Observations

Log safety and quality observations across your project with configurable types, custom fields, priority levels, and a structured status workflow.

Creating Observations

Logging an Observation

1. Go to Project > Observations > Register
2. Click Create Observation
3. Enter observation details:
   • Type: Select from configured observation types
   • Priority: Critical, High, Medium, or Low
   • Location: Where the observation was made
   • Description: What was observed
   • Photos: Attach supporting evidence
   • Custom Fields: Complete any additional fields configured for the selected type
4. Assign responsibility for resolution
5. Save the observation

Observation Types

Configure observation types to categorise different kinds of findings:

1. Go to Project > Tools > Observations (or Organisation > Tools > Observations)
2. Create types such as:
   • Housekeeping
   • Hazard
   • Positive Observation
   • Environmental
   • Quality Defect
3. Add custom fields per type for structured data capture

Custom Fields

Each observation type can have its own set of custom fields:

• Text Fields: Free-form text input
• Select Fields: Dropdown options
• Date Fields: Date selection
• Number Fields: Numeric input

Custom fields ensure consistent data capture across your team.

Status Workflow

Observations follow a structured workflow from identification to closure:

1. Draft: Initial entry, not yet submitted
2. Open: Submitted and awaiting action
3. In Progress: Corrective action underway
4. Resolved: Fix completed, awaiting verification
5. Verified: Resolution confirmed
6. Closed: Observation fully addressed

Progressing an Observation

1. Open the observation from the register
2. Update the status as work progresses
3. Add comments to document actions taken
4. Attach photos showing corrective work
5. The assigned person verifies the resolution
6. Close the observation once satisfied

Priority Levels

Set priority to indicate urgency:

• Critical: Immediate action required, significant safety or quality risk
• High: Prompt attention needed within 24 hours
• Medium: Address within the current week
• Low: Address when practical, minor improvement opportunity

Observation Register

The register provides a complete view of all observations:

• Filter by type, priority, status, or assignee
• Sort by date, priority, or status
• View observation details and history
• Track overdue observations
• Export data for reporting

Best Practices

• Encourage reporting: Make it easy for all team members to log observations
• Set priorities consistently: Use priority levels to focus attention on critical items first
• Follow through: Ensure observations progress through the workflow to closure
• Use custom fields: Capture structured data that helps identify patterns
• Review regularly: Use the register to identify trends and address systemic issues