Once a maintenance task has been completed, it moves on to the Close stage. During this stage, you will carefully assess the action that was taken to ensure that it has been fully completed before officially closing the task.
Quick steps to closing a maintenance task:
- Go to the Task management component
- Select from the options provided
- Complete the required fields
- Click Close
Workflow
The Stage Navigation Bar displays the stage in the workflow that the task is in. In the example below, the task is currently in the Close stage.
Form components
| Maintenance summary | The name of the maintenance task |
| Action history | A chronological list of actions within each stage of the maintenance task and the comments users have made. |
| Task management | Your options for closing the maintenance task or making a progress note. |
| Attach records | Where you can attach files relevant to the maintenance task, such as equipment servicing reports. |
| System event history | A chronological list maintained by the system of most entries, changes, and linkages made in the system in relation to this maintenance task. |
Action history
This component displays instructions, actions taken, progress notes and comments made to date as the item has progressed through the workflow. Hovering over the date in the Action history will display who recorded the note.
Task management
This maintenance task has been completed and sent to you to approve.
Task options
Assign another task
Choose this option if further action is required. For example, if the maintenance task wasn't conducted as required, or if the equipment servicing report has not been uploaded to the QMS.
- Task instructions - document what further action is required, e.g. "Upload the equipment servicing report".
- Assign to - select the staff member who is responsible for taking the action
- Assign to me - tick this box, if the further action to be taken is to be assigned to you
- Task due date - select the date the task is to be completed by
Approve and close
Choose this option if no further action is required.
- In signing off on the task you may want to note the grounds for approving the maintenance report. For example, "Servicing of the equipment was completed as required and a copy of the servicing report has been uploaded to the QMS".
- Additional comments (optional) - tick the box, to add additional comments.
Caution: Once an maintenance task has been closed, details relating to what action has been taken and any other comments cannot be edited.
Attach records
This component enables you to attach records associated with the maintenance task. While it may be expected that the Action officer who conducted the task would have already uploaded a copy of the service report, there may be other records associated with completing the task that need to be uploaded. For example, if the maintenance task was an conducted by an external agency further correspondence relating to the servicing of the equipment may have been received post the task. These records can be attached at this stage of the workflow. Click Attach to add records.
- Record name - When naming the record ensure the description is meaningful and easily found when searching. For instance, "Correspondence - Air-conditioner - March 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 (http://) or Microsoft SharePoint format (https://<company>.sharepoint.com/...)
- Viewing permissions - by default, the viewing permissions for the record will inherit the viewing permissions set in the Assign component on the Maintenance details form, however, you can apply a different level of access for the record. This is because the record itself can also be accessed via the Records register.
Submit/save the form
Once a task option is selected, click the Save/Submit button to save the form and complete the task. 
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.