Skip to main content

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
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
Actions list with Create Action button highlighted

Step 3: Select category and type​

Choose the area of work and action type:

CategoryUse For
MaintenanceGeneral equipment or facility maintenance
PlumbingWater systems, pipes, drainage
ElectricalElectrical systems and equipment
TypeDescription
PreventiveScheduled, recurring maintenance
ReactiveResponse to an issue or urgent need
Click Category dropdown to select Maintenance, then click Type dropdown to select Reactive

Step 4: Enter title and description​

FieldPurposeExample
TitleBrief, clear name for the task"Monthly pump inspection"
DescriptionDetailed instructions for the technician"Check pressure levels, inspect seals, lubricate bearings"
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 5: 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
Media section with uploaded photo showing equipment condition

Visual references help technicians understand exactly what needs attention.

Step 6: Set estimated time​

Select how long the task should take:

  • 15 minutes
  • 30 minutes
  • 1 hour
  • 2 hours
  • Custom duration
Click Estimated Time dropdown and select a duration

This helps with workload planning and measuring operational efficiency.

Step 7: Set priority​

PriorityWhen to Use
NoneLow-urgency tasks with flexible timing
LowCan wait, but should be done soon
MediumStandard priority, complete in normal order
HighUrgent, requires immediate attention
Click Priority dropdown and select High

Step 8: 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
Toggle Recurring on, select Weekly, then check Monday and Wednesday

Step 9: Set dates​

FieldPurpose
Start DateWhen the action begins or becomes active
Due DateDeadline for completion
Open date picker, navigate to select a date

Step 10: Assign responsibility​

Choose who should complete the work:

OptionWhen to Use
Assign to UserA specific person must complete the task
Assign to TeamAny team member can pick it up
Click Assigned To dropdown and select a user

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

Select where the work should be performed:

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

Associate the action with specific equipment:

  1. Click the Asset dropdown
  2. Search or browse available assets
  3. Select the equipment
Click Asset dropdown and select an asset

Linking to assets builds maintenance history over time.

Step 13: Add inventory items (optional)​

Specify materials or spare parts needed:

  1. Click Add Inventory
  2. Search for the item
  3. Enter the quantity
Inventory section with parts added

Step 14: Associate a vendor (optional)​

If external support is required:

  1. Click the Vendor dropdown
  2. Select the service provider
Associate a vendor

This is useful for contracted maintenance or specialized repairs.

Step 15: Attach documents (optional)​

Upload reference materials:

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

Supported formats: PDF, DOC, DOCX

Attachments section with uploaded PDF

Step 16: Add cost (optional)​

Record budget or expense information for tracking purposes.

Step 17: Submit the action​

  1. Review all fields for accuracy
  2. Click Submit
Completed form with Submit button highlighted

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

Complete Example: Reactive Action​

FieldValue
CategoryMaintenance
TypeReactive
TitleClean spill in Corridor 3
DescriptionOil spill near loading dock. Use absorbent material and dispose properly.
MediaPhoto of spill
Estimated Time15 minutes
PriorityHigh
RecurrenceNone
Start DateToday
Due DateToday
Assigned ToCleaning Team
LocationCorridor 3
AssetNot applicable
InventoryAbsorbent 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