Zoomed Image
USA
800 691 9120
UK
01225 704844

Task Assignment Rules

Maintenance Guide
Work Orders

Task Assignment Rules

Task Assignment Rules let you automatically route new work orders and tasks to the right person, work centre, or supplier based on the task's Service Type, Service Status, and Asset Category. This eliminates manual assignment and ensures work reaches the correct team immediately.

To manage rules, go to Maintenance > Maintenance Setup > Rules for Task and Work Order Assignment. The screen itself is titled "Data Mapping - Task Assignment Rules".

The Task Assignment Rules list showing an existing rule with New Rule and Delete Rule buttons

The grid lists each rule's matching criteria (Service Type, Service Status, Category / Category Group) alongside the resulting assignment (Assignment Rule, Assigned Status, Assigned Work Centre, Assigned Custodian, Department, and Supplier - scroll right to see the remaining columns). From this screen you can:

  • Click New Rule to create a rule
  • Click a blue hyperlinked value (for example the Service Type or Assigned Status) to open an existing rule
  • Select a rule's checkbox and click Delete Rule to remove it

Creating or editing a rule

The Task Assignment Rules dialog showing the matching criteria and Assignment Rule fields for a Work Order rule

The dialog has two sections:

  • When the Task Meets the Following Criteria - the conditions a task must match: Service Type (for example Work Order), Service Status (or "Any Service Status"), and Asset Category (or "All Asset Categories").
  • Automatically Assign the Task as Follows - the Assignment Rule field. This is a required value; once you choose an assignment rule it drives the resulting Assigned Status, Assigned Work Centre, Assigned Custodian, Department, and Supplier shown back on the list screen.

A Note at the bottom of the dialog reminds you that the rule only applies to new, unassigned tasks, and only when the prerequisites below are also met.

Prerequisites for automatic assignment

For rules to take effect, two conditions must be met:

  1. The TASKALLOCATION setting (in Maintenance Settings) must be set to Yes or Only for Generated Work Orders.
  2. The Allow Automatic Assignment option must be checked when generating work orders.

Result

With rules in place, generated work orders are automatically assigned to the specified individual and work centre:

Generated work orders showing automatic assignment to the individual and work centre from the task assignment rules

Automatic assignment can be combined with email notifications to alert the assigned individual or team. The Service Management Dashboard also provides an overview of workload by technician for anyone with an xAssets login.