Within the platform, there are multiple rules that are consistent no matter what you are working on, so we felt that it was important to lay those out here, so that you could keep them in mind as you go through the training
Your permissions to access the different parts of the platform described in the following training are completely dependent on the Roles assigned to your User account.
If you don't see something in the platform that you see in the training it is because you don't have the proper roles assigned to your user account, you need to contact your system admin and have those updated.
Please note that role changes require a logout and login to the platform.
Data Linking in the Platform:
Good database design stipulates that you don't save multiple versions of the same value all over the database, which increases the size of the database and slows down queries.
Instead, you link items together using unique IDs.
When we save a checklist response we don't write down the entire question text and then the answer we simply link the answer to the question's id.
This means that when you make changes to entities in the platform that already exist and have already been associated with other entities, they get automatically updated throughout the system.
Examples:
If Jane Smith changes her name to Jane Doe, every checklist that Jane Smith ever did will now show as being completed by Jane Doe.
If you change a tag from Not Safe to Safe, every response that ever had that Not Safe tag will now show a Safe Tag.
If you change the meaning of a question's text it will change the meaning of every answer that was ever associated with the original question's text.
If you aren't sure how making a change will affect historical data, the best option is to create a new entity and start using that moving forward. You can always make something inactive if you don't want to see it.
Checklists is the term that we commonly use to describe the processes in the platform. In reality, our clients are building checklists, audits, logs, forms, quizzes, tests, processes, etc..
Though we use checklists as a catch-all you are not limited in any way from building any form or process that meets your business's needs.
In the admin portal we had to come up with a generic term that would include all these different types of forms:
Question Sets: are sets of questions
Question Response sets are the answers to a question set.
A question set is a checklist and a Question Response Set are the answers to a checklist.
Nothing is automatically saved on the platform, you will have to make sure you save anything that you want to keep
Especially important with making large checklists to save them every once in a while as you are editing them.
The Save/Create button is red and is located in the upper right corner of the screen.
Something we will talk about a lot throughout the training is Inheritability, this will only apply to you if you are going to be using a multi-org structure.
The idea behind inheritability is that the parent (or main org) makes something available to their child orgs, however, the child orgs are unable to edit them, they can only see them and use them.
This is used for tags, users, locations, checklists, and filters (all of which we will talk about more in the training).
Admin Pages
At the top of each admin page, there is a search bar function where you can type in what you are looking for.
Some things you can use to search are entity names, tags, cities, states, emails, etc.
This does change slightly by the different pages.
If you search for something and then you want to see everything again you have to remove everything you typed and then select search again.
We now have a show all and hide inactive option so you can see only what is active if you would like, or you can see everything that is active and inactive
Inactive items going to be hidden naturally
In Child Orgs, inherited items will be sorted to the bottom of the list in the admin portal and will be designated with a down arrow.
Deleting Entities within the Platform.
Some items can be deleted in the system:
Checklists and all of their corresponding answers.
Tags
Filters
Roles
Rules
Something important to remember is that once you delete something (for items that you can delete), it is gone FOREVER and it cannot be retrieved by us
You are not able to delete users or locations within the system, rather you can make them “active” or “inactive”. To learn more about why this is, please go to our FAQ
Metadata
On every question that is answered, we capture the following metadata.
Metadata:
Time Date Stamp of when the question was answered.
The location where the checklist was completed based on the Geocode, or the exact position on the earth based on the GPS from the device.
The user who answered the question.
The data captured in the answer of the question.
Hard Coded Entities:
Some entities in the platform are hard coded and cannot be deleted or edited.
Administrator Role
Critical Question Tag
Unsatisfactory Response Tag
Issues:
Issues are responses that are tagged with the Unsatisfactory Response Tag.
Responses are tagged Unsatisfactory by a rule on the question.
Critical Issues
It is the combination of a Critical Question Tag applied to a question and an Unsatisfactory Response Tag applied to the response by a rule.
Its the combination of tags that makes it a Critical Issue
Critical Issues are counted separately.
Critical Issues are a subset of total issues.
Critical Issues can trigger a notification to be sent on a checklist when it is submitted.
Attachment Sizes and Limits
Individual Attachment Size is 10mb.
This is for responses and for Location Attachments
Checklist Total Attachment Size cannot exceed 100MB.