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TaskMapper Support

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In this article, you'll learn how to access the TaskMapper application and get started with the initial setup.

When you're invited to join, you'll receive an email with the subject line "User Invitation" (Fig 1 & 2). Once you accept the invitation, you'll be taken to the login page, where you can create your password. 

The login credentials are the same for both the mobile and web applications.

Once on board, you can personalize your profile in the Profile Settings. In the General section, you can update your profile picture, first name, last name, email, mobile number, and timezone.

To change or update your password, navigate to the Security section. The Security section also displays all active sessions associated with your login. To log out of other sessions, click 

To manage your notifications, head over to your profile settings. From there, you can customize your preferences to determine how you receive them. You can enable or disable desktop notifications or accept them only for mentions in conversations or comments, activity updates, or shared items. It's all up to you!

Click the language icon next to the search bar to set your preferred language. You can choose the language you feel most comfortable communicating in from the drop-down menu. It's important to note that TaskMapper supports many languages, including English, Japanese, Spanish, Portuguese, and German. However, TaskMapper can process any text or language you input, regardless of your chosen language.

to create a support ticket, or click this 

TaskMapper - Getting Started

Organization details can be updated on the Accounts setting page. Under the general section, details such as the organization's name, address, and logo can be updated.

Figure 1: Organization Details in Account Settings

Asset properties provide additional information about assets, such as AC & DC capacity, asset area, and asset type. They are common for all organization assets.

Figure 3: Metadata Information in Asset Dashboards

You have various options for fields, including text, checkboxes, radio buttons, email and mobile number fields, money fields, dropdown menus, URL fields, and date fields.

Figure 4: Adding new Asset Metadata field

To organize your assets on the home page, you can group them using the dropdown fields in the asset metadata. By selecting the appropriate dropdown fields for each asset, you can easily categorize them and quickly find what you need. 

You have three options to view assets: tile, map, or list view. Click the ellipsis to see the assets and their information in the tile view. Alternatively, you can view the asset pinned on the map. You can see the list of assets and their information in the list view. Choose the view that works best for you!

Access and manage all your project documents in one place. Upload, share, and store datasheets, warranties, approvals, and more.

To upload files or folders, click on the '

Organizing tasks and forms can be daunting, so categories are so helpful. They allow you to sort your tasks and forms into groups, making it easier to navigate, sort, and find what you need quickly.

Task templates streamline creating and assigning repetitive activities. Once created, a template can be shared organization-wide or limited to a specific project. Reusing the suitable template accelerates task creation.

Scheduling information like assigned teams, reviewers, start and due dates, priority, and frequency for recurring tasks can be stored in Task templates. Users with Manager or Template Manager level permissions can add Task templates, which can be pre-defined at an organization or project level. 

All project teams can share task templates created at the organization level.

A new template in the Forms UI allows you to choose between creating a stand-alone form or a Workflow. 

Figure 16: Stand-alone Form Template or a Workflow Template

A form template can be defined for any repetitive data capture. It standardizes the data fields to be captured, and specific information can be mandated. Geofencing and time stamps can also ensure auditable records.

The intuitive drag-and-drop builder offers pre-defined formats and fields. Available templates can be previewed, allowing users to customize specific fields in pre-existing form templates for a particular use.

1. User invitation (Organization & Asset)

User invitations can be sent at either the organization level or the asset/project level. If a user is involved in multiple assets or projects, they can be invited at the organizational level, and multiple assets or projects can then be added to the user's profile.

Organization level (Account Settings >> Users)

Assigning multiple assets/projects to a user

Project/Asset level (Asset settings >> Users)

There are a couple of ways to invite the users to your organization. 

TaskMapper - Account Administration

User access levels help you control what information each person can see and edit. You can easily decide the access level for individuals or groups and determine what actions they can take. This way, everyone can work effectively while keeping your account secure!

The permissions page consists of two sections: permission levels and applications. Applications refer to TaskMaskmapper's various features, while permission levels are access rights that users or roles can customize.

1) Admin or Manager permissions are required to set permissions.
2) Task & Forms has Template Manager permissions, which allow users to create templates. Click 

 Manage user access to assets and define roles and teams. Below is the permission matrix.

 View and change the status of assigned tasks, attach comments, and create or modify task templates. You can also create, modify, and close tasks assigned to or owned by you. Additionally, you can modify and close all tasks and import task templates from other assets. The permission matrix below shows the access based on the assigned permission.

 Forms require templates to be created in advance, unlike Tasks. The permissions for Forms differ from those for templates. Permissions for Forms include the ability to:


1. View or manage submitted forms only
2. Create a new form
3. View responses and historical submissions for all forms
4. Fill out and submit any form, regardless of assignment
5. Modify any form, which includes changing assignees, priority, dates, categories, and tags.

The permissions for templates include:

1. Viewing all form templates, such as workflows, form layouts, and settings.
2. Creating new form templates.
3. Modifying existing form templates, including workflows, forms, and their settings.
4. Importing a template from one asset to another.

 This module includes sections for documents and transmittals. In the document section, you can manage, access, view, and download shared documents. You can add new versions, share documents, and update properties only for items that you have edit access to.

Additionally, you can create document placeholders and upload files or folders. You will have access to view and download all documents. Furthermore, you can add new versions and share and update document properties for all available files and folders.

Modify DMS templates, custom fields, and properties

Perform actions on transmittals and submittals, excluding reviews.

Plans give you access to all non-private drawings and their annotations/markups. You can add, update, and delete annotations/markups. View all private and non-private drawings. Toggle the privacy setting for any drawing. Below is the permission matrix for plans

 You can view all schedules, create new schedules, update all schedules and activities, configure settings, and manage versions. Below is the permission matrix for schedules.

 Access project-related information in the dashboards. With permissions, view all dashboards. Share any dashboard. Add, update, and remove dashboards and widgets. Below is the permission matrix for dashboards.

This map-based view allows users to access and manage layers, vectors, and charts based on specific permissions. These permissions can be controlled for different sections of the map. Below is the permission matrix for each section of the map.

Take control of your inventory management with designated permissions to create drafts or publish transactions. 


Access item details and stock information.

Edit the bill of materials and unpublished transactions.

View reports and configure various settings.

This feature provides a map-based view that allows users to manage and monitor defects according to specific permissions. 

Users can:

View assigned defects on accessible maps.

Update assigned defects' status, priority, assignees, and serial numbers.

Add notes and attachments for assigned defects.

Update all defects' status, priority, assignees, and serial numbers.

Add notes and attachments for all defects.

Permissions control user access levels. We have a couple of ways to manage permissions.

Creating permission sets and assigning them to users and teams via roles effectively manages and organizes permissions. This method helps streamline workflows and maintain a secure and efficient system.

1) Owner—The owner has full access to all modules and resources in the organisation and manages global and asset admins.

2) Global Admin - Gets full access to all modules and resources in the entire organization and manages asset admin users.

3) Asset Admin - Gets full access to all modules and resources within the respective assets.

Figure 2: Roles and assigning global admin default role to users.

Configure and manage roles to set specific permission levels for users and teams. Tailor access rights to ensure appropriate resource access and enhance operational security. To create a custom role, click on "New Role."

Input the role details(1), choose the members or teams(2), and select the necessary permissions to assign(3).

User permissions are set at the individual user level(1). They can be set up by opening a user profile(2) and updating the permissions(3).

 TaskMapper - Permissions

The Document Management System (DMS) is designed to help you manage documents smoothly throughout the project. With features that streamline document storage, retrieval, collaboration, and distribution, everyone involved can easily access and share important project-related documents. Plus, it integrates flawlessly with the tools you already use, so you can find what you need within the project management workflow.

Digitize all documentation from preconstruction through construction, commissioning, and operations and organically build a central cloud-based repository.

The primary objectives of the Document Management System module are as follows:

a. Efficient Storage and Retrieval: We've made it easy for you to upload your project-related documents and organize them in a clear, user-friendly folder structure. Plus, we've added powerful search features that let you quickly find what you’re looking for using keywords, tags, or metadata.

b. Collaboration and Version Control: Collaborate with features for commenting, annotating, and giving feedback on documents, everyone can stay on the same page. Plus, you can easily keep track of document versions and revisions, so comparing and retrieving earlier versions is a snap.

c. Document Sharing and Distribution: Make it easy to share documents with project stakeholders, whether they're inside or outside the organization! Set up access controls and permissions to ensure that only the right people can view, edit, or download specific documents.

d. Integration: Integrate the DMS module with SharePoint. This way, we can create a smooth and enjoyable user experience. Plus, we'll make it easy to link documents to other helpful modules like project management and Forms.

e. Security and Compliance: Implement robust security measures to protect documents from unauthorized access or data breaches. Ensure compliance with relevant data protection and privacy regulations. Regularly back up documents to prevent data loss.

Creating workflows and submitting transmittals.

Define customizable workflows that outline the actions required for document review, approval, and distribution.

Generate transmittals to send documents to specific recipients, track their delivery and receipt, and maintain an audit trail.

Collaborate and provide feedback on documents directly within the tool

Define approval workflows, assign approvers, and track the progress of approvals in real-time

e. Export Excel Reports of Documents and Transmittals

Excel Reports for documents: Our module facilitates the generation of Excel reports for folders and subfolders, providing comprehensive insights into document status and custom fields. Additionally, these reports include version and transmittal histories for each document, enabling users to track changes and document movements over time effectively.

Users can export PDF reports of transmittals, consolidating all relevant information, including documents, transmittal metadata, and activity history.

History of document activities, including transmittals, workflow actions, approvals, and reviews

Secure sharing and distribution of documents with project stakeholders, team members, clients, subcontractors, or regulatory authorities, ensuring efficient and controlled information exchange

Quickly locate specific documents based on keywords, metadata, or document attributes. This accelerates document retrieval, especially in large-scale projects with extensive documentation, saving time and effort. Custom metadata can be mapped between our system and SharePoint, ensuring that all relevant information is transferred.

Documents are synchronized between our DMS and SharePoint, ensuring consistency and up-to-date information. 

 to learn about integration with Sharepoint.

To archive files/folders, select the files and under actions, click '

Users can filter by all files/folders or view the shared information. By default, the filter is set to '

'. To view only the shared information, the user must click on the drop-down menu next to the filter icon and select '

There are multiple ways to share a file/folder with other team members

a)Click on a file/folder and the share icon

b) If there are multiple files/folders to be shared. Select the files/folders and under '

Note: When sharing a file or folder, it's important to consider the level of access you want to provide. You can give a user view-only access, allowing them to see the content but not make any changes. Alternatively, you can give view and edit access, enabling the user to view, share, and download the file or folder.

To download an individual file/folder, click on the folder or a file and click on the download icon 

To download multiple files/folders, select the files/folders and under '

To move a file/folder, select the files or folders and under '

Choose the destination folder and click on '

' to add and move the files to new folder.

You can sort the files or folders by clicking on the title bar.

9) How to view the activity log of a file/folder?

To view the activity log of a file or folder, simply click on it. The activity log keeps track of all users who have accessed the file or folder and any activity performed on it, along with a time stamp for each event. This allows for easy tracking and monitoring of file and folder activity.

To upload a new version of a file, click on the file in the '

' window. You can upload the new version of the file by clicking on '

TaskMapper Files/DMS

TaskMapper provides a map-based interface for assigning, managing, monitoring, and updating the progress of all on-site activity. Accessible on both the desktop and mobile, users can create tasks, embed forms or checklists, attach files and media, and update progress on their mobile, tablet, or desktop.

With Tasks, you can create templates for repetitive activity and share them at the team, project, or organization levels. 

Create templates for common activities like Quality Control, Maintenance, Operations Management, Planning, and Inspections. These can be customized or edited to support your specific requirements.

Task templates include Categories that can be used to filter and sort tasks (they can be user-defined/ organization or project-specific), the Start and Due dates for each task (for easy scheduling and tracking), Assignees and Reviewers (they can be users or teams), and Tags (usually user-defined) that also help with retrieval of associated tasks.

Figure 3: Predefining a Template with details such as Assigness, Reference Attachments, Subtasks, Geofence and Schedule

You can create Tasks using the existing Templates. Users with Manager-level or higher permissions can modify the details for each task. Click 

 to learn more about user access management.

Tasks can be created directly or associated with a specific component on your site's map. Checklists and Forms can be embedded to structure activity and data capture. 

In the above example, the task is added to the selected component. It should be visible on B13-R29-C10

Specific tasks can be geofenced, and the automated time stamp provides an auditable record that assures the integrity of the data captured.

Figure 6: Geofencing Tasks For Field Operatives

Any existing task can be duplicated, and specific fields can be selected and customized for duplicate tasks. Dependencies, blockers, linked tasks, or subtasks can be added manually. 

NOTE: Manager or higher permissions are required to create dashbaords.

Task templates simplify creating and assigning repetitive activities. Once a template is created, it can be shared at the organization level to make it accessible to multiple projects or limited to a specific project. You can accelerate task creation by reusing the right template.

Scheduling information, such as assigned teams, reviewers, start and due dates, priority, and frequency for recurring tasks, can be stored in Task templates. Users with Manager or Template Manager level permissions can add Task templates, which can be pre-defined at an organization or project level. 

Users can also create tasks while recording observations or incidents on-site with the TaskMapper mobile app. These tasks will automatically record the location on the map with the timestamp and support media and attachments. 

Figure 11: Managing tasks on the mobile app

Comments are linked to Tasks and help teams collaborate with contextual information. Comments record any changes in the status of Tasks, including adding reviewers or assignees.

NOTE: Comments from any users related to each Task can also be accessed by specified teams/users (tagged users, task assignees/task watchers) from the Conversations feature.

Common use cases for templates that multiple projects can reuse: 

You can define and customize dashboards to monitor the progress of Tasks/sub-tasks.

Individual Tasks can be exported to a .PDF and shared. You can also select multiple Tasks and export them into a .CSV

Task Dashboards (as with all dashboards) can be exported to a .PDF

Figure 15: Individual Task Export (PDF Export)

User and Role permissions are defined in Account Settings under Users and Roles.

How to view all project related tasks and filter by status?

The Tasks application shows all your tasks in one place. Tasks can be created in other application like the Maps, Plans, Project Management, and Files. To view all of your tasks, navigate to the Tasks application.

Use templates or create new tasks. Tasks are available in Maps, Plans, Project Management, and Files. Managers can modify details, but permissions vary by user.

' and choose the location on the map to add the task. Click on confirm.

Subtask can be defined as a smaller task that is part of a larger task. Breaking down a larger task into smaller subtasks can help in better organization, planning, and execution. Subtasks can also help track progress and identify potential obstacles or challenges. By dividing a task into subtasks, it becomes easier to manage and complete the overall task efficiently.

To add a sub-task, enter a task and click on '

TaskMapper Tasks

TaskMapper Forms simplifies onsite data capture with digital forms. Users can create forms with a drag-and-drop builder, choose from pre-defined templates, and define them as part of a larger workflow. Workflows support rules-based routing and conditional logic, helping teams replicate best practices and gain complete control of processes.

NOTE: This is especially useful in time-sensitive processes like RFIs, Change Requests, Submittals, and Transmittals.

Figure 1: Map and Mobile Interface for Tasks

A template can be created from scratch or imported from other projects within an organisation.

Figure 2a: Import template from other projects.

A form template helps you capture repetitive data easily by standardizing the fields and ensuring you include all the necessary details. Plus, with geofencing and timestamping, you can keep track of everything and ensure your records are accurate and reliable.

With our intuitive drag-and-drop builder, creating forms is easy. You can choose from various pre-defined formats and fields and customize specific fields in pre-existing templates to fit your needs. Plus, you can preview available templates before making your selection.

A form builder comprises Sections and Fields.

A form can be divided into sections with headings for specific information. This arrangement makes it easier for users to fill in and for recipients to organize and analyze the data.

Under sections, we have Basic, Checklist, and Table.

 adds a blank section in which all the field items, such as the Text Field, Number, Date & Time, etc., can be dragged and dropped.

 lists items or actions to be checked or performed.

A checklist section can only include a list of items. Fields cannot be part of a checklist section.

 allows column-wise inputs. Field types such as Text Field, Yes / No, Dropdown, Number, Date, Money or Formula can be selected.

Figure 8: Defining columns in the Table section

How to Design and Customize a Form with Sections & Fields

This guide will walk you through creating and customising a form using various fields and sections.

Select the New Template option from the drop-down menu.

Enter the template name in the Template Name field.

Click on the Save button to save the new template.

Click the Build Form button to access the form builder options.

By default, a basic section is created. Click Save to save the section details.

Checklist Section: Add items as a separate section. Only a list of items to be checked is allowed.

Table Section: Create a tabular input section with different field types.

Drag and drop each field to the section. Here are the available fields:

: Allows users to enter text or alphanumeric values.

: Allows users to enter only numeric values.

: This field allows users to enter and format text with bold, italic, and underlined options. A rich text field also enables users to insert images, links, and multimedia elements.

: Enables selection of one or more choices by checking boxes.

: Allows selection of only one option at a time.

: Offers a list of choices in a dropdown menu.

: Allows users to upload files from their devices.

: Enables input and storage of specific dates and times.

: Allows input and storage of monetary values.

: Allows users to sign or draw a signature.

: Enables saving of pre-filled data, including text, images, and attachments.

Save the form by clicking on the Save button.

Utilize the preview option to display the included fields and see the form output.

Click on the form block and select the Advanced tab.

Enable the Escalate option and choose users from the dropdown.

Select a field to pick members listed in the Members section of the form.

Choose escalation days to trigger an escalation if the form is not submitted.

Create a custom escalation email by clicking the Add button.

Following these steps, you can create and customize a form with various fields and sections.

The workflow can assign specific sections or blocks to different teams for further review or to provide additional information. Workflows are beneficial for expediting processes that involve multiple teams. They can send notifications and escalate issues for quicker response times and process adherence. Additionally, workflows support rules-based routing and conditional logic.

The workflow can be designed to achieve various processes. Several blocks are available. Below is a list of blocks that can be used.

A form block can contain sections and fields. This is the initial step where sections and fields are defined. Other blocks can be utilised based on the field items within a form block, such as the 'Conditional Block' and others, as shown in the example below. Let's define a form block.

This allows users to define specific workflow steps and additional information requests based on earlier responses in a form block.

Including an approval block ensures submitted forms are reviewed by the designated approver for approval or rejection.

 Each form can be exported as a PDF report in our standard format. If you need to generate a report based on your custom template, you can accomplish this using the document generation block. These outputs can be automated to save in a designated folder within the Files application using the 'Upload files' block. The Files application also supports integration with SharePoint. Click here to learn more about the Files application.

This block is designed to send custom notifications to specific users or teams and to receive email notifications for form submissions when the form is submitted. Additionally, these notifications can be sent to external users not part of TaskMapper.

Each asset or project in TaskMapper includes properties or metadata information. This block can automatically update the asset properties or metadata based on form submissions.

 field can be moved to a specific folder in the Files application. Additionally, the 

 to automate the generation of reports or submissions, which will be stored in the designated folder within the Files application.

Knowledge Base

TaskMapper - Getting Started

TaskMapper - Account Administration

TaskMapper - Permissions

TaskMapper Files/DMS

TaskMapper Tasks

TaskMapper Forms

Drone Analytics

TaskMapper Construction Management

TaskMapper Therm

TaskMapper Plans

Scan App (Module Serial Number Scanning & Mapping)

TaskMapper Inventory