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Optimize your processes (Part 2)

Learn how to help your team report issues as they arise, create Heads Up to announce important changes in your business, and manage all your assets in your organization.

2. Issues

What are issues?

The Issues feature allows you and your team to report things that don't look right. Be it observations, incidents, or hazards. The feature aims to empower your workers to report and collaborate with relevant teams to resolve issues as quickly as possible. As part of reporting each issue, users can capture key information such as location, weather condition, answer critical questions, and even attach photos or videos, to provide the full context.

What you'll need

Location access is required to capture the location when reporting issues.

When you report an issue while your device is offline, the issue will display the location coordinates instead of the full address.

Report an issue

  1. Log in to the web app.

  2. Select Issues iconIssues from the menu on the left-hand side.

  3. Click Plus iconReport issue on the upper-right of the page.

  4. On this page, select the issue category.

  5. Enter an issue title, and answer any required fields accordingly. Depending on whether the field or question has been enabled for the issue category, you can:

    • Add a description, location, as well as photos or videos of the issue, to provide more context.

    • Select the site, if sites have been enabled in your organization.

  6. Click Submit.

  7. In the issue profile, you can find details about an issue in the following tabs:

    • Overview: You can view and update key issue details, check responses to any custom questions, see the location of the issue, view any media attachments, and see if the issue is linked to an inspection or action.

    • Files: You can view photos, videos, and PDF files attached to an issue.

    • Activity: You can keep track of the changes made to an issue and see any comments your team members added.

  1. Open the mobile app.

  2. Tap on Issues iconIssues at the bottom of your screen. If you see Training iconTraining at the bottom of your screen, tap Assets gallery view iconMore and select Issues iconIssues.

  3. Tap Plus icon at the lower-right corner of your screen.

  4. In the pop-up window, tap the dropdown menu and select the issue category.

  5. Enter an issue title, and answer any required fields accordingly. Depending on whether the field or question has been enabled for the issue category, you can:

    • Add a description, location, as well as photos or videos of the issue, to provide more context.

    • Select the site, if sites have been enabled in your organization.

  6. Tap Submit.

  7. In the issue profile, you can find details about an issue in the following tabs:

    • Overview: You can view the summary of the issue details, where you can check responses to any custom questions, see the location of the issue, view any media attachments, and see if the issue is linked to an inspection or action.

    • Details: You can view the key issue details and update the fields accordingly.

    • Activity: You can keep track of the changes made to an issue and see any comments your team members added.

    • Files: You can view photos, videos, and PDF files attached to an issue.

  8. Tap Plus icon at the lower-right corner of your screen to:

Issue fields

You can use the following fields for each issue to provide as much detail as possible for your team:

Field

Description

Title (required)

The issue title. This automatically populates with the issue category appended by the date and time the issue is reported. Allows up to 255 characters.

Description

The issue description. Allows up to 500 characters.

Status

The issue status. New issues by default, start with the "Open" status.

Category

The issue category. Please note that updating the category of an issue does not trigger new alerts for the relevant groups.

Site

The issue site.

Assignee

The issue assignee. You can assign issues to anyone in your organization, which the assignees would by default receive email and app push notifications unless configured otherwise. Please note that assigning issues to yourself does not trigger notifications.

Priority

The issue priority.

Due date

The issue due date and time.

Date occurred

The date and time the issue occurred.

View report

The link to view the issue web report, including all details and its timeline.

Unique ID

The auto-generated unique ID of an issue. All issues get assigned with a unique ID, so you can easily locate and reference the issue you're looking for.

Timeline

The issue timeline logs every change in the issue, including updates to issue title, description, status, and details. You can add comments, photos, and videos, as well as answer custom questions to work with your team in resolving the issue.

Limitations

  • When you report an issue whilst offline, the issue will display the location coordinates instead of the full address.

  • Comments and attachments in each issue's timeline cannot be edited or deleted.

  • Date and location of an issue cannot be edited, this information will be pulled from the device's settings.

  • You can only upload one video at a time when reporting an issue via the mobile app, but you can upload more videos later on.

  • The following file size limitations apply to your attachments to issues:

    • PDF files: Up to 20MB per file

    • Photos: Up to 10MB per photo

    • Videos: Up to three minutes or 1.5GB in size per video

3. Heads Up

Why create Heads Ups?

For many organizations, the lines of communication to frontline workers tend to be fragmented, confusing, and sometimes non-existent. This can create problems such as workers not being aware of regulation changes or managers not knowing who hasn't seen updated training materials. With Heads Up, we've created a one-to-many communication solution that guarantees simple knowledge sharing and acknowledgments.

What you'll need

You can only create Heads Ups drafts and schedule them for publishing later on via the web app. A title, description, and at least one user assigned is required before publishing.

If you've created a Heads Up, but need to add more details or update the assignees, you can edit it via the web app.

Create a Heads Up

  1. Log in to the web app.

  2. Select Heads Up from the menu on the left-hand side.

  3. Click Plus iconCreate Heads Up on the upper-right of the page. Create a Heads Up via the web app.

  4. Configure the Heads Up accordingly. As you add details to your Heads Up, the preview shown on the right-hand side of the page will automatically update.

  5. Click Check (clear) iconPublish on the lower-left of the page.

  6. In the pop-up window, click Publish. If you want to save your Heads Up as a draft and come back to it later, click Back iconBack on the upper-left of the page and select Save Draft. You can also schedule your Heads Up to be published later by clicking Expand more icon on the right-hand side of the Check (clear) iconPublish button and selecting a date and time. Publish a Heads Up via the web app.

  1. Open the mobile app.

  2. Tap Home at the bottom of your screen.

  3. Tap Plus icon at the lower-right of your screen and select Create Heads Up. Create Heads Up from the Home screen via the iOS mobile app.

  4. Configure the Heads Up accordingly.

  5. Tap Publish icon or Publish at the upper-right of your screen.

  6. In the pop-up window, tap PUBLISH.

When you assign a Heads Up to a group or site, only the users present in the group or site at the time of publishing can view it. Any changes to their membership after assignment will not be reflected in the assignee list.

Heads Up fields

You can upload and configure the following fields for each Heads Up:

Field

Description

Media

The media attachments for a Heads Up. You can attach up to 6 media files, including videos (up to three minutes or 1.5GB), images (up to 50MB in total), and PDF files (up to 50MB). For video files, MP4, MOV, AVI, WMV, and WEBM formats are supported.

Title

The title of a Heads Up. Allows up to 70 characters.

Description

The description of a Heads Up. Allows up to 2,000 characters.

Share Heads Up externally

The shareable link and QR code of a Heads Up.

Assigned to

The assignees of a Heads Up. You can assign Heads Ups to users, groups, and site members.

Request Acknowledgment

The toggle to select whether acknowledgments are required for a Heads Up.

Comments enabled

The toggle to allow commenting for a Heads Up.

Reactions enabled

The toggle to allow adding emoji reactions for a Heads Up.

4. Assets

What are assets?

Assets are physical objects you can add to the SafetyCulture platform. You can input key asset details like unique IDs, asset types, associated sites, rich media, documentation, or other custom fields you choose. Adding assets to your organization enables your team to perform scheduled inspections and create actions that revolve around your assets.

Plus, you can view a complete history of activity directly from each asset’s profile. Through integrations, you can also connect SafetyCulture with your existing asset management system to create a centralized repository for your asset information.

What you'll need

Once you've added assets to your organization, you can add the asset question to your templates and start tracking inspection activities.

Add an asset

  1. Log in to the web app.

  2. Select Assets cube iconAssets from the menu on the left-hand side.

  3. Click Expand more iconAdd asset on the upper-right of the page and select Assets cube iconNew asset.

  4. On this page, enter the asset details. Provide the required "Unique ID" and select the "Type" from the predefined list.

  5. Once you select the "Type," additional fields will appear on the right-hand side of the page for you to enter more details.

  6. Once you're ready, click Create.

  1. Open the mobile app.

  2. Tap Assets gallery view iconMore at the lower-right corner of your screen.

  3. Select Assets cube iconAssets from the list of options.

  4. Tap Plus icon at the lower-right of your screen.

  5. On this screen, enter the asset details. Provide the required "Unique ID" and select the "Type" from the predefined list.

  6. Once you select the "Type," additional fields will appear at the bottom of your screen for you to enter more details.

  7. Once you're ready, tap Save at the upper-right of your screen.

You can only upload or edit assets in bulk using CSV via the web app, one asset type at a time.

Bulk upload assets

  1. Log in to the web app.

  2. Select Assets cube iconAssets from the menu on the left-hand side.

  3. Click Expand more iconAdd asset on the upper-right of the page and select Bulk upload CSV iconBulk upload (CSV).

  4. Click Download CSV template.

  5. In the pop-up window, click the dropdown menu and select the asset types you want to add assets for. Then, click Done, and click Download.

  6. Open each asset type's CSV template and prepare your assets. You can refer to the "CSV guide" section in this article for guidance on preparing your CSV.

  7. Once you're ready, your CSV should look something like the following example: Add or edit assets in bulk using the CSV template via the web app.

  8. Go back to the web app and click Continue.

  9. Upload your CSV. If there are errors, resolve each error, then click Re-upload and try again.

  10. Click Continue at the bottom of the page.

  11. To add more assets in bulk, click Upload another CSV file or click Finish on the lower-right of the page.

  1. Log in to the web app.

  2. Select Assets cube iconAssets from the menu on the left-hand side.

  3. Click Expand more iconAdd asset on the upper-right of the page and select Puzzle piece icon.Integrate from other system.

  4. Select the asset management system that you would like to add assets from and follow the steps in the below articles to set up the integration accordingly:

CSV guide

Use the instructions on row 2 of each CSV file to guide your preparation. Once you're ready, delete row 2.

Fields

In each CSV template, each column, apart from the "Type" column, represents an asset field. Depending on a field's format (text, date, or currency), you'll need to format it correctly for a successful upload.

Please do not edit the column headers or add any new columns. If you need to create new fields for an asset type, please do so via the web app first, then download the CSV template again to prepare.

Date fields

Make sure each date is formatted the same way as your profile's date format. For example, if your profile's date format is set as "yyyy-MM-dd", then your dates in the CSV should use the same format such as "2021-02-21".

Depending on the app you use to prepare your CSV file, dates might be formatted automatically. Learn how to format date cells using Microsoft Excel to align with your profile's date format.

Currency fields

Make sure each value's currency is specified using ISO 4217 code without any comma dividers or special characters. For example, $1,200.95 in U.S. dollars should be entered as "1200.95 USD".

Site ID fields

Your sites are presented in a hierarchical structure. Make sure your site IDs are from the lowest site levels.

To get a site ID, you can view it from the Sites Details page. You can also download your organization's site list if you prefer.

Troubleshooting

If you receive an error message when you upload assets in bulk via CSV upload, it may be for a few reasons. We recommend that you check the following points for each field that returned an error:

  • Duplicate Unique ID: Each asset's "Unique ID" must be unique.

  • Incorrect formatting: Make sure the value you're mapping matches the supported format of the field. For example, a date field only accepts date formatting.

  • Missing asset type: Each asset must have a specified "Type".

  • Incorrectly formatted dates: Make sure each date is formatted the same way as your profile's date format.

  • Incorrectly formatted currency values: Make sure each currency is specified using ISO 4217 code and doesn't have comma dividers or special characters.

  • Invalid site ID provided: A Site ID is a unique string of numbers and letters that comes from the lowest site levels in your organization (for example, "39c2f508-e0c9-420d-b35f-31fae5f80542"). Meanwhile, a Site name is usually the name of a place or location relevant to your organization (for example, "Metropolitan Sydney"). To troubleshoot this error, make sure that you're using a SIte ID instead of a Site name.

← Previous article: Optimize your processes (Part 1) | Next article: Optimize your processes (Part 3) →

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