Welcome to Lesson 3 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:
- Create Event Type Groups and Event Forms and associate them with the corresponding Asset Types (using system defaults)
- Complete an event on an asset
Lesson 3 - Events Basics Video
Watch the below video on the Events functionality and workflow in Field iD. Detailed instructions follow the video:
Event Type Groups & PDF Output
As Assets use Groups and Types to keep your many assets organized, Events also use this system.
Event Type Groups is the top level that allows you to:
- Organize the event forms that you will be creating
- Determine the visual output for those event forms
- Easily search and filter based on these groups
To create or edit an Event Type Group, go to Setup > Assets & Events > Event Type Groups & PDF Report Style. By default, the system will have two Groups already setup, Visual Inspection, and Actions, but you have the ability to create your own groupings:
Creating a New Event Type Group
Click on the Add button on the right-hand side which will bring you into the group builder where you will determine the name of the group, the title that appears at the top of PDF reports, and the PDF Report Style:
The PDF Report Style determines how all the event forms that you create under this group will output as a PDF - this would be a good reason to have multiple groups, as well as being able to search and filter more easily.
Use the Preview option when deciding - once you have decided hit the Save button at the bottom of the page on the left-hand side.
Tip: Start by editing the default Visual Inspection Event Type Group and then creating additional Groups if needed.
Underneath Event Type Groups are Event Types which are the different inspections or checks that you can create to conduct against specific assets. We have some built-in Event Type templates for some common asset types that can be found by going to Setup > Templates > Common Templates.
Creating a New Event Type
If the common templates aren't applicable to your use case or you want to create your own, navigate to Setup > Assets & Events > Event Types > Add Event Type (on the right-hand side). When you click on this, it will bring up 4 options:
- Asset Event - this is the most common type of event and the one you would select if you are inspecting assets
- Place Event - this is the one you would select if you wanted to create an inspection or checklist to conduct against a Site rather than an asset
- Action - this is the one you would select if you wanted to create different types of corrective actions
- Procedure Audit - this is the one you would create if you are adding a new LOTO procedure audit
You will need to choose the Name for your event, select which Group it fits into, and tick to enable the following options:
Printable - This will allow the completed event to generate a PDF and be printable (which is recommended if you need to provide a copy of the completed event information to someone internally or to a third party).
Master Event - This will allow sub-events to be completed as part of this encompassing Master Event. For example, the Master Event could be an overall car inspection and under that, you can have several sub-events for an engine inspection, seatbelt inspection, paintwork and body inspection, etc. The benefit of using this feature rather than having them as separate Event Types or as separate sections within one event form is that it links the events together and makes them reportable whilst making the user experience of completing the events quicker and easier for something that has several areas to be inspected.
Assigned To Can Be Updated - This allows you to change the person who the Event is assigned to.
Before moving on to creating the content of the event, you have the option to add Event Attributes to capture information about the event at the time of completion, e.g. Lighting Condition, Weather, Shift Number, etc.
Once you have filled out this page, you can then choose to just 'Save' what you have so far and come back to it, or 'Save and Add Event Form' which will take you to the Event Type Form to start creating questions.
Event Type Form
Creating an Event Type Form
The Event Type Form creation page is split into the 3 following columns:
- Answer Information
When creating a section, you need to input the section name and enable if you want the whole section to be optional to complete or if you want to set everything as required. If you prefer to manage this at a question level, you can leave both options unticked.
When creating a question, you need to input the question name in the New Criteria field and select the answer type from the drop-down list:
- One-Click Button - There are defaults in the system but you can create your own (See Lesson 4 - Events Advanced). They are designed for quick completion by allowing you to set a default button and only require one click to go to the next answer option
- Text Field - Free Text Field
- Combo Box - Multi-select answer options
- Select Box - Single select answer option
- Unit of Measure - Measurement option (determined in 3rd column)
- Signature - Digital signature
- Date Field - Date picker
- Score - These need to be set up outside of the Event Form before use (See Lesson 4 - Events Advanced) This will allow you to set numeric values to answer options and set a Pass/Fail criteria
- Observation Count - These need to be set up outside of the Event Form before use (See Lesson 4 - Events Advanced)
- Number Field - Numeric value (decimal places can be set in the 3rd column)
Based on your answer type, the information in the 3rd column will change, but you'll see the same 3 icons:
Criteria Settings - Here you will have the option to 'Set As Required' - make the question mandatory to answer, 'Add Logic' - force an action to be assigned or image uploaded when a specific answer is selected, 'Sets Result' - fails the whole event if this question fails.
Criteria Instructions - Here you can input text and images to help the user answer this question if guidance is needed.
Observations - Here you can predefine a list of Recommendations and Deficiencies for this question for the user to select when answering this question.
When you have completed adding your sections and questions, click 'I'm Done, Save and Finish' in either the top or bottom right of your screen.
Asset Type Association
Once a new Event Type and Form have been created, it must be associated with the asset type that it is designed to inspect - this means that when an asset is selected to be inspected, only the Event Forms related to that type of asset will appear to be selected so there is no risk of conducting an unrelated event against an asset. You can associate an Event Type with multiple asset types if applicable.
You can do this from 2 places:
1. a) From the Event Type (Setup > Assets & Events > Event Types > Open (click on the name of the event type to associate)
1. b) Click on the tab Asset Type Associations
Tick the box for the Asset Types that you want to link to the Event Type:
2. a) From the Asset Type (Setup > Assets & Events > Asset Types > Open (click on the name of the asset type to associate)
2. b) Click on the tab Event Type Associations
Tick the box for the Event Types that you want to link to the Asset Type:
Event Form Workflow
If you have completed all the required steps from Lessons 1, 2, and 3, you are now in a position where you can select an asset to complete a scheduled or ad-hoc event.
Starting an Event
You can start an event in a few different ways:
1. From the Homepage, click on the 'Start Event' tab, enter the Serial, RFID or Reference Number in the 'Single Asset' box and click 'load', and then 'Start Event' on the asset page. Or, if there is a scheduled inspection, click 'Start' on the chosen one.
2. From the Homepage, use the search bar in the top right-hand corner of the homepage to enter the Serial, RFID, or Reference Number of the asset you want to inspect, then click 'Start Event' on the asset page. Or, if there is a scheduled inspection, click 'Start' on the chosen one.
3. Use the 'Search' tab to locate the asset and then click on the 'Actions' drop-down on the right-hand side of the screen for that asset and click 'Start Event'. Or, if there is a scheduled inspection, click 'Start' on the chosen one.
Completing an Event
When you start an event on the web, you will notice the screen is split into 2 columns: on the left-hand side will be your Asset and Event details which are prep-populated for you unless you have added Event Attributes, and on the right will be your Event Form(s) and Results sections. You will need to work your way through answering the questions in the Event Form.
Note: You will only see one section at a time and will need to use the arrows to navigate between the sections.
If you have used the 'Sets Results' or 'Scoring' features in your Event Form, the Result will be determined by those, otherwise, you will need to manually select a result and complete the Post Event Information as needed, and create an additional one-off follow up event if required and finally, upload any further attachments before saving and completing your event.
Top 3 Takeaways from this lesson:
- Event Types must be put into an overarching Group
- Event Types must be associated with an Asset Type in order for them to be used. If the Event Type you are looking for does not appear when you select your asset to inspect, check that the Event Type is associated with the respective Asset Type
- You can conduct an event from the web or from the mobile app (See Lesson 7 - Mobile App)
Homework - Before beginning the next lesson
- Create an Event Type Group and an Event Type that sits within it, then associate it with an existing Asset Type
- Conduct that event on that Asset Type on the web or mobile app