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The 2022.4 (15/12/22) release of Onsite Inspect saw the introduction of the ability to send inspection reports directly to the DMS.
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This article describes how to manually setup the set up the ability to send inspection reports directly to the DMS.
Enabling a Project
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for Document
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Site Name
DMS Automation
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Updating Inspection Templates
When you click on the Add Inspection Template button, the following screen is displayed.
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Work is Allowed
If you tick Work is Allowed, the items will follow the same workflow as a standard inspection.
Sign-Off Inspection on Submission
If ticked and no items are Unsatisfactory, the inspection will be marked as Complete when it is submitted.
Terms and Conditions
If you tick the Terms and Conditions are Required? option, you can then supply a URL to your terms and conditions.
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Add Authority
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The Authority Role is just a label and is not a Platform role.
Completing the template
When you have added your inspection template, you will see a screen similar to the one below.
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Adhoc item format
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When you have added the template, you can define what type of item will be added if the user adds an item to the inspection.
Defect item - You will be able to enter an item in the same format as you do in a non-structured inspection.
Standard item - This will allow you to add an item in the format shown below;
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Adding Groups to your template
You add groups to your template to categorise your inspection items.
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When you click Add Group, you will see a screen similar to the one below.
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The location field is used when you add ad-hoc items to a group
Adding items to your Group
When you select your group, you add the inspection items to it.
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When you click on the Add Item button, you will see a screen similar to the one below.
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Response Type
The response type allows for four different options
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Data List - This allows you to select one of the Response Groups.
Date - The user must supply a date.
Date/Time - The user must supply a date and time.
Time - The user must supply a time.
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The Default Response allows you to specify the response that will be highlighted when the inspector sees the item. The default response is used when submitting if the inspector has not made a response. This is useful in scenarios where there are a lot of standard questions which for the majority of the time the answer is the same allowing the inspector to only supply an answer to the items that require attention. |
Satisfactory
This setting is used to determine what meets the criteria for the item to be satisfactory. There are 3 different options;
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Option
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Definition
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Satisfied when none are selected
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If the user does not make any selections (They just hit the Next button.), the item will be seen as Complete. For example, this is useful in scenarios where you are asking for a list of defective things,
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Satisfied when all selected are satisfactory
When the user selects all responses that are deemed as satisfactory. For example, you have a response group;
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Satisfied when all are selected
When the user selects all responses. For example, you have a response group;
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Notification On Change
You can send notifications when specific actions are performed on, inspections based on the template.
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When you click on the Add Notification button, you will see a dialog box ;
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The Only Notify Contacts Linked to the Object option is used to limit the number of people who will receive the notification, so it will only send to contacts that are attached to the project.
In the example above, a custom role was added called Maintenance Administration so that it will be sent to all contacts that have that role.
Publishing the template
When you have finished working on your template, you must publish it before it can be used.
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When you click on publish, you will see the following message;
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Version Control
If you click on the View Different Version button, you will see the following dialog;
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Management
To allow inspection reports to be stored against a project in the DMS the object must be enabled for Document Management. If this has not been automatically set then you can do it in the DMS via Administration > Object Browse.
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This will generally be turned on automatically via integration.
Document Site
In Perspective Platform you need to ensure that the Project has a Document Site defined against it.
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DMS Document Structure
Add a folder to the structure for the type of report that you want to add to the DMS.
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Document Types
You will need to set up a document type for each type of inspection that you want to add to the DMS. You must tick Allow Multiple Instances.
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Updating Inspection Templates
Create a new version of the template before adding the automation. In Onsite Inspect in the Administration > Inspection Templates find and edit the template that you want to set up the automation for. There is a new accordion Automation.
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When you click on the Add DMS Automation you will see the following dialog
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Give the automation a relevant name.
Give the automation a relevant description,
Select the type of report that you want to send.
Select the Document Type the report will be added as.
Set the actions that will start the automation.
When you have added the automation publish the template.
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If your DMS automation has both submit and sign off actions selected and your inspection template is set to Sign Off Inspection on Submission? (If no work is required) then two documents will be produced so you may wish to set if for Sign-Off only, |
Linked Automations
When you have added a DMS Automation in the inspection template you will see it in the new Linked Automations accordion in the DMS.
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