Raising Issues using the Smartforms - Quality Management Integration

Who is this article for?

  Administrators who want to set up the integration for their organisation.

  Primary Admin (ISE) and Workflow Designer (IQME) permissions are required.

There are two ways Issues can be raised in Smartforms to trigger IQM Workflows as part of the integration: ad hoc and from an Operation. This article walks you through steps for both methods.

1. Ad Hoc
   • Web App
   • Native App
2. Operation
   • Form Flow Question
   • Ad Hoc

1. Ad Hoc

When your Staff are going about their daily responsibilities, they may come across problems in your business that need attention, like low PPE stock, a light bulb out, or tripping hazard by the exit.

They can raise these for attention and resolution in both the Web App and the Native App.

Web App

To raise an Issue:

1. Open the To Do list.
2. Switch to the "Issues" tab.
3. Click Raise an Issue.

4. Enter the information requested in the pop-up:
   • Title - Short description that captures the nature of the Issue.
   • Type - Category that best describes the Issue. These are preset by Admins.
   • Flag - Priority that best matches the Issue. These are preset by Admins.
   • Place - Location where the Issue was spotted.
   • Associated Assets (Optional)
   • Comment - Text or images that add detail about the Issue.

5. Click Create.

Cannot find a suitable Type for your Issue?
Ask your Administrator to review the available options by following steps in our Configuring the Smartforms - Quality Management Integration article.

Native App

Your staff can also raise Issues directly from their individual or shared devices.

To raise an Issue:

1. Open the middle tab at the bottom of the app.
2. Tap the Plus button.

3. Enter the information requested in the pop-up:
   • Title - Short description that captures the nature of the Issue.
   • Type - Category that best describes the Issue. These are preset by Admins.
   • Flag - Priority that best matches the Issue. These are preset by Admins.
   • Place - Location where the Issue was spotted.
   • Asset (Optional)
   • Deadline (Optional) - Date by which the Issue should be resolved.
   • Comment - Text or images that add detail about the Issue.

2. Operation

Some questions within an Operation (Op) may require an Issue to be raised. This allow you to ensure that follow-up actions are created, managed, and resolved.

When building your Op, you can raise an Issues based on the responses given by your team to a Form Flow Question using Form Flow logic.

You can also give Staff the option to raise Issues ad hoc at any point when completing the Op.

Raising Issues is directly linked to how your Issue Setup has been configured. If you are unsure how to set these up, familiarise yourself with our Configuring the Smartforms - Quality Management Integration article.

Form Flow Question

To raise an Issue automatically because of an answer given:

1. Open your Op.
2. Highlight the question.
3. Open the Details menu.
4. Click the Exclamation Mark icon next to the response that needs to trigger an Issue.

5. When selected, a follow up question will be added to the Op.
   You have the option to predetermine the Issue configuration in the Details Tab:
   • Title - Short description that captures the nature of the Issue.
   • Type - Category that best describes the Issue. These are preset by Admins.
   • Flag - Priority that best matches the Issue. These are preset by Admins.
   • Deadline (Optional) - Date by which the Issue should be resolved.
6. Tick Allow users to override these default values when raising an issue.
   This will allow individuals to enter relevant details as necessary.

Issue Form Flows can only be triggered when using one of the following Question Types: Checkbox, Number, List, and Rating. Read our Op Question Types article to find out more about them.

Ad Hoc

For those circumstances where Staff need to raise Issues that have not been accounted for beforehand, you can activate the option to allow Notes and Issues to be added to any question.

To enable the option:

1. Open your Op.
2. Switch to the "Settings" tab.
3. Toggle Allow notes and Issues to be added to any question? on.

This will allow Users to raise an Issue ad hoc against any question in an Op that is not already configured with one.