Tasks - new task record

Autodesk CREFTS: How to Schedule Maintenance

January 16, 2019
By Jessica Smith Asset Management

This article is from the 2018 Autodesk University presentation: Scheduled Asset and Building Maintenance: Easily Implement a Successful Program. Watch the video to learn more about Autodesk's task naming scheme and how we maintain tasks. Read on for step-by-step instructions to set up a scheduled task.

Add a new task

  • From the portfolio or building dashboard, click on Scheduled Tasks. You will see the Tasks pivot. To the right of that, click Add+.
  • In the scheduled task record, fill out the following fields:
    • Description: The task description is required, and is used as the scheduled tickets description. Consider creating a naming scheme for easily searching tasks.
    • Category: Categorize your tasks for filtering and reporting. Tickets created will include this category.
    • Repeat Every: This is the frequency to generate tickets. Note, tickets will not be created if this is None.
    • Checklist: Tickets created will include this checklist.
    • Create Ticket: This determines how many days or weeks in advance the ticket is created before the due date. If you need to order parts for the task, you may want the ticket to appear earlier. For routine tasks, you may choose to have the ticket created only a day or two in advance.
Tasks - new task
Associate assets or locations with the task
  • Next associate assets, buildings, floors, or rooms with the task. Note, you can only associate one type of item with the task.
    • Associated assets
      • The task creates one ticket for each asset
      • Associating assets to a task is useful for capturing a running history of the maintenance performed on an asset
    • Associated locations
      • Associating locations is useful for inspections and maintenance of consumable assets, like fire extinguishers
      • At Autodesk, when we need a reminder to renew a contract or a permit, we associate it with the building
    • For more information, see Autodesk CREFTS: Scheduled Inspections
  • Submit the task
Tasks - associated assets or locations
 

Schedule the task

  • Tap on schedules to set the maintenance dates and assign the work
Tasks - set schedules
  • Each associated item has a unique schedule that features:
    • Assigned: Tickets created will be automatically assigned to this person. If the schedule isn’t assigned to someone, the ticket will appear in the New list.
    • Ticket due date: The created ticket will be due on this date. If the due date falls on a non-workday, the ticket will be due on the last workday before the required due date.
    • Associated tickets: These are the tickets that have been created for this schedule.
  • Click on Select, in the upper right corner, to edit a group of schedules at once.
  • When you have scheduled your associated items, click Done.
Tasks - schedule-1