Work Time Tracking

Use this feature to:

  • Track your work on tickets and items
  • Set up the breadcrumbing feature (You can also set up breadcrumbing in a form's Form Settings > Enable Time Tracking / Breadcrumbing . Changes in one area are automatically updated in the other area)
  • An item/form can be configured for either work time tracking or breadcrumbing, but not both at once

This feature is in System Management ( ) > Administration > General > Work Time Tracking.

  1. On the Work Time Tracking Configuration page, in the left column, click Configure Ticket Work Time Tracking

  2. On the Track Ticket Work Time Configuration page, choose the settings:

    Choose the time users have to finish work once they start a ticket. When this limit is reached:

    • The system applies End Work (and updates audit history)
    • Syncs the data (if applicable)
    • If the item is locked, it is unlocked, even if the maximum number of minutes to lock has not expired

    To remove the limit, set it to zero

    Work can be started and ended until the time limit is reached or the ticket is closed. Each time work is started and ended is shown on the ticket map as a user activity icon

     

    Choose the actions to remove from the Ticket Details > Actions list until after the user starts work:

    Action Description
    Add Complete Response A response that closes a ticket
    Add Facility Type Facility types are the kinds of assets a company may have (gas, electric, water, etc.). Facility types are associated with the ticket's registration code
    Add Ongoing Response A response that does not close a ticket
    Add Map Annotation Add annotations to maps
    Add Notes Add note to ticket history
    Add Sketch Add sketch to maps
    Assign Assign a ticket to locator
    Change Folder Move a ticket from one folder to another
    Complete Secondary Review The review response that completes the review which means the ticket can be closed
    Create Work Item The action that created an item
    Handle Due Warning A ticket gets the Handled status when the system receives a warning that the ticket is about to be due
    Put in Folder A ticket with a status of Assigned or Pending Research was put in a folder
    Put Ticket on Legal Hold Prevents the ticket from being deleted by overriding the ticket retention feature and records the override in the ticket's audit history
    Reassign Reassign a ticket to locator
    Remove from Folder Ticket was removed from folder
    Set Ticket Class Classifications are defined by your company
    Unassign Unassign a ticket to locator

     

     

  3. Click OK. The Work Time Tracking Configuration page appears with your settings in the Ticket Work Time Tracking Configuration section

 

The actions you choose are removed from the Actions list until the user clicks Start Work.

  1. On the Work Time Tracking Configuration page, in the left column, click Configure Work Item Actions

  2. On the Work Item Actions for Work Time Tracking page, choose the actions to remove from the Actions list until after the user starts work:

    Choose the actions to remove from the Actions list until after the user starts work:

    Action Description
    Add Attachments Attach a file to an item
    Add Note Add note to ticket history
    Assign Assign a ticket to locator
    Change Status Change the status of an item
    Create Sub Item The creation of a child item (Item Details > Actions > Create a [form name])
    Delete Attachment Remove a file from an item
    Modify Edit the item
    Put in Folder A ticket with a status of Assigned or Pending Research was put in a folder
    Remove from Folder Ticket was removed from folder
    Schedule Set the date work will start on an item
    Share Send the item to someone
    Unassign Unassign a ticket to locator

     

  3. Click OK. The Work Time Tracking Configuration page appears with your settings in the Work Item Work Time Tracking Configuration section

 

In addition to configuring forms for work time tracking, you can also configure forms for breadcrumbing. An item/form cannot be configured for both at once. You can enable or disable breadcrumbing and work item tracking either here or on the form (Changes in one are automatically made in the other). See Form Settings > Enable Time Tracking / Breadcrumbing .

  1. On the Work Time Tracking Configuration page, in the left column, click Configure Forms for Work Time Tracking

  2. On the Configure Forms for Work Time Tracking page, choose the forms to track:

     

    Column Description
    Breadcrumbing Adds the path of the user (plus any buffer) to the map of the item
    Breadcrumbing buffer The distance (in feet) from either side of the path of the breadcrumbs
    Form Name The form you want to track
    Max Lock Time The maximum number of hours an item can be locked while a user work on it. The system unlocks the record when this limit is reached
    Max Work Time The maximum number of hours users can work on items. The system unlocks the record when this limit is reached
    Work Item Locking Checked: Enables items to be locked so only one user can work on them at a time
    Work Time Tracking Checked: Enables tracking work time

     

  3. Click OK. The Work Time Tracking Configuration page appears with your settings in the Work Item Work Time Tracking Configuration section under Forms

 

  1. On the Work Time Tracking Configuration page, in the left column, click Configure Work Reasons

  2. On the Work Reason Configuration Summary page, add or edit a work reason:

    Add or Edit Description
    Add In the left column, click Add Work Reason
    Edit

    1. In the main section, in the Reason column, click the reason you want to edit

    2. On the Work Reason Detail page, in the left column, click Modify this Work Reason

     

  3. On the Add a Work Reason or Modify Work Reason page, fill in the fields:

    Field Description
    Reason The name of the reason
    Description The definition of the reason

     

  4. Click Add or Save
  5. To edit page see Edit Report, below

 

Breadcrumbing records the user's path on the item details map. The system uses the GPS function of the user's device to record its location once per second. These GPS locations (breadcrumbs) are then automatically connected in a line. Clicking Stop Breadcrumbing adds the line of breadcrumbs to the item details map. Optionally, a buffer is applied. The buffer extends on either side of the line to the distance you chose in the buffer setting (for example, 50 feet).

If Breadcrumbing is active and you close and restart the Utilisphere application, it resumes automatically at the current device location (if the device moved while the form is off, the system automatically draws a line from the last breadcrumb before the form was closed to the new location and resumes breadcrumbing).

  • Breadcrumbing is only available for items/forms, not tickets
  • An item/form can be configured for either work time tracking or breadcrumbing, but not both at once

  • You can enable or disable breadcrumbing (and work item tracking) in two places (Changes in one area are automatically updated in the other area): 

    1. Form Settings > 3c: Options > Enable Time Tracking / Breadcrumbing
    2. General > Work Time Tracking > Configure Forms for Work Time Tracking. Optional: You can choose the actions to remove from the Actions list until after the user starts work
  • Breadcrumbing is only available in the iOS/Android/Windows forms. Your device settings must have GPS and GPS Continuous Updating enabled
  • Items/forms do not need to have Location, Address, or Latitude/Longitude fields