Tasks — Work Orders
Kanban board for managing work orders with statuses, priorities, assignments, and automatic notifications.
Tasks — Work Orders
Tasks are Rela AI's work order management system. Any work that needs to be done in the plant — a repair, an inspection, a preventive maintenance — is recorded as a task and organized on a visual board where everyone can see real-time status. Tasks can be created manually, generated automatically by the AI agent when it detects a problem, or opened automatically by a maintenance plan.
What is it for?
Without a task system, work orders get lost in emails, WhatsApp messages, or paper notes. Nobody knows exactly what is in progress, what has been resolved, or how many tasks are overdue. When an audit arrives, proving that a critical event was addressed becomes a file hunt.
Rela AI Tasks solve this with a Kanban board that everyone sees equally, in real time:
- Technicians know exactly what they need to do and in what order
- Supervisors see the status of the whole team without asking
- Maintenance managers can measure SLA compliance with real data
- Audits have a complete and traceable history
How does it work?
Tasks are organized in 5 columns representing their status:
| Status | Description |
|---|---|
| Backlog | Identified work not yet planned |
| Todo | Planned and ready to start |
| In Progress | Someone is working on this right now |
| Done | Work completed and closed |
| Cancelled | Decision was made not to perform this task |
You can move tasks between columns by dragging and dropping. The move is reflected in real time for all connected users — if the technician moves their task to "In Progress," the supervisor sees it instantly.
How to use it?
Create a task manually
- Go to Tasks in the sidebar.
- Click New Task.
- Fill in the form:
| Field | Description | Example |
|---|---|---|
| Title | Brief description of the work | "Replace bearing on motor M-12" |
| Description | Additional details and instructions | "Use SKF 6205-2Z bearing. Verify alignment afterward." |
| Department | Responsible team | Mechanical Maintenance |
| Assigned to | Responsible person | John Smith (filtered by department) |
| Priority | Urgency of the work | Low, Medium, High, Urgent |
| Due date | When it must be finished | 03/27/2026 |
| Linked report | Associated PDF (e.g., inspection report) | Pump B-07 inspection 03/25 |
- Choose whether to notify the assignee by Email and/or WhatsApp when creating the task.
- Click Create.
Notifications are only sent at the moment of task creation and require the assigned person to have an email or phone registered in their Personnel profile.
How tasks are created automatically
Tasks can also be created without manual intervention:
- By a Machine Agent: when it detects a critical event, the agent creates the task directly
- By a Maintenance Plan: when the scheduled date arrives, the system creates the task automatically
- By event rules: when a defined condition is met, the task is generated
In all these cases, the task appears on the board with an automatically generated code and, if configured, the notification is sent immediately.
Using the Kanban board
The board shows all tasks in their corresponding columns. You can:
- Drag and drop to change a task's status
- Filter by priority, department, or assigned person
- Click any task to see its full detail
Priorities and colors
| Priority | Color | When to use |
|---|---|---|
| Low | Gray | Can wait days or weeks without impact |
| Medium | Yellow | Should be addressed in this shift or the next day |
| High | Orange | Affects production — attend within the next few hours |
| Urgent | Red | Requires immediate attention — risk of shutdown or safety issue |
Task code
Each task receives a unique code generated automatically based on its department (e.g., MAN-0234 for Maintenance, OPE-0089 for Operations). This code is the official identifier for referencing the task in communications, reports, and audits.
Real-time updates
The board updates automatically when other users create or modify tasks. If the field technician moves their task to "Done" from their phone, the supervisor sees it on their screen at that moment. No page reload needed.
Key benefits
- Complete visibility of pending work for the whole team in real time
- Automatic task generation from alarms and maintenance plans
- Immediate notifications to the assigned technician via WhatsApp and/or email
- Unique task code per task for audit traceability
- Department filters so each team only sees their work
- Intuitive drag-and-drop — no technical training required
- Complete history of status changes
Common use cases
Scenario 1: Automatic response to critical alarm At 3:15 AM, the sensor on pump B-12 sends a critical vibration alarm. The Machine Agent automatically creates the task "ALARM: Critical vibration — Pump B-12 (8.2 mm/s)" with Urgent priority, assigns it to the Mechanical Maintenance department, and sends a WhatsApp to the night-shift technician. The technician sees the notification, opens the task on their phone, reads the agent's analysis, goes to the equipment, verifies the problem, and moves the task to "In Progress." When finished, they move it to "Done" and adds a note. Everything is recorded.
Scenario 2: Shift planning The morning shift supervisor opens the board at 6 AM and filters by their department. They see 4 tasks in "Todo" and 2 in "In Progress" from the previous shift. They distribute the tasks among the 3 available technicians based on priority and specialty. Before the shift ends, they can see which ones were completed and which need to carry over to the next shift with a status note.
Scenario 3: SLA compliance review The maintenance manager wants to know how many "Urgent" priority tasks were completed outside the target time (2 hours). They review the month's completed tasks with Urgent priority and compare the creation date with the close date. They identify that 3 of 18 urgent tasks took more than 4 hours, all from the Friday night shift. They investigate the causes and reinforce coverage for that shift.