In FieldEx, checklists, job templates, and task templates work together to automate corrective maintenance. When a technician submits an inspection checklist and selects an answer that indicates a failure (e.g., “Major leak present”), FieldEx can auto‑generate a corrective job using a pre‑configured Job Order Template. That template can preload faults, resolutions, tasks, and spare parts—so the follow‑up job is complete and ready to dispatch without planner intervention.
Overview: How Auto‑Generation Works
The auto‑generation flow links three configurable building blocks:
Job Order Templates — define the corrective job’s defaults (type, faults, resolutions, tasks, spare parts).
Task Templates — reusable tasks (each can include its own spare parts and instructions).
Checklist Answer → Template Linkage — map specific answers (failure conditions) to job templates.
When a submitted checklist contains a linked failure answer, FieldEx automatically creates a job from the target template, attaches the relevant tasks and parts, and routes it according to your settings.
Why this matters: Automating corrective job creation shortens response times, standardises repair steps, and prevents missed follow‑ups—especially across distributed field teams. |
Useful Pre‑requisites
Clearly defined failure conditions in your inspection checklists.
A library of Job Order Templates for common corrective scenarios (e.g., “Repair – Hydraulic Leak”).
Reusable Task Templates with step‑by‑step instructions and spare parts.
Appropriate user permissions to create jobs and view checklists.
Setting Up Job Order Templates
Path: Settings > Modules > Job Orders > Templates
Create a New Job Template
Click New, enter a Template Name (e.g., “Emergency Repair – Generator”), set Status to Active when ready.
Tip: Use clear naming such as “Repair – HVAC Leak” or “Incident Repair – Lifting Gear” for easy filtering.Fill in Job Order Details
Name — Will be used as the job title on creation.
Type — Preventive Maintenance, Corrective, Installation, etc.
Customer, Project, Site — Optional defaults for repeat scenarios.
Status — Default status on job creation (e.g., Draft or Open).
Order Date — Can default to +1 day from creation.
Notes — Add checklist instructions or safety reminders.
You can also link:
Task Templates — automatically added as tasks to the job.
Spare Parts — included at the job level; tracked separately from task‑level parts.
Asset & Fault Details
System — e.g., Electrical, Hydraulic.
Fault — e.g., “Low Coolant”, “Oil Leak”.
Fault Details — short description to guide the technician.
Resolution & Location Details
Resolution — e.g., “Top up coolant and pressure test”.
Resolution Comments — follow‑up reminders (e.g., “Verify seals after service”).
Service Zone — supports Smart Assignment to select the right technician.
Additional & Financial Settings
Additional Comments — e.g., “Capture before/after images”.
Billable — toggle if the job should be invoiced.
Display Price — optionally show price to technician.
Save the template to make it available for job creation and checklist linkage.
Best practice: Maintain specific templates by asset type or frequency, e.g. “Weekly Inspection – Tower Lights”, “Annual Maintenance – Diesel Generator”, “Repair – Hydraulic Hose Failure”. |
Setting Up Task Templates
Path: Settings > Modules > Task Templates
Create a Task Template
Click New, provide a Template Name (e.g., “Battery Replacement Task”), set Status to Active.Configure Task Details
Name — label shown to the technician.
Prepend Job Order Name — optionally prefix the job name for clarity.
Status — default task status (e.g., Draft).
Priority — helps rank tasks in technician calendars.
Set Scheduling Options
Start Time — e.g., 09:00 AM by default.
Duration — planned task length (e.g., 2 hours).
Add Additional Information
Description — instructions or notes for the technician.
Spare Parts — parts required for this task; auto‑added when used.
Save the task template for use in jobs and job templates.
Template chaining: Job Template → includes Task Templates → each Task Template includes Spare Parts. This yields fully‑loaded jobs with ready‑to‑go instructions and materials. |
Linking Checklist Answers to Job Templates
Path: Settings > Workflow > Checklists > Open Checklist > Questions Tab
Select the checklist and open the Questions tab.
Edit a question that can lead to a failure or follow‑up (e.g., “Leak observed?”).
Add or edit the answer options (e.g., “Major Issue – Needs Repair”).
For the relevant answer, link a Job Order Template from the dropdown.
Click Save to apply the automation logic.
Result: When a technician selects that answer in the field, FieldEx automatically creates a job order using the linked template. The new job inherits tasks and spare parts from the template and becomes immediately visible to planners and assigned teams.
Example: During an engine inspection, the technician selects “Major leak present”. The system generates “Diesel Engine Repair” from a predefined template—no planner action required. |
Where to Review Triggered Follow‑Ups
Path: Checklist Module > Completed Checklist > Checklist Details Page
After submission, review all automation outcomes from the checklist details:
Job Order tab — lists job orders created by failed responses.
Tasks tab — displays any additional tasks triggered.
Spare Parts tab — shows requested parts linked to follow‑ups.
End‑to‑End Flow: From Inspection Failure to Corrective Job
Planner prepares templates — Job templates linked to task templates and parts.
Checklist linkage configured — Failure answers mapped to specific job templates.
Technician completes inspection — Selects “failure” answer on a question.
FieldEx auto‑creates job — New corrective job with tasks and parts is created immediately.
Team reviews in Checklist Details — Verify job, tasks, and parts in the Completed Checklist view.
Dispatch and execution — Assign and perform the corrective maintenance without delay.
Permissions note: Users must have the required permissions to create job orders and assign tasks. Review your User Groups and permissions if auto‑generation is restricted. |
Best Practices
Only link templates to answer options that truly require corrective action.
Use naming conventions to match templates to inspection types (e.g., “Repair – HVAC Leak”).
Keep task templates concise with unambiguous steps and required parts.
Test in a staging environment to confirm triggers, job creation, and parts inclusion.
Review follow‑ups regularly to refine templates and reduce rework.
Key Field Summary
Area | Field | Description | Why it matters |
Job Template | Type, Status, Notes | Default behaviour for the generated job | Ensures every corrective job is created consistently |
Job Template | System, Fault, Fault Details | Pre‑classified fault context | Improves reporting and technician guidance |
Job Template | Resolution, Resolution Comments | Prescribed corrective action | Standardises repair steps and quality |
Job Template | Task Templates | Reusable tasks added to the job | Speeds planning; ensures checklists and tasks are complete |
Task Template | Description, Priority, Duration | Task‑level guidance and scheduling | Aligns effort and expectations in the field |
Task Template | Spare Parts | Parts required for the task | Ensures materials are requested with the job |
Checklist Question | Answer → Linked Job Template | Maps failure answers to corrective templates | Drives automatic job creation on submission |
Completed Checklist | Job Order / Tasks / Spare Parts Tabs | Review of triggered outcomes | Confirms automation worked as intended |
Example Use Cases
HVAC Inspection: If “Refrigerant leak detected = Yes”, auto‑create “Repair – HVAC Leak” with diagnostic and pressure test tasks.
Generator Inspection: If “Oil pressure low = Critical”, auto‑create “Repair – Oil System” with hose replacement and seal verification tasks.
Lift Safety Check: If “Emergency stop not functioning”, auto‑create “Electrical Panel Repair” with isolation, component swap, and verification tests.