How Do I: Find and Pull Completed Records

How Do I: Find and Pull Completed Records

Introduction

You've now completed a checklist, submitted and progressed a ticket and logged and investigated an incident. What happens next? How do you find them, search for records and print or edit them? They can be viewed in two ways:
  1. Via the mobile app
  2. Via the web portal
The mobile app is generally used as an entry device (for completing checklists, tickets and logging incidents) however it can be used to take a checklist, ticket or incident from start to completion and is good for use on the go. The web portal provides the information in a table format, which is easier to view when you're sitting at your desk.


Find completed checklists

Via the mobile app

When you log in, Dashboard will default to the Checklists tab. On the right, you will view a button and a magnifying glass, 'COMPLETED CHECKLISTS.' When you click on the icon, the next page will display a search table. If you know which checklist you would like to view, you can add it in, otherwise, click on 'SEARCH' in the bottom right corner to display all Completed Checklists. 

     


After clicking on the 'SEARCH' button, a list will appear of all of your completed checklists. When you click on the checklist, the checklist will open for you to view the results. On the right of each checklist is a icon called 'PDF.' When you click this icon, it will open the checklist as a pdf report.  Along the top of the page you can view three icons which allow you to search, save, send, download and print. The report may include the answers to all of the questions asked in the checklist, graphs and the results from tickets that are associated with the checklist questions.

     


Via the web portal

When you login, you will be taken to the Dashboard tab, Summary Dashboard page. To view your completed checklists, click on the 'Checklist Manager' tab and click on 'Checklist Register.' This will show a list of all of the completed checklists with a search bar at the top of the page if you know which completed checklist you would like to open.

     

     
There are many directions to go from here. The green buttons above the table are:
  1. Reassign - reassign the checklist to another Center or Room
  2. Merge Checklist Report - Choose a minimum of two checklists and merge the reports together. This may be useful when you are looking at the same weekly checklist over a monthly period
  3. Lock/Unlock Update - Locks the checklist to prevent any comments from being added. Unlock reinstates this function
  4. Complete Checklist - the ability to complete a checklist from this page

     
   

The checklist table includes all of the completed checklists in date order, however the up and down arrows within some of the titles means that you have the ability to filter to change the order to suit your requirements. The titles in the table are:
  1. Reassign/Merge/(Un)Lock - activates functionality when you check inside the box for the 'Reassign,' 'Merge Checklist Report' and 'Lock/Unlock Update' buttons
  2. Locked - a closed padlock and the text 'Locked' appears when the checklist is locked for editing
  3. Checklist Name - a clickable link which will enable you to go into the completed checklist and edit (if it isn't locked)
  4. Template - the name of the template used for which the checklist is based upon
  5. Date - the date the checklist was submitted
  6. Creator - the user who created the checklist template
  7. Center - the name of the center that the checklist is based upon
  8. Room - the name of the room that the checklist is based upon
  9. Ticket # - will show a clickable link to the ticket that is raised against the checklist (not every checklist will have this)
  10. Score - if there is scoring on the checklist, this shows the total score
  11. Completed - whether the checklist has been completed in full or not 
  12. Action - icons which allow you to delete, download (to print), copy the checklist or view attachments


Checklist Name

When you click on the checklist name, it will take you to the completed checklist. The page will automatically default to the 'Checklist Details' page which will show in blue, meaning that it is the active page. The other tabs that are available will show in grey and they allow you to view any attachments, email the checklist or take a look at the list of amendments made to the checklist. Down the right hand side are options to save, add a ticket or return to the previous page.

     


Some parts of the checklist can be edited and you are able to show all comments that are related to the checklist when the tick box is selected.

     
     


Ticket #

The link will fast track you directly to the workflow of that particular ticket so that you can view and make amendments. Down the right hand side are options to save, exit or print (downloaded to pdf to print).

     


Action

The action icons direct you to specific actions that you can make.
  1. The cross icon allows you to delete the checklist
  2. The printer icon allows you to print via pdf
  3. The two overlapping pieces of paper icon allows you to copy (clone) the checklist
  4. The picture icon is a shortcut which allows you to go straight to the checklist attachments
     
   

Search for records to print and/or edit


The records that you are likely to edit and/or print are usually the Tickets and Incidents. Whilst you are able to search and edit both tickets and incidents in the mobile app, the web portal has the functionality to print as well.

Via the mobile app

Tickets

To search for tickets to make changes, click on the 'TICKETS' tab on the Dashboard. This will show all of the tickets that you are involved with. To edit a ticket, select the ticket that you would like to edit and click on the 'EDIT' button on the right.

     


When you have finished editing, click on the 'SUBMIT' button in the top right of the page to save your changes.

     


Incidents

To search for an incident to make changes, click on the 'INCIDENTS' tab on the Dashboard. This will show all of the incidents attached to your Center. To edit an incident, select the incident that you would like to edit and click on the incident. To open a pdf to print, click on the 'PDF' button on the right.

     


Via the web portal

Tickets

When you login, you will be taken to the Dashboard tab, Summary Dashboard page. To view your completed tickets, click on the 'Ticket Manager' tab and click on 'My Assigned Ticket.' 

     


The page will automatically default to the 'My Assigned Tickets' page which will show in blue, meaning that it is the active page. This will show a list of all of the tickets that you are involved in with a table containing all of the tickets that are assigned to you with a search bar at the top of the page if you know which ticket that you would like to open.

     


       
        


There are many directions to go from here. The green buttons above the table are:
  1. New Ticket - raise a new ticket
  2. Bulk Ticket - this is where you can raise a ticket for multiple centers or rooms
The ticket table includes all of the ongoing and completed tickets in created date order, however the up and down arrows within some of the titles means that you have the ability to filter to change the order to suit your requirements. The titles in the table are:
  1. Current status - of Pending, Open, Resolved, Closed - the information circle advises what has been done
  2. Priority - the level of priority
  3. Center - the name of the center that the ticket is based upon
  4. Room - the name of the room that the ticket is based upon
  5. Category Type - the type of category that the ticket has been assigned to
  6. Subject - the name of the ticket. This is a clickable link which will open the ticket for viewing and editing
  7. Incident - if there are any incidents associated with the ticket
  8. No - the unique ticket number
  9. Created Date - the date the ticket was created
  10. Due Date - the date the ticket is due
  11. Action (blank) - icons which allow you to download (to print) and to copy (clone) the ticket
  12. Quick Action - linked to the current status, this allows you to to move quickly to the next status in the workflow without entering the ticket

Subject

When you click on the link in the subject it will open up the ticket. You can then go ahead and edit what you need to do. The tabs that are available will show in grey and will take you back to the main table when you select 'Tickets Assigned To Me' and to other tickets within your center that you are not involved with when you select 'All Other Tickets.' Down the right hand side are options to save or print.

     


Quick Action

The quick action allows you to move to the next status in the workflow without entering the ticket. When you click on the button, it will open a pop up window and you are able to add comments.     

     


Incidents

When you login, you will be taken to the Dashboard tab, Summary Dashboard page. To view your incidents, click on the 'Health & Safety' tab and click on 'Incident Register.'

      

The page will automatically default to the 'Incidents' page. This will show a list of all of the incidents within a table with a search bar at the top of the page if you know which incident that you would like to open.

     


This search bar can be hidden as well.

     

     
There are many directions to go from here. The green buttons above the table are:
  1. Upload Incident - this is where you can upload an incident from your files
  2. New Incident - this is where you can raise a new incident
The incident table includes all of the ongoing and completed incidents in incident number order, however the up and down arrows within some of the titles means that you have the ability to filter to change the order to suit your requirements. The titles in the table are:
  1. Name of Affected Person - the person that the incident happened to. This is a clickable link which is directed into the incident 
  2. No - the unique incident number
  3. Type - the category type that the incident falls into. This could be categories such as Adult - Injury, Child - Injury
  4. Status - the current status of Pending, Open, Resolved, Closed 
  5. Incident Date - the date the incident occurred
  6. Room - the name of the room that the incident occurred in 
  7. Center - the name of the center that the incident occurred in 
  8. Hazard - if there was an identified hazard where the incident occurred
  9. Date Reported - the date that the incident was reported/logged
  10. Severity - seriousness of the incident
  11. Tickets - if there are any tickets associated with the incident
  12. Action (blank) - icons which allow you to download to print the full report and the incident details

Name of Affected Person

When you click on the name, the page will automatically default to the 'Incident Details' page which will show in blue, meaning that it is the active page. The other tabs that are available will show in grey and they allow you to view the changes through the incident history and any tickets associated with the incident.

      


The bottom of the page has more options that are available to Deactivate the incident, Cancel the amendments that you made above and to Update the amendments that you made above.

     

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