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How to Use Comments and Activity Timeline

Collaborate on work orders with comments and @mentions so team communication stays attached to the job — not scattered across chat apps and email threads. Use the activity timeline to understand exactly what happened, who did it, and when.

Quick Summary

Open any work order to add comments with @mentions and file attachments. Switch to the Activity Timeline to review the full history of status changes, field updates, assignments, materials movements, and more.

Why Comments and Activity Matter​

Work orders involve multiple people across shifts, teams, and sometimes contractors. Without a shared record, critical information gets lost in handoffs:

  • "Who changed the priority and why?"
  • "Did the technician note anything about the root cause?"
  • "When was the part issued and by whom?"

Comments keep team conversations anchored to the job. The activity timeline provides the complete audit trail so anyone picking up the work order — even days later — can understand the full story without chasing people down.

Comments​

Adding a Comment​

  1. Open the work order
  2. Scroll to the comment section
  3. Type your message in the comment box
  4. Press Comment to submit (or Shift+Enter for a new line)

Mentioning Team Members​

Type @ in the comment box to mention assignees and team members:

  1. Type @ to open the mention dropdown
  2. Select a person or team from the Assignees list
  3. The mentioned person receives a notification

Mentions are useful when you need a specific person to see the update — especially during shift handoffs or when escalating an issue.

Attaching Files​

Click Attach files to upload supporting documents, photos, or evidence alongside your comment. Attachments stay linked to the comment so the context is clear.

Common attachments:

  • site photos showing the issue or completed work
  • inspection reports or checklists
  • vendor quotes or delivery notes
  • safety documentation

Editing and Deleting Comments​

  • Comments you wrote can be edited (an "Edited" indicator shows when the comment was modified)
  • Comments can be deleted if no longer relevant

Activity Timeline​

The activity timeline is a chronological record of everything that happened on a work order. It is automatically maintained — no manual logging required.

Viewing the Timeline​

  1. Open the work order
  2. Navigate to the Activity Timeline section
  3. Use the filter tabs to focus on specific activity types

Filter Tabs​

TabWhat It Shows
All ActivitiesComplete chronological history
Status ChangesEvery status transition (Open → In Progress → Complete, etc.)
Field UpdatesChanges to subject, description, priority, due date, and other fields
AssignmentsTeam and assignee changes
CommentsAll comments with attachments
MaterialsPlanned, reserved, issued, released, returned, and write-off events

Activity Types Tracked​

The timeline captures a wide range of events automatically:

Work Order Lifecycle:

  • Created, status changes, cancelled, skipped
  • Priority changes, field updates
  • Assignment changes (teams and individuals)

Collaboration:

  • Comments added, edited, deleted
  • File attachments added or removed

Materials Management:

  • Materials planned, reserved, issued, released
  • Stock adjusted, returned, written off
  • Replenishment requested, stock received

Forms and Compliance:

  • SOP form assigned, completed
  • Requester confirmation or rejection

Reading Activity Details​

Each timeline entry shows:

  • who performed the action
  • what changed (with before and after values for field updates)
  • when it happened

For field updates, the timeline shows the specific changes — for example, priority changed from "Medium" to "High", or assignees updated from one team to another.

Real-World Example​

Shift Handoff with Full Context​

Situation: A technician worked on an HVAC repair during the morning shift but could not finish because a replacement compressor was not in stock. The afternoon technician needs to pick up where the morning team left off.

How Comments and Activity Help:

  1. Morning technician adds a comment: "@Afternoon Team — Compressor bearing failed. Replacement ordered from supplier, ETA 2 days. Temporary bypass installed, safe to run at 60% capacity until replacement arrives."
  2. Morning technician attaches a photo of the damaged bearing
  3. The activity timeline shows: materials planned → shortage detected → replenishment requested
  4. Afternoon technician opens the work order, reads the comment, reviews the timeline, and understands exactly where things stand — without making a phone call

Result: Zero information lost in the handoff. The afternoon team knows what was tried, what is pending, and what to do next.

Need help? Contact Infodeck Support

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