How to add stock codes, suppliers, locations, regions and growers and administer lists of questions and related guidance and custom lookups
The Lookups area of the menu lists information used when creating assessments. Generally, it is best to create these lists and then link them into assessments.
QUESTION ADMINISTRATION
The Question Administration page holds a list of all questions available to be added to assessments. Questions need to be entered here before they can be added to an assessment.
Hover over Lookups in the menu, and select Question Administration from the submenu.
ADD A QUESTION
To add a question, first check the question is not already within the system by opening the Question Administration page and searching the questions shown in the grid.
Under the heading Add A Question enter the following data:
Question - Enter the title of the question you want to add.
Assessment Section - Leave blank.
Data type - This is the type of response to be entered for this question. Select one of the following:
Short text - A text entry up to 50 characters.
Long text - A text entry up to 255 characters.
Date/Time.
Numeric (integer) - Allows only whole numbers.
Numeric (decimal) - Allows numbers up to two decimal places.
Yes/No.
System Lookup - Allows data to be selected from a lookup of other data in the system (e.g. stock codes, suppliers).
Custom Lookup - Data can be selected from a user-defined lookup created in the Custom Lookup Administration page.
System Lookup - If you have specified system lookup as the data type, select which system list to use in this field.
Custom Lookup - If you have specified custom lookup as the data type, select which custom list to use in this field. If you need to set up a new Custom Lookup list, refer to Custom Lookup Administration.
Question Level - Defines the severity level of the attribute / defect, if applicable. Within an assessment, questions of the same level can later be grouped and the overall result of the assessment determined by the results of each level.
Question Group - Select the group the question belongs to for reporting purposes. To add a new question group, type the name into the box.
Question Sub Group - Select the sub-group the question belongs to for reporting purposes. To add a new question sub-group, type the name into the box.
Quick Guidance - Add up to 255 characters of text here to assist users with answering this question.
Question Tags - Define any tags you want to apply to the question. Separate multiple tags with a semi-colon. These tags can then be used to filter questions according to their tags.
Assessment Type - Choose the assessment type which this question will be used in if it is to be used in one type only. If the question is to be used in more than one assessment type, leave this blank.
Default Question - When creating your assessments you can ‘Fill with Default Questions’. If you want your question to appear in that list, tick this box.
Hide - Ticking this box prevents the question from being available for selection when creating assessments, but does not remove it from the system.
Click Save. Your question will appear in the grid at the top of the page.
ADD AN ASSESSMENT SECTION
Assessment questions can be grouped under Assessment Sections. To create one:
Under the Add A Question page, enter the following:
Question - Title of the question group.
Assessment Section - Tick this box.
Click Save.
QUESTION COMMENT ADMINISTRATION
In TFSQ QC Mobile, users can add free text comments against questions whilst completing a QC Check. As an alternative, you can create a drop down list of comments they can choose from. To add a comment option to a question:
Hover over Lookups in the menu and select Question Comment Administration from the submenu.
Select the question you want to add the comment to.
Type the comment text in the Comment
Click Save.
Please note: You can add more than one comment option to each question if required.
GUIDANCE ADMINISTRATION
Guidance administration allows you to link large amounts of guidance text, external documents, web links or images to questions so this information can be viewed by the QC Mobile users when they are completing QC Checks. This can be linked to an assessment (in the Assessment Administration screen), a question (in the Assessment Question Administration screen) or a constraint (in the Assessment Question Administration screen). To create a guidance record:
Hover over Lookups in the menu, and select Guidance Administration from the submenu.
The grid at the top of the screen gives details of all existing guidance records. The grid also shows how many active assessments each guidance record is being used in (see In Active Assessments column), as well as Edit and Delete buttons for each record.
Under the heading Add Question Guidance, enter data in the following fields where required:
Guidance Description - This is the title or a short description of the guidance.
Guidance Text - Enter full guidance text you want to appear when the guidance is shown. This could be to supplement a picture or document that the guidance links to, or may be the full guidance description without any linked document.
Guidance URL - A web link or a link to an external document to reference the guidance. Click the Test button to test the link.
Procedure URL - A web link or a link to an external document to display a procedure that should be followed. Click the Test button to test the link.
Specification URL - A web link or a link to an external document to display the product specification. Click the Test button to test the link.
Add Attachment - Click Browse and select a file to be linked to this guidance.
Hide - Leave blank, unless you want to hide this record from being included in assessments.
Click Save.
Your guidance will now appear in the grid at the top of the screen and will be available for selection in the Assessment Administration and Assessment Question Administration screens.
CUSTOM LOOKUP ADMINISTRATION
Custom lookups are user-defined lists, which can be linked to a question to give the user a choice of responses. They are created in the Custom Lookup Administration and linked to a question in the Question Administration or Assessment Question Administration screens. To add a new custom lookup:
Hover over Lookups in the menu, and select Custom Lookup Administration from the submenu.
Under the heading Add Lookup, enter the name of the Lookup.
Click Save.
Your lookup will now appear in the grid at the top of the page. From the grid, click on the edit button next to your lookup.
Under Add Item, fill in the details next to Display Text, Sort Order, QA Flag and Score.
Click Save.
Each item will appear in the grid when you click Save. Repeat steps 4 and 5 to add as many items as you need to your custom lookup.
SUPPLIER ADMINISTRATION
A list of your supplier companies can be made available in TFSQ if it has been integrated with another of your computer systems that holds this data. If your TFSQ system has not been integrated, you can manage your own list of supplier companies as follows:
This list of suppliers will appear on mobile devices for any checks where there is a question that has been created as a system lookup question linked to the supplier list. If creating a new supplier user in the User Administration screen, you will be able to link the user to one of the supplier companies added. To add a new supplier company:
Hover over Lookups and select Supplier Administration from the submenu.
To add a supplier to the screen scroll to below the grid and under the heading Add Supplier, add Supplier code, Supplier name, Email address and Country of Origin.
Click Save.
STOCK CODE ADMINISTRATION
A list of your stock codes can be made available in TFSQ if it has been integrated with another of your computer systems that holds this data. If your TFSQ system has not been integrated, you can manage your own list of stock codes as follows:
This list will be linked to any question that was created as a system lookup question where the system lookup is ‘stock code’. QC Mobile users will be able to select from this list when they are completing checks and therefore, your data can be grouped per stock code in your reports. You will also be able to target assessments to stock codes meaning that when the QC Mobile user enters a particular stock code, the appropriate assessment will be automatically available.
When adding stock codes you can categorise them into a product hierarchy by using the business unit, business group, stock code area, stock code group, stock sub-group and stock code segment boxes. This can be useful when you look at TFSQ reports, as you can filter data on any of these levels. To add stock codes:
Hover over Lookups in the menu and choose Stock Code Administration from the submenu.
Below the grid enter the following information:
Stock type - Select the type of product you are adding.
Stock code – The code for the product (e.g. 01234).
Description – The description of the product (e.g. Apples x6).
Business Unit – Type or select the top level of your product hierarchy.
Business Group – Type or select the next level in your product hierarchy.
Stock code area – Type or select the next level in your product hierarchy.
Stock code group – Type or select the next level in your product hierarchy.
Stock code sub-group – Type or select the next level in your product hierarchy.
Stock code segment - Type or select the final level in your product hierarchy.
Unit stock code – Choose the unit of packaging the product would be in.*
Parent Stock Code – This is only applicable to stock codes that are seed/variety stock types.
SKU – Enter the SKU for the product if applicable.
Customer – Select the customer if applicable.
Click Save to finish.
Please note:
*To create a list of unit stock codes, you will first need to add them on this screen with the relevant stock type.
To add a list of customers, please contact Muddy Boots who will add this so it is available to select.
COUNTRY ALIAS ADMINISTRATION
TFSQ has a standard list of countries. If users commonly refer to a country by an alternative or alias name (or abbreviation), you can add this on this page and link it to the name in the standard list. When a QC Mobile user enters the alias name, TFSQ will recognise it.
Hover over Lookups and select Country Alias Administration from the submenu.
Under the heading Add A Country Alias, type in the Country Alias and select the Country you want to associate it with from the drop down list.
Click Save.
COUNTRY REGION ADMINISTRATION
Follow steps detailed in ‘Country Alias Administration’ section.
LOCATION REGION ADMINISTRATION
Follow steps detailed in ‘Country Alias Administration’ section.
LOCATION ADMINISTRATION
Use this section to set up different locations around your business premises or set up multiple sites if applicable.
Hover over Lookups and select Location Administration from the submenu.
Click the edit icon next to an existing location to change details, or use the Add a Location form to add a new location to the list.
Location Name
Location Code
Location Type
Supplier
Region
Click Save.
Your new location will now appear in the grid view.
GROWER ADMINISTRATION
Use this section to set up different growers connected with your business.
Hover over Lookups and select Grower Administration from the submenu.
Click the edit icon next to an existing location to change details, or use the Add a Location form to add a new location to the list.
Grower Code
Grower Name
Supplier
Click Save.
Your new growers will now appear in the grid view.