Setup
You will need the Actions module turned on in your workspace. If you do not see this in your main menu, reach out to [email protected].
You will also need the following permissions in your security group:
Can change site configuration settings.
Can update tasks.
Click here to learn about permissions and security groups.
Action group templates can be manually added or automatically applied to tasks based on set conditions. They can also be manually selected for tasks using the "Load Action Template" dropdown to customize action group usage as needed.
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How to create an action group template
1. Navigate to Control Panel > Actions and click + Create template.
1. Navigate to Control Panel > Actions and click + Create template.
2. Enter Name and Order (negative or zero for pre-start, positive for post-completion), then click Save Group.
2. Enter Name and Order (negative or zero for pre-start, positive for post-completion), then click Save Group.
3. Under the Actions section, click + Add.
3. Under the Actions section, click + Add.
4. Select or fill out information for Order, Type, Required, Frequency, Question, Field or Office.
4. Select or fill out information for Order, Type, Required, Frequency, Question, Field or Office.
Order: The order in which the action will appear, with 0 being the top of the list.
Type: Specifies the kind of action
Checkbox: A checkbox for users to tick.
Form: A form for field users to complete.
URL: If selected as the action type, provide a link in the URL field to direct the user to.
Report type: Provides a link to create a specific report (available to desk users).
Required: If ticked, the action must be completed before starting or completing the task (applicable to field users).
Frequency: Select how often the action to be completed: Once, Daily, or Daily per technician (only for form actions).
Question: Provide the name or instruction shown for the action.
Field or Office: If Office is selected, the action is not visible in the app; Field actions are visible to both desk and field users.
5. Click Add.
5. Click Add.
Manually adding an action group to a task
If you need to add a checklist to an existing task that was created before your template was set up, you can do so manually.
Open the task and go to the Work tab.
Find the Load action template dropdown menu.
Select your desired template from the list and click Submit.
This will load the action group and all its associated actions into the task.
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How to auto-apply the action group template to tasks
1. Navigate to Control Panel > Actions and Edit the template.
1. Navigate to Control Panel > Actions and Edit the template.
2. Check the Default box.
2. Check the Default box.
3. Set up Conditions to apply the action group template only to specific tasks rather than all tasks.
3. Set up Conditions to apply the action group template only to specific tasks rather than all tasks.
Conditions must follow the format key: [ID, ID, ID], for example
servicegroup: [2, 3]where:key is one of: client, clientgroup, servicegroup, category, property, service, branch, routineservicetype, or routineserviceleveltype; and
ID is the ID number for that object. Learn how to find the ID number of the object here.
Each condition must be entered on a separate line.
Conditions can be set as exclusions by adding not_ before the key. For example,
not_client: [25]applies to all tasks except for the ones generated for the client with ID 25.If a template fails to apply, verify the conditions configured for it. For example:
Confirm whether the task requires
routineservicetypeorroutineserviceleveltypeconditions.Update conditions accordingly and save. This ensures accurate application.
Click Save Group.
Applying templates to Routine Tasks
This is the most powerful way to ensure your routine tasks always have the correct checklists. You can use the routine service type or level ID as a condition.
To find the Routine Service Type or Level ID:
Go to Control Panel > Routines.
Click View on the routine type or click the specific Service Level.
The ID will be in the URL of your browser.
Example Conditions for Routine Tasks:
To apply a template to a specific routine service type, use
routineservicetype: [ID]. For an ID of 5, you would enter:routineservicetype: [5]You can also apply templates based on the task category, such as Programmed Maintenance. To find the category ID, go to Control Panel > Tasks, click the category, and find the ID in the URL. For a Programmed Maintenance category with an ID of 1, you would enter:
category: [1]
Other common conditions:
Client:
client: [ID]Service Group:
servicegroup: [ID, ID]Property Tag:
propertytags: ['tag']
By setting these conditions, any new routine task that is generated and matches the criteria will automatically have your checklist applied.
Updating Existing Tasks
For tasks created before an action template was available:
Manually add the required actions to the task.
Ensure templates are set up to auto-apply to future tasks, reducing the need for similar manual updates.
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