---
title: "Workflow management and tasks"
slug: "work-management-and-tasks"
updated: 2024-12-11T13:27:53Z
published: 2024-12-11T13:27:53Z
canonical: "support.keypro.fi/work-management-and-tasks"
excludeFromExternalSearch: true
---

> ## Documentation Index
> Fetch the complete documentation index at: https://support.keypro.fi/llms.txt
> Use this file to discover all available pages before exploring further.

# Workflow management and tasks

## Workflow management

The **Workflow management** ![](https://cdn.document360.io/672fb328-110d-4b2d-9d5f-f1e71883bb64/Images/Documentation/image(52).png) can be found in the [Map tools](/kb/docs/keymobile-map-tools). Press the **Workflow management** ![](https://cdn.document360.io/672fb328-110d-4b2d-9d5f-f1e71883bb64/Images/Documentation/image(52).png) button to open its functions. Tools and functionalities related to the creation, listing and management of tasks can be found in the **Workflow management** ![](https://cdn.document360.io/672fb328-110d-4b2d-9d5f-f1e71883bb64/Images/Documentation/image(52).png) and the settings related to them are managed in the [Maintenance Round settings](/kb/docs/settings-1).

The forms for processing objects and tasks are identical in structure and functions. Only the information content of the forms changes according to the type of object being processed at any given time. Therefore, each form can only process items according to the form type, for example cables are processed in the **Cable** form and poles in the **Pole** form.

The tools related to the form open from the More button at the bottom left of the form. The functions of the buttons are the same regardless of the data content of the form and they are presented in the following paragraphs. The functionality of buttons other than those presented in this paragraph will be reviewed on [Buttons on object forms](/kb/docs/buttons-on-object-forms-9).

![](https://cdn.document360.io/672fb328-110d-4b2d-9d5f-f1e71883bb64/Images/Documentation/image(54).png)

| **Note!** | In **KeyMobile**, the name of the **Task** form or **Fault** can be defined on a customer-specific basis. In this example, the tool called **Maintenance Round** is used as a from which other tasks can be created if necessary by first defining the task types in the [Maintenance Round configurations](/kb/docs/settings-1). **Faults** are the work objects that must be completed, so the task can be completed. |
| --- | --- |

## Tasks

Tasks are created based on work tasks related to various construction phases, maintenance or faults. These tasks with faults and other information are managed using the **Task** form. **Task** form has five tabs: **Fault** **info**, **Faults**, **Task info**, **Comments**, **Attachments** and **Extra data.**

### Functions of the More drop-down menu

By pressing the **More** button at the bottom left of the form, you open a menu with e.g. additional settings related to the status and location of the task.

- **New picture**: upload images and files from your mobile device to the application.
- **Materials**: select the desired materials and maintenance tasks for the work site of the task.
- **Mark as completed/Reopen**: mark a task as completed or reopen a task.
- **Set active**: set the task as active. A toolbar is opened for the active task in the map view. Read more in [Tools of an active task](/kb/docs/work-management-and-tasks#tools-of-an-active-task).
- **Pick fault/s on map**: select an object related to the task from the map and open the information on the **Faults** tab.
- **Pick fault/s by device location**: select the work it from the device location.
- **Add New Fault**: Adds a new fault for task.
- **Delete Fault**: Deletes the selected fault which information is shown in the **Fault info** tab.
- **Remove Highlight**: Stops highlighting the network object on the map.

![](https://cdn.document360.io/672fb328-110d-4b2d-9d5f-f1e71883bb64/Images/Documentation/image(55).png)

## Creating a task

Tasks can be created in two different ways. Either by first creating an object from the **Open object** ![](https://cdn.document360.io/672fb328-110d-4b2d-9d5f-f1e71883bb64/Images/Documentation/jfx10146669093977076871.png) tool, or from the **Workflow management**![](https://cdn.document360.io/672fb328-110d-4b2d-9d5f-f1e71883bb64/Images/Documentation/image(52).png) tool with .

1. Select the customer-specific task creation tool, such as the **Maintenance** **Round** tool from **Workflow management**![](https://cdn.document360.io/672fb328-110d-4b2d-9d5f-f1e71883bb64/Images/Documentation/image(52).png) to create a new task and attach faults to it.

or…
2. Alternatively, you can start by creating a task from an **Object** form, such as the **Electric pole** form. **Note!** This method is recommended as the primary task creation method, because it is easier to attach several work items to the task.

Next, both methods of task creation are explained.

**Option 1: Creating a task from the Maintenance Round**

1) To start creating a task, open the **Maintenance Round** form from the **Workflow management**.

![](https://cdn.document360.io/672fb328-110d-4b2d-9d5f-f1e71883bb64/Images/Documentation/image(57).png)

2) If you can’t find the right type of task from the list, select [Maintenance Round configurations](/kb/docs/settings-1) and add the missing types.

![](https://cdn.document360.io/672fb328-110d-4b2d-9d5f-f1e71883bb64/Images/Documentation/image(58).png)

3) Create a task by selecting a specific task type from the **Maintenance Round** form.

4) You can choose to attach a new task directly to a destination near your location. Open [Maintenance Round configurations](/kb/docs/settings-1) and activate **Attach to nearest network object** to automatically attach the task to nearby network objects.

![](https://cdn.document360.io/672fb328-110d-4b2d-9d5f-f1e71883bb64/Images/Documentation/image(66).png)

5) If you want to always add faults to the same task during a round, activate the option **Create fault under the same task.** ([Maintenance Round configurations](/kb/docs/settings-1)).

![](https://cdn.document360.io/672fb328-110d-4b2d-9d5f-f1e71883bb64/Images/Documentation/image(65).png)

6) Select the item to be included in the **Maintenance round**.

![](https://cdn.document360.io/672fb328-110d-4b2d-9d5f-f1e71883bb64/Images/Documentation/image(68).png)

7) When at least one network object has been added, the system will notify you that the object has been added successfully and the task has been successfully created.

![](https://cdn.document360.io/672fb328-110d-4b2d-9d5f-f1e71883bb64/Images/Documentation/image(70).png)

8) If you want to view the task again, you can search for its location on the map using the [Info tool](/kb/docs/keymobile-map-tools) or look for it in the [Task list](/kb/docs/work-management-and-tasks#task-list) menu.

**Option 2: Open task from an object form**

1) Start creating a new task by opening an object form the **Open object** button.

![](https://cdn.document360.io/672fb328-110d-4b2d-9d5f-f1e71883bb64/Images/Documentation/image(74).png)

2) Choose the desired object form from the list that opens.

3) Add all the necessary information to the object form and create a location for it by clicking the **Edit location** button in the **More** menu.

4) When the location has been added, open the More menu from the newly created object and create a task from by pressing **Create Task**. This function creates a task and links to the object.

![](https://cdn.document360.io/672fb328-110d-4b2d-9d5f-f1e71883bb64/Images/Documentation/image(73).png)

5) If necessary, change the information on the tabs of the form and press the **Save** button at the bottom right of the **Task** form.

6) The text **Request is handled successfully** will appear on the form, which means that the information has been successfully saved into the system.

## Tools of an active task

To activate a task select **More** and **Set Active** ![](https://cdn.document360.io/672fb328-110d-4b2d-9d5f-f1e71883bb64/Images/Documentation/image(89).png). By setting a task active, a toolbar will open that allows you to browse and control active tasks on the map. The selected fault is highlighted in blue. The open faults of the task are highlighted in yellow. If **Show only open faults** is not set to active in the [Settings](/kb/docs/settings-1), completed faults will be displayed in green on the network map.

![](https://cdn.document360.io/672fb328-110d-4b2d-9d5f-f1e71883bb64/Images/Documentation/image(75).png)

### **Task toolbar**

1. The name of the task and number of the fault.
2. Opens the **Task** form.
3. Opens the network object related to the fault.
4. Opens the **Materials** menu for the related fault.
5. Marks the fault as complete. If there’s a lock ![](https://cdn.document360.io/672fb328-110d-4b2d-9d5f-f1e71883bb64/Images/Documentation/image(90).png) symbol, the fault is closed and can be reopened by pressing it again.
6. Moves to the previous fault in the task.
7. Moves to the next fault in the task.
8. Selects the active fault based on the location of the user.
9. Selects the active fault based on the point selected on the map.
10. Closes the **Task toolbar**.

![](https://cdn.document360.io/672fb328-110d-4b2d-9d5f-f1e71883bb64/Images/Documentation/image(76).png)

## Completing a task

A task is closed when all the faults associated with the task are also completed. A unique closing code is assigned to it and it’s status changes from **Open** to **Completed**. Please note that you may have restrictions on closing tasks according to your user role and rights.

1) Choose a task you want to close and open the **Faults** tab.

2) Change the state of the fault to **Completed** by opening the **More** menu and selecting **Mark as Completed**, for the faults that are still open.

![](https://cdn.document360.io/672fb328-110d-4b2d-9d5f-f1e71883bb64/Images/Documentation/Closing task.png)

3) When all faults are closed, the task will automatically change to the **Completed** state in the **Task info** tab.

4) If you reopen a task, all the faults are changed back to **Open** state automatically.

## Faults

In this example, the work objects of the task are called **Faults**. All faults must be completed in order the task can be closed. All the faults related to the task are listed in the **Faults** tab of the **Task** form.

### Adding a fault to a task

You can add several faults to the same task, for example, a fault related to a lamp and a fault related to an adjacent lamp. The new fault can be of a different type than the work item already created.

1) Open the **More** menu on the **Task** form and select **Add New fault**.

![](https://cdn.document360.io/672fb328-110d-4b2d-9d5f-f1e71883bb64/Images/Documentation/image(78).png)

2) Press the **Save New fault** button that appears in the bottom right corner of the **Task** form.

3) The system will inform that the fault was added successfully.

### Adding a network object to fault

You can add network objects like for example, streetlight, pole or cable to existing faults.

1) Find the right task either by using the [Task list](/kb/docs/work-management-and-tasks#task-list) or by picking a task from the map using the **Info** tool.

2) Add a new network object to the fault by pressing the **Link** button in the **Task** form.

![](https://cdn.document360.io/672fb328-110d-4b2d-9d5f-f1e71883bb64/Images/Documentation/image(84).png)

3) Use the [Info tool](/kb/docs/keymobile-map-tools) to select the location on the map where you want to search for online destinations.

4) Then select the network object you want to connect to.

![](https://cdn.document360.io/672fb328-110d-4b2d-9d5f-f1e71883bb64/Images/Documentation/image(80).png)

5) The connected network object is displayed in the **Network Objects** field. You can delete a connection by pressing the **Delete connection** button on the right of the network target ID.

![](https://cdn.document360.io/672fb328-110d-4b2d-9d5f-f1e71883bb64/Images/Documentation/image(81).png)

## Group change list

**Group change** is a task type that can activated from the [Maintenance Round configurations](/kb/docs/settings-1). In KeyMobile, **Group change** type tasks can be viewed easily from the **Group change list** which can be opened from the **Workflow management**![](https://cdn.document360.io/672fb328-110d-4b2d-9d5f-f1e71883bb64/Images/Documentation/image(52).png)button.

![](https://cdn.document360.io/672fb328-110d-4b2d-9d5f-f1e71883bb64/Images/Documentation/image(85).png)

The details of the **Group change** tasks can be opened on a form by pressing the **Details** button. The **Show own** checkbox, on the other hand, only shows the **Group change’s** assigned to you personally.

![](https://cdn.document360.io/672fb328-110d-4b2d-9d5f-f1e71883bb64/Images/Documentation/image(86).png)

## Task list

Every type of task that has been created in the system appears in the **Task list.** The newest task is always the last task on the last page of the list.

![](https://cdn.document360.io/672fb328-110d-4b2d-9d5f-f1e71883bb64/Images/Documentation/image(87).png)