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Managing Jobs and Auditing Completed Work

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1.0 Overview

This guide is written for Manifest administrators responsible for creating and managing Jobs and auditing completed work across their domain. It covers the full lifecycle: from understanding core concepts, to creating Jobs, assigning and monitoring them, and finally reviewing Work History for compliance and quality assurance.

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1.1 What is work in Manifest?

Work is the umbrella term for everything tracked in Manifest. It includes two types:

• Jobs - structured, step-by-step procedures based on Templates that workers follow to completion.
• Tasks - ad hoc to-do items used to coordinate follow-up actions, such as ordering parts or scheduling a follow-up inspection.

Work can be associated with a specific Asset (e.g., a piece of equipment), making it easy to build a maintenance and inspection history over time.

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1.2 Key Concepts

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1.3 Required Roles for This Guide

The actions in this guide require an Admin or Operator role at minimum. Below is a summary of relevant roles:

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2.0 Before You Create a Job

A Job cannot exist without a published Template. This section explains what must be in place before you begin creating Jobs.

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2.1 Confirm a Template Is Published

Templates are the blueprints for Jobs. Only published Templates can be used to create Jobs. To verify a Template is ready:

1. Log in to the Manifest Web Application using Google Chrome.
2. In the left-hand Main Menu, select Templates.
3. Locate the Template you intend to use. Look for a Published status indicator.
4. If the Template is in Draft or Pending Approval status, it must be approved and published by a user with the Approver and Publisher roles before proceeding.

TIP: If your team does not use a formal review process, assign both the Approver and Publisher roles to your Authors so they can self-publish Templates without a separate workflow.

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2.2 Confirm Asset Exists

Jobs must be associated with either an Asset or a Location in Manifest. Verify the following: The Asset (equipment, device, etc.) has been registered in Manifest under Assets in the Main Menu.

• The Asset (equipment, device, etc.) has been registered in Manifest under Assets in the Main Menu.
• If the Job is location-based rather than asset-based, confirm the Location exists under Locations in the Main Menu.
• If neither exists, an Admin or Author must create the Asset or Location before the Job can be created.

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2.3 Confirm the Assigned User Exists

Jobs can be assigned to specific users. To assign a Job, the worker must already have a Manifest account with at least the Operator role. User accounts are managed under User Management in the Web Application, accessible only to users with the User Admin role.

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 3.0 Creating a Job on Web

Follow these steps to create a Job from the Manifest Web Application:

1. Log in to the Manifest Web Application.
2. In the left-hand Main Menu, select Work. This opens the Work window, which displays all active Jobs and Tasks on your domain.
3. In the upper area of the Work window, select the option to create a new Job.
4. After filling in the required fields, save or submit the Job to create it. It will now appear in the Work window and on the Operator’s Work Board.

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 4.0 Creating a Job on iPad

Follow these steps to create a Job from the Manifest Web Application:

1. Log in to the Manifest iPad Application.
2. On the Job Board, select the ‘Add Work +’ button
3. After filling in the required fields, save or submit the Job to create it. It will now appear in the Work window and on the Operator’s Work Board.

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5.0 Monitoring Active Jobs

Once Jobs are created, administrators have several tools to track their status and progress in real time.

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5.1 The Work Window on Web

The Work window (accessed from the Main Menu) shows all active Jobs and Tasks on your domain. From here you can: Filter and sort Jobs by status (Open, In Progress), assigned user, location, priority, or asset c5.0 Monitoring Active Jobslass.

• Filter and sort Jobs by status (Open, In Progress), assigned user, location, priority, or asset class.
• Search for specific Jobs using the header Search bar. Searchable fields include Job ID, Title, Asset Class, Asset ID, Location, Asset Tag ID, and Assigned User.
• Use the Actions button on any Job row to reassign, edit, or cancel the Job.

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5.2 The Work Board on iPad

The Work board shows all active Jobs and Tasks on your domain. From here you can: Filter and sort Jobs by status (Open, In Progress), assigned user, location, priority, or asset class.

• Filter and sort Jobs by status (Open, In Progress), assigned user, location, priority, or asset class.
• Search for specific Jobs using the header Search bar. Searchable fields include Job ID, Title, Asset Class, Asset ID, Location, Asset Tag ID, and Assigned User.
• Use the Actions button on any share or reassign a job

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5.3 Understanding Job Status

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6.0 Evidence and Faults

As Operators work through Jobs, Manifest collects two important types of documentation that administrators should be aware of: Evidence and Faults.

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6.1 Evidence

While performing a Job, Operators can attach Evidence Notes to any step. Evidence can include photos or videos and serves several purposes:

• Sharing additional detail about the work performed at that step.
• Demonstrating proof of understanding or skill.
• Providing visual evidence of successful task completion.

Evidence is stored with the Job record and becomes part of the Work History once the Job is completed. Administrators can review Evidence when auditing completed Jobs in Work History.

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6.2 Faults

A Fault is a way for any user with Operator, Author, or Admin permissions to flag an issue discovered during a Job or while working with an Asset. When a Fault is logged:

• The user must enter a Fault description.
• Optionally, the user may add Fault Notes (the available fields are configured by the Administrator).
• The Fault is recorded as its own data entry and is linked to the Asset it was added against.
• On AR-enabled platforms (HoloLens, iPad, Meta Quest), Faults can be spatially placed near the physical issue so they display at the correct location for anyone viewing in AR.

Administrators manage Faults from the Faults window in the Main Menu. From here you can view all open Faults on the domain, create Work associated with a Fault, and mark Faults as resolved. TIP: Faults are a powerful QA tool. Configure the available Fault Note fields to capture exactly the structured data your team needs, such as severity, part number, or corrective action taken.

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7.0 Auditing Completed Work

Work History is the primary tool administrators use to review, verify, and export records of all completed Jobs and Tasks. This section explains how to use Work History for audit and quality assurance purposes.

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7.1 Accessing & Viewing Work History

1. Log in to the Manifest Web Application.
2. In the left-hand Main Menu, select Work History.
3. The Work History window displays a log of all completed Work on your domain.

   NOTE: Work History shows completed Work only. Active or canceled Jobs will not appear here. If you need to review an active Job, use the Work window instead.7.2 Accessing & Viewing Work History

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7.2 Reviewing a Completed Job

To perform a detailed review of a specific completed Job: 

1. Locate the Job in Work History using search or scroll.
2. Click on the Job record to open the full detail view.

Review the following information:

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7.3 Sharing & Exporting Work History

From the Work History window, administrators can share or export records:

• Share - Send a link or summary of a completed Job record to a stakeholder or team member.
• Export - Download Work History records for use in external reporting, compliance documentation, or integration with other systems. TIP: Use the export feature to generate audit-ready reports for regulatory compliance, safety reviews, or maintenance program verification. Export data can be filtered before export so you only pull the records you need.