The following will be covered: (Click on a row for shortcut)

1. What is a task.

2. Creating a task.

3. How to work with a task.

   1. General information (who/where)

   2. Editing a task.

   3. Steps and status.

   4. Connecting entries.

   5. Attachments, location, and comments.

   6. Reports.

4. Typical ways to use tasks.

In this article, you will learn how to create a task, understand the fields, track progress through status, and link the task to other registrations.

1.0 What is a Task

Task is used to capture and follow up on issues that deviate from requirements, expected standards, or normal operations—for example, damages, deficiencies, HSE issues, or quality deviations. While a registration or inspection documents an observation, the deviation process ensures that the observation is actually followed up until it is resolved: someone is assigned responsibility, a deadline is set, and the status always shows the current state of the matter. This provides traceability from finding to closed case—which is central to all deviation management.
 

2.0 Creating a Task

A task can be created in two ways:

1. Directly from the task list – go to task in the left menu and click + New.
2. From an inspection – create a registration of the type task linked to a checkpoint.
   (see a more detailed explanation here: How to work with inspections).

Note! Regardless of where you start, the fields, status flow, and functionality described further in this article are the same.

In the "task" menu on the left, you can see one or more variants of deviation processes. They originate from:

• Task – a standalone task, not linked to any inspection.
• Inspection task – Task created from a specific inspection process, which retains the link to it.

Under tasks, you will also find a standardized breakdown showing the number of tasks per status: Open, Completed, and Closed.

3.0 How to Work with a Task
 

3.1 General Information (who/where).

When you create or open a task, you will see the following fields:

• Title – Free text field. Enter a descriptive title yourself; it is not generated automatically.
• Description – Free text describing the task.
• Responsible person(s) – Searchable field where you select one or more individuals or groups responsible for following up the task.
• Deadline – Date by which the task should be resolved.
• Completed – A simple yes/no confirmation that the task has been resolved. Completed is linked with Deadline and Responsible person(s) as a small follow-up package, but does not change status or functionality by itself—it is only a confirmation. From Completed, you can then change the Step to, for example, Completed or Closed.
• Step – see a dedicated section below.

The system also automatically fills in:

• Created / Created by – when and by whom the task was registrated.
• Modified / Modified by – the last modification time and who made the change.

These system fields cannot be edited.

3.2 Editing a Task

1. Click Edit at the top of the task.
2. Adjust the desired fields (Title, Description, Responsible person(s), Deadline, Completed, Step).
3. Under the tabs Attachments and Location in the edit view, you can also add attachments or a location on a map or model without leaving the dialog.
4. Click Save.

3.3 Steps and Status

Step is the overall status of the task and controls which functionality is available:

• Open – the task is in progress.
• Completed – the task has been resolved but is still editable.
• Closed – the task is finished and locked for further editing.

When a task is set to Closed, this is clearly shown in the view (including a lock icon next to the title). To edit the deviation again, it must be moved back to a previous step. This function depends on having the correct permissions in the system—if you don’t have them, you won’t see the option to reopen the deviation.
 

Note the difference between Step and Completed: Completed is only a confirmation that the work is done, while Step actually controls whether the task is open or closed for editing.

3.4 Associated Entries

You can link a task to other entries without restrictions on type or origin. A task can be linked to documentation, inspections, tasks, or other tasks—both within Interaxo Capture and across to Interaxo Project.

Creating a link:

1. Click Add connection.
2. Search for the desired registration.
3. Click + Add to create the link.

Once registrations are linked, you can easily navigate back and forth between them.

Removing a link:

1. Click x next to the link.
2. Confirm the removal.

This article only provides an overview. For a complete walkthrough, see How to use connecting registrations.

3.5 Attachments, Location, and Comments

On the right side of the task view, you will find tabs for:

• Location – View the task’s location in a model or map. If no location has been added, "No location added" is displayed. Click Add location to link the task to a location.
• Attachments – Upload photos or other relevant files.
• Comments – Register dialogue about the task, such as technical clarifications or decisions about further actions.

3.6 Reports

Click Download report to generate a report for the task. The report is generated in the background; wait until it is finished before continuing. The report then downloads an updated version containing all information as of the time it was generated. Newer and older versions can be found under Attachments.

4. Typical Ways to Use a Task

• Assign specific work tasks that arise during a site visit, inspection, or documentation.
• Follow up actions and measures with responsible parties and deadlines, regardless of whether they are linked to a deviation or not.
• Document that a task has been completed and close it with full traceability.
• Link the task to the documentation, inspection, or deviation it originates from, for full context.

See also:

• How to work with documentation
• How to work with inspections
• How to create and assign issues
• How to use connected entries