Execute a task

The complete field workflow: open a task, follow the safety prompts, fill in the dynamic form, capture measurements and photos, save progress while offline, and submit when you're done.

Required role

Technician (primary). Mapper and Admin can also execute tasks.

Overview

Every maintenance task in Smart Maintenance Task Manager follows the same execution lifecycle:

  Open  →  Acknowledge safety  →  Fill form  →  Attach photos  →  Submit  →  (Pending) Approve

The exact form you see depends on the task type:

Task type	Typical fields
Electrical	Voltage, current, insulation reading, thermal photo
Lubrication	Product used, quantity, point condition, photo of point
Mechanical	Checklist items, measurements, free-text notes, photo
Production	Output reading, run hours, anomaly flag
Repair request	Failure confirmation, parts used, time spent, before/after photo

See Task types for the full field breakdown per type.

The app is offline-first. You can execute every step below without a network connection — the data saves to the device and uploads automatically when you're back online.

Prerequisites

• You're signed in to the mobile app. See Pairing and setup.
• At least one task is assigned to you.
• You're physically at (or near) the asset the task relates to.
• You have whatever PPE and tools the safety procedure requires.

Steps

1. Open the task

You have three ways in:

From the task listScan an NFC tagScan a barcode

1. Tap Tasks in the bottom navigation.
2. The list shows everything assigned to you, grouped by due time.
3. Tap the task you want to execute.

1. Tap the scan icon in the top right.
2. Hold the phone against the NFC tag on the equipment.
3. The app opens the task point. If more than one task is queued for that point, a selector appears — tap the one you want.

See Scanning NFC tags for more.

1. Tap the scan icon → switch to the barcode tab.
2. Point the camera at the barcode.
3. Same behaviour as NFC: the matching task point opens.

See Scanning barcodes.

2. Read the task summary

The summary screen shows:

• The asset name and its position in the hierarchy (breadcrumb: Site → Line → Section → Asset → Task point).
• The task type and name.
• Due date, priority, and assigned technician.
• Any notes left by the Supervisor or Mapper.
• Safety procedures required (with step count).

📸 Screenshot needed

Capture: The mobile-app task Summary screen (before the technician taps Start).

Show:

• Hierarchy breadcrumb at the top (Site → Line → Section → Asset → Task Point).
• Task type and task name.
• Due date, priority badge, assigned technician name.
• Safety-procedure banner showing step count (e.g. "3 safety steps to acknowledge").
• Notes field (optional — can be blank).
• Start button at the bottom.

Device: Both iOS and Android if possible, presented side-by-side with a tabbed content block. Otherwise iOS portrait is the default. English UI. Staging tenant — no real customer data.

File: docs/assets/images/placeholders/task-summary.svg → replace with PNG of the same name and drop this admonition.

When you're ready, tap Start.

3. Acknowledge safety steps (when required)

If the task has a safety procedure attached, the app steps you through each measure:

1. Read the instruction.
2. Tap Acknowledge.
3. Repeat for every step — you can't proceed until each one is acknowledged.

Don't tap-through without reading

Your acknowledgements are timestamped and stored with the task record. If a Supervisor later reviews a task where the measures were acknowledged in two seconds total, they can see that — and follow up.

4. Fill in the form

The form is generated dynamically from the task configuration. Field types you might see:

• Numeric input. Enter a measurement (temperature, pressure, hours). Units are shown next to the field.
• Dropdown. Pick from a list (condition: good / fair / poor).
• Yes / No toggle. Quick binary check.
• Multi-select. Tick all that apply.
• Free text. Notes, observations.
• Photo capture. Tap the camera icon — see step 5.
• Product / quantity pair. For lubrication: pick the product from the master list, enter the quantity.
• Threshold-bound numeric. Same as numeric input, but the app highlights the value if it's outside the configured threshold (red background + warning icon).

The Save draft button at the top right saves your progress at any time. The task moves to Drafts and you can close the app without losing work.

📸 Screenshot needed

Capture: The dynamic task-execution form, mid-fill.

Show:

• Task name header.
• At least one numeric field with a unit label (e.g. "Temperature °C").
• At least one dropdown showing an expanded option list (e.g. condition: good / fair / poor).
• A photo field with one captured thumbnail and the camera icon.
• A threshold-highlighted value — one numeric field with a red background and warning icon (value out of range).
• Save draft button in the top right.
• Submit (disabled or enabled) at the bottom.

Device: Lubrication or Maintenance task on iOS, portrait, English UI, staging tenant.

File: docs/assets/images/placeholders/task-form.svg → replace with PNG of the same name and drop this admonition.

5. Capture photos

Photos are essential for proof-of-work, evidence in repair requests, and condition documentation.

Using the cameraPicking from the gallery

1. Tap the camera icon on any photo field.
2. The in-app camera opens.
3. Frame and tap the shutter.
4. Optionally annotate with arrows or text (tap the pen icon).
5. Tap the tick to attach.

1. Tap the camera icon.
2. Tap Gallery.
3. Pick one or more photos.

Limits:

• Up to 10 photos per task.
• Up to 10 MB per photo.
• JPEG and PNG supported.
• The app compresses photos on-device before upload — you can take high-resolution shots without worrying about data usage.

See Photos and attachments for more.

6. Save, or keep going

At any point you can:

• Tap Save draft — the task is preserved locally. Close the app if you like. Come back later.
• Tap Continue — keep filling in fields.
• Tap Submit (only available when all required fields are filled).

Drafts appear on the Dashboard under Pending uploads if you're offline, or in Tasks → Drafts regardless.

7. Submit

When the form is complete:

1. Tap Submit at the bottom.
2. Review the confirmation — fields, photos, and acknowledgements are listed.
3. Tap Confirm.

What happens next depends on connectivity:

OnlineOffline

• The task submits immediately.
• The task moves to status Pending approval on the Supervisor's dashboard.
• You get a ✅ toast: Task submitted.
• The task disappears from your active list.

• The task saves to the outbox.
• The Dashboard badge Pending uploads increments.
• As soon as connectivity returns, the task uploads in the background.
• If the app is open and you have signal, upload is immediate (within a few seconds).
• You get a push notification when approval happens later.

8. Review the result

• The task's status changes to Pending (awaiting Supervisor approval).
• If the Supervisor approves, you get a push notification and the task moves to Completed.
• If the Supervisor rejects, you get a push notification with the reason; the task reopens in your list for rework.

Working offline

The entire flow above works without a network connection.

• Task data is cached on the device.
• Photos are queued for upload.
• Safety acknowledgements are timestamped locally.
• Form drafts save locally.
• On reconnect, everything syncs in the background.

See Working offline for details on what caches, when, and how conflicts resolve.

Handling conflicts

If a Supervisor changes a task you've started (reassigns it, deletes it, changes the form), you'll see a warning on next sync:

This task was modified on the server. Your draft can't be submitted. Please review the new version.

Tap Review to see the differences. In most cases, you start the new version fresh. If your draft was significant, export it as a note first (three-dot menu → Export draft as text).

Conflicts are rare in practice because Supervisors don't edit tasks that are in progress.

iOS vs Android differences

The app behaves identically on both platforms, with a few platform-native conventions:

Behaviour	iOS	Android
Back navigation	Tap the ← arrow or swipe from the left edge	Tap the ← arrow or use the system back button
Biometric	Face ID or Touch ID	Fingerprint (most devices) or face unlock
Camera	iOS native camera chrome	Android native camera chrome
Permissions	Per-permission prompts at first use	Same
Background sync	Every ~15 min (throttled by OS)	Every 15 min

Troubleshooting

Problem	See
Photo upload keeps failing	Photo upload is failing
Task won't submit (button greyed out)	Check that every required field is filled and every safety step is acknowledged
Task disappeared before I could submit	Tasks aren't showing
Pending upload count won't clear	Sync is stuck or failing
App froze during submit	The app is crashing

Related topics

• Task drafts — saving and resuming in-progress tasks.
• Photos and attachments — photo limits, compression, thumbnails.
• Working offline — what caches and when.
• Sync and connectivity — how background upload works.
• Repair requests — escalating a problem you find during a task.
• Reporting a shutdown — escalating a safety or production halt.
• Task types — full field reference per task type.