Activities and capture by voice

An activity is a piece of work someone plans, is doing or has done: an inspection, a replacement, a check. It is not a ticket: a ticket is a problem to fix or a request to someone; an activity records the work. An activity may refer to an asset, a ticket or a document — and changes none of them: repairing a pump whose fault ticket stays open is an activity about that ticket, and the ticket is left as it is.

What an activity holds

• Planned: when it is planned (a start, an end or a due time). Under way: when it started. Done: when it was actually done — which is not when it was recorded: work done last week and recorded today is dated last week. Skipped or cancelled.
• Who sees it: the workspace (its members who may read its tickets), or only its owner and the person it is assigned to. An activity about a record you may not see is not shown to you — not in lists, counts or search.
• Who changes it: its owner and its assignee; for a workspace activity, also those who may change the workspace’s tickets.
• Which workspaces: the one it was created in, and any other of your workspaces you add it to — a round that covers two facilities is one activity, listed and counted in both. In each workspace it follows that workspace’s rules above. Change them with Change… (web) or Change (phone). It may leave the workspace it was created in only if it refers to no asset, ticket or document, because those records belong to that workspace. Someone who cannot see a record it refers to does not see the activity, in any workspace. A recurring activity’s occurrences are in the series’ workspaces, so the workspaces change for this and future occurrences or the entire series, not for one occurrence.

Recurring activities

“Check the cooling system every Monday at 09:00”: a series with a rule — every day, chosen weekdays, every week, every month, every few days or weeks, until a date or a number of times. The rule keeps its local time in its time zone: 09:00 stays 09:00 across the changes of daylight saving. Each occurrence is done, skipped or moved on its own; changing one asks whether it is for this occurrence, this and future occurrences (the series is split there) or the entire series. Work already done keeps the words it was done under. A series without an end is never stored as endless rows: its occurrences are computed for the dates you look at.

Capture by voice (phone)

Capture by voice on the home page, on an asset (for a fault on it, or work done on it) or in the menu:

1. Speak: what you say appears as text, which you can correct by typing. The phone turns speech into text; only the text goes to ARGUS, to propose a record; no audio is kept.
2. Propose: the assistant proposes a ticket (a fault, an incident, a request) or an activity (work planned, under way or done), says why, quotes the words it relied on and marks what it is unsure of. When it cannot tell — or a date could mean two days — it asks one question; answer it and it proposes again.
3. Check and correct the preview: title, description, the ticket’s type (only types installed in the workspace), category and impact — never a priority, and safety only if you spoke of safety — or the activity’s state, date and repetition. Dates are read from the moment you spoke, in your time zone: “yesterday”, “now”, “next Monday” are shown resolved. A part of the day (“Monday morning”) is not an hour: none is made up; nor is a duration. Work is done only if you said it was done.
4. If an open ticket looks like the same matter, you can add what you said to it instead of a duplicate.
5. Create — only now is anything written. The result opens, and can be corrected.

Without the assistant, the text stays and you choose ticket or activity and fill the form. Offline, the capture is kept on the phone as a draft, proposed when you open it again online; nothing is created from a guess. A confirmed record waits in Unsent changes while ARGUS cannot be reached, and is sent once — never twice — when it can.

The activity lists

The cockpit (home page, web and phone) lists the workspace’s activities that need attention: those under way, those overdue and those planned for today, with how many were done today.

On the phone, Activities (home page or menu): Today, Upcoming (30 days), Completed (the last 30 days) — yours; start or finish one with a tap. Workspace, on the phone and on the web (Activities in the side bar): the activities of a range of dates, by planned date or by the date the work was done, as a calendar or a list, with counts (planned, under way, done, overdue…) and filters (state, owner, asset, ticket, recurring, private). An activity that starts before the range and runs into it is in it. Open one to see when it was planned, done and recorded, where it came from — the words, for a voice capture — and to change or finish it.