How to Use Tasks in BigChange

  • Updated

BigChange has introduced a new  Closed BETA   feature called Tasks, which works alongside Worksheets. This allows you to create a single Worksheet that can be repeated on a job up to 100 times.

By associating a Worksheet with a Task, you can avoid the need to produce multiple copies of the same Worksheet.

What is Closed BETA

This feature is in early stages of development, whilst we are excited for you to use and share your feedback. 

PLEASE NOTE - We highly recommend that you use a test site or dummy data when using this feature.

If you encounter any issues or have any feedback, you can reach out directly to the Product Managers.

 

 

 

 

 

 

 

 

This article and the new tasks feature is subject to change during the Closed BETA development phase.

Introduction to Tasks

Tasks in BigChange are designed to offer a more flexible approach to managing work on jobs compared to traditional worksheets. They enable the repeatable use of worksheets and provide better visibility into what has been completed and what remains to be done.

Tasks are not intended to replace worksheets; rather, they are designed to work alongside worksheets to streamline the management of multiple worksheets.

You can still use worksheets without tasks, but you cannot combine the two.

For example, if you have multiple worksheets on a job, you cannot designate some as tasks and the remainder as worksheets. To use worksheets within tasks, you will need to set up your task and assign the worksheets first. This article will guide you through that process.

HINT

As a best practice, we recommend creating a new job type when transitioning a job type to tasks.

Purpose of Tasks:

  • Utilise a single worksheet repeatedly within a job, eliminating the necessity to generate multiple versions of the same worksheet.
  • Improve visibility of job progress.
  • Reduce non-productive time spent on creating and managing worksheets.

Configuring a Task

To start using Tasks on jobs, you need to configure a few settings in the system:

  1. Create a worksheet (or use an existing one).
  2. Create a new task definition.
  3. Create a job type to which the task will be applied (or use an existing one).

 

Account Settings

Tasks are located within the Scheduling section of the Account Settings in BigChange.

To access them, follow these steps:

  • Navigate to Account Settings.
  • From the side menu, select Settings.
  • Select Task.

Tasks1.png

Existing Worksheets can still be used. There is no change to Worksheets other than you might want to edit and change a few things where there is no longer a need to use multiple Worksheets, such as changing some conditional branching where using ‘Go to next Worksheet’.

Task List View

Here in the list view, you can view any Task that has an associated Worksheet linked to it. To edit the Task, select the three dots on the right. Alternatively, you can simply select the row itself to make edits.

Tasks 2.png

  1. Existing tasks.
  2. Add a task.
  3. Serach for a task.
  4. Edit/Delete a task.
    • a. Edit.
    • b. Delete.

You can edit the name and associated Worksheet, but you will only be able to change a single Task to repeatable. You will not be able to change a repeatable Task to single due to the inability to access any data already stored on a repeated Task.

 

Step 1 - Create a worksheet (or use an existing one)

To create a worksheet, go to Account Settings > Settings > Schedule > WorkSheets

Please refer to the article on creating worksheets for more information on how to setup worksheets.

Step 2 - Create a Task Definition:

To create a task, go to Account Settings > Settings > Schedule > Tasks

tasks 1.png

Here, you can view the list of existing tasks and add new ones as needed.

  • Select Add task definition.
  • Populate the required fields:
    1. Name: Give the task a descriptive name.
    2. Usage: Choose whether the task can be filled out once or multiple times.
      • Single (single worksheet will only ever be used once on the job)
      • Repeat (will be able to repeat the task/worksheet)
    3. Worksheet: Select an existing worksheet to associate with this task.
  • Select Add task to save it.

tasks 2.png

 

 

Step 3 - Create a job type (or use an existing one)

To create a new job type, go to Account Settings > Settings > Schedule > Job types.

Please refer to the article on creating Job Types for more information on how to setup job types.

If you are creating a new Job type, fill in the necessary information, such as the job type name, positive and negative results, and any other required details.

A new setting, Use tasks for job types, is now available above the worksheets section. When this checkbox is selected, the worksheets and any associated checkboxes will be hidden. Instead, a Default tasks field will appear, featuring a searchable drop-down list. Here, you can select one or multiple tasks to be used for this job type.

  • Select the Use tasks for job type box.

Selecting this checkbox will replace all (1) Worksheet settings with (2) Task settings.

(1) Worksheet Settings

task 3.png

(2) Task settings

task 4.png

After selecting the Use tasks for jobs checkbox, you can choose the required worksheet(s) from the drop-down list. You have the option to select multiple worksheets, if needed.

task 5.png

Tasks can be introduced and set up gradually over time, as the worksheets will remain unchanged.

 

Adding a task to a job

Since you have associated a task with a job type, creating a new job follows the same process as usual.

When you select the:

(1) Job type associated with a task, it will automatically replace worksheets with (2) tasks. You still have the ability to add or remove tasks from the (3) drop-down list on the job's details tab.

Task 6.png

Once the job has been scheduled and or marked as complete, you will need to manage the tasks within the Task tab or by selecting the Manage tasks link.

Task 7.png

 

Managing Tasks in Jobs

Tasks can be managed within jobs to tailor them to specific requirements.

Steps to Manage Tasks in Jobs:

  • Go to the Schedule.
  • Select the job you want to manage.
  • Navigate to the Tasks tab or select the Manage tasks link.

Task Tab List View

Here you will see all the Tasks added to this job.

  1. Task Name
  2. Worksheets
  3. If a Task is repeatable, you will see the repeat icon
  4. and a 1 in a circle (by default, only 1 Task is added to this job).
  5. Job status.
  6. Delete a worksheet.

Tasks 4.png

 

Adding Multiple worksheets

  1. Select the repeatable Task, and then you can add more.
  2. If you select a Task, it will open up the Worksheet questions within the side menu.
  3. Add multiple Tasks quickly by selecting the down arrow and Add multiple.

Tasks 5.png

Example

For example, you may know that the resource is going to service 5 boilers, so as a scheduler, you could add 5 Tasks. Alternatively, the resources may also select the number of Tasks they require on their tablet on-site, so the scheduler may just leave this as 1

You can add up to 100 Tasks to a job.

 

Adding More Tasks

  • Adding more Tasks to the job can be done from the list view and + Add a Task.

Tasks 6.png

You can then specify a quantity required should it be a repeatable Task.

Tasks 7.png

Task 8.png

 

 

 

Viewing and Completing Tasks

Tasks can be viewed and completed both by back-office staff and field engineers.

Steps to View and Complete Tasks:

  1. Open the job and navigate to the Tasks tab.
  2. Select the task to view its details.
  3. Populate in the required fields on the worksheet/task.
    • Mandatory fields must be filled to mark the task as complete.
    • Optional fields are indicated with "(optional)."
  4. Save (marks the status as in progress)
  5. Select the drop-down arrow and select Save and mark as complete (marks the status as complete) complete.

Tasks 10.png

 

Worksheet/Task status's

You will be able to see the status of any worksheet/task.

  1. Not started - Displayed with a grey tick.
  2. In progress - An 'In progress' text visual will be displayed along side a grey tick.
  3. Complete - Once a task is marked as complete it will display in the list with a blue tick and line through name.

Tasks 11.png

 

Deleting a Worksheet/Task

If you want to delete a worksheet or task, a warning popup will appear, prompting you to confirm the deletion.

Tasks 12.png

Conclusion

Tasks in BigChange offer a flexible and efficient way to manage worksheets within jobs, allowing for repeatable use and improved visibility. By following the steps outlined in this article, you can create, manage, and complete tasks effectively.

Feedback

If you encounter any issues or have any feedback, you can reach out by submitting a comment below (available to signed in users only) or contact the Product Manager directly by emailing freddie.carr@bigchange.com or catriona.faulds@bigchange.com

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