About Contracted Task Execution in Mobile

Mobile Work Order (MWO) supports two categories of contracted tasks: Intercompany Contracting and External Subcontracting.

Intercompany Contracting: Tasks linked to intercompany contract orders behave exactly like standard internal tasks in MWO. No additional logic or dedicated mobile flow is applied. The associated payment lines for the task transactions are generated in the back office.

External Subcontracting: Tasks linked to external contract orders (subcontracted) involve specific mobile behaviors and processing rules. Contractor technicians can log into the mobile application to view the tasks assigned to them and execute those tasks. This ensures streamlined task execution, simplified reporting, and compliance with subcontractor‑specific workflows.

The remainder of this document describes the external subcontracting flow in detail.

General Work Execution

Subcontractor users follow a tailored execution flow that differs from internal service technicians in several key areas:

Time and Expenses

Time reporting and expense tracking are not applicable for subcontractor tasks. These are instead captured via payment lines, which serve as the primary reporting mechanism.

Materials

In subcontracted work, the materials required can be supplied either by the subcontractor or by the service provider.

• Subcontractor-Sourced Materials:
• If the subcontractor is not connected to a warehouse, materials are assumed to be sourced externally.
• Technicians can view material demands in read-only mode.
• If additional materials are used by technicians for work, they must be reported as payments.
• Service Provider-Sourced Materials:
  • If the subcontractor is connected to a warehouse, standard material flows apply.
  • Actions such as issue, return, and stock updates are supported.
  • Mixed scenarios are also supported, where both subcontractor and service provider materials are used.

Payments

In subcontracted task execution, payment lines are the primary mechanism for reporting work and material usage. Since standard time and expense reporting is not applicable for subcontracted users, all relevant costs must be captured through payment lines.

Technicians can report payments either through the Report Payment menu or directly through the Payments action. When reporting through the Report Payment menu, they can also report Travel Time (Cost Type: Personnel) and Travel Expenses (Cost Type: Expenses). These options provide a clearer and safer workflow for travel related payment reporting.

When a technician reports Travel Time or Travel Expenses, the application:

• Fetches the default purchase part from travel related purchase parts using the standard sourcing order.
• Filters the Purchase Part LOV to show only travel related purchase parts for the selected cost type.

For the other reporting types (Report Time, Report Expenses, Report Material):

• The application fetches the default purchase part from non travel purchase parts only.
• The Purchase Part LOV excludes all travel related purchase parts.

Note: The Report Payment options are enabled only after the work is started.

When technicians open the Payments page, they can view the payments already reported through the Report Payment options and can also create additional payments. However, they can only report non travel related payments from this page. All travel related payments must be reported through the dedicated travel reporting options in the Report Payment menu.

The following operations can be performed on Payment lines.

• Technicians can edit, delete, and confirm payment lines during task execution until they are authorized.
• Each payment line includes:
  • Cost Type (e.g., Material, Time, Expenses, Personal, Tool/Equipment)
  • Quantity
  • Purchase Part
  • Purchase Price (editable before authorization)
  • Comments (optional)

• Payment line statuses include:
  • New: Payment lines are editable. Technicians can edit quantity, purchase part, price, unit of measure and comments.
  • Confirmed: Once confirmed, the payment line is locked unless edited again. Editing the payment line resets the status to New.
  • Authorized: After authorization, the line becomes read-only. No further edits or deletions are allowed.
• Subcontracted technicians can confirm payment lines in two ways:
  • Line-by-Line Confirmation: This is available only when the payment line is in New status and has a purchase part connected. Clicking on Confirm command triggers a dialog to confirm only the selected payment line:
    • If Yes, status changes to Confirmed.
    • If No, status remains New.

Note: If the purchase part is missing, a validation error is shown, and the line remains unconfirmed.

• Confirm All Action: This is available on the payment line list page. Clicking Confirm All command triggers a dialog to confirm all the payment lines.
  • If Yes, all eligible lines (with purchase parts) changes to Confirm.
  • If No, all payment lines remain New.

Note: If a payment line is not connected with a purchase part, a validation error is displayed, and no payment lines are confirmed.

• Payment line confirmation is done via mobile, and authorization is handled in the back office.
• Payment lines are also for reporting subcontractor-sourced materials and other reimbursable items.
• Subcontracted technicians can attach and view media items directly on payment lines. This allows the technicians to upload receipts, bills, or other supporting documents related to the work or materials reported on the payment line.

Pool Task Handling

• When pool work functionality is used, tasks are separated by type:
  • Normal Request tasks are sent only to the internal user pool.
  • Subcontracted tasks are sent only to the subcontracted user pool.
• The behavior of Pool, Pool Keep, and Resource Group Defined is the same regardless of the executor type.

Bundle Tasks

Subcontracted bundle tasks are supported in mobile with specific enhancements focused on payment line reporting and task disconnection handling.All other execution behaviors (Transfer to mobile, materials, workflow configurations, confirmation on payment lines, and media attachments) follow the same rules as standard subcontracted tasks.

Payment Line Reporting Methods on Bundle Tasks.

When reporting payment lines on a bundle task, technicians have two available methods:

1. Payment Line Reporting action.
   • Accessed from the Bundle Task Action Menu.
   • Provides guided reporting by selecting the cost type (Time, Expenses, or Material).
2. Payment Lines Screen.
   • Accessed via the Payment Lines action on the bundle task.
   • Allows direct creation of payment lines and reporting against selected Contractor Orders.

Report Payments using Payment Line Reporting Action.

Technicians can report payment lines directly at the bundle task level using the Payment Line Reporting action available in the bundle task action menu.

This action becomes enabled only after the work is started.

Three cost types are supported:

• Report Time
•  Report Expenses
• Report Material

Payment Line Distribution

Payment lines added at the bundle task level are automatically distributed across all related subtasks. Each distributed payment line appears as a separate record under the Payment Lines action.

The distribution method is defined in IFS Cloud and can be.

• Equal
• Percentage
• Manual

No payment line is reported directly against the Contractor Order (CO) connected to the bundle task.

Newly added payment lines must first be distributed in IFS Cloud and synchronized back to mobile before becoming visible in MWO.

Task Disconnection from Bundle.

Technicians can disconnect a task from a bundle using one of the following options:

Remove from Bundle and Return for Planning

• Task is disconnected and registered as a contracted request task
• Contractor Order continues with the same CO number and status
• Existing payment lines are not cancelled

Remove from Bundle and Keep for Execution

• Task is disconnected and continues directly in execution
• Registered as a contracted request task
• Contractor Order remains unchanged
• All Payment lines connected to the task are visible with remained statuses.
• Task is automatically assigned to the same MWO resource previously connected to the bundle.

Conditions for Task Disconnection.

Task disconnection is allowed only if:

• The Contractor Order has no confirmed or authorized payment lines.

If these conditions are met, the task can be disconnected from the bundle.

Workflow Configuration Handling

Subcontracted tasks in mobile reuse the existing workflow configuration framework, but with contextual filtering to ensure only relevant actions are presented to subcontracted technicians.

• Two scenarios are considered:
  • Service Provider Sourced Material Scenario: Subcontractor is connected to a warehouse and uses service provider materials. In this scenario standard material actions and mixed sourcing are enabled, and most workflow actions remain valid.
  • Subcontractor Sourced Material Scenario: Subcontractor is not connected to a warehouse and use their own materials. This scenario limits actions to subcontractor-sourced materials. Workflow actions related to inventory and stock handling are excluded.
• The system dynamically adjusts the available workflow actions based on whether the subcontractor is connected to a warehouse.

Standard Workflow Configuration

The table below summarizes the applicability of standard workflow configuration actions for subcontracted tasks in mobile based on the Service Provider Sourced Material Scenario and the Subcontractor Sourced Material Scenario. All actions listed are part of the standard request task configuration.

Actions marked with ✖ in either scenario indicate that the action is not applicable and will be ignored during execution.

Action Description	Category	Service Provider Sourced Material Scenario	Subcontractor Sourced Material Scenario
Issue Materials	Materials	✔	✖
Scan And Issue	Materials	✔	✖
Allow Excluding Warranty for Parts	Materials	✔	✖
Plan Materials	Materials	✔	✖
Issue All Reserved Materials	Materials	✔	✖
Direct Issue Materials	Materials	✔	✖
Unreserve Materials	Materials	✔	✖
New Request Scope	New Work	✔	✔
New Task	New Work	✔	✔
Do not pause assignments when break starts	Person Resource	✔	✔
Engineer Signature	Report In	✔	✔
Customer Signature	Report In	✔	✔
Allow Future Return Travel	Report In	✖	✖
Report In Task Wizard	Report In	✔	✔
Mobile Report Before Customer Signature	Report In	✔	✔
Mobile Report After Engineer Signature	Report In	✔	✔
Incomplete	State	✔	✔
Allow Pending Completion	State	✔	✔
Waiting at Location	State	✔	✔
Allow Re-Start from Pending Completion	State	✔	✔
Allow Accept	State	✔	✔
Allow Travel	State	✔	✔
Allow Pause	State	✔	✔
Cancel	State	✔	✔
Task Measurements	Task Action	✔	✔
Surveys	Task Action	✔	✔
Task Step Measurements	Task Action	✔	✔
Task Steps	Task Action	✔	✔
Events	Task Action	✔	✔
Debrief	Task Action	✔	✔
Materials	Task Action	✔	✔
Update Expected Arrival Time	Task Action	✔	✔
Service Report	Task Action	✔	✔
Service Notes	Task Action	✔	✔
Service Book	Task Action	✔	✔
Tools and Facilities	Task Action	✔	✔
Time	Task Action	✖	✖
Attachments	Task Action	✔	✔
Add Highlight to Dispatcher	Task Action	✔	✔
Returns	Task Action	✔	✔
Expenses	Task Action	✖	✖
Return Travel Time	Time	✖	✖
Auto Time	Time	✖	✖
Keep Work Assignment after completion	Work Assignment	✔	✔
Restrict Follow-On Work Actions On Incompletion	Work Assignment	✔	✔
Allow Editing of Work Details Page	Work Assignment	✔	✔
Multiple Work Assignments	Work Assignment	✔	✔
Update Assignment Information	Work Assignment	✔	✔
Connected Work Assignments	Work Assignment	✔	✔

 

Configured Workflow Handling

The table below outlines the applicability of configured workflow actions for subcontracted tasks in mobile based on the Service Provider Sourced Material Scenario and the Subcontractor Sourced Material Scenario. All actions listed are part of the standard request task configuration.

Actions marked with ✖ in either scenario indicate that the action is not applicable and will be ignored during execution.

Configured Task Action	Action Description	Service Provider Sourced Material Scenario	Subcontractor Sourced Material Scenario
ACCEPT	Accept	✔	✔
ONROUTE	On Route	✔	✔
WAITING_AT_LOCATION	Waiting at Location	✔	✔
WORK_START	Work Start	✔	✔
NEW_TASK_STEP	New Task Steps	✔	✔
TASK_STEPS_RO	Task Steps Read Only	✔	✔
TASK_STEPS	Task Steps	✔	✔
ASSIGNMENTS	Connected Work Assignments	✔	✔
PLANNED_MAT_RO	Planned Materials Read Only	✔	✔
PLANNED_MAT	Planned Materials	✔	✔
NEW_MAT	New Materials	✔	✖
MAT_QUICK_ISSUE	Quick Issue	✔	✖
SCAN_ISSUE	Scan and Issue	✔	✖
RETURNS_RO	Returns Read Only	✔	✔
NEW_TIME_REPORT	New Time Report	✖	✖
TIME_REPORT_LIST	Time Reports List	✖	✖
EFORMS	eForms	✔	✔
DEBRIEF	Debrief	✔	✔
INTEGRATIONS	Integrations	✔	✔
NEW_RETURNS	New Returns	✔	✔
RETURNS_LIST	Returns List	✔	✔
NEW_PURCHASE_REQUEST	New Purchase Request	✔	✖
EXPENSES	Expenses	✖	✖
NEW_EXPENSE	New Expense	✖	✖
NEW_TOOLS_FACILITIES	New Tools Facilities	✔	✔
PLANNED_TOOLS_FACILITIES_RO	Planned Tools Facilities RO	✔	✔
RESERVED_MAT	Reserved Materials	✔	✖
RECEIVE_RESERVED_MAT	Receive Reserved Materials	✔	✖
PICTURE_LIST	Media List	✔	✔
NEW_PICTURE	Media Detail	✔	✔
DOCUMENT_LIST	Document List	✔	✔
NEW_DOCUMENT	Document Detail	✔	✔
TASK_PREVIEW	Work Task Preview	✔	✔
TASK_ACTIONS	Task Actions	✔	✔
TASK_MEASUREMENTS	Task Measurements	✔	✔
CONNECTED_TASKS_LIST	Connected Tasks in Bundle	✔	✔
TASK_STEP_MEASUREMENTS	Task Step Measurements	✔	✔
SERVICE_NOTES	Service Notes	✔	✔
PAYMENT_LINES	Payment Lines	✔	✔

Note: A new configured task action, PAYMENT_LINES, has been introduced to support subcontractor-specific reporting. This action is only valid for the subcontracted tasks, and it is not applicable for standard request tasks and will be ignored.

 

Security Grants Guidance

To ensure optimal performance and prevent unnecessary data synchronization in the mobile application, it is essential to assign only the relevant security groups according to the subcontractor’s execution scenario. System behavior and synchronization requirements vary depending on whether the subcontractor uses service provider–supplied materials or subcontractor-sourced materials.

Recommended Security Groups

The following security groups should always be assigned to subcontractor users to support the contracting solution:

• WorkExecutionRequest – To view and execute the subcontracted task.
• WorkExecutionCommon – To view and execute the subcontracted task.
• Materials – To view material demands on the subcontracted task.
• SubcontractorManagement – To view and create payment lines on the subcontracted task.
• Parts – To create payment lines with purchase parts.
• Purchasing – To create payment lines with purchase parts.
• BasicData – To view and edit work task related basic data.

Irrelevant Security Groups

For all subcontractor users:

• TimeReports – Standard time reporting is not used in the contracting solution.
• WorkExecutionWO – The contracting solution is based solely on the Request Management solution.
• Crews – Contracting crews are not yet supported.

For subcontractor users with subcontractor-sourced materials only (no warehouse connection):

• StockMove – Standard inventory functionality is not used in this scenario.
• StockCount – Standard inventory functionality is not used in this scenario.

Optional Security Groups

• Other security groups are not required but can be enabled to support specific business needs or extended functionality.