Field Observations

To create a new record, complete the following steps:

1. Review the header to ensure that you are in the correct project or partition.

2. Navigate to the Field Observations application (Apps > Project Management or Document Management > Field Observations).

3. Click New in the action bar.

4. Complete the following fields as appropriate:

   Note Depending on how this app is configured for your domain, there may be fields or sections listed here that do not appear for you, fields and sections that appear for you which are not listed here, or fields and sections which appear in a different order. If you have any questions, check with your domain administrator.

   Field	Description
   Details
   Number	Allow Kahua to auto-number the record, or enter a different value. Note The number format can be configured by your domain administrator. Refer to Application configuration.
   Date	By default today's date appears. Modify if appropriate.
   Subject	Enter a subject.
   Description	Enter a description of the observation.
   Observed By	By default, your name appears here. Select another contact if appropriate.
   Status	Select the appropriate status.
   Responsible Contact	If using workflow, the selected contact here will receive a task when Send to Responsible is selected.
   Responsible Company	Select the responsible company. If you have selected a Responsible Contact, their company name will automatically be selected here.
   CC / Notification	Select contacts to receive notifications when the field observation is sent to the responsible contact or closed. Important Notifications will only be sent if the appropriate settings are selected in the Configuration app. Refer to Settings tab.
   Due Date	Enter the date you want the field observation to be closed by.
   Resolved Date	The date the field observation is closed appears here.
   Location	Select one or more locations from the list, as appropriate. For more information on setting up location values, refer to Setting up locations.
   Notes	Enter any additional notes.
   CSI Code	Select the appropriate CSI Code.
   Portable View Template	If desired, select an alternate portable view template to apply to this field observation. Otherwise, leave it as the default. For more information on portable views, refer to Portable Views.
   Comments
   Any comments will appear here.
   Media
   Upload any relevant image files. For more information on using this section, refer to Media section.
   Pins
   Any existing pins associated with this field observation will appear here. For more information on pinning, refer to Pinning functionality in File Manager.
   References
   Upload or select any relevant files or documents. You can use drag and drop to add a file to this section. For more information on using this section, refer to References section.

5. When you are done, choose one of the following options:

   • Click Save to save the record.

   • If workflow is enabled, the option Send to Responsible appears. Select this option to send the field observation to the responsible contact as a task in Kahua.

   • To mark the field observation as closed, select Close.The status changes to "Closed' and the field observation can no longer be sent to the responsible contact. To re-open the record, select Re-Open.

6. Should you need to update the field observation after it is sent to the responsible contact, you can select Recall. This will to delete the task and re-open the field observation, allowing you to edit and re-send it.

7. Once the contractor has marked the field observation as complete, it will appear as a task on your task list and the original record in the field observations app will be updated. From either location you can choose one of the following options:

   • Close the field observation - Select Close to mark the field observation as closed. The status changes to "Closed' and the field observation can no longer be sent to the responsible contact. To re-open the record, select Re-Open.

   • Return the field observation - If you do not accept the field observation as closed, you can send it back to the responsible party by selecting Return to Responsible. Enter a reason for the return and select Continue. The field observation is again sent to the responsible contact as a task awaiting their response. workflow is enabled, the option Send to Responsible appears. Select this option to send the field observation to the responsible contact as a task in Kahua.

If you have been designated as the responsible contact on a field observation and the originator has sent it to you, it will appear as a task in your instance of Kahua.

To respond to the field observation, complete the following steps:

1. Navigate to the tasks app by clicking the tasks icon in the header or by selecting the task from the Open Tasks section of the Kahua home page. For more information, refer to Open the Tasks app.

2. Select the task to open the detail pane. For information on navigating the detail pane, refer to Log view/Split View/Detail View.

   Note The project name appears in the task log in the subject field and project field.

3. Respond to the field observation by taking one of the following actions:

   • Send comments and keep task open - To respond to the field observation while keeping the task open, enter an update in the Comments/Updates field and select Submit Update. This can be used to acknowledge receipt of the field observation or communicate a plan for resolution. The task remains open and can be marked as complete once the remediation work is done. The comments are added to the record and the task remains open.

   • Mark the field observation as complete - To mark the field observation as complete once any required work is done, enter comments or updates in the Comments/Updates field and select Mark Complete.

   • Return the field observation - If the field observation requires additional clarification or appears to have been sent to you in error, you can select Return to send the field observation back to the originator. Enter in a reason for the return and select Continue. The task is closed and no further action is available to you.

     The originator receives a message informing them that the field observation has been returned. The originator can edit the original record and resend it to you or another contact or company.

Important If you have marked the field observation as complete and it is returned to you by the originator, the reason for the return will appear in a message in your messages app. For more information on accessing your messages, refer to Messages app.

Sometimes the condition recorded in the field observation should additionally be tracked in another app, such as an RFIs, Punch List Items, or Issues. You can use the Process function to copy information from a record in the Field Observation application into a new record in another application.

To copy information from the field observation record into a new record in another app, complete the following steps:

1. Review the header to ensure that you are in the correct project or partition.

2. Navigate to the Field Observations application (Apps > Project Management or Document Management > Field Observations).

3. Right-click on the item and select Process, or open the detail view and select Process from the action bar.

4. In the Target Application field, select the appropriate app. By default, reference files are included. Clear the check boxes for any files you do not want to include.

   

5. Click Start Processing.

6. The target application opens to a new record with information from the field observation. Complete any additional fields and click Save.

You can generate a report from a selected log view, or use one of the built-in reports available by default in each application. For more information on creating your own reports, including how to set up scheduled reports, refer to Creating ad hoc reports.

Note For information on modifying the logo that appears on reports in your project, refer to Managing report logos.

To generate a report from a log view with up to 10,000 records, select the report icon . If your log view contains more than 10,000 records, the report icon will be disabled and you can select to download the records to a CSV file instead. For more information, refer to Generate a report from a log view.

To generate an application report, complete the following steps:

1. Navigate to the application.

2. Select Reports in the application title bar.

   

3. Select the report you want to run.

4. Apply any desired filters.

5. Select View or Download as appropriate. For more information, refer to Viewing Reports.

   

6. Click the Close icon when you are done.

To delete a record, complete the following steps:

1. Review the header to ensure that you are in the correct project or partition.

2. Navigate to the application.

3. In the log view, select the check box next to the record or multiple records that you want to delete. Select Delete from the action bar.

   

4. Alternatively, right-click on the record in the log view and select Delete.

5. Click OK on the confirmation message. The record or records will be deleted.

Note If a record was deleted in error, it can be recovered from the Recycle Bin application by an administrator. For more information, refer to Using the Recycle Bin.

Your domain administrator or another user with the appropriate permissions can configure the app in the Configuration application.

Important When working in the Configuration app, it is important to review the header and ensure that you are working at the correct level in the hierarchy, either the root domain or at a partition or project level.

Settings that you establish at the root domain or lower levels will inherit down the hierarchy until they are overridden. For more information on the hierarchical structure of Kahua, refer to Understanding the hierarchical structure of Kahua.

The Configuration app can be accessed directly through the apps list (Apps > Administration > Configuration), or by right-clicking on an application in the launch bar and selecting Configure. When you select Configure for an app from the launch bar, the detail view of the configuration page for that application opens automatically.

For general information on configuring this app in Configuration, refer to Application configuration.

The following items are specific to this application: