate tab to display the estimated time and cost for the individual task. Estimated hours and estimated costs for each task can be edited from the Estimate tab.
  8. Multiple task lists can be assigned to a piece of equipment. To add a task list to the Equipment, select Task List. This will open the Copy Task List window. Select the task list you wish to copy to the equipment record and fill out all the required information in this window. For more information on completing the Copy Task List window, see Copying a task list.
  9. The Total Hours field to the right of the scrolling section displays the total estimated hours.
  10. Along the bottom of the window, the Customer ID, Address ID, Location ID, Contract number, and Equipment ID display.

Buttons on this window

  • Tasks: To assign an individual task to a piece of equipment, select Tasks. If you select the Tasks button while you are viewing a task code currently assigned to a task list, the new task will be added to that same task list within the record. 

    Note

    To add an individual task that should not be part of a task list, Clear the Maintenance Tasks window before choosing Tasks, or delete the task list ID that appears in the Task List ID field when the Contract Task Maintenance window opens.

Assigning Tasks and Task Lists to Records

Adding tasks to a quote, service call, or maintenance contract is a way to assign tasks to equipment in addition to what is already assigned to the equipment itself. For example, say a monthly oil change is assigned to an equipment record. During this month's visit, the technician notes the air filter may need replacement the following month. An air filter replacement task could then be assigned to a specific service call for that equipment. This task will then be completed along with the routine tasks attached to the equipment.
You can add tasks and task lists to records from their respective Task Maintenance windows.

  • Quote Task Maintenance window
    You must own the Maintenance Contract Quote Module to access this window. Select Cards > Service Management > Service Manager. Select the customer and select Quote. Select the quote and select Coverage. In the Quote Coverage window, select Tasks. The Quote Task Maintenance window opens. Use the task code lookup to select tasks from the database and Insert them into the list. Close the window and Save changes in the Contract Quote window.
  • Contract Task Maintenance window
    Select Task List: Multiple task lists can be assigned to a piece of equipment. To add a task list to the Equipment, select Task List. This will open the Copy Task List window. Select the task list you wish to copy to the equipment record and fill out all the required information in this window. For more information on completing the Copy Task List window, see Copying a task list.
  • Task Material: Use the Task Materials window to add materials to the task. To add task materials to the Equipment, select Task Material.

Assigning Tasks and Task Lists to Records

Adding tasks to a quote, service call, or maintenance contract is a way to assign tasks to equipment in addition to what is already assigned to the equipment itself. For example, say a monthly oil change is assigned to an equipment record. During this month's visit, the technician notes the air filter may need replacement the following month. An air filter replacement task could then be assigned to a specific service call for that equipment. This task will then be completed along with the routine tasks attached to the equipment.
You can add tasks and task lists to records from their respective Task Maintenance windows.

  • Quote Task Maintenance window
    You must own the Maintenance Contract Quote Module to access this window. Select Cards > Service Management > Service Manager. Select the customer and select ContractQuote. Select the contract quote and select Coverage. In the Contract Quote Coverage window, select Tasks. The Contract Quote Task Maintenance window opens. Use the task code lookup to select tasks from the database and Insert them into the list. Close the window and Save changes in the Maintenance Contract Quote window.
  • Service Call Contract Task Codes Maintenance window
    Select Cards > Service Management > Service Manager. Select the customer . Select History and select an existing service call, or select New Call to create a new service call. In the Service Call and select Contract. Select the contract and select Coverage. In the Contract Coverage window, select Tasks. In the Service Call Tasks window, enter a task code in the Task Code field, or use the Task button to open the Service Call Task Codes window. Use the . The Contract Task Maintenance window opens. Use the task code lookup to select tasks from the database and Insert them into the list. Close the window and Save changes in the Maintenance Contract window.
  • Service Call Tasks window. Because service calls do not require an Equipment ID, tasks can also be added directly to the service call. See the following section, Assigning tasks to a service call, for more detailed information.

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  • Task Codes window
    Select Cards > Service Management > Service Manager. Select the customer. Select History and select an existing service call, or select New Call to create a new service call. In the Service Call window, select Tasks. In the Service Call Tasks window, enter a task code in the Task Code field, or use the Task button to open the Service Call Task Codes window. Use the task code lookup to select tasks from the database and Insert them into the list. Close the window and Save changes in the Service Call Tasks window. Because service calls do not require an Equipment ID, tasks can also be added directly to the service call. See the following section, Assigning tasks to a service call, for more detailed information.

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Assigning tasks to a service call

Because service calls are not always foreseeable or routine visits, you may need to schedule tasks for equipment aside from what tasks are automatically assigned to the equipment or its maintenance contract. Also, because an equipment ID is not required to set up a service call, you may need to add tasks to a service call directly. For instance, a customer may experience a problem with equipment that is not currently covered by a maintenance contract, or they may be unsure which piece of equipment is causing the problem.
You may have added a task to the service call using the Task Code field in the Service Call window. You can add additional tasks to the call using the Tasks button in the Service Call window. The Task Code field is disabled and blank if more than one task has been entered for a service call.
You can assign a task list to a service call by creating a service call task list or by copying an existing task list.

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Excerpt
Note

When you have more than 1 equipment on a service call by means of tasking, the Equipment ID field and Task field on the service call form will be cleared and set to disabled. 

To assign more than one equipment to a service call:

  1. From the Service Call window, use the Tasks button to open the Service Call Tasks window.
  2. From the Service Call Tasks window, use the Task List button to open the Add Task List window, where you can assign a task list to an Equipment ID. Save the window to add the task list and equipment to the service call.
  3. The Add Task List window remains open, and you can repeat this process to assign additional task lists to other equipment on the service call. Close the window when you are done.

- OR -

  1. Use the Task button to open the Service Call Task Codes window, where you can assign tasks to an Equipment ID.
  2. Select an Equipment ID, then use the System, Major, and Sub 1-4 fields to filter the task codes that you want to work with. Use the green arrow button in the Task Codes field to populate task codes in the first scrolling window. Select a task code from the scrolling window and use the Insert button to assign the task code to the equipment. Tasks that are assigned to the equipment appear in the second scrolling window. If you need to add tasks for multiple equipment records, select a new Equipment ID, and repeat the process of adding tasks for additional equipment. Close the window when you are done.
  3. On the Service Call Tasks window, you can use the tree view button next to the Task Code field to view the Task Lists and Tasks assigned to the equipment on the service call.

Printing the Scheduled Maintenance Report

One of the primary benefits of task lists is to help technicians execute all tasks and log their progress during a service call. The Scheduled Maintenance Report can be printed out and given to technicians before dispatching and scheduling their service calls. This will serve as a quick reference for service call information as well as the task list itself.

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  1. the task code to the equipment. Tasks that are assigned to the equipment appear in the second scrolling window. If you need to add tasks for multiple equipment records, select a new Equipment ID, and repeat the process of adding tasks for additional equipment. Close the window when you are done.
  2. On the Service Call Tasks window, you can use the tree view button next to the Task Code field to view the Task Lists and Tasks assigned to the equipment on the service call.