Create templates and checklists

Use the Templates tab to create and 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.
• 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.
• Instruct InField to create daily checklists from templates and their tasks for selected disciplines and users.
• For recurring activities, such as operator rounds, generate identical checklists from templates for every interval you want the field workers to perform the tasks.

obs!

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.

Step 1. Create templates

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.
   tips

   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 template to Ready.

Step 2. Create checklists

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

On the Templates tab, you can create a checklist from a template or its tasks in two ways:

• Manually. Select a template in the Ready status and, on the right, select Create checklist. Suggest a start and end date and confirm the creation. The dates are used for sorting only.

• Automatically. In the template, create a task and schedule it: Add to task > Schedule. The task appears in the created 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. See how to schedule all tasks at once. See Schedule template tasks for more details.

obs!

You need extended access to plan and schedule tasks, and you need to assign activities using the InField desktop version, not mobile.

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 a delay unless you create them before the task start time.

Schedule all tasks in a template:

1. Select one task, and, at the bottom, Select all > Schedule.
2. Set the schedule for the selected tasks and select Add.

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.