Welcome to Lesson 4 of the Field iD Self-Guided Onboarding Program!
If you do not see any of the modules or features discussed in this article in your Field iD instance and are interested in adding them, please contact your Customer Success Manager or shared email:email@example.com
By the end of this lesson, you will have learned how to:
- Schedule recurring events on Asset Types
- Setup and assign an action
- Further customize your event forms (including answer options, scoring, and observations)
- Import completed historical and open future events
Lesson 4 - Events Advanced Video
Watch the below video on the advanced Events functionality. Detailed instructions follow the video:
Once you have created your Event Types and associated them with their respective Asset Types, you can set up Recurring or Event Triggered schedules so the system will auto-create the next Event record when required.
Creating a schedule
To create a schedule, you need to go into the Asset Type that you want to create that schedule for: Setup > Assets & Events > Asset Types. From there, click on the name of the Asset Type or click on 'Edit' on the right-hand side. Then navigate along the top to the 'Schedules' tab. This view will show you any existing schedules that have been set up for that Asset Type. Click on 'Create New Rule' to create a new schedule (not 'Add', as this will take you to create a new Asset Type).
Note: Once you have created a schedule, you cannot edit it. If you want to make any changes, you will need to Remove the schedule and create it again.
There are two types of schedule rules you can create:
Recurring - these are set frequencies e.g. Daily, Weekly, Bi-weekly, Monthly, Quarterly, Yearly, etc.
Owner is where you select which site the schedule is applicable for, Affect All will propagate the schedule down from your selected site to any sites below it. The Auto-Assign feature will automatically assign the next recurring event in the schedule to whoever completed the previous one (this can be edited on an ad-hoc basis, e.g. for holiday cover).
Note: You can hover over the question marks for an explanation.
Event Triggered - this is a more flexible option where you can set the number of days between each event instead of choosing a set frequency.
You can create, assign, and complete corrective actions from events within Field iD. As you're completing the questions within your Event Form, there is a plus icon on the right-hand side of the question where you can add a Deficiency or Recommendation from the options you populated for that question when creating the Event Form (see Lesson 3 - Event Basics), upload images to that question specifically, and create a corrective action for that question.
You can use the 'Reporting' tab from the Homepage to view all of your actions - to make sure you are viewing just the Actions, you need to change the 'Search Type' to Actions (it will default to Events) and then you can use the Event State filter to choose what actions you want to see (All, Open, Closed, Completed):
Creating a Corrective Action
Follow the steps below to create a corrective action from an Event Form:
1. Click on the "+" beside the question you want to assign the action item to - this will unveil four commands.
2. Click on the 'Actions' icon - this will trigger a pop-up screen
3. Click on 'Add an action'
4. Fill in the details of the corrective action. In the first dropdown, you will select the type of Action you are creating (this list is populated by creating 'Action' Event Types). In the second dropdown, select the priority of the action. Next, add the details of the action required in the text field. Lastly, set the due date and assignee. Once done, click on "Create".
Completing a Corrective Action
Once a corrective action has been created, this will appear as an Action Event against the asset just like any other Event Type and it can be started and completed in the same way. The only difference is, in an Action Event, you won't see the Event Form, it will go straight to the Result and Post Event Information to be completed to demonstrate that the action has been taken.
Button Groups, Observation Groups, and Score Groups
From Lesson 3 - Event Basics, you will have learned how to create new Event Types and the different settings and answer types available for your questions. Within this section, you'll learn how to set up Score Groups, Observation Groups, and additional Button Groups to customize your forms further.
If you are going to be using Button, Observation, and Score groups in your Event Forms, see below for instructions:
Creating a Button Group
Go to Setup > Assets & Events > Event Types > Button Groups > Add New Button Group, this will then appear at the bottom of the screen. Firstly, you need to name the button group (this should give some indication as to what the answer options are, e.g. Yes/No/Unknown, Compliant/Non-Compliant/ NA, etc.) - this is the name you will see when you select 'Button Group' as the answer option in the Event Form and then you will need to select the button group you want to apply to that question.
You then add as many buttons as there are answer options and select which image you want to represent for each by clicking on the image to change it, label the answer, and select if that answer indicates a pass or a fail. Start with adding the answer that you want to default to and then proceed to add in the order that the user will have to click through:
There is no way to reorder them once they have been created so you will need to remove and re-add them in the order you want.
When the new Button Group is saved, you can go into existing or new Event Forms, choose the 'Button Group' as the answer option, and see the new group to choose for a particular question.
Creating an Observation Group
Using the Observation answer type within Event Forms allows you to tally observation behaviors within Event Forms. To use this answer type for a question, you will need to create an Observation Group first by following the steps below.
Go to Setup > Assets & Events > Event Types > Observation Groups and start by typing what you want to name the Observation Group in the free text bar and click 'Save'. Then click on the name of your new Observation Group and a second column will appear where you can input your behavior names (e.g. Safe, Unsafe, N/A). You will need to decide if you want that option to be included in the tally - in the example below, you can see that N/A won't be included:
When the new Observation Group is saved, you can go into existing or new Event Forms, choose the 'Observation Count' as the answer option, and see the new group to choose for a particular question.
See the next section for how to set the Pass and Fail criteria for your Event Type that utilizes Observation counts.
Creating a Score Group
Go to Setup > Assets & Events > Event Types > Score Groups and start by typing what you want to name the Score Group in the free text bar and click 'Save' (this should give some indication as to what the scoring system is or what it refers to so it's easy to decipher between score groups when selecting the relevant one for questions in the Event Form).
Then, on the right-hand side of the screen, a new column will appear where you will input the name of the answer in the first box and then the value it should have in the second and repeat for each answer option:
Observations, Scoring, Rules
Observations, Scoring, and Rules are all features that can be set up at the Event Type level and you can find these tabs by clicking on Setup > Assets & Events > Event Types > Select your chosen Event Type to edit.
Setting Up Observations
When you have set up new Observation Groups and used these within an Event Form, you will be able to set up the Pass and Fail criteria for that Event Type by clicking on the Observations tab within the Event Type and selecting the Observation Group that has previously been created from the drop-down list. You then decide if you want them to determine the result and display the totals and percentage:
Setting Up Scoring
To set up the overall scoring criteria for an Event Type, click on the 'Scoring Type' and choose if you want the total score of the event to be based on 'Sum' or 'Average' and then complete the rest of the items on the page to your preference and indicate what should be deemed a passing or failing score and then click 'Save':
Note: You need to have set up Score Groups and use the Score answer type within your Event Form for this to work.
Setting Up Rules
You can choose to set up rules based on the event outcomes and the Asset Status to add automation to the process rather than a user having to update the Asset Status manually.
You can set an Event Status, for example, to describe if there was a reason why the event couldn't go ahead.
The system has default Event Statuses to get you started but you can review and edit these by going to Setup > Assets & Events > Event Statuses:
You can archive existing ones by clicking on the arrow to the right of the 'Edit' button and you can create new ones by clicking on 'Add' in the top right. When you add a new status, all that is required is the status name.
Within the Post-Event Information at the end of your Event, the first field is a dropdown called 'Comments'. You can pre-populate different Comment templates which will populate in the text box below (e.g. Positive Summary, Negative Summary, Action Required, etc.). This will make it quicker for the person completing the event and also standardizes the Post-Event information across all inspectors.
To create Comment Templates go to Setup > Templates > Comment Templates > Add:
Then you will be asked to name the template and input the text that you want to populate in the comments box.
Once you have created your Event Types, there is the ability to import historical completed events for that type or import open future one-off events by going to Setup > Import > Import Events/ Import Open Events.
Note: If you are importing historical completed events, you can only import one Event Type at a time as the template you download will provide you with the questions for that Event Type.
You will need to fill in the downloaded template, take note of the guidance provided on the import page, save the file, and then upload it into the Upload section and click 'Start Import'. If there are errors, the import will fail and the error message will let you know which rows caused the error(s).
Top 3 Takeaways from this lesson:
- Actions are treated as a different type of Event - you complete them in the same way
- Some features need to be set up before they can be used in the Event Form (Button, Score, and Observation Groups)
- You cannot use Scoring and 'Sets Results' in conjunction with each other
Homework - Before beginning the next lesson
- Create a new Button Group and add to a new or existing question within an Event Form
- Create a scored Event Type
- Create, assign, and complete an Action