Asset Management Tasks System in Q-Hub
The Asset Management Tasks system in Q-Hub provides a comprehensive automated scheduling and tracking mechanism for maintaining assets. This feature ensures that critical maintenance activities, in...
Introduction
The Asset Management Tasks system in Q-Hub provides a comprehensive automated scheduling and tracking mechanism for maintaining assets. This feature ensures that critical maintenance activities, inspections, forms, and processes are performed on time, automatically creating tasks, forms, or processes based on configurable schedules. The system tracks completion status, calculates asset health indicators, and can automatically update asset statuses based on task performance.
What are Asset Management Tasks?
Asset Management Tasks are recurring activities (tasks, forms, or processes) that are automatically scheduled and assigned for assets. They enable you to:
Automate maintenance scheduling — set up recurring inspections, calibrations, or maintenance activities
Track compliance — ensure regulatory requirements are met with scheduled forms and processes
Monitor asset health — automatically calculate asset status based on task completion
Prevent overdue activities — receive notifications and status updates when tasks become overdue
Maintain audit trails — complete history of all management activities performed on assets
Control asset availability — automatically make assets unavailable for booking when critical tasks are overdue
Types of Management Activities
Asset Management Tasks can be configured as three different types:
1. Tasks
Standard tasks that can be assigned to users with due dates, priorities, and descriptions. Tasks appear in the user's task list and can be completed directly.
Use cases:
Equipment inspections
Maintenance checks
Calibration reminders
Visual inspections
2. Forms
Automated form entries that are created and assigned based on the schedule. Forms can collect structured data, measurements, and signatures.
Use cases:
Inspection forms
Quality control checklists
Compliance documentation
Safety audits
3. Processes
Multi-step processes that are automatically initiated according to the schedule. Processes can involve multiple users and steps.
Use cases:
Maintenance workflows
Certification processes
Multi-stage inspections
Approval workflows
Configuring Management Tasks
For Asset Profiles
Management tasks are configured at the asset profile level, meaning all assets using that profile will inherit the same management tasks.
To configure management tasks:
Navigate to the Asset Hub
Open the asset profile you want to configure
Go to the "Management Tasks" section
Click "Add Management Task" or "Edit" on an existing task
Management Task Configuration Options
When creating or editing a management task, you can configure:
Basic Information
Title — Name of the management task (required)
Type — Choose from:
Task
Form (requires selecting a form)
Process (requires selecting a process)
Description — Optional description of what the task involves
Priority — Set task priority (Low, Medium, High)
Assignment Settings
Assigned Users — Select specific users who will be assigned to complete this task
Send to Asset Owner — Automatically assign the task to the asset owner
Send to Asset Holder — Automatically assign the task to the user who currently has the asset booked out
Note: At least one assignment method must be configured for scheduled tasks.
Scheduling Settings
Scheduling determines when management tasks are automatically created. You can configure:
No Scheduling — Task is created manually only, not automatically scheduled
Weekly — Task repeats on specific days of the week
Select which days (Monday, Tuesday, etc.)
Set week interval (every week, every 2 weeks, etc.)
Configure first occurrence date
Set due time
Monthly — Task repeats on specific days of the month
Select specific dates (e.g., 1st, 15th) or weekdays (e.g., first Monday, last Friday)
Set month interval (every month, every 2 months, etc.)
Configure first occurrence date
Set due time
Yearly — Task repeats on specific dates each year
Select specific dates (e.g., January 15, March 1)
Option to include the first occurrence date annually
Set due time
Repeat After Days — Task repeats after a fixed number of days
Set number of days between occurrences
Configure first occurrence date
Based on Field — Task is scheduled based on a date field from a previous entry
Select the date field to use
Task will be created based on the date entered in that field
First Occurrence
For all scheduling types (except "Based on Field"), you must set:
First Due Date — When the first task should be due
Send Before — How many days before the due date the task should be created and assigned (default: 2 days)
Due Time — Specific time of day when the task is due (optional)
Asset Status Settings
These settings control how the management task affects the overall asset status:
Status Map — Map task/form/process statuses to asset statuses:
Not Started → Set asset to a specific status when task is not started
Working → Set asset to a specific status when task is in progress
Overdue → Set asset to a specific status when task becomes overdue
Completed → No status change (asset returns to normal)
When this task is overdue, make the overall asset status "overdue" — Automatically set asset status to "overdue" when the task becomes overdue
When this task is overdue, make asset unavailable for booking out — Automatically set asset booking status to "unavailable" when the task becomes overdue
Note: These settings are particularly important for critical maintenance tasks that affect asset safety or compliance.
How Management Tasks Work
Task Creation Process
Initial Setup
When you create an asset with management tasks configured in its profile:
A routine is automatically created for the asset
Management task templates are created based on the profile configuration
First occurrences are scheduled based on the scheduling settings
Automatic Scheduling
The system runs a background process every 5 minutes that:
Checks all active management task templates
Identifies tasks that need to be created based on scheduling settings
Creates new tasks, forms, or processes
Assigns them to the configured users
Sets appropriate due dates
Task Assignment
When a management task is created:
It is assigned to all configured users (assigned users, asset owner, asset holder)
Users receive notifications about the new task
The task appears in their task list or form/process list
Due date is set according to scheduling settings
Completion Tracking
When a management task is completed:
The system records completion date and user
Calculates the next occurrence based on scheduling settings
Updates asset management status
Schedules the next task automatically
Asset Status Calculation
The system automatically calculates three types of statuses for each asset:
1. Management Status
The management status reflects the overall health of all management tasks:
OK — All management tasks are completed on time, no tasks due soon
Due Soon — One or more management tasks are due within 30 days
Overdue — One or more management tasks are past their due date
Calculation logic:
If ANY task/form/process is overdue → Management Status = "Overdue"
If ANY task/form/process is due within 30 days → Management Status = "Due Soon"
Otherwise → Management Status = "OK"
2. Asset Status
The asset status can be automatically updated based on management task statuses using the Status Map:
Default Statuses:
OK (green)
Overdue (red)
Lost (red)
Quarantined (red)
Expired (red)
Recalled (red)
Custom Statuses — You can create custom statuses and map them to task statuses
Status Mapping:
When a task is "Not Started" → Asset status can be set to a mapped status
When a task is "Working" → Asset status can be set to a mapped status
When a task is "Overdue" → Asset status can be set to "overdue" or a mapped status
When a task is "Completed" → Asset status returns to normal (usually "OK")
3. Booking Status
The booking status controls whether an asset can be booked out:
Available — Asset can be booked out
Unavailable — Asset cannot be booked out (automatically set when critical tasks are overdue if configured)
In Use — Asset is currently booked out
Calculation:
If "Make asset unavailable for booking out when overdue" is enabled AND a task is overdue → Booking Status = "Unavailable"
If asset is currently booked out → Booking Status = "In Use"
Otherwise → Booking Status = "Available"
Status Updates and Notifications
Automatic Status Updates
Statuses are recalculated:
When a management task is completed
When a management task becomes overdue
Every 5 minutes by a background process
When scheduling settings are changed
Notifications
Users receive notifications when:
Task Created — New management task is assigned
Task Overdue — Management task becomes overdue
Asset owner is notified
Users who have the asset booked out are notified
Assigned users are notified
Asset Unavailable — Asset becomes unavailable for booking due to overdue task
Users who have the asset booked out are notified
Status Changed — Asset status changes due to management task status
Viewing Management Tasks
For a Specific Asset
To view management tasks for a specific asset:
Open the asset details page
Navigate to the "Management Tasks" tab
View all scheduled and active management tasks
The management tasks view shows:
Task title and type
Current status (Not Started, Working, Completed, Overdue)
Due date
Assigned users
Next scheduled occurrence
Management Tasks List
To view all management tasks across assets:
Navigate to Asset Hub
Go to "Management Tasks" section
View filtered list of all management tasks
You can filter by:
Asset profile
Task status (overdue, due soon, upcoming)
Assigned users
Asset groups
Asset locations
Date range
Overdue Tasks View
A dedicated view shows all overdue management tasks:
Sorted by due date (oldest first)
Shows which asset the task belongs to
Displays how many days overdue
Quick access to complete the task
Due Soon Tasks View
Shows tasks that are due within the next 30 days:
Helps with planning and resource allocation
Prevents tasks from becoming overdue
Sorted by due date
Editing Management Tasks
Editing Task Templates
You can edit management task templates at the profile level:
Open the asset profile
Go to "Management Tasks" section
Click "Edit" on the task you want to modify
Update settings as needed
Save changes
What happens when you edit:
Changes apply to all assets using that profile
Existing active tasks are not affected
Future scheduled tasks will use the new settings
You can choose to update existing templates or only apply to new tasks
Editing Individual Asset Tasks
For individual assets, you can:
Reschedule specific task occurrences
Change assigned users for a specific occurrence
Deactivate a task template for a specific asset
Add additional one-time tasks
Frequency Override
When editing management tasks for individual assets, you can:
Override the frequency settings
Set custom due dates
Adjust scheduling without affecting the profile template
Deactivating and Activating Tasks
Deactivating a Task Template
You can temporarily deactivate a management task template:
Open the asset profile
Go to "Management Tasks" section
Toggle the task to "Inactive"
What happens:
No new tasks will be created
Existing active tasks remain active
Task template is preserved for future activation
Activating a Task Template
To reactivate a deactivated task:
Open the asset profile
Go to "Management Tasks" section
Toggle the task to "Active"
Set the next occurrence date
Bulk Management
Excel Import/Export
You can manage management tasks in bulk using Excel:
Export Management Tasks:
Navigate to Asset Hub
Select an asset profile
Click "Export Management Tasks Template"
Download the Excel file
Import Management Tasks:
Fill in the Excel template with task data
Upload the file
System creates/updates management tasks based on the data
Excel Template Columns:
Asset title
Task title
Next due date
Assigned user
Frequency (for weekly/monthly/repeatAfterDays types)
Bulk Updates
You can update multiple management tasks at once:
Change assigned users for multiple tasks
Reschedule multiple tasks
Deactivate multiple task templates
Update status settings for multiple tasks
Practical Usage Examples
Example 1: Weekly Equipment Inspection
Scenario: A manufacturing company needs to inspect safety equipment every Monday.
Configuration:
Type: Form (Safety Inspection Form)
Scheduling: Weekly
Days: Monday
Week Interval: 1 (every week)
First Occurrence: Next Monday
Send Before: 2 days
Assigned Users: Safety Officer
Asset Status Settings:
When overdue → Make asset unavailable for booking
When overdue → Set asset status to "Overdue"
Result:
Every Friday, a new inspection form is created and assigned to the Safety Officer
Form is due on Monday
If not completed by Monday, asset becomes unavailable and status changes to "Overdue"
Asset owner and anyone with the asset booked out receives notifications
Example 2: Monthly Calibration
Scenario: Laboratory equipment requires monthly calibration on the 1st of each month.
Configuration:
Type: Process (Calibration Process)
Scheduling: Monthly
Month Days: 1st day of month
Month Interval: 1 (every month)
First Occurrence: 1st of next month
Send Before: 5 days
Assigned Users: Lab Technician
Send to Asset Owner: Yes
Asset Status Settings:
Status Map: "Not Started" → "Requires Calibration"
When overdue → Set asset status to "Overdue"
Result:
Calibration process is created 5 days before the 1st
Assigned to Lab Technician and Asset Owner
If not started, asset status changes to "Requires Calibration"
If overdue, asset status changes to "Overdue"
Next calibration is automatically scheduled for the following month
Example 3: Yearly Certification
Scenario: Medical devices require annual certification on specific dates.
Configuration:
Type: Task
Scheduling: Yearly
Year Dates: January 15, July 15
First Occurrence: January 15
Send Before: 30 days
Assigned Users: Quality Manager
Asset Status Settings:
When overdue → Make asset unavailable for booking
When overdue → Set asset status to "Overdue"
Result:
Certification task is created 30 days before each certification date
If not completed by the due date, asset becomes unavailable
Asset cannot be used until certification is complete
Next certification is automatically scheduled
Example 4: Maintenance Based on Usage
Scenario: Vehicle maintenance should occur every 90 days or based on mileage entered in a form.
Configuration:
Type: Form (Maintenance Form)
Scheduling: Repeat After Days
Days Interval: 90
First Occurrence: 90 days from asset creation
OR
Scheduling: Based on Field
Date Field: "Next Maintenance Date" from previous maintenance form
Assigned Users: Maintenance Team
Asset Status Settings:
Status Map: "Working" → "In Maintenance"
Result:
Maintenance form is created every 90 days
OR form is created based on the date entered in the "Next Maintenance Date" field
When maintenance starts, asset status changes to "In Maintenance"
Asset remains in maintenance status until form is completed
Best Practices
1. Plan Your Management Tasks
Before configuring management tasks:
Identify all required maintenance activities
Determine appropriate frequencies
Assign appropriate users
Consider criticality for status settings
2. Use Appropriate Task Types
Use Tasks for:
Simple reminders
Quick checks
Activities that don't require structured data
Use Forms for:
Data collection
Compliance documentation
Structured inspections
Measurements and readings
Use Processes for:
Multi-step workflows
Activities requiring approvals
Complex maintenance procedures
Activities involving multiple users
3. Configure Status Settings Carefully
For Critical Tasks:
Enable "Make asset unavailable when overdue"
Set status to "Overdue" when task is overdue
Ensure asset owner is always assigned
For Non-Critical Tasks:
Use status mapping to indicate task status without blocking asset use
Consider using "Due Soon" status instead of "Overdue"
4. Set Realistic Due Dates
Consider actual time needed to complete the task
Account for user availability
Set "Send Before" appropriately to give users advance notice
Review and adjust based on actual completion times
5. Assign Users Appropriately
Assign to users who have the skills and authority to complete the task
Include asset owner for visibility
Consider backup assignees for critical tasks
Use "Send to Asset Holder" for tasks that require the asset to be present
6. Monitor and Review
Regularly review overdue tasks
Analyze patterns in task completion
Adjust frequencies based on actual needs
Update status settings based on business requirements
7. Use Excel for Bulk Operations
Export templates to understand current configuration
Use Excel for bulk updates when managing many assets
Validate data before importing
Test with a small subset before bulk import
Important Considerations
Scheduling Limitations
Based on Field Scheduling:
Requires a previous entry with the date field filled
Cannot predict next occurrence until field is filled
May not work for new assets without history
Yearly Scheduling:
Dates are fixed each year
Consider leap years for February 29 dates
First occurrence date is included annually if configured
Status Update Timing
Real-time Updates:
Status updates occur when tasks are completed
Status updates occur when tasks become overdue
Background process runs every 5 minutes
Manual Recalculation:
System administrators can trigger manual recalculation
Useful after bulk updates or system maintenance
Task Completion Requirements
For Tasks:
Must be marked as "Completed" in the task system
Progress can be tracked (0-100%)
For Forms:
Form must be submitted and completed
All required fields must be filled
For Processes:
All process steps must be completed
Process must reach the final step
Asset Status Priority
When multiple management tasks affect asset status:
"Overdue" status has highest priority
If any task sets status to "Overdue", asset status becomes "Overdue"
Status mappings are applied in order of task completion
Last completed task's status mapping takes effect (unless overdue)
Booking Availability
Automatic Unavailability:
Only occurs if "Make asset unavailable when overdue" is enabled
Applies to ALL assets with overdue tasks (if enabled)
Users with the asset booked out are notified
Asset becomes available again when overdue task is completed
Manual Override:
System administrators can manually override booking status
Override is preserved until task is completed
Automatic status updates respect manual overrides for booking (but not for asset status)
Troubleshooting
Issue: Tasks are not being created automatically
Possible causes:
Task template is inactive
No scheduling settings configured
First occurrence date is in the future
No assigned users configured
Solutions:
Check that task template is active
Verify scheduling settings are configured
Ensure first occurrence date is set correctly
Add at least one assigned user or enable "Send to Asset Owner"
Issue: Asset status is not updating
Possible causes:
Status settings not configured
Task not completed (status only updates on completion)
Background process not running
Status mapping not set correctly
Solutions:
Configure asset status settings in task template
Complete the management task
Wait for background process (runs every 5 minutes)
Verify status mapping configuration
Issue: Asset is unavailable but task is not overdue
Possible causes:
Manual override set
Another management task is overdue
Asset status is set to unavailable for other reasons (lost, quarantined, etc.)
Solutions:
Check asset status and booking status separately
Review all management tasks for the asset
Check if asset has other status issues
Verify "Make unavailable when overdue" setting
Issue: Notifications are not being sent
Possible causes:
User notification settings disabled
Email notifications not configured
User not assigned to task
Notification system issue
Solutions:
Check user notification preferences
Verify email configuration
Ensure user is assigned to the task
Contact system administrator if issue persists
Issue: Next occurrence is not scheduled
Possible causes:
Task not completed
Scheduling settings changed
"Based on Field" scheduling waiting for field value
Task template deactivated
Solutions:
Complete the current task
Verify scheduling settings are still configured
For "Based on Field", ensure date field is filled in previous entry
Reactivate task template if needed
Frequently Asked Questions
Q: Can I have different management tasks for different assets with the same profile?
A: Management tasks are defined at the profile level, so all assets with the same profile have the same tasks. However, you can:
Edit individual asset tasks to override settings
Deactivate specific tasks for individual assets
Add additional one-time tasks to individual assets
Q: What happens if I delete a management task template?
A: Deleting a template:
Removes it from the profile
Existing active tasks remain active
No new tasks will be created
Historical data is preserved
Q: Can I change the frequency of a management task after assets are created?
A: Yes, you can edit the task template at any time. Changes will apply to:
All future scheduled tasks
Optionally to existing task templates (if you choose to update them)
Q: How do I handle assets that don't need a particular management task?
A: You can:
Deactivate the task template for that specific asset
Create a separate asset profile without that task
Use asset groups to manage different task sets
Q: What's the difference between "Due Soon" and "Overdue"?
A:
Due Soon: Task is due within 30 days but not yet past due date
Overdue: Task is past its due date and not completed
Q: Can management tasks be completed by external users?
A: Yes, if external users are assigned to the task and have appropriate permissions. External users may have limited notification options.
Q: How are management tasks different from regular tasks?
A: Management tasks are:
Automatically created based on schedules
Linked to specific assets
Can affect asset status
Part of asset maintenance tracking
Regular tasks are manually created and don't have these automated features
Q: Can I export management task history?
A: Yes, you can export management task data including:
Task completion history
Overdue tasks
Due soon tasks
Task performance metrics
Q: What happens to management tasks when an asset is archived?
A: When an asset is archived:
Active management tasks remain active
New tasks are not created
Task templates are preserved
If asset is unarchived, tasks resume based on schedule
Q: Can I set different due times for different days?
A: Currently, you set one due time that applies to all occurrences. For different times on different days, you may need to create separate management task templates.
Conclusion
The Asset Management Tasks system in Q-Hub is a powerful feature that automates maintenance scheduling, ensures compliance, and maintains asset health through systematic tracking and status management. By properly configuring management tasks, you can:
Ensure critical maintenance is performed on time
Maintain compliance with regulatory requirements
Automatically track asset health and status
Prevent asset use when maintenance is overdue
Maintain complete audit trails of all maintenance activities
Key Takeaways:
Configure management tasks at the asset profile level for consistency
Use appropriate task types (task, form, or process) for different activities
Set up status settings to automatically reflect asset health
Assign tasks to appropriate users with sufficient lead time
Monitor overdue and due soon tasks regularly
Use Excel import/export for bulk management operations
Review and adjust frequencies based on actual usage patterns
Leverage the Asset Management Tasks system to enhance your asset maintenance processes, ensure compliance, and maintain optimal asset performance.
Last updated: 13/11/2025
Document version: 1.0
Q-Hub Application Documentation
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