The forms functionality allows users to capture additional information in CiteOps at a task or shift level.
Forms can be used for cases in which additional information wants to be capture. For example, to identify delay´s reasons or duration at a task level. Also, for safety checklist to be completed before or after the shift.
When creating a form (through the “Forms” Section in the Manage Screen) the user must specify if the form will be available for tasks or at a Shift Plan level and the conditions in which the form should be enabled: If it´s for specific processes, shift, task types, equipment types, locations, location types, etc.
A task or Shift Plan can have more than one form related to different topics.
Create Forms
Every form can contain one or several questions-information requirements with different type of answers:
To set up a form follow the steps below:
1. In the 'Manage Screen', navigate to the 'Forms' Section.
2. Click on 'Add form'.
3. Type the name of the form.
4. Specify if the form will be available for tasks,shift plans or Shift Undermanager’s report. The option selected will define where the form is shown for its completion:
Tasks
Shift Plan
Shift Undermanager’s report
5. Depending on the option selected, a group of questions will appear for the user to complete. The conditions in which the form should be enable can be based on the task:
o Processes. E.g: if process was selected, the form will only be displayed in the tasks of the process selected.
o Shifts. E.g: specific safety related forms can be enabled for the tasks in the night shift
o Task Types. E.g: “Drill preparation handover shift” form can be enabled for “drill prep” tasks.
o Equipment Types
o Locations
o Location Types
o Imported tasks: allow users to define if the form should show for all tasks, only for imported tasks or exclude imported tasks.
6. Specify if the form should be automatically assigned to tasks based on the criteria previously establish or if it will be manually added.
7. Define if there are restrictions to answer the form: Scheduled tasks only, only for current and previous shift, etc.
8. Click on “Add” Checklist Questions.
9. Select a question from the drop-down list or type a new answer.
10. Select a question category from the drop-down list. If the category doesn´t exist, a new category can be created in the “Forms” section of the Manage Screen as per the reference image below.
Questions with the same category under the same form will be displayed together.
11. Select the Answer Type.
o If you select “List” add all the possible answers in the following section.
o If you select “Number” you can define minimum and maximum values, as well as decimal places
o If you select “Equipment”, you can define the equipment types
o If you select “Date/Time” you can select if only date or time is needed, or both.
o If you select “Location”, you can define the location types
o If you select “Slider”, you can define the minimum and maximum value
o If you select “Person”, you can define the occupation types.
12. 'Save'.
Tip: Some questions can be set up to only become available if specific conditions are met, based on the answer to a previous question. To implement this feature, you'll use the 'applicable to' section when creating the question that is subject to the condition. To configure this, ensure that the category of the second question matches the category of the question that needs to be answered in a specific way for the second question to be enabled.
In the example below, the question “What question is required?” will only be displayed if the question “Is a engineering control document required for this activity?” is answer with “Yes”. |
Edit/Delete forms
1. Go to ‘Manage Screen’ then click ‘Forms’.
2. Click on the form to edit.
3. Click the ‘Add’ button to add a question.
4. Click ‘Save’.
5. In deleting a question, select the question then click the ‘Delete’ button. After deleting the questions click ‘Save’ to save the changes.
Edit a question of a form
1. Open the form to edit.
2. Double click on the question to be edited. Edit description and category of the question by deleting or adding texts.
3. ‘Answer Type’ can also be changed by selecting a different one. Enter the required information of the new answer type.
4. Click ‘Save’ to save the changes to the question.
5. After editing the question/s click ‘Save’ to finally save all the changes made into the form.
Edit a list of possible answers into a ‘List’ Answer type question
1. Open the form to edit.
2. Double click on the ‘List’ Answer type question to be edited.
3. Click on possible answer to be edited. Edit the text or/and tick ‘Required Notes?’ then ‘Save’.
4. To add a new possible answer, click the ‘Add’ button in the ‘Possible Answers’ section. Enter the new possible answer then click ‘Save’.
5. In deleting a possible answer, select on the possible answer then click ‘Delete’.
6. Once all the changes and additions to the question are all completed click ‘Save’.
7. Finally, click ‘Save’ to save the changes into the form.
Change from ‘List View’ to ‘Table View’
1. Open the form to edit.
2. Click ‘List View’.
3. Slide the bar to the ‘Table View’.
4.Click ‘Save’ to save the changes to the question.
5. Finally, click ‘Save’ to save the changes into the form.
