Tasks and reporting
Assigning work, work records, and organization-level task reports.
Tasks are how workflow instructions become real work on an asset. Reporting turns completed tasks into data your organization can review and export.
Tasks in the admin app
The Tasks area (/admin/tasks) lists work across your organization. Each task links an asset, a workflow, and optionally an assignee email. Tasks move through:
- Open — created and not yet completed (assigned by admin or self-started on site)
- In progress — a field engineer has started the workflow
- Completed — workflow finished; work report stored on the task
Tasks created from assigned maintenance workflows include assigned_by_email and assigned_to_email. Self-started tasks record the field engineer as both starter and completer (self_started: true in the data model).
User workflow tasks (public QR flows) appear on the asset Feedback tab rather than as accountable maintenance visits.
Assigning work
Assignment is how maintenance workflows reach a specific technician:
- Choose an asset and a published workflow
- Set instructions, ticket reference, and assignee email as needed
- Maintella creates the task and issues a time-bound access key (magic link)
The assignee opens the link on mobile, completes their field engineer profile if prompted, and walks through the workflow steps. Form answers accumulate into the task work report.
For workflows engineers can start without assignment, see Self-startable workflows and Sharing access.
Work records
Each completed task stores a work report — the structured answers from every form step in the workflow. Admins review work records from the asset detail page and task views.
Work records are the source of truth for what happened on site: who did the work, when it started and finished, and what they recorded at each step.
Organization reports
Reports → Tasks (/admin/reports/tasks) provides an organization-wide view of completed work suitable for operational review and CSV export. Service managers and admins use it for monthly field engineering summaries, SLA review, and handoff to finance or quality systems.
Report usefulness depends on the fields your workflows collect. If columns are empty, check that published workflows include the form fields you need — see Forms.
Access to reports requires the reports.read permission (admins and service managers; not engineers).
Maintenance log vs Feedback log
| Log | Source | Typical use |
|---|---|---|
| Maintenance log | Assigned and self-started maintenance workflows | Service history, accountability, reports |
| Feedback log | Anonymous user workflows | Public issue reports, visitor feedback |
Keep reporting and compliance workflows on maintenance tasks. Use feedback workflows when identity is intentionally not collected.
Related
- Workflow types — how tasks are created for each workflow shape
- Forms — designing what the work report captures
- Roles and permissions — who can assign tasks and view reports