A Task (WorkItem) represents an actionable work unit inside a Work Item Collection. It is used to document, assign, track, and complete activities such as maintenance tasks, inspections, instructions, or audits.

The task form consists of several functional areas: task actions, details, linked objects, documents, checklists, assignments, and relations to other Finito modules.

Header Fields Explained

Collection

The Work Item Collection the task belongs to.

Type

Defines the work item type.
Examples:

• Task

• Instruction

• Audit

Start / Due Date

Planned start and end times for the task.

Priority

Defines urgency or importance.

Category

Classifies the task into an organizational or technical category.

Assigned Checklist

Attach a specific checklist that must be completed for the task.

Completion Type

Defines how the task is considered “done”:

• First user completes – any assignee can complete it

• All assigned users must complete – all recipients must confirm completion
  

Task Actions (Top Bar)

These actions allow users to manage the full lifecycle of a task:

Core Actions

• New
  Create a new task.

• Save
  Save all modifications.

• Refresh
  Reload the task with the latest data from the server.

• Delete
  Permanently remove the task.

• Print
  Export the task as a PDF.

Workflow / State Actions

• Set task in progress
  Sets the task to an in-progress state. (Currently not active, planned for a future release.)

• Complete
  Mark the task as completed.

• Approve
  Approve a task. (Currently not active, planned for a future release.)

Audit & History

• Audit trail
  Shows all changes (who, when, what).

• Information
  Displays simplified metadata such as creator and last modifier.

Recurring Work

Recurring Work allows tasks to be created automatically in defined intervals. This is useful for routine activities such as inspections, maintenance cycles, compliance checks, or any other periodic work requirement.

The Series Definition dialog controls the recurrence pattern and determines how long the series should run.

Range of Recurrence

This section defines how long the recurrence pattern remains active.

End by

A specific calendar date.
The recurrence stops after the selected date is reached.

End after

The series ends after a defined number of occurrences.
Example: End after 10 occurrences → only 10 tasks will be created.

No end date

The recurrence runs indefinitely until manually stopped.

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Serial Type

This determines how often the task repeats.

Daily

Creates a new task every X days.
Examples:

• Every 1 day → daily

• Every 7 days → weekly-equivalent but based on day count

• Every 30 days → monthly-equivalent but fixed interval

Weekly

Creates a new task every X weeks.
(Depending on Finito configuration, this may allow selecting specific weekdays.)

Monthly

Creates a new task every X months.
This is typically used for monthly routines:

• Monthly inspections

• Monthly equipment cleaning tasks

• Regular safety walkthroughs

Yearly

Creates a new task in yearly cycles, often used for:

• Annual audits

• Yearly safety or compliance checks

• Annual equipment certifications

Communication

• Send via Email
  Sends task information via email. (Currently not active, planned for a future release.)

Task Details

The Detail tab contains all standard fields for documenting the task.

Fields

• Title
  Clear, short description of the issue or task.

• Description
  Detailed explanation, context, observations, or instructions.

• Solution
  Measures taken, corrective action, or final outcome.

Additional Tabs and Their Purpose

Documents

Upload files or attach external links relevant to the task.

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Objects

Define on which object the task must be performed
(e.g., equipment, device, asset, functional location).

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Relations

Link to related tasks such as:

• follow-up tasks

• predecessor tasks

• parallel activities

• dependency relations

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Checklist

Attach or complete checklists directly within the task.

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Checkware

Mainly used for recurring compliance checks.
Example use case:

“Every 7 days, the checklist XYZ must be completed.”

Here you can link the appropriate checklist template.

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Shift Events

(Only available when integrated with the digital shiftbook.)

Link shift events that are related to the task, e.g.:

• malfunctions

• shift notes

• abnormalities

• safety incidents

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Universal Fields

Optional tab that can be added to capture custom attributes when additional information must be maintained beyond the default fields.

Assignments (Recipients)

A task can be assigned to various types of recipients:

Assignment Types

• User
  Direct assignment to an individual user.

• Role
  Assign a role (dynamic — new users in the role automatically see the task).

• Users by role
  Snapshot of current role members (static — does not update if the role changes).

• Service provider
  Assign a task to an external contractor.

• Users by service provider

• Shiftbook

• Users by shiftbook

• Shift
  Assign tasks to a specific shift (early, late, night shift, etc.)

Important Difference