Managing Activities, Assets, and Tasks


After completing this lesson, you will be able to:

  • Recall Worker Activity Items.
  • Associate Asset Type, Task and Expense Codes to a contingent Worker.
  • Activate a Work Order.

Activities, Assets, and Tasks

After a work order is created, a number of activities, assets, or tasks may require completion if the buyer has configured them to be part of the on-boarding and activation process. These elements may require review by the buyer, manual completion of a check in the application, or other activation and submission steps as defined in their setup.

The Activity Items tab on a work order displays any activities that must be completed.

Screenshot of the Activity Items tab of a work order displaying a list of tasks that must be completed.

View and Manage Activity Items

When auto-activate is not enabled, the activation step is an ideal time for the program team to review the work order and any required on-boarding tasks and validate that the work order is ready to be activated.

Melanie now needs to review the Activity items for Gabriel, here’s how she’ll do that.

Associating and Managing Task and Expense Codes

It is a best practice to review associated task codes and expense codes and confirm that there is at least one task code assigned to the worker upon activation, to avoid any issues in them being able to submit their working hours for approval.

Expense codes and task codes are used to categorize entries on expense and time sheets so that those costs can be allocated appropriately. Task codes allow workers to break down their time sheets according to specific tasks, and expense codes are used for tracking any expenses a worker incurs while on the job, such as travel or equipment costs. Managing task and expense codes will depend on several different settings that impact how and when task and expense codes are associated to a worker.

Associate and Manage Task/Expense Codes

Mateo needs to ensure that Gabriel has adequate associations to the task and expense codes relevant to his assignment with WorkingNet. Here’s how we would verify those details;

Associate an Asset Type

Like onboarding items, Hiring Managers can associate Assets, such as a laptop or security badge, to workers when necessary. This allows visibility to hiring managers and lists the items they need to collect from the Worker upon their end date.

Activating a Work Order

The timing of work order activation may depend on any existing integrations with your organization’s internal systems and SAP Fieldglass. Some programs find it beneficial to ensure the worker has arrived prior to activating, but this can delay tasks like system access or building access set up if this is driven by an integration using worker data.

  1. Selecting the Activate button on the work order will open
  2. the Activate Work Order Modal window. Selecting OK on the modal window will
  3. activate the work order, as indicated under the Status notification. This will initiate the registration email to the worker.

The worker will need to register for their worker record to be created in SAP Fieldglass and for them to see their applicable time sheets.

Image showing three consecutive screenshots depicting the activation of a work order.

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