In this article, we will go over how to create and manage customized activity and incident templates.
NOTE: Event and Incident Reports allow the creation of personalized forms, which can be completed via the PC web portal and the mPost application. The following explanations will be based on the Event Management page, although the same operations (other than planning) may also be completed on the Incident Management page.
Creation of an Activity Report
1. Open the Settings menu and either the Event Management or Incident Management page.
2. Then click Create Event Form.
This will open the Form Builder to configure your report.
- Report Name: Set a title for your Report here.
- Description: Enter a description for this report here. This will be displayed to the user when the report is completed.
- mPost preview: this icon activates an insert displaying the report as it will appear on mobile.
- Report Configuration: This icon displays general Report options (explained in the next section).
- List of elements/fields: This is where the configured elements/fields will be displayed in order.
- Save/Cancel: These two buttons allow you to save your settings or, on the contrary, ignore your actions and return to the general listing of reports on your Site.
- Form Elements: Listed here are all the different types of elements and fields that can be used to compose your Report.
- Category: This drop-down allows you to select an existing category or create a new one by typing text. This categorization is then visible to agents to sort/identify reports if they are numerous.
- Priority: Select a level from the three available. This will be displayed in the final report, and the high priority will be indicated by the report line shown in bold red in the Security Log and Command Center.
The event can remain open: agents can keep their report in open status (or paused) to continue editing it later or by a colleague (their successor or supervisor).
Activating it will also display a new field to define the maximum duration of this open status in days. After this time, the report will be listed as an anomaly.
Can be assigned to an agent: Can be activated only if the Report can be kept open. This option allows a user to assign another user to an open report to, for example, ask them to take responsibility for writing it. When activated, a new field is displayed to allow you to assign these future reports to a user group collectively automatically.
This will all show a 3rd option to the Keep Open button when writing a Report.
- Automatic scoring question: this option will add a field at the bottom of your report, which will generate a result, a score, according to the answers given during writing, thanks to the use of Yes/No type fields (where Yes=success and No=fail). An additional field asks you to define a success threshold (between 0 and 100).
Now let's move on to the content of your report: start by choosing an element/field type from the right panel named Form Elements and drag its box (here, it's a checkbox) to the single group displayed (called New Group by default).
NOTE: The list of available items is long. Scroll to see everything.
Click and hold an element to select it. The element will be highlighted in blue, indicating you can position it on your report. While holding, drag and drop the chosen element onto your report. When positioning the element in your report, the first element of a group will be indicated by a grey inset, and any additional elements will have a dotted inset.
Edit an element/field
Click on an element in your report to expand it and display the different options:
- The element type for this field.
- Write the question you would like answered by the field here. An additional text field is available to provide further information or a description (in this example, it's "check box").
Note: Other fields may need to be completed depending on the type of fields used.
For example, you will also have to encode the different possible answers in the case of a list.
- Enable this option to make this field mandatory before the user can save their report to complete it later (your report must be able to be kept open from its general configuration). However, this does not prevent him from closing his report.
- Enable this option to make this field mandatory for closing the report. With this response, the user can complete their report. Note: Options (3) and (4) can be used together depending on the desired behavior.
- Enable this option to subject responses to your platform's GDPR module in this field. Leave the following field blank to use the platform's general retention period, or enter a number of months to make an exception. After the deadline, the responses will be deleted by anonymization.
- Activating this option allows you to display the response to this field directly in the Security Log of the Consultation menu in a column of each entry in this report.
- The option used to link this response to the creation of a visitor (visitor module) or a vehicle (parking infraction module). From the list that appears, select the type of data to link. The response will also be recorded as a License plate concerning a parking violation.
- Click this button to create a clone/duplicate of this element below the selected one.
- Click Cancel to discard any current changes.
- Click Remove to remove this item/field from the report completely.
- Click Save Field to save the current configuration of the field.
Edit a group of elements/fields
You can also edit groups by simply clicking on their dark gray line.
- Name the group here.
- Suppose this option is active on your platform. In that case, you can remove from this list the user types who cannot modify anything in the configuration of this group and the elements/fields it contains (very useful for large structured sites with general and local managers). For example, ensuring that part of a report remains the same while leaving the other groups modifiable according to local/structural needs is possible.
- By activating this option, you will be able to link the display of this group (it will, therefore, be hidden when opening the Report) to one or more conditions based on the answer(s) given elsewhere in this Report. For example, the "Damage" group will only be displayed if agents answer "Yes" to the question "Is there any material damage?" from a previous group.
Note: Only closed response fields can be used: checkbox, number, list, radio list, custom list, and yes/no.
- Completely delete the group and the fields it contains.
- Click this button to clone/duplicate this group directly below this one.
- Click Cancel to discard any current changes.
- Click Save to save the current group configuration.
Use groups and elements/fields to make up your future Report.
Finally, remember to click on Save Form to save everything.
Edit Existing Reports
Once your report has been saved, it will appear on the Events or Incident Management page list.
From left to right, you can:
- View the Report setup and preview it for an editor.
- See its Name, Category, Priority level, and current status (clickable to enable/disable).
- See the Guidelines linked to this report and link to others.
- Configure Notifications (general via the header or individual via the Report line).
- Provide a Schedule to complete this report cyclically.
- Manage the Permissions of different user types for four actions:
- View: who can view this report in the Security Log.
- Write: who can open and complete this report.
- Edit: who can edit this report if it is kept open.
- Close: who can close this report if it is kept open.
- Edit this report to modify its configuration/structure/field...
- Duplicate this report by checking its box and clicking on the sheet icon.
- Delete this report by checking its box and clicking the trash can icon.
- Clear any filters that you may have set up via headers.