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Managing Work Items

Work items help you track tasks, issues, and action items that need attention. Whether it's a maintenance task, a safety concern, or a process improvement, work items keep your team organized and accountable.

What is a Work Item?​

A work item is any task, issue, or action that needs to be tracked and completed. Work items help you:

  • Track tasks - Keep a list of things that need to be done
  • Assign responsibility - Everyone knows who's working on what
  • Set deadlines - Due dates keep work on schedule
  • Monitor progress - See what's in progress, completed, or overdue
  • Collaborate - Team members can comment and discuss
  • Work offline - Create and update work items even without internet

Examples of work items:

  • "Replace worn conveyor belt in Section B"
  • "Investigate temperature spike on Boiler #3"
  • "Update safety signage in loading dock"
  • "Schedule quarterly pump maintenance"

Work Item Information​

Each work item contains:

FieldDescription
TitleBrief description of the work (e.g., "Replace air filter on Compressor 2")
NumberUnique identifier assigned automatically (e.g., "WI-1234")
Due DateWhen the work needs to be completed
StatusCurrent state: Not Started, In Progress, Completed, or Cancelled
PriorityUrgency level: None, Low, Medium, or High

Plus comments and discussion:

  • Team members can add comments
  • Reply to comments to create conversation threads
  • Track who said what and when

Linked Readings​

Work items can be linked to asset readings captured during operator rounds. This creates a direct connection between the observation or measurement that prompted the work and the task created to address it.

How Linking Works​

  • Many-to-many relationship: A single reading can trigger multiple work items (e.g., a high temperature reading might require both immediate cooling and a long-term pump replacement). Conversely, a single work item can be linked to multiple readings (e.g., a failing bearing causes abnormal readings on temperature, vibration, and pressure).
  • Create from reading: When reviewing readings during or after a round, you can create a work item directly from an abnormal value. The reading is automatically linked.
  • Link after creation: Supervisors can link existing work items to readings after the fact, connecting related data.
  • Full traceability: When viewing a work item's details, you'll see all linked readings showing the asset, attribute, and captured value.

Viewing Linked Readings​

When viewing a work item's details, you'll see a "Linked Readings" section showing:

  • Asset name - Which equipment the reading was captured from
  • Attribute measured - What was measured (e.g., "Temperature", "Vibration")
  • Value captured - The actual reading value
  • When captured - Timestamp of the reading

Creating a Work Item from a Reading​

  1. During or after an operator round, review a reading
  2. Select "Create Work Item" from the reading detail
  3. Fill in the work item details (Title, Priority, etc.)
  4. The reading is automatically linked
  5. Save the work item

Linking an Existing Work Item to a Reading​

  1. Open the work item detail view
  2. Select "Link Reading"
  3. Search for or browse to the reading
  4. Confirm the link
  5. The reading now appears in the work item's linked readings

Unlinking a Reading​

  1. Open the work item detail view
  2. Find the linked reading you want to remove
  3. Select "Unlink"
  4. Confirm the action
  5. The reading is removed from the work item (the reading itself is not deleted)

Offline Support​

Linking and unlinking readings works offline:

  • Links are saved locally on your device
  • Changes sync to the server when connectivity returns
  • Standard conflict resolution applies (most recent change wins)

Viewing Work Items (List View)​

Accessing Your Work Items​

On the Web:

  1. Go to your organization's URL (e.g., blueprintpaper.cyzag.co)
  2. Sign in if needed
  3. Click "Work Items" in the navigation menu
  4. You'll see a list of all work items

On Mobile:

  1. Open the Cyzag Blueprint app
  2. Sign in and select your organization
  3. Tap "Work Items"
  4. You'll see a scrollable list of all work items

What You See in the List​

The work item list shows:

Work Items (23)                           [+ New]

┌────────────────────────────────────────────┐
│ 🔴 WI-1234                          High    │
│ Replace worn conveyor belt                 │
│ Due: Dec 20, 2025 • Status: In Progress    │
└────────────────────────────────────────────┘

┌────────────────────────────────────────────┐
│ 🟡 WI-1233                          Medium  │
│ Investigate temperature spike               │
│ Due: Dec 18, 2025 • Status: Not Started    │
└────────────────────────────────────────────┘

┌────────────────────────────────────────────┐
│ ⚪ WI-1232                          Low     │
│ Update safety signage                      │
│ Due: Dec 25, 2025 • Status: Not Started    │
└────────────────────────────────────────────┘

Each work item shows:

  • Priority indicator - 🔴 High, 🟡 Medium, ⚪ Low
  • Number - Unique identifier
  • Title - What the work item is about
  • Due Date - When it needs to be completed
  • Status - Current state

Filtering and Sorting​

Filter by Status:

  • All - Show everything
  • Active - Not Started and In Progress only
  • Completed - Finished work items
  • Cancelled - Work items that were cancelled

Sort by:

  • Due Date - Soonest first (default)
  • Priority - High priority first
  • Created Date - Newest first
  • Title - Alphabetical order

Search:

  • Type in the search box to find work items by title or number
  • Example: Type "conveyor" to find all conveyor-related items

Priority Colors​

Work items are color-coded by priority:

  • 🔴 High Priority - Urgent, needs immediate attention
  • 🟡 Medium Priority - Important, but not urgent
  • ⚪ Low Priority - Can be done when time permits
  • ⚫ No Priority - Not prioritized yet

Creating a New Work Item​

Step-by-Step: Create a Work Item​

  1. Open the Work Items list (see above)

  2. Click or tap "+ New" or "Create Work Item"

  3. Fill out the form:

    Title (required)

    • Brief description of the work
    • Example: "Replace air filter on Compressor 2"
    • Keep it clear and specific

    Number (auto-generated)

    • The system creates a unique number automatically
    • Example: WI-1235
    • You can't edit this

    Due Date (optional)

    • When the work should be completed
    • Click the calendar icon to pick a date
    • Leave blank if no deadline

    Priority (required)

    • None, Low, Medium, or High
    • Choose based on urgency
    • Default: None

    Status (required)

    • Not Started (default for new items)
    • In Progress
    • Completed
    • Cancelled

  4. Click or tap "Save"

  5. Your work item is created!

Quick Create Tips​

Good titles are specific:

  • ✅ "Replace hydraulic hose on Press #3"
  • ❌ "Fix press"

Set realistic due dates:

  • Consider dependencies
  • Account for parts availability
  • Allow time for testing

Use priority wisely:

  • Don't mark everything as High
  • High = safety issues, equipment down, blocking others
  • Medium = important but scheduled work
  • Low = improvements, nice-to-haves

Creating Work Items Offline (Mobile)​

You can create work items even without internet:

  1. Open the mobile app (offline mode)
  2. Tap "Work Items"
  3. Tap "+ New"
  4. Fill out the form
  5. Tap "Save"
  6. Work item is saved on your device
  7. When you're back online, it syncs automatically

While offline:

  • The work item number shows as "Pending"
  • A sync indicator appears on the item
  • Once synced, you'll see the real work item number

Viewing Work Item Details (Detail View)​

Opening a Work Item​

From the work item list:

  • Web: Click on the work item
  • Mobile: Tap on the work item

You'll see the Detail View with all information and comments.

Detail View Layout​

┌────────────────────────────────────────────┐
│  ← Back                    [Edit] [Delete] │
├────────────────────────────────────────────┤
│                                            │
│  WI-1234                            🔴 High │
│  Replace worn conveyor belt                │
│                                            │
│  Status: In Progress                       │
│  Due Date: December 20, 2025               │
│  Priority: High                            │
│                                            │
│  Created: Dec 15, 2025 by John Smith       │
│  Last Updated: Dec 16, 2025                │
│                                            │
├────────────────────────────────────────────┤
│  Comments (3)                              │
├────────────────────────────────────────────┤
│                                            │
│  Mike Johnson • 2 hours ago                │
│  Ordered the replacement belt. Should     │
│  arrive tomorrow.                          │
│      [Reply]                               │
│                                            │
│      ↳ Sarah Williams • 1 hour ago        │
│        Great! I'll schedule the crew.      │
│                                            │
│  John Smith • Yesterday                    │
│  Belt is showing significant wear.         │
│  Recommend replacement before Friday.      │
│      [Reply]                               │
│                                            │
├────────────────────────────────────────────┤
│  [Add Comment]                             │
└────────────────────────────────────────────┘

Detail View Sections​

Header:

  • Work item number and title
  • Priority indicator
  • Edit and Delete buttons

Details:

  • Status
  • Due Date
  • Priority level
  • Created date and creator
  • Last updated date

Comments Section:

  • All comments in chronological order
  • Replies are indented
  • Who posted and when
  • Reply button on each comment

Add Comment:

  • Text box to add new comments
  • Available at the bottom

Editing Work Items (Edit View)​

How to Edit​

  1. Open the work item (Detail View)
  2. Click or tap "Edit"
  3. You'll see the Edit View with all fields editable
  4. Make your changes
  5. Click or tap "Save"
  6. Or "Cancel" to discard changes

What You Can Edit​

Title

  • Click in the title field
  • Type your changes
  • Keep it clear and descriptive

Due Date

  • Click the date field
  • Choose a new date from calendar
  • Or clear the date if no longer needed

Priority

  • Click the dropdown
  • Select: None, Low, Medium, or High

Status

  • Click the dropdown
  • Select: Not Started, In Progress, Completed, or Cancelled

Editing Tips​

Updating Status:

  • Change to "In Progress" when you start work
  • Change to "Completed" when finished
  • Don't forget to update - helps everyone track progress

Adjusting Due Dates:

  • If work is delayed, update the due date
  • Add a comment explaining why
  • Better to adjust than miss a deadline silently

Changing Priority:

  • Re-prioritize as situations change
  • Emergency work becomes High priority
  • Completed work priority doesn't matter

Editing Offline (Mobile)​

You can edit work items offline:

  1. Open the work item
  2. Tap "Edit"
  3. Make changes
  4. Tap "Save"
  5. Changes saved on device with sync indicator
  6. Syncs automatically when back online

Important: If someone else edited the same work item while you were offline, the most recent change wins when you sync.

Deleting Work Items​

How to Delete​

  1. Open the work item (Detail View)
  2. Click or tap "Delete"
  3. Confirm deletion
  4. Work item is permanently deleted

Warning: Deletion is permanent and cannot be undone. All comments are also deleted.

When to Delete vs Cancel​

Delete when:

  • Work item was created by mistake
  • Duplicate work item
  • No longer relevant and never was worked on

Cancel (change status) when:

  • Work was planned but no longer needed
  • Work was superseded by something else
  • Want to keep history of why it was cancelled

Best practice: Usually better to Cancel (change status) than Delete. This keeps a record.

Deleting Offline (Mobile)​

You can delete work items offline:

  • Deletion is saved on device
  • Work item disappears from your list
  • Deletion syncs when back online
  • Cannot undo after syncing!

Adding Comments​

Comments help your team communicate about work items.

How to Add a Comment​

  1. Open the work item (Detail View)
  2. Scroll to the "Add Comment" section at the bottom
  3. Click or tap in the text box
  4. Type your comment
  5. Click or tap "Post" or "Add Comment"
  6. Your comment appears immediately

What to Comment​

Good comments:

  • ✅ "Ordered replacement part, arrives Dec 20"
  • ✅ "Found root cause - worn seal on pump"
  • ✅ "Completed work and tested. All good!"
  • ✅ "Need to reschedule - waiting on parts"

Less useful:

  • ❌ "OK" (too vague)
  • ❌ "Same" (what does this mean?)
  • ❌ "+1" (just agree with words)

Comment Information​

Each comment shows:

  • Who - Name of the person who commented
  • When - How long ago (e.g., "2 hours ago", "Yesterday")
  • What - The comment text

Adding Comments Offline (Mobile)​

You can add comments even offline:

  1. Open the work item
  2. Add your comment
  3. Tap "Post"
  4. Comment saves with sync indicator
  5. When back online, comment syncs automatically

While offline:

  • Your comment appears immediately
  • A sync icon shows it's not uploaded yet
  • Order is preserved when syncing

Replying to Comments (Threading)​

Replies create conversation threads, making discussions easier to follow.

How to Reply​

  1. Open the work item (Detail View)
  2. Find the comment you want to reply to
  3. Click or tap "Reply"
  4. Type your reply in the reply box
  5. Click or tap "Post Reply"
  6. Your reply appears indented under the original comment

Reply Example​

Mike Johnson • 2 hours ago
Ordered the replacement belt. Should arrive tomorrow.
    [Reply]

    ↳ Sarah Williams • 1 hour ago
      Great! I'll schedule the crew for installation.
      [Reply]

    ↳ Mike Johnson • 30 minutes ago
      Belt arrived! Ready for install.
      [Reply]

Benefits of threading:

  • Keeps related comments together
  • Easy to follow conversations
  • Context is clear

Reply Best Practices​

Do:

  • Reply directly to the relevant comment
  • Keep the conversation on topic
  • Use @mentions if supported (future feature)

Don't:

  • Start a new top-level comment when replying
  • Reply to the wrong comment
  • Create deep threads (reply to replies to replies)

Replying Offline (Mobile)​

You can reply to comments offline:

  • Reply saves on device
  • Appears indented under original comment
  • Syncs when back online
  • Threading is preserved

Working Offline with Work Items​

The mobile app is designed for offline work. Here's what you can do:

Offline Capabilities​

View Work Items

  • See all previously synced work items
  • View details
  • Read comments and replies
  • No internet required

Create Work Items

  • Create new work items offline
  • Number shows as "Pending" until synced
  • All details saved on device

Edit Work Items

  • Update status, priority, due date
  • Changes saved locally
  • Syncs when back online

Delete Work Items

  • Mark for deletion offline
  • Removed from your view
  • Deletion syncs later

Add Comments

  • Add comments and replies offline
  • Saved on device with sync indicator
  • Uploads when connection restored

Cannot do offline:

  • See new work items created by others
  • See updates made by others
  • Guarantee no conflicts (rare)

Sync Behavior​

Automatic Sync:

  • Syncs in background every 15 minutes (configurable)
  • Syncs when you open the app
  • Syncs when you return from offline to online

Manual Sync:

  • Open menu (☰)
  • Tap "Sync Now"
  • Wait for sync to complete

Sync Indicators:

  • 🔴 Offline - No connection
  • 🟡 Syncing - Uploading changes
  • 🟢 Online - Everything synced
  • ⚠️ Sync Issue - Problem syncing

Conflict Resolution​

If you and a coworker edit the same work item offline:

Most recent change wins:

  • Server compares timestamps
  • Newer edit is kept
  • You see a notification if your change was overwritten
  • Rare in practice - usually different people work on different items

To avoid conflicts:

  • Communicate with your team
  • Don't edit work items others are working on
  • Sync frequently
  • Add comments instead of changing fields

Organizing Your Work​

Using Status Effectively​

Not Started:

  • Work item is created but not begun
  • Waiting for resources or approval
  • In the backlog

In Progress:

  • Someone is actively working on it
  • Update to this status when you start
  • Signals to others: "I'm on it"

Completed:

  • Work is finished
  • Testing is done
  • Ready to close

Cancelled:

  • Work won't be done
  • Add a comment explaining why
  • Keeps history without cluttering active list

Priority Guidelines​

High Priority:

  • Safety issues
  • Equipment failure (production down)
  • Blocking other work
  • Regulatory deadlines

Medium Priority:

  • Scheduled maintenance
  • Non-critical repairs
  • Process improvements
  • Quality issues

Low Priority:

  • Nice-to-have improvements
  • Cosmetic issues
  • Long-term projects
  • Can wait for slow periods

No Priority:

  • Just created, not evaluated yet
  • Parking lot ideas

Due Date Strategies​

Set due dates for:

  • Compliance deadlines
  • Scheduled maintenance
  • Coordinated work (multiple trades)
  • Blocking other projects

Skip due dates for:

  • Parking lot ideas
  • When-time-permits work
  • Ongoing monitoring tasks

Common Scenarios​

Scenario 1: Equipment Breakdown​

  1. Create work item immediately

    • Title: "Conveyor motor failure - Line 3"
    • Priority: High
    • Status: Not Started
    • Due Date: Today

  2. Assign and update

    • Add comment: "Motor bearing seized. Mike investigating."
    • Change status to: In Progress

  3. Track progress with comments

    • "Ordered replacement motor, arrives 2pm"
    • "Motor installed, testing now"
    • "Testing complete, line back in operation"

  4. Close when done

    • Change status to: Completed
    • Add final comment: "Completed. Ran for 2 hours, no issues."

Scenario 2: Planned Maintenance​

  1. Create work item in advance

    • Title: "Quarterly inspection - Boiler #2"
    • Priority: Medium
    • Due Date: Next Friday
    • Status: Not Started

  2. Prepare with comments

    • "Checklist attached"
    • "Parts ordered"
    • "Scheduled for 6am Friday"

  3. Execute and document

    • Change to In Progress Friday morning
    • Add comments during inspection
    • "Found worn gasket, replaced"
    • "Pressure test passed"

  4. Complete

    • Change status to Completed
    • "All items on checklist completed. Next inspection due March 2026."

Scenario 3: Safety Concern​

  1. Report immediately

    • Title: "Loose railing on Platform B"
    • Priority: High
    • Status: Not Started
    • Add photo if possible (future feature)

  2. Communicate

    • Comment: "Barricaded area with caution tape"
    • Comment: "Maintenance notified"

  3. Track resolution

    • Change to In Progress when work starts
    • "Welding railing now"
    • "Weld inspected and approved"

  4. Close

    • Status: Completed
    • "Repair complete. Barricade removed. Area safe."

Scenario 4: Team Discussion Needed​

  1. Create work item

    • Title: "Evaluate new conveyor system"
    • Priority: Low
    • No due date
    • Status: Not Started

  2. Gather input via comments

    • "Anyone have experience with Brand X conveyors?"
    • Reply: "We used them at my old job, very reliable"
    • Reply: "Brand Y is cheaper but noisier"

  3. Make decision

    • "Team consensus: go with Brand X"
    • "Sarah will get quotes"

  4. Track implementation

    • Create separate work items for next steps
    • Close this one or change to Completed

Tips and Best Practices​

For Everyone​

  1. Keep titles clear - Future you will thank you
  2. Update status regularly - Helps team coordinate
  3. Comment with updates - Keeps everyone informed
  4. Set realistic due dates - Better to finish early than late
  5. Sync before going offline - Get latest work items
  6. Use priority wisely - Not everything is High

For Team Leads​

  1. Review daily - Check status of all active items
  2. Follow up on overdue - Don't let things slip
  3. Balance priorities - Don't overload High priority
  4. Encourage commenting - Communication is key
  5. Archive completed work - Keep active list manageable

For Operators​

  1. Check your work items at shift start - Know what's expected
  2. Update as you go - Don't wait until end of shift
  3. Add photos in comments (future) - Show before/after
  4. Ask questions in comments - Don't assume
  5. Mark complete when done - Keep status current

Frequently Asked Questions​

Q: Can I assign work items to specific people? A: Currently no, but you can mention people in comments. User assignment is coming in a future release.

Q: Can I attach photos or documents? A: Not yet, but file attachments are planned for a future release.

Q: How do I see only my work items? A: Currently all work items are visible to everyone. Personal filters coming soon.

Q: Can I get notified when someone comments? A: Email notifications for comments are coming in a future release.

Q: What happens if I delete a work item by mistake? A: Deletion is permanent - the work item and all comments are lost. Be careful! Consider using "Cancelled" status instead.

Q: Can I restore a deleted work item? A: No. Deletion is permanent and cannot be undone.

Q: How far back does the mobile app sync work items? A: The app syncs all active work items (Not Started and In Progress) and completed items from the last 30 days.

Q: Can I export work items to Excel? A: Not yet, but data export is planned for a future release.

Q: What's the difference between Priority and Status? A: Priority = how urgent (High, Medium, Low). Status = what stage (Not Started, In Progress, Completed).

Q: Can I set recurring work items? A: Not yet. For now, create a new work item each time. Recurring work items are planned.

Need Help?​

  • Can't create a work item? Check that you have permission and that required fields are filled
  • Work item not syncing? Check your internet connection and try manual sync
  • Accidentally deleted a work item? Unfortunately, deletion is permanent
  • Need to track specific types of work? See Operator Rounds for scheduled inspections
  • Questions about offline mode? All operations work offline and sync when connectivity returns

What's Next?​

Now that you know how to use work items:

  1. Learn about Operator Rounds - Scheduled inspection workflows
  2. Capture Asset Readings - Record equipment measurements
  3. Explore the Tutorial - See a complete example