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Procore

Create an Observation from an Inspection (iOS)

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Objective

To create an observation from an inspection on an iOS mobile device.

Background

You may want to create an observation from an inspection if an item is deficient or requires follow up work to be completed by the inspection's point of contact.

Things to Consider

  • Required User Permissions: 
    • 'Standard' or 'Admin' on the project's Inspections tool.
      AND
    • 'Standard' or 'Admin' on the project's Observations tool.
  • Additional Information:
    • You can also Create an Observation from the Observations tool.
    • This asset or item can be viewed or edited in offline mode provided that the asset or item was previously viewed and cached on your mobile device.

Steps 

  1. Navigate to the Inspections tool from an iOS mobile device.
  2. Tap the inspection you want to open.
  3. Tap the info    icon next to the inspection item you want to create an observation from.
  4. Tap Observation.
  5. Select the type for the observation.
    NoteThe type will help you filter and report based on the type of observation. It will not have any affect on which fields will appear when creating an observation. See What are the default Observation types used for?
  6. Fill out the following fields as appropriate:
    Note: The title of the observation is automatically populated with the item name.
    • Camera: Tap to take a new photo to add to the observation.
    • Attachments: Tap to add photos or files from your device.
    • Status: Select the status of the observation.
      • Initiated:  When you create the observation, it is set to 'Initiated'. This means that the observation has been established in Procore and is awaiting the assignee to respond.
      • Ready for Review: After the assignee has acted upon the observation (whether by fixing the deficiency, by addressing the safety issue, etc.), he or she will respond to the observation by changing the status to 'Ready for Review'. This notifies the creator via email that the observation is ready for the creator to review.
      • Not Accepted: After the creator has reviewed the work, they might mark it as 'Not Accepted'. This means that the creator has deemed the work as not resolved. The observation is sent back into the assignee's court. 
      • Closed: After the creator has reviewed the work, they might mark it as 'Closed'. This means that the creator has deemed the work as resolved and approved, and has closed out the item.
    • Assignee: Select the user who will complete the work required from the observation. This will be automatically be populated with the inspection's point of contact.
      Note: This user must have 'Standard' or 'Admin' permissions on the Observations tool to respond or be set as an assignee.
    • Distribution Members: Select one or more users or companies to add to the distribution list.
    • Trade: Select the trade involved in resolving the observation. Trades are set at the Company level Admin tool. See Add or Delete Trades.
    • Location: Select the location the observation is found in. This will be automatically populated with the location from the inspection. How do I add a multi-tiered location to an item?
    • Due Date: By default, the due date will be set with 7 days after the observation was created. This field is editable on the create and edit pages of the observation, and the default due date is editable on the configuration settings.
    • Privacy: Tap the toggle switch to ON if you want to mark the observation as 'Private.'
    • Priority: Select the priority level of the observation.
    • Hazard: Select a hazard associated with the observation. 
    • Contributing Behavior: Select a contributing behavior associated with the observation. 
    • Contributing Condition: Select a contributing condition associated with the observation. 
    • Description: Add a description for the observation detailing relevant information needed to report on or complete the work.
  7. Tap Save.
    Note: The observation will be added to the Observations tool, as well as the activity feed of the inspection item.
  8. When you are ready to send out notifications, tap the Send 2018-02-26_09-14-47.png icon.
    Note: This will send a notification to members on the observation's distribution list and creators of all of the observations that have yet to be sent. The 'Date Notified' in this message will be set to the date the notification was sent.
    • When sending out notifications of observations, keep the following permissions in mind:
      • If you have 'Admin' level permissions, an email digest for ALL observations will be sent.
      • If you have 'Standard' level permissions, an email digest for only the observations you created will be sent.
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