Thank you to everyone who has joined our Community Group, as mentioned here is the output from our first session “Templates, Reporting, and Access Rules”.
Below you will find a link to the recording to watch again on demand as well as a transcript of our Q/A.
Access the on-demand recording: SC Foundations - Templates, Reporting, and Access Rules
Session Q/A Transcript:
- How do annotations work?
Annotations allow you to annotate or markup on the mobile app or image upload. An image such as a diagram or plan, can be uploaded in the template for annotation. More info can be found here: https://help.safetyculture.com/en-US/000093/
- Can you retrospectively add approver to older templates?
You can add an “approval step” to old templates, however this step won’t retroactively apply to previously completed Inspections. The new approval steps will only apply to new Inspections completed using this Template after this change has been made
- Can you see the evidence in the analytics dashboard?
You won’t see evidence directly in the Analytics dashboards, however in many charts, tables or graphs that you build in Analytics - the Inspection reports & responses are only a click away where you will be able to view the evidence provided against specific questions.
- How can I create workflows on the back of inspection answers?
You can use logic to trigger a set of specific questions when a particular response is selected, alternatively you can require the user to create a corrective action which is perfect for driving improvement and plugging gaps in your processes.
- Is there a way to set notification streams upon completion of a template (rather than a specific question)?
Yes, notifications can be sent upon completion for sure. Please check out our support article on how to set this up: https://help.safetyculture.com/en-US/002285/#notify-team-members
- Is it possible to customise the template to match an organisation's approved document templates?
Templates are fully customisable so it’s definitely possible to have them align to your organisation’s existing approved document templates or internal processes. Please get in touch with our support team at support@safetyculture.com if you would like some bespoke assistance on this.
- Can you check images of the inspections in the analytics? Or at least, is it possible to click the analytics and be taken to the image?
You won’t see images supplied as evidence directly within the dashboards, tables etc inside Analytics. However in most cases you can click on this Analytics content to view the Inspections or responses which make up this data - meaning viewing any related evidence only one or two clicks away.
- Is there a notification function/ability for any training allocation? At the moment, user/participant aren't aware that they are assigned with trainings until they access their SC portal.
You’re right in that users aren’t currently notified when assigned Training courses. A workaround is to use Heads Up to communicate to your users when you do have new courses published and assigned. Check out our guide for more info: https://help.safetyculture.com/en-US/000937/
- Can I link an asset to the inspections, and how would I do that?
Similarly to how you set up sites, you could choose your location from a dropdown list. You can also add an assets question to your title page which will surface a dropdown list of assets. This is a great way to conduct pre-starts, condition reports or preventative maintenance checks.
- Should the Approval Workflow option already be available on editing existing templates or is there a reason that this option would not be shown on existing templates, or is this yet to be pushed out?
The approval workflow option is yet to be pushed out to 100% of our customers, but stay tuned, as we have plans to release it to 100% this week. For more details, check out our Community page: https://community.safetyculture.com/
- Can the template 'grey out' an inspection question if an issue has already been logged to an asset? so as to prevent multiple issues of the same type being logged?
Unfortunately there isn’t the ability to “grey out” previously flagged questions. If there is an active “action/flag” it will label it under the question next time the template is being completed. Here is a support article that shows it in action: https://help.safetyculture.com/en-US/002685/
- Can an email address for the email template be taken from within the inspection? i.e If you had different customers you wanted to send the completed inspection to and added the address within the inspection.
Unfortunately that functionality isn’t currently available. But it would be a good suggestion to post on our SC Community which is monitored by our product team and can be upvoted by other customers.
https://community.safetyculture.com/
In the meantime, you would need to manually input the email addresses that you wish to share reports with by following these steps - https://help.safetyculture.com/en-US/000687/
- We mainly use free text, is there an option for voice to text, predictive text and spell check?
Love the innovative ideas, thanks for sharing! If you’re building your templates or conducting inspections on a mobile device (iPad, as an e.g.), you’ll find that you can access your mobile device’s voice to text, predictive text and spell check settings. Our Product team are active on the Community, so would definitely recommend you flag your ideas to the team as well: https://community.safetyculture.com/
- Is there a way I can edit all templates at the same time even if they have different assets etc?
Not currently. You would need to edit individual templates one by one.
A couple of tips that could be useful in reducing the time to reduce edits/updates of Templates:
- Consider if you could use Logic to reduce the number of “similar” templates, by providing different questions/paths based on user responses - https://help.safetyculture.com/en-US/002285/
- Consider if you could use Global Response Sets (GRS) to provide pre-set responses that can be utilised across multiple Templates. This way you can edit/update the GRS directly, which will then automatically apply to any Templates that using this GRS https://help.safetyculture.com/en-US/000074/
- Is there version control/history with templates when edited?
Yes there is version control/history for completed inspections. Please see the support article here” https://help.safetyculture.com/en-US/000066/ for further details.
- Can you drag and drop questions across templates?
There isn’t the ability to “drag & drop” questions across templates due to having to jump in & out of templates. Here is a support article that can support you on this https://help.safetyculture.com/en-US/000075/
- Can you copy and paste questions across templates?
Yes, you can copy and paste questions in bulk in the Template Editor and this works across templates. Check out our guide for more info: https://help.safetyculture.com/en-US/000043/
- Does a customised document number apply just to the specific checklist that you are working on or all checklists? How can you define it for any given specific checklist please?
The document number is specific to the individual checklist - Please see this support article https://help.safetyculture.com/en-US/000090/
- Regarding the scoring, is the score out of (denominator) the total questions, question answered or questions seen?
Scoring is set up based on the value of the answer, please see our guide for more: https://help.safetyculture.com/en-US/004327/
- If a user is only meant to do reviews of the inspections done by others, do they need to conduct access to the template so they can see the inspections? Is it enough to put them in the "inspection available to"?
Yes, the user will need to have “view” permissions as they will see the completed inspections in the inspections tab. Please see the support article here - https://help.safetyculture.com/en-US/000176/
- Can you get notified if a task is overdue?
Yes, you may get notified if an action/task is overdue, if that’s what you were referring to. Check out our guides for more info: https://help.safetyculture.com/en-US/using-safetyculture/actions/
- Is there potential to have a template version field for the title page so that it can be seen on the inspection level?
Not currently. However this could be a good suggestion to post on the SC Community.
