Plan, schedule, and assign activities

On the Overview tab, you'll see all planned activities divided into Work orders (maintenance work) and Checklists (operator rounds). You can assign these activities to a group of users, such as all electricians, or directly to specific users. Also, you can suggest a start and end date for each activity, but these are only used for sorting.

The Work orders tab shows the work orders imported from a work management application, such as SAP. Here, you can:

• View work order details with a list of tasks (operations) to perform. Expand the task to see if it applies to several assets.
• Select Create & Assign to create a checklist from work order tasks. Once you create the checklist, you can expand the number of checklist tasks to view progress.
• Create checklists from several work order tasks relevant to a field worker. If there are tasks left, you can also create another checklist. The work order will remain in progress until field workers complete all tasks in the work order.

The Checklists tab shows recurring activities generated from templates created on the Templates tab. Here, you can:

• View the checklist details.
• Assign or reassign checklists.
• Track and complete checklist activities.
• Delete checklists. If the field worker collects the data before you delete the checklist, the data is saved and stored in InField. You can only restore the deleted checklist through the Cognite API.

tip

To switch from one location to another, navigate to Account > Manage account > Select location.

When planning the work, you can also use Search (🔍) to find and analyze time series, assets, and documents in your selected location.

Create templates

Use the Templates tab to plan tasks that the field workers perform at regular intervals, such as weekly installation operator rounds. On the Templates tab, you can:

• Populate a template with fields for adding readings, items to check, and schedules.
• Instruct InField to open daily checklists for selected disciplines and users.
• Group items that belong together based on asset location, work shifts, etc. For example, assets 1 and 4 belong to the Area A group, assets 2 and 3 belong to the Area B group.
• For recurring activities, such as operator rounds, generate identical checklists from templates for every interval you want the field workers to perform the tasks.

note

When creating a template, keep in mind that one template has a limit of 500 tasks. However, to make it easy for the field worker to navigate them in the field, keep them as short as possible.

To create a template:

1. Navigate to the Templates tab and create a template.

2. Add tasks and, optionally, link these to assets.

3. Optional. Provide a detailed description or a step-by-step instruction for the task. Add links where necessary.

4. Optional. Select Add to task and then select:

   • Numerical reading if you want the field workers to add measurement readings from equipment. You can set the measurement unit, for example, bar for pressure readings and minimum and maximum values. You can search and connect time series created in InField only.
   tip

   InField stores the measurements as time series in CDF, and you can trend and analyze the values using Charts.

   If you've removed a numerical reading from a checklist, it's still available as a time series.

   • Item to check if you want to add extra items to be checked to the task. You can describe what needs to be done, add alternative responses (action buttons), and link statuses to the buttons. For example:
     • When operators work on the checklist and select the button with the linked status OK, their task status changes to OK.
     • If there is a numerical reading that's out of range (Not OK) and items to check with the linked status OK, the status will change to Not OK as the critical one. You should fill out all numerical readings and items to check for the status to change automatically.
       
   • Schedule if you want the checklist to be performed at regular intervals. You can set checklists to open automatically on specific days, every two weeks, twice a month on Mondays, once a year, etc. The initial start time is 6 AM in the computer's local time zone. You can change the start time to half-hour intervals.
   • Message if you want the field workers to give a written response to a request, question, message, etc.
   • Condition if you want to add actions for the field workers to perform depending on a task state.

5. Set the checklist to Ready.

Schedule template tasks

When scheduling the tasks to appear as checklists at regular intervals, you can also:

• Set the time range when the field workers should complete the task.
• Select the time zone (⚙).
• Set the start date when to create the first checklist from the task. By default, the date of adding a schedule is used.

When scheduling tasks:

• Move the template to Ready. Otherwise, the schedule won't start.
• Remember that automatic scheduling creates checklists with delay unless you create them before the task start time.

Create checklists

A checklist is a task or a list of tasks generated from a template or created from a work order.

You can create a checklist from a template or its tasks. You can do it in two ways:

• Manually. On the Overview > Work orders or Checklists tab, select Create & assign or Create checklist, suggest start and end date, and confirm the creation. The dates are used for sorting only.

• Automatically. On the Checklists tab, create a task and schedule it: Add to task > Schedule. The task appears in the generated checklist automatically according to the schedule. The initial start time is 6 AM in the computer's local time zone. You can change the start time to half-hour intervals.

note

You need extended access to plan and schedule activities, and you need to assign activities using InField on a computer (not a mobile device).

You can create a checklist from a work order or its tasks (operations) only manually.

1. Go to Overview > Work orders.
2. Create a checklist from a work order or several work order tasks:

• Select the work order to create a checklist from all tasks within it.
• Expand the work order and select the operations you want on your checklist.

A work order can consist of one or several operations. Operations are individual steps in an order or individual tasks in a checklist. Some operations that come from the work management system, such as SAP, have an order or an operation number. One operation in a work order can generate several tasks in a checklist if several operations have the same order/operation number and the same work order number (parentActivityId).

Track and complete activities

As the field workers complete the tasks on a checklist, they update the status and add relevant images, measurements, and observations. You'll find the status of all activities along with their progress on the Overview tab, where you can sort the columns and select relevant dates. To set the status for a checklist or work order, select the item > More options (…) > Set checklist to > Done.

You can't update checklists or work orders with the status Done. However, extended access lets you change the status to In progress and update the checklist.

The meaning of the checklist status colors.

Color	Meaning
Grey	The operator hasn't completed any tasks.
Green	The operator completed the checklist and all tasks have the OK or Not applicable state.
Blue	The operator has started, but not completed, the checklist.
Red	The operator set the state of at least one of the tasks to Not OK or Blocked.

Delete and restore templates and tasks

To delete a template, select More options (…) to the right of + Add task > Delete template.

To restore a template, select Deleted in the left panel > More options (…) to the right of the template you want to restore > Restore template.

You can't restore a task that has been deleted from a template.

Create and view observations

On the Observations tab, you can:

• View the details of all asset observations and how many new observations you have today. Available on the desktop version only.

• Create observations. All observations are saved as drafts until you select Complete..

• Edit observations that haven't been sent to SAP (the SAP feature must be turned on). Only completed observations can be sent to SAP.

• Delete observations in the Draft and Not sent statuses.

An observation can have one of the statuses:

Status	Meaning
Draft	The observation is in progress.
Completed	The user filled out all information and selected Completed.
Sent	The user completed the observation and sent it to SAP.
File not sent	The observation was sent to SAP but not the attached media files.
Not sent	The observation wasn't sent to SAP.