Table of Contents
Updated by Andrew Skegg
The next step in building your checklist is to attach any extra information requirements. Not all questions require Extra Info, in which case you move on to Sub-Checks.
The Extra Info tab enables the user to capture extra information about the check they are currently performing. As the checklist creator, you need to determine (in conjunction with subject matter experts) what Extra Info options need to be included (if any) for each check.
There are quite a few to select from, of which Photo and Audio are the most commonly used. But what data you need to capture all depends on the nature of the check being undertaken. Here's a quick rundown of the types of extra information that ChekRite enables users to capture.
When is Extra Info triggered?
The request for extra information is configurable, and is dependant on the response types presented. For example, by default the "Pass/Fail" response type requests extra information when the "Fail" option is selected, as we assume more information is required when something has failed a criteria.
For more information on when extra information is requested, please refer to Visual Examples of Response Types.
Extra Info Fields
Let's take a couple of minutes to discover what fields are on the Extra Info and what their purpose. If you would like to see what these Extra Infos look like from an end-user perspective you can see that here.
It is often said that "a picture says a thousand words" and taking photos enables others to better understand the nature of a situation. Users are able to annotate photos to pinpoint the issue/s by making use of such built-in features as arrows (which make use of the text selected in sub-checks), loupes, and octopus.
This allows users to provide a verbal description of an issue or comment in a 30-second audio comment for pre-selected questions. However, the use of this feature within a checklist must be carefully considered as it presents unstructured data.
Numeric & Decimal
The Numeric feature allows the input of a numeric value when answering a question/check. This is helpful where a measurement is required. The Decimal feature allows users to input a numeric value with a decimal place.
Signature allows users or customers to sign using their finger or stylus on the screen of the device. This is useful in the instances where your business or an industry regulation requires a physical signature after a given check has been conducted.
Prompts users to scan a bar code for a specific question within a checklist.
Currency, Date, Time, & Duration
Each of these types of Extra Info will display a keypad prompt for the user. The format (and type of currency) that will display in the ChekRite App is dependent on how you set up the feature in the portal.
Prompts users to enter a code using an alpha-numeric keypad for a specific question within a checklist.
Enables a secondary employee to be identified during a checklist and formally attaches the check to the secondary employee selected as extra info as well as the logged in user. Filtering by department and position allows only certain employees to appear for the user to select from when this step is reached.
Even though the user must always select an asset prior to selecting and starting a checklist, there are occasions when a secondary asset may need to be identified during a checklist. The “asset” extra info method formally attaches the check to the secondary asset selected as extra info as well as the primary asset. Filtering by category and asset class allows only certain assets to appear.
Allows a formula to be set based on other Extra Info being captured (eg Numeric, Decimal, Currency, Location). To use, you must already have inserted another Extra Info type that can be used in the Calculated formula. The calculation result is displayed to the user and in PDF reports.
Currently, the calculation can only use values for Extra Infos that are in the same question not different questions.
This displays a map on the screen so the user can drop a pin on the location they want to store. ChekRite already stores the location where the user is right now, but this location Extra Info is useful if you are reporting something that happened at a different location from where you are now.
Dynamic List is similar to sub-checks (which you'll become familiar with shortly), except you can change them without having to update the checklist. In addition, new items can be added on the fly if you are allowed to.
Enables users to time specific events and automatically records the elapsed time.
Wow, that's a lot of choice!
How to add Extra Info
- Go to Checklists > Questions > Extra Info.
- Select the “Type” to be attached from the Type drop-down menu.
- Enter the title of the Extra Info in the Print Label field. This is what will appear on the reports for next to this Extra Info. In many cases, it is the same as the question title.
- Enter a direction for the user in the App Label field, eg. “Take photos of any issues.”
- Select the Mandatory box if the information must be captured. Unless completed, the user will not be able to progress further with the checklist.
- Select any other options that appear for this Extra Info. These will be based on the type of Extra Info selected. e.g. for a date Extra Info, you can choose the format of the date and whether or not a default date is presented, for a numeric you can choose whether or not there is a thousands separator shown in the report or if negative values will be allowed.
You may wish to change the order in which the Extra Info attachments appear or remove one altogether. If so, that's really easy. To change the order, just drag and drop the attachments into the desired order. And to delete just highlight the attachment to be deleted and click on the Trash icon. Gone!
It is possible to use an Extra Info to populate an Asset Property. If you want do this, select the Asset Property from the drop down list that you wish to populate with the value entered for this Extra Info. The Asset Properties displayed in the drop down list will only be those that are of a compatible type. For example, if you have a numeric Extra Info, you will only see Asset Properties with a data type of Numeric.
This is quite a powerful way to collect additional information on the asset. For example, you might want to populate the registration expiry date for the asset by using a data Extra Info. When this Extra Info is displayed it will be pre-populated with the registration date for that asset. The user will then be able to update it.
If you update an Asset Property with the Extra Info it will automatically flow into ChekRite analytics by default as all Asset Properties are in ChekRite Analytics. However, if you are not doing this but think this is the sort of information that you would like to do analysis on with ChekRite Analytics then you need to check the box for Use in Analytics. When you do this, the label in the analytics will be the same as the Print Label.