The simple act of responding to a Before You Dig enquiry with emailed plans is not always the best approach for preventing damage to your infrastructure. Managing risk to your underground assets may include additional tasks such as calling the excavator, visiting the dig site or providing additional information.
The SmarterWX Automate task manager allows you to assign tasks to users to track these activities.
The task manager allows you to cater for situations such as:
- A dig site in close proximity to a high-pressure gas pipeline requiring you to arrange for a staff member to be on-site during the works.
- An enquiry being received for an area where your asset data is out-of-date where you need to create plans through a special process.
- A project that is planned for the same street as some of your own works where your works manager can discuss potential collaboration.
Based on your active rule set, an enquiry may trigger the creation of one or more tasks. Each task is allocated to a team of people for actioning. Any member of the team will then pick up the task in SmarterWX Automate and perform the necessary activities which may differ depending on the task type.
Once a task is completed it is marked as closed removing it from the pending task list.
Users with the appropriate permissions can review all tasks including monitoring users with overdue tasks and reporting on task activity.
Referrals that have a required task on them will appear slightly pink on the search map.
A task will show:
- the referral request and job number
- the amount of time until the task is ‘expired’
- when the referral was received
- what business rule has determined that the task was to be created
- If the task is allocated to someone in particular
- the ability to allocate it to someone (provided you have sufficient access)
- whether the task is open of closed
- the ability to perform an action on the task.
A task has 2 business days to be replied to before it is deemed ‘expired’. This aligns with the standard Before You Dig response time frames.
Team assigned Tasks
Multiple people can be assigned to be reviewers for referrals. In this instance, the task won’t be allocated to anyone in particular, however a dropdown list will appear with all the relevant reviewers listed.
Only those who are on the list, or publishers and administrators are able to allocate tasks specifically to an individual.
Searching Tasks
All referrals that trigger a task will be stored in this tool for the required auditing time. The number of tasks can get quite large.
Similar to searching for referrals using the search tool, there are multiple ways to locate, and filter the tasks displayed. You can search by:
- sequence number
- the person it is assigned to
- whether to show only open or closed tasks, and
- the order in which to display
- from oldest tasks first
- to showing expiring tasks first, or
- to display by sequence order.
Task Actions
Task actions include whether to release the associated documentation and email to the enquirer, or to customize the response first. Depending on your internal team processes, this may trigger additional actions mentioned earlier.