Planned Tasks - Intergraph Smart Completions - 5.3.6 - Help - Hexagon PPM

Smart Completions Help

Intergraph Smart Completions

The Planned Tasks manager houses all CCMS tasks and provides a variety of filters, such as tasks of a particular discipline and type. The tasks are automatically allocated to the appropriate handover package based on the WBS and PBS/LBS assignments. In this manager, you can check in/out tasks for completion in the field, execute tasks directly, upload paper-based forms, and approve and close tasks. Tasks will also display the executed pdfs that will be included in the handover/turnover packages.

In the secondary ribbon, you can easily see any punchlists created from the task along with test forms, inspection points (if digitally executed), task details, Documents and predecessors. Administrators can batch edit tasks. For example, you can create tasks and add the schedule or start date later. Project Leads can batch checkout tasks to different users. In many areas of Smart Completions, the hyperlink next to a record will open the editing form. In Planned Tasks, the hyperlink will open task execution form. To open the editing form, highlight the row and click Edit from the bottom ribbon.

Each Task will have a status that would be one of the following

  1. Past Due status means that the task has not been started but and the current date is past the scheduled start date,

  2. Completed means the task is completed with no pending punchlists,

  3. Checked Out means the task has been checked out by a Smart Completions user.

  4. Partial means the task has been completed, but has a non-critical pending punchlist that needs completion,

  5. Rejected means that the task has been completed, but has a pending "Critical" punchlist that needs completion, and

  6. Closed means the task has been completed and reviewed by a supervisor.

You can not edit the Comments and Observations section with in the smart form if the status of the planned task is Closed. In another scenario, where a task is rejected yet accepted at all the sign off levels, the Comments and Observations section is non-editable.

Task Predecessors

If the task has a pending predecessor, it will be indicated in the status. A Predecessor task must be executed before the task in question. For example, an administrator may prefer to create all tasks at the beginning of a project and assign A-Sheets as predecessors to B-sheets. If a user attempts to check out a task with a pending predecessor, the web application will display a popup warning that the predecessors must be checked out in order to release the task. In the mobile applications, these tasks cannot be checked out.

: If a user is assigned a role with the Manage right, they can check out tasks in the iOS application even if there are pending predecessors.

Task Rejection Comments

Task Workflow states – and all Smart Form workflows – are hard-coded. However, you can now configure when Rejection comments are added and emailed to the necessary users. A task that is rejected from the Submitted, Completed and Closed states can be configured so that the person rejecting receives a popup window asking for comments. Administrators can also determine whether an email is sent, and what rules govern these emails.

If you don’t want to make any changes, the current workflows will be applied.

: This function is available in the web application and the latest Windows application on the Microsoft store. It is added to the iOS application in version 5.03. Additionally, the configuration changes made in Task States are site-wide changes. You cannot currently implement different Task Rejection configurations in different Instances.

If you’d like to add Rejection Comments to an additional workflow state, complete the following steps:

  1. Click the Gear icon and search for Task States Manager.

  2. Click Search to load the options.

  3. Click the hyperlink for the state you’d like to configure (Completed shown below).

  4. Click Yes next to Rejection Prompt.

You can also choose to send Notifications and emails to users. As of version 5.3, these are limited to the Project.

If you’d like to add Email notifications to the Rejection, complete the following steps:

  1. Under Notification Type, choose among the following:

    1. Email (no selections): This will open an address book for the end user. No names or email addresses are pre-selected, and the user can choose who should receive the email.

    2. Email (people selected): This will open an address book for the end user. Names/email addresses for users will be preselected. You can determine who these are from the Notification Dropdown discussed below. The user can choose to add or remove any pre-selected names.

    3. Auto Send Email: An email will be sent according to the Notification Options below without opening the address book.

    4. Notification Center (no sels): No email will be sent, but the address book that opens will govern who receives notice in the Notifications Center. No one is selected.

    5. Notification Center (sels): No email will be sent, but the address book will have pre-selected users to receive notice in the Notification Center.

    6. Notification Center (Auto): No email will be sent, but designated users outlined in Notification Option will be notified in Notifications.

  2. Under Notification Option, you can choose which types of users are pre-selected to receive emails or notifications. You may choose as many as necessary:

    1. CC Originator

    2. CC Sender

    3. CC Submitter

    4. On Company: all users in the company in question will receive a notification.

    5. On Location Areas (Rights Boundaries).

    6. On rights (following next state)

    7. On rights (next state)

    8. On Systems (Rights Boundaries)

    9. On Workgroup.

  3. Under Flow Options, you can determine whether to capture comments only on Rejection (demote), on Approval/Completion (Promote) or both.

: In the mobile applications, emails will auto-send upon syncing the task to the database.