Why did I get a maintenance task?
The task is due to be completed and you are the assigned Action officer.
What do I need to do?
Read the instructions provided and check for any links to relevant documentation or checklists that you may be required to use. Then click Sign off task as complete complete and state the action taken. You can also make a progress note instead and return to complete the task later.
Learn how to do this in the Task management section below.
In this article
Click a link below to learn more about each section of the Action form in Logiqc.
- Action history
A chronological list of the actions to date within each stage of the workflow. - Task management
Complete the task assigned to you or make a progress note. - Identified issues and improvements
Add any corrective actions or improvements you think should be considered resulting from the issue reported. - Attach records
Upload files or add links to records related to the event. - Submit
Submit or save the form. - System event history
A chronological record maintained by the system detailing entries and changes made to the form including links to any related items created by users.
Action history
This component displays instructions, actions taken, progress notes and comments made to date as the item has progressed through the workflow.
Task management
This component displays your instructions and the options you have to complete the task or make a progress note.
- Instructions
These are the instructions for completing the maintenance task .
- Related asset
If the task relates to Assets on the Assets register, the assets will be linked here. - Related agreement
If a related agreement has been linked, eg. warranty agreement, equipment lease agreement, it will display as a link here. - Reference documents - if reference documents, eg. related policies, templates, forms, guidelines were linked they will display as links here.
Task options
Sign off task as complete
Choose this option if all required action has been taken.
- Action taken - Describe what you have done to complete the instructions provided.
- Additional comments (optional) - tick this box if you require further space to record details of the action taken.
Make a progress note
Choose this option to make a note about action completed and keep the task with you to return later to complete it.
- Progress note - choose this option if the task is only partially completed. For instance, if the task requires a number of actions, you might make a progress note stating action taken to date, eg. 'Arranged for ABC Electrical to be onsite 22/3/2022 to test and tag all emergency equipment'.
Note: There is no limit to the number of progress notes that can be recorded. Until you select the option 'Sign off task as complete, the task will remain in the Action stage and assigned to you.
Identified issues and improvements
Issues arising from the task should be added as identified improvements. Click Add to suggest an improvement arising from the task.
When you complete your task, the improvement suggestions created here will automatically appear in the Improvements register and be assigned to the relevant person to be managed.
After selecting + Add, you will need to complete the following fields:
- Type of issue - select the applicable options: Non-conformance or Improvement opportunity. Corrective actions should be coded as a 'non-conformance'.
- Source of issue - select "Audit" as the source of the improvement opportunity.
- Origin of issue - select where the improvement was identified: internal (within the organisation) or external. If the improvement was identified by an external source, specify the name of the person or the company name.
- Description of issue - describe the issue, e.g. "Process inefficient to carry out which led to late submission". Avoid making comment about what the solution is at this stage.
Note: this field is limited to 2000 characters. - Recommended improvement - make a recommendation as to how the process or activity could be improved. For example, "Review process with the team to look for efficiencies".
- Related meeting - select the team meeting who is responsible for monitoring this type of improvement or select the team meeting that is be kept informed of this type of improvement.
- Report this issue to - select the staff member who is responsible for managing this type of improvement. The person selected will be notified immediately of the improvement and will be assigned the task to manage the improvement.
- Viewing permissions - select the staff who are to be given authorisation to view the improvement report.
- Add additional users for viewing permissions (optional) - if there are additional staff who are to be given authorisation to the improvement report, beyond those already selected through the Viewing permission, select the additional staff.
Attach records
This component enables you to attach records relating to the audit such as the audit report. Only users with permissions to see the item will be able to see attached records.
Click Attach to add a record.
Record name
When naming the record ensure the description is meaningful. For example, 'Air conditioner service report- April 2022'.
File or Link
Click on Choose file and navigate to the record on your computer. If you have links enabled, toggle to change the control to add a URL to the record. The URL must be a in a web format (https://) or Microsoft Sharepoint format (https://<company>.sharepoint.com/...)
Submit
The green Submit button will save the form and progress the item to the next stage of the workflow unless you chose Make a progress note in which case the task will remain with you.
Select Create a related item if you want to create a separate linked item on another register when you save the form. A link between the two items will be displayed in each item's System event history.
System event history
A chronological record maintained by the system detailing entries and changes made to the form including links to any related items created by users.
Click the '+' control on the right to expand the line item to see more information.
