Understand how task statuses work

Quick summary

Learn how Civic.ly uses consistent task statuses across jobs, inspections, routines, and defects, plus how defect statuses differ from job workflows.

Who is this for?

Role: Both office & field leads · Platform: Web, iOS, Android · When: Daily use

Before you start

Make sure you’re signed in and have assets which you can create tasks from
Check you have access to Jobs, Inspections, Routines, or Defects

How task statuses work

Consistent language across all tasks

Civic.ly uses the same terminology for a familiar experience:

To Do — Tasks ready to start
Awaiting — Tasks paused while waiting for something

Defect status approach

Defects track the issue itself rather than the job being done to fix it. This separates problem states from work states, giving clearer visibility.

Status definitions

Jobs, Inspections & Routines

To Do — Ready to start work
In Progress — Work underway
Awaiting — Paused awaiting parts, approvals, etc.
Done / Passed / Failed — Work complete
Cancelled — Won’t be completed

Defects

Open — Confirmed and ready for jobs
Investigating — Being assessed for safety, cost, or priority
Awaiting — Waiting for parts/resources
Fixed — Actual defect resolved
Closed — Not fixed (e.g., acceptable wear)
Duplicate — Already reported

Benefits

Clear workflow separation

Defects track issues
Jobs track work
A defect stays Open until the real problem is Fixed, even if multiple jobs are created along the way.

Complete audit trail

You can track:

How long defects remained unfixed
Work done to resolve them
Total effort and cost involved

Consistent experience

The same status terms are used across task types for easier learning.

Using the "Hide Done" setting

Hide completed tasks across all types:

Inspections: Passed, Failed, Cancelled
Jobs: Done, Cancelled
Defects: Fixed, Closed, Duplicate
Routines: Done, Cancelled

Working with defects

Create the defect first — Log the issue as soon as it’s found
Create jobs to fix it — Generate separate jobs for quotes, parts, installation, etc.
Update defect status — Mark as Fixed only when the actual issue is resolved
Use job statuses — Track progress in the related jobs

This gives complete visibility into both the problems and the work to resolve them.

Notes & limits

Jobs and defects have separate status systems by design
“Hide Done” only hides completed/closed items, not those still in progress

Verify it worked

Check that your defect statuses reflect the problem state
Check that your job statuses reflect the work state

Troubleshooting

Can’t find completed tasks → /kb/troubleshooting/hide-done/

Manage inspections → /kb/tasks/manage-inspections/
Manage jobs → /kb/tasks/manage-jobs/
Log and track defects → /kb/tasks/defects/