Standby Assignments

The "Standby" status is a new feature for task assignments, created to help streamline your task list. It automatically shifts inactive assignments to a separate list, allowing you to concentrate on your active tasks.

In this article you will learn about

1. What is the "Standby" State?

2. Why is this Important?

3. How It Works?

4. How to Request Changes

What is the "Standby" State?

The "Standby" state is a new status for assignments designed to help keep your task list organized. It automatically moves inactive assignments into a separate list, making it easier to focus on current tasks. While assignments in "Standby" are no longer part of your active task list, they are still accessible for review or updates.

Why is this Important?

This update is designed to make your task list more organized and less overwhelming. By automatically moving inactive assignments to a separate section, it reduces clutter, allowing you to focus on the tasks that need your immediate attention. 

The process is largely automatic, meaning that inactive tasks will be moved to the "Standby" status without you having to do anything. However, if you prefer, you can also manage and adjust these assignments manually, giving you more control over how your tasks are displayed. This feature helps ensure that only relevant tasks are visible, improving efficiency and making it easier to prioritize your workload.

How It Works

Here’s an overview of the key features:

Automatic Movement of Inactive Assignments: Assignments that have been in active states, such as submitted, fixed, or approved, will automatically be moved to "Standby" if they haven't been updated for the last 30 days. These assignments will be marked with a special icon to distinguish them from active tasks.

You can adjust the number of days of inactivity that triggers this move. While the default is set to 30 days, you have the option to customize this setting based on your needs.

What Happens When an Assignment is in "Standby"? Once an assignment is moved to "Standby," the system records when the change occurred and who triggered it (this happens automatically). The assignment will remain in the system but will be moved to a separate list. This helps keep the active task list focused on assignments that need immediate attention.

Notifications: Depending on your notification settings, you may receive an alert when an assignment moves to "Standby."

Device-Specific Features

On Android :

What You’ll See First

• Total Assignments Counter:
  At the top of the screen, you’ll see a counter showing the total number of Standby Assignments available.

• Empty Screen with Instructions:
  If no filters have been applied yet, the screen will be empty with a message guiding you to set up filters to view assignments.

How to View Assignments

To see your Standby Assignments, you’ll need to apply filters. Here’s how:

• Choose Your Filter:
  Select parameters like priority, department, or specific dates to narrow down your list of assignments. These filters are designed to show you only the assignments that are relevant to you. Please note that only one filter can be used at a time.

• Why Filters Are Important:
  Filters help the app run faster by loading only the data you need. Without them, the app would have to load all assignments, which could slow things down.

• Adjust Filters Anytime:
  If you want to change what you see, you can reset the filters and go back to the starting screen to apply new ones.

On iOS:

The behavior is similar to Android, but with a key difference:

• "Standby" assignments will be shown immediately after the app loads, much like they are displayed on the web.

On Web:

The "Standby" state is fully integrated into the web version of the system. You’ll find a dedicated Assignments tab to easily manage and review all tasks, including those in "Standby."

What Stays the Same? Assignments in the "Standby" state still follow the same rules as active tasks, like "Submitted" or "Fixed." You can search for, view, and update these assignments as long as you have the necessary permissions, ensuring you can still manage them effectively.

How to Request Changes

If you need to adjust permissions for managing "Standby" assignments or modify the inactivity period, simply contact Flexkeeping support. We’ll handle the setup and make the changes for you.

How to Set It Up

The "Standby" state is already enabled for all task and repair assignments across all properties. By default:

• Only management users can edit the "Standby" state.

• Assignments automatically move to "Standby" after 30 days of inactivity.