Create an Action

This guide walks through every field available when creating an action in Zeltask. Each action you create integrates into your team's workflow and becomes available for tracking, updates, and reporting.

Before You Start

• You need at least Staff Member permissions to create actions
• For assignment, users or teams should already exist in the system
• Optionally, have assets and locations created to link to the action

Steps

Step 1: Open the Actions module

1. Click Actions in the left sidebar
2. The actions list loads with any existing work orders

[Screenshot: Sidebar with Actions menu item highlighted]

Step 2: Start creating an action

1. Click Create Action in the top-right corner
2. The action creation form opens

[Screenshot: Actions list with Create Action button highlighted]

Step 3: Select category

Choose the area of work:

Category	Use For
Maintenance	General equipment or facility maintenance
Plumbing	Water systems, pipes, drainage
Electrical	Electrical systems and equipment

[GIF: Click Category dropdown and select Maintenance]

Step 4: Select action type

Type	Description
Preventive	Scheduled, recurring maintenance
Reactive	Response to an issue or urgent need

[GIF: Click Type dropdown and select Reactive]

Step 5: Enter title and description

Field	Purpose	Example
Title	Brief, clear name for the task	"Monthly pump inspection"
Description	Detailed instructions for the technician	"Check pressure levels, inspect seals, lubricate bearings"

[Screenshot: Title and Description fields completed with example text]

Write a clear title that explains what needs to be done. Use the description to provide context, instructions, or safety notes.

Step 6: Add supporting media (optional)

1. Click Add Media
2. Upload images showing the current condition, location, or specific issue
3. Supported formats: JPG, PNG, GIF

[Screenshot: Media section with uploaded photo showing equipment condition]

Visual references help technicians understand exactly what needs attention.

Step 7: Set estimated time

Select how long the task should take:

• 15 minutes
• 30 minutes
• 1 hour
• 2 hours
• Custom duration

[GIF: Click Estimated Time dropdown and select a duration]

This helps with workload planning and measuring operational efficiency.

Step 8: Set priority

Priority	When to Use
None	Low-urgency tasks with flexible timing
Low	Can wait, but should be done soon
Medium	Standard priority, complete in normal order
High	Urgent, requires immediate attention

[GIF: Click Priority dropdown and select High]

Step 9: Configure recurrence (preventive actions)

For recurring tasks, set up a schedule:

1. Enable the Recurring toggle
2. Select Recurrence: Daily, Weekly, Monthly, or Yearly
3. Configure the pattern:
   • Weekly: Select which days
   • Monthly: Select which day of the month
   • Yearly: Select month and day

[GIF: Toggle Recurring on, select Weekly, then check Monday and Wednesday]

Step 10: Set dates

Field	Purpose
Start Date	When the action begins or becomes active
Due Date	Deadline for completion

[GIF: Open date picker, navigate to select a date]

Step 11: Assign responsibility

Choose who should complete the work:

Option	When to Use
Assign to User	A specific person must complete the task
Assign to Team	Any team member can pick it up

[GIF: Click Assigned To dropdown and select a user]

The assigned person or team receives a notification when the action is created.

Step 12: Link to location

Select where the work should be performed:

1. Click the Location dropdown
2. Search or browse available locations
3. Select the appropriate area

[GIF: Click Location dropdown and select a location]

Step 13: Link to asset

Associate the action with specific equipment:

1. Click the Asset dropdown
2. Search or browse available assets
3. Select the equipment

[GIF: Click Asset dropdown and select an asset]

Linking to assets builds maintenance history over time.

Step 14: Add inventory items (optional)

Specify materials or spare parts needed:

1. Click Add Inventory
2. Search for the item
3. Enter the quantity

[Screenshot: Inventory section with parts added]

Step 15: Associate a vendor (optional)

If external support is required:

1. Click the Vendor dropdown
2. Select the service provider

This is useful for contracted maintenance or specialized repairs.

Step 16: Attach documents (optional)

Upload reference materials:

• Procedures or work instructions
• Safety guidelines
• Equipment manuals
• Previous reports

Supported formats: PDF, DOC, DOCX

[Screenshot: Attachments section with uploaded PDF]

Step 17: Add cost (optional)

Record budget or expense information for tracking purposes.

Step 18: Submit the action

1. Review all fields for accuracy
2. Click Submit

[Screenshot: Completed form with Submit button highlighted]

The action is created and the assigned person or team is notified.

Complete Example: Reactive Action

Field	Value
Category	Maintenance
Type	Reactive
Title	Clean spill in Corridor 3
Description	Oil spill near loading dock. Use absorbent material and dispose properly.
Media	Photo of spill
Estimated Time	15 minutes
Priority	High
Recurrence	None
Start Date	Today
Due Date	Today
Assigned To	Cleaning Team
Location	Corridor 3
Asset	Not applicable
Inventory	Absorbent material

Tips

• Write action-oriented titles: "Inspect pump seals" not "Pump"
• Set realistic time estimates to help with workload planning
• For preventive actions, start with simple weekly or monthly schedules
• Link actions to assets to build complete maintenance history
• Add photos when the visual context helps explain the work