Create a deficiency task

A Deficiencies task is usually created when a technician fails an item on an inspection report. If you already know about a problem — a customer called it in, or you noticed it without doing a full inspection — you can record it directly as a Deficiencies task instead of waiting for a report.

Before you start

• The property must already exist; you pick from your existing properties rather than create one here.

• This needs the Edit Inspection Report permission (Settings > Team > Roles & Permissions). The separate Create Inspection Report permission does not grant it. If the pinned row below isn't visible to you, ask your business's administrator to review your role.

Create the task

1. Open the Tasks page and go to the Deficiencies folder (All).

2. Click Create a deficiency task, the pinned row at the top of the task list. It's also what you use when the folder is empty.

3. In the New Deficiency Task window, search for and select the Property.

4. Choose the Asset group the deficiencies belong to from the dropdown, which lists the property's existing asset groups. If the equipment isn't set up on the property yet, choose Another type — not set up on this property and pick the asset group type instead — Essential creates a new group of that type on the property when you save.

5. Fill in one or more deficiencies. Each one has an optional Asset — offered only when you picked an existing asset group, since a brand-new group has no assets yet to choose from — optional photos and files (images, PDF, Word, Excel, CSV, or text), and a required description of what's wrong. Click Add another deficiency to add more; once there are two or more, a trash icon next to each one's heading drops it.

6. Click Create Task.

Saving creates the asset group first if you chose a new type, then the task with its deficiencies; photos and files upload right after the task is created, and you'll see a message per file if one fails. The task lands in the Deficiencies folder, and each deficiency also shows up on the property's and the asset group's Deficiencies tabs.

From there it works like any other Deficiencies task: each deficiency is tracked, with photos and an Open/Resolved status, and Create Quote on the task's Quick Actions turns them into a priced proposal. Because it isn't tied to a report or a visit, resubmitting a report or a later inspection retest can't resolve it automatically — use Mark Resolved on the task instead (Reopen undoes that), the same manual path used whenever a fix happens outside a report.

Where to find it: Tasks page, Deficiencies folder (All), the pinned Create a deficiency task row at the top of the list

Related guides

• What creates Deficiencies tasks

• Working a deficiency task

• What is a deficiency?

• How tracked deficiencies resolve

• Adding an asset group to a property